The "Administrator" role of ExakTime Connect is reserved for those that require unfettered access to all possible ExakTime Connect features such as setting up policies, adjusting user roles, viewing/editing time cards, and more. If you have any users where an "Administrator" rule is too much, you can create a custom role that is more tailored to the needs of the user without granting them access to everything in ExakTime Connect.

For our purposes, we will guide you through setting up a user role that can view and edit time cards. You can grant further permissions in the future as needed.

Table of Contents

• Creating a Unique Security Role
• Setting Up the ExakTime Connect User
• Logging in with the New Role
• Reviewing and Managing Time Card Details
• Reviewing Time Card Edits

Creating a Unique Security Role

Of course, you can simply give the user Administrator access; however, creating a role specific for that user allows one to control their permissions and access to avoid unwanted changes to company settings and policies. To create a new role, follow the steps below:

1. Click Manage and go to Security Roles.

   

2. Click the ExakTime Connect tab.

   

3. Click Add Security Role and give the security role a unique name, such as timekeeper, bookkeeper, etc.

   

4. Towards the right is the "Permissions" tab where you can specify what the selected security role can do in ExakTime Connect. Set "Allow employees in this role to sign in to ExakTime Connect" to allow users in the security role to access ExakTime Connect. You can also enable this later when you are ready for your users to sign in.

   

5. The "Permissions" tab has a comprehensive list of all the permissions available within ExakTime Connect. If you want to allow this Bookkeeping role to do more than just edit a user's time, you'll want to thumb through the permissions and activate them as necessary. Each permission has an access type option:
   • No Access - User is not allowed to use this function in any capacity
   • Access All - User is able to use the function to its full potential
   • View - User can view the relevant settings or entities but not edit
   • Edit - User can view and edit the relevant settings and entities
   • Add - User can add and view relevant settings and entities, but not edit after saving
   • Edit & Add require View access thus will automatically select the box for View when clicked, whereas Access All requires all access types and will automatically select all boxes except No Access which will deselect all boxes.

   You can learn more about the ExakTime Connect permissions from our dedicated article here.

6. For our purposes, we will want to enable the following permissions as appropriate:
   • Time Management

     

     • Time Card Summary & Details - Review the hours of other employees in their viewset.
     • My Time Card  - Review their own hours.
   • Tools & Communication

     

     • Dashboard - Jump to their favorite reports and review which employees are clocked in at a location at a glance.
   • Reports

     

     • Enable "Allow access to all reports"
7. Save your changes to the security role.
8. You can also enable additional options for your ExakTime Account and the related security role permission such as:
   • Time Card Approvals - Allow employees to approve their own or other time cards.
   • Pay Period Closing - Allow users such as admins or supervisors to close the pay period to prevent any further time card changes.

Setting Up the ExakTime Connect User

Next, you'll want to add the new user to ExakTime Connect. Like any other active employee in the list, this user will consume 1 ExakTime Connect employee license.

Inactive Employees cannot log into ExakTime Connect.

1. Go to Manage in the Menu bar and click Employees.

   

2. Click the pencil icon if the employee already exists. If the employee needs to be added, click Add Employee.

   

3. Fill in their first and last name; if you use Employee IDs, fill that in as well.

   

4. Scroll down to "ExakTime Mobile and Connect Access". For ExakTime Connect Security Role, select the name of the created role from the previous section of this guide and enter a unique username.
   • If you have multiple Arcoro modules (ATS, Onboarding, etc.), it is important that the name, email, and username are consistent across all your modules and unique for the Arcoro system/products. A best practice is to use the user's work email address as their username.
   • If you are also using our Core module, it is best to set up the user and username in Core first as Core is the "source of truth" for other modules and allows your employees to navigate between Arcoro modules with a single username.

   

5. Scroll down to "Contact Information" and enter the user's email address. A best practice is to enter the user's work email address.

   

6. Click Save when finished. An email will be sent to the email address entered above to verify their email and create their password. This email expires after 72-hours and should not be used again after password creation is completed.
7. Now that the user has been created, we can now specify who they can see in your ExakTime system. Click the Viewsets tab.

   

8. By default, "Only Themselves" will be enabled. Select the other options to view other employees such as: All employees, Selected employees, or Selected employee groups.

   

9. Click Save when finished.

Logging in with the New Role

Once the user logs in, they will land on their Dashboard page; however, they will not see all the same items an Administrator as the role has been limited by permissions set previously. They should have access to Dashboard, Time Cards (with subsequent dropdown functions), and Reports.

With the permissions set for this Security Role per this guide, the user can access the Time Card Details screen to view users in and outs punches, daily totals, weekly totals, and totals for the pay period. This includes being able to edit, add, or delete a specific punches or entire records. Additionally, they can use the Bulk Time Entry function to add one time record to multiple time cards simultaneously. They're also able to run reports should they need to see a breakdown of information in a printable format.

Reviewing and Managing Time Card Details

The user can refer to the following dedicated articles to help them review and edit employee time cards as appropriate:

• Guide to Time Card Details - A full breakdown of the time card details.
• How to Add a New Time Record on ExakTime Connect - Steps on how to add time records to a time card.
• Adding a Manual Meal Break Record in ExakTime Connect - Steps on how to add a manual meal break record, if you have manual meal breaks enabled.
• How to Edit or Delete a Time Record on ExakTime Connect - Steps on how to edit or delete a time record.

Reviewing Time Card Edits

As an Administrator, if the need to audit changes made to time cards arises, you can navigate to Reports and use the following audit reports:

• Time Modifications by Affected Employee - Displays all manual changes to a punch, grouped by affected employee.
• Time Modifications by Editor - Displays all manual changes to a punch, grouped by who made the change.