Time Tracking

With the purchase of the Time Tracking product, a new section within the ISW is enabled. Here we will cover the details of the Pay Period, Reporting Hours, Overtime, and Breaks

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Pay Period

The pay period is used to define the payroll frequency, the start of the workweek, and the ability to set a pay period deadline.

How often do you run payroll?

Choose your pay period frequency: Weekly, Bi-Weekly, Semi-Monthly, or Monthly. When selecting Semi-Monthly, you will be able to customize the start and end of the first semi-month.

For example, starts on the 1st of the month and ends on the 15th of the month. This indicates that your pay periods will be 1st-15th and 16th-end of the month.

What is the start of the current pay period?

Use the calendar to select the start of your current pay period. If your pay period frequency is Monthly or Semi-Monthly you will be asked to select the first day of the workweek for Overtime calculations

 

When is your payroll processing day?

Enter the number of days after the end of the pay period in which you are required to process payroll. These days will be used to create a timeline to keep you up to date during your pay period and serve as a reminder of when is your last day to process payroll.

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Reporting Hours

The reporting hours define the methods employees can use to record their time. Employees can clock in/out from any device or manually enter their timesheet hours.

What is the maximum number of hours an employee can work in a shift?

Enter the maximum number of hours an employee can work in a shift or a day without going home. The software uses this setting to determine whether employees forgot to clock out for the day, and marked the day with a missing punch or to calculate the hours as a long shift.

 

How do you want employees to Clock In/Out?

Choose the clocking in/out the experience your wish your employees to follow.

• User Selection: Employees are required to select a clock in/out choice. Example: Clock-in, Clock-out, start a break, end break
• Quick Punch: Employees are not required to select a clock in/out choice. It will be chosen automatically based on your configuration

Employee Reporting Methods

Define how the employee will clock in/out or if they will have access to enter their hours manually.

How will employees track time?

Choose how employees will record their time, you can select as many options that apply.

• Time Clock
  • Employees can clock in/out using a Time Clock. If you did not purchase Time Clock do not select this option.

• Mobile Phone
  • Employees can clock in/out from a mobile phone using our WorkEasy.team mobile app.
    • If selected, choose if you wish to track employees' mobile locations
      • On/Require: Employees will be required to turn on and grant access to use their locations services when clocking in/out
      • On/Optional: The location of the employee is tracked only if the information is available when clocking in/out. Location Services are not required.
      • Off: The location of the employee will not be tracked.

• Computer/Web
  • Employees can clock in/out from a computer/web browser from our WorkEasy.team software

• Employees can edit their own time
  • Employees can manually add their own clock in/out times or enter the total number of hours worked from the software or the mobile app.

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Overtime

Overtime rules define when Overtime or Double Time is paid based on company policies, the laws, and the requirements of your state.

Do you want to track Overtime?

If No, we will not track Overtime or Double Time and all hours will be calculated are regular worked hours. 

If Yes, define how to calculate Overtime.

• Weekly: Set the maximum number of hours in a week an employee can work before overtime starts.
• Daily: Set the maximum number of hours in a day an employee can work before overtime starts.
• On the 7th Consecutive Day: Set the maximum number of hours on the 7th consecutive day an employee can work before overtime starts. 

Do you want to track Double Time?

If yes, define how to calculate Overtime.

• Weekly: Set the maximum number of hours in a week an employee can work before double-time starts.
• Daily: Set the maximum number of hours in a day an employee can work before double-time starts.
• On the 7th Consecutive Day: Set the maximum number of hours on the 7th consecutive day an employee can work before double-time starts.

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Breaks

Ensure your business stays compliant by setting up break rules for your employees. Breaks can be deducted automatically, or employees can clock out for breaks. 

Would you like to track employees' breaks? (Example: Lunch, Rest Break, Meal Break)

Choose if you wish to set up break rules to automatically deduct breaks, pay breaks taken, or limited the number of breaks allowed when employees are allowed to take their breaks and enforce employees to take a minimum break.

If you do not want to track breaks, employees will be allowed to clock in/out for breaks, but we will not be able to provide any details when an employee forgot to take a break or took a short or long break.

Are employees required to Clock In and Out for breaks?

• Yes: Continue with the configuration of Manual Breaks
• No: Continue with the configuration of Automatic Breaks

Automatic Breaks

Automatic breaks are used to automatically deduct employees' breaks without having the employees clock in/out for their breaks.

Automatic breaks are deducted automatically after a specified number of hours worked. If the employee clocks in/out for a break, the automatic breaks will be canceled.

How many automatic breaks would you like to track?

Select the number of breaks you would like to track. Based on the number of breaks selected you will be prompted to configure each break.

 

Break Details

• Break Name
  • Enter the name of the break
• Break Length
  • Enter the length of the break
• Automatically deduct the break after X number of hours worked 
  
  • Enter the number of hours worked required in order for the software to automatically deduct the break
• Repeat Every:
  • If checked, the software will automatically repeat another break deduction after the specified number of hours.
• This break is paid
  • If checked, enter the maximum break length you wish to pay.

Manual Breaks

Manual breaks allow you to create custom break rules to ensure employees take their breaks at the right time and also keep track of any missed breaks, long breaks, or short breaks. Choose the type of manual breaks you wish to configure:

Floating

Floating breaks are free breaks that can be taken at any time during the day

How many floating breaks would you like to track?

Select the number of breaks you would like to track. Based on the number of breaks selected you will be prompted to configure each break.

 

Break Details

• Break Name
  • Enter the name of the break
• Break Length
  • Enter the length of the break
• Enforce employees to take a minimum break length of X time 
  
  • If checked, employees will be forced to take the minimum break length entered before ending the break
• If the employee takes a Short Break, auto-complete to the break length
  • If checked, employees who take a short break (20 minutes), will have their break auto-completed by the software to the break length (30 minutes). The time used to auto-complete the break is deducted from the hours worked.
• When employees forget to take a break, deduct the break automatically.
  • If checked, employees who forget to take their break will have their break deducted automatically by the software. The time used to automatically deduct the break is deducted from the hours worked.
• This break is paid
  • If checked, enter the maximum break length you wish to pay.

Worked Hours

Worked Hours breaks are breaks that can only take breaks after working between a specific number of hours. (Example: You may only take a break between your 4th and 5th hour worked)

How many worked hours breaks would you like to track?

Select the number of breaks you would like to track. Based on the number of breaks selected you will be prompted to configure each break.

Break Details

• Break Name
  • Enter the name of the break
• Break Length
  • Enter the length of the break
• Employees must take a break between their X and X hour of work
  • Enter the range of hours employees are required to take this break. For California customers, we recommend using 3 & 4 for Rest Breaks and 4 & 5 for Meal Breaks.
• Enforce employees to take a minimum break length of X time 
  
  • If checked, employees will be forced to take the minimum break length entered before ending the break
• If the employee takes a Short Break, auto-complete to the break length
  • If checked, employees who take a short break (20 minutes), will have their break auto-completed by the software to the break length (30 minutes). The time used to auto-complete the break is deducted from the hours worked.
• When employees forget to take a break, deduct the break automatically.
  • If checked, employees who forget to take their break will have their break deducted automatically by the software. The time used to automatically deduct the break is deducted from the hours worked.
• This break is paid
  • If checked, enter the maximum break length you wish to pay.

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