The time registration settings allows you to fine tune your setup for your department. In this article we will go through all the settings nessecery to fine tune your setup for your organization/department.
Note: time registration settings are on department level, but can be copied across the organization.
The settings page can be found under department level settings, under the tab time registration here.
Time registration
Check this to enable time registration for this department
Use iBeacon
Administrators play a crucial role in managing iBeacon settings to ensure smooth check-in functionalities. Only the organization’s administrator, such as the head office or IT department, has the authority to change or disable automatic activation of iBeacon functionalities. These settings are defined by the company’s integration and cannot be modified by SameSystem support.
If your department uses beacon based time registration, check this. To modify or disable iBeacon-based check-in functionalities for a specific department, follow these steps:
Navigate to the department’s Options.
Open Department Settings.
Go to the Time Tracking tab.
Remove the iBeacon assigned to that department. Removing the iBeacon will disable app-based check-in for the selected department.
Troubleshooting Common Issues
If automatic activation needs to be disabled or modified, ensure that the request is routed through the organization’s administrator.
Verify that the correct iBeacon is assigned or removed for the intended department to avoid disruptions in check-in functionalities.
Select type of time registration
Soft - The soft option gives no security when registering time. The employees can use any device anywhere to register time
Locked IP - Requires that the IP-address of the location to be registered, and only devices connected to the registered network can be used to register time. Works best with static public IP
Digital fingerprint - Requires that a machine is registered. A digital fingerprint is taken based on the computer hardware. May require re-registration if hardware is changed/updated.
Browser fingerprint - Uses cookies to register the browser to secure the browser. Only one browser can be registered. May require re-registration if browser data is cleared or if the browser is updated
Select level of time registration
Employee can choose start/end-time - Employees can manually set the start and end time for the shift.
Locked to server time - SameSystem server time is used to register start and end time for the shift. User can not alter the times.
Select type of registration for breaks
Time interval - User can set duration for break with start or end time for the break.
Start & stop - User must manually start and stop the break.
Rounding off time registration
Rounding allows you to make sure employees registers time within the policies of your organization. Using the below screenshot we have a few scenarios.
In this example we assume Sara has a planned shift with the following
Deviation reasons
Deviation reasons can be used for the manager to get additional information if there is a deviation. This will act as a tool to decide if planned or registered timestamps should be used and for documentation purposes.
Example
Planned start time: 10:00
Planned end time: 18:00
Before planned start time - This is how long before the shift it will round to the planned start time. This means that if Sara logs in between 09:30 - 10:00, the planned start time will be registered. Sara will have to type a reason if the deviation is more than 10 minutes.
After planned start time - This is how long after the planned start time it will round to the planned start time. This is advised to have as 0 minutes. Sara will have to type a reason if there is any deviation.
Before planned end time - This is how long before the planned end time it will round to the planned end time. This is advised to have as 0 minutes to allow users to leave the store early without having the manager having to correct it manually. Sara will have to type a reason if the deviation is more than 45 minutes.
After planned end time - This is how long after the planned end time before it will round to the planned end time. This means if Sara logs out between 18:00 - 18:30, the planned end time will be registered. Sara will have to type a reason if the deviation from planned end time is more than 10 minutes.
Break reason
This is the same concept as normal deviation reasons for start and end times.
Amounts are in minutes, and we only count total break amount for the shift.
Enable manager approval for checked-in shifts
Enable this setting allowing managers to approve shifts via the manager approval tool on web and mobile.
Type of warning for manager approval
What kind of warning the manager gets when they try to approve the day.
Off - No warning. When the day is approved, all shifts are approved as is
Warning - Manager is warned to go through manager approval and approve all shifts
Enforced - Manager is forced to go through manager approval and approve all shifts before they can approve the day
Time registration without planned shifts
Allows employees to register an unscheduled shift. Make note of user permissions.
Copy all settings to all departments
If checked when saving, the settings for the current department will be copied to all client departments.