Employee(s)

 

Manage

Here you will manage your employees

Step 1:  Click on Employees and choose Manage

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Step 2:  Click on options (dots) and select New

Step 3:  Enter all employee details under the General tab


Step 4:  Under device details, you can choose if an employee should have administrator access to the device, or common user privilege.  (Common users only clock and do not have access to enter the menu options to change settings or enroll people.)  Here you can also assign a password to log into the device or assign an RFID card.  Lastly, here you can link your employee to the relevant Time zone group.


As soon as all the employee details are correctly added and defined, the system will automatically update and more tabs will appear.  Note:  If a tab changes it's color to a light orange color, please check the details on this tab again, as this means there is an error will prevent the process from proceeding.

Step 5:  Under enrolled template(s), you can see how many fingers or faceID (if you are using facial ID) have been enrolled for the employee, as well as the dates the fingers or faceID was enrolled.



Step 6:  To link an employee to an overtime rule, select the overtime rule set-up(s) tab.  Next, click on ellipses button (dots) next to the employee name and then select New overtime rule set-up

  • Choose the relevant overtime rule from the drop-down list, and set the effective date of the overtime rule (this feature is particularly useful if an employee has changed to a department with a different overtime rule, and you want the employee's start date at the new department to be the effective date for the newly selected overtime rule). If an employee is not assigned to an overtime rule, no overtime reporting will be available for that employee.


Step 7:  Under Group membership, you can link the employee to the relevant access group


New overtime rule set-up

BC Time users are able to update more than one employee at a time to an overtime rule and specify the effective date that this rule will apply to the select employee(s). This process is made possible by the introduction of selection checkboxes in the employee management menu.

Step 1: Clicking the elipses buttons on the top left corner, next to Manage employees presents the following options:


New overtime rule set-up: all: option allows the user to add all existing employees to a select overtime rule with a specified effective date based on the filters chosen.

New overtime rule set-up; selected: option allows the user to add only the selected employees to a select overtime rule with a specified effective date based on the filters chosen.

Refer to Knowledge based article on how to set this up for your profile.


Set-up columns

This option allows a BC Time user to define which columns should be available to them under the Manage employees view. Clicking this option presents the following options which a user can toggle on or off as per their preference depending on what information they want to see displayed on the Manage Employees view:





Group(s)

Groups are granted access to different areas when using security, thus employees are linked to the group, which in turn is granted access to a specific area

Step1:  Choose Group(s)


Notes for employee groups landing page:

  • Name:  shows you a list of all the group names

  • No. of employee members:  Show you the number of people assigned to the group

  • You can export the employee group list in either PDF or CSV format by clicking the option

By hovering your cursor over the column headings, the option to apply change will appear, whereby you can remove the number of employees column.



Step 2:  Click on elipses (dots) and select New


Step 3:  Enter a name for your group under the General tab


Step 4:  Assign employees to the group under the Members tab


Step 5:   Assign an area(s) to the group based on the access that the employees should have.


Leave

Here you will load leave for your employees

Step 1:  Click on Employees and choose Leave


Notes on the tabs option:


  • The date range:  You can select the dates for which you want to view the existing leave entries

  • All leave types:  Here you can filter, based on the type of leave which you want to view

  • Branche(s):  You can filter, based on the leave for the specific branch that you want to view

  • All departments:  You can filter, based on the specific department that you want to view

  • All group(s):  You can filter, based on the specific group’s leave that you want to view

  • Active / Inactive:  You can filter, based on the active employees or inactive employees

  • All employee(s):  You can select the specific employee whose leave you want to view

  • You can export the filtered or unfiltered leave entries in either PDF or CSV format by clicking the option


After each filter change, you will have to click the (now orange) refresh button


Step 2:  Click on ellipses button (dots) and select New



Step 3:  Fill in the detail under the General tab - Employee name, leave type, and period of leave taken, start to end.  Please note if you prefer to use hours rather than leave days, there is an option "Input hour(s) per day" which when selected, displays an hour(s) fill box.



Overtime rule(s)

Overtime rules tell the system how to calculate your employees' hours.

Step 1:  Choose Overtime rule(s)


Step 2:  Click on ellipses button (dots) and select New

Overtime rule settings:

General

Name

Give your overtime rule a name to make it easily identifiable

Type

Only Daily is an option at this stage; this means overtime will be calculated on a day-to-day basis

Overtime threshold

This indicates the time-period before overtime should start counting.  If,f or example, set to 0.25, that means an employee has to work more than 15 minutes of overtime for the overtime to be valid

Round

 Here you can choose round hours to the nearest 15 minutes, 30 minutes or 60 minutes based on a minimum period that you choose

Apply rate on day where most hours worked

 This is applicable for night shifts.  When an employee works a night shift from Saturday evening until Sunday morning, if this is enabled, then the overtime will be calculated according to the day with the most hours worked.  If, for example more hours are worked on the Saturday, then the overtime will be calculated at 1.5.  If more hours are worked on the Sunday, then Sunday time will be used to calculate hours

Calculate night-time

Here you can choose if the system should calculate night-time, as well as specify during which period night-time is applicable.  Night-time is usually calculated at 6% of the employee's’ hourly rate

Incl. with pay run export 

This setting enables exporting all employees linked to this overtime rule to the payroll system.  When disabled, the employees’ hours will not be exported to the payroll system.

Overtime requires approval

 This setting enables you to state that overtime requires approval before being allocated on the reports . You can further state the pre-approved overtime. 




Region

Under the region tab, you specify the time zone, based on the location of the company.


Day details

Click on Set-up weekdays:

Day Details

Here you can specify for which days these settings are applicable.  Weekdays, Saturdays and Sunday can be setup separately

Normal hours

Enter the normal working hours for the day here.  Anything worked in excess of the normal hours will be calculated as overtime (observing the overtime threshold)

Calculate public holidays as working hours

Should normal hours be awarded on public holidays, if an employee did not work for the day

Allocate leave hours on public holidays

When enabled, leave hours will be allocated on public holidays.  If an employee does not normally work on public holidays, then this setting should be left disabled

Incl. absent

When enabled, the days selected will be included in absence reporting

Use first-in and last-out clockings to determine hours worked

When enabled, the system will strictly use the first clock-in of the day and the last clock-out of the day for hour calculations.  All other clockings that occurred in between for the day will be ignored

No overtime

When enabled, no overtime will be calculated for the days selected

Clock out and in for lunch

When enabled, the system will take no action to subtract a period for lunch time.  Instead it will be expected that employees clock out and in for lunch

Lunch duration

If the above setting is disabled, then you should specify what period of time should be subtracted for the lunch duration (for example 1 hour)

Lunch threshold

This specifies how many hours an employee should work before the lunch period is subtracted.  If, for example, the lunch threshold is set to 5 hours, and the employee only worked for a total of 4 hours for the day, lunch will not be subtracted

Deduct lunch on public holidays

When enabled, lunch will be deducted on public holidays as well

Deduct lunch from night-time

When enabled, lunch will be deducted from night-time as well

Productive area(s)

This setting is only applicable when making use of access control.  It is possible to specify productive areas, which means the employees will only get paid for hours spent in the productive areas.  Any time spent outside of the productive areas will not count towards the productive hours of the day


When you have completed your setup, click on Save.  New tabs will appear after successful saving.


Next, please refer to the Overtime tab and click on New overtime set-up


Options available:

Allocate

All

Allocate all of the hours worked more than specified

Max

Allocate a maximum of hours (specified)

Before midnight

Allocate all hours worked before midnight

After midnight

Allocate all hours worked after midnight


Of hours worked more than normal - this means all hours worked more than the normal hours specified under General

1.0

Hours will be calculated at a rate of 1.0

1.5

Hours will be calculated at a rate of 1.5

1.6

Hours will be calculated at a rate of 1.6

2.0

Hours will be calculated at a rate of 2.0

X HoursPre-approve a certain number of hours of overtime


Please navigate to the Public holidays overtime tab and choose New public holidays overtime set-up


Refer to options available section above.  On public holidays, however, all hours worked will be allocated as per setup (as opposed to hours worked more than normal under normal Overtime).

Please navigate to Shift(s) and click on New shift


General

Period

Select the period the shift will last

Min. hr(s)

Specify the minimum hours an employee has to work to qualify for the shift (note:  if the total hours worked for the shift is less than minimum hours, the employee will receive 0 hours for the shift)

Lenient shift start (in min(s))

Specifies how early an employee can clock in, and still be registered.  This is especially important where access control is used and employees clock in and out quite often.  It may, for example, happen that an employee clocks in before the shift start time, and out again before the shift start time, and only back in again after the shift started.  Without the shift leniency setting, the employee will be registered as being late for the shift.

Do not calc. hrs after shift end

When enabled, no hours will be calculated after the shift end time specified.  This means no overtime will be calculated.



Lunch set-up

Please note lunch set up under shifts over-rules lunch set up under Days

None

Employees clock out and in for lunch

Duration

A lunch duration is specified to be subtracted from each day (for example 1 hour)

Time

A lunch period is selected, for example from 13:00 to 14:00





Saturdays and Sundays


Now, setup Saturdays and Sundays as per the instructions above, and then your overtime rule is ready to be used!



Branch(es)


This is the Branch(es) that your employee(s) will be operating from


Step 1:  Choose Branch(es)




Notes for the Branch(es):


  • You have the search bar to type the name of the town/city which will create a drop down list from which you can select the department which you wish to view

  • You can export the list of Branches in either PDF or CSV format by clicking on the option



Step 2:  Click on ellipses button (dots) and select New




Step 3:  Give your branch a name




Step 4:  Type in the City name and then select it from the drop -down list.




Department(s)


This is the Department that your employee(s) will belong to


Step 1:  Choose Department(s)




Notes for the Department(s):


  • You have the search bar to type the name of the department which will create a drop down list from which you can select the department which you wish to view

  • You can export the list of Department(s) in either PDF or CSV format by clicking on the option



Step 2:  Click on the ellipses button (dots) and select New




Step 3:  Give your department a name



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