The 'Employee' page is where you can view a list of employees in your viewset and manage their details, which includes, but is not limited to:
- General information such as their name, hire date, address, etc.
- ExakTime Connect Username and Security Role.
- ExakTime Mobile PIN and Security Role.
- Employee Viewset to determine who they can see throughout the ExakTime system.
- Go to Manage and click Employees.
Employee List
The Employee list will provide a list of employees within your viewset. You can also search for, add employees, view a count of remaining licenses, and filter the list to show active, inactive, or all employees. Inactive employees do not count toward your license count.
Your employee viewset will determine which employees you can see within ExakTime. Typically, administrators can see everyone, supervisors will only see their direct reports, and employees can only see themselves.
The page can provide the following columns by default:
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- Clicking this icon will allow you to view and/or edit an employee's details.
- Active - If the employee is active or not in ExakTime. Can be toggled from the employee list.
- ID
- Name
- Category
- Web - If the employee has web access.
- Connect Security Role - The ExakTime Connect security role of the employee.
- Mobile -If the employee has mobile access.
- Mobile Security Role - The ExakTime Mobile security role of the employee.
- Keytab - If the employee has keytabs assigned.
Column Manager
The column manager button allows you to add, remove, or move columns and group employees. Custom fields can also be used to help organize your employee lists.
- Drag the columns from the "Hide" section to the "Show" section or vice versa. Any column option with a "Lock" icon cannot be hidden. The order of the columns can be adjusted by clicking and dragging them up and down the list.
- The list can be grouped by clicking and dragging a column option into the "Group By" section, if the page allows it.
Employee Details
Click the pencil icon towards the left of an existing employee to view their details or click Add Employee to create a new employee.
As there are multiple tabs for employee details, we have broken them down for easier reading.
Name & ID
- Active Checkbox - Denotes if an employee is active in your ExakTime system.
- First and Last Name - A mandatory field for the employee that will be interacting with ExakTime Connect and/or ExakTime Mobile. A middle name or suffix can also be entered, but is not required.
- ID - An optional field to denote the employee ID. If you were to use an accounting/payroll application, the employee's ID should be entered into the provided field for reference and/or AccountLinx use.
Employment Information
- Hire Date - An optional field to denote when an employee was hired. The hire date is also used for our time off feature.
- Termination Date - An optional field to denote when the employee was terminated.
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Hourly Wage - An optional field used to calculate estimated payroll and estimated labor costs reports.
- The hourly wage is not currently used with AccountLinx. All AccountLinx setups for wages/pay are performed within AccountLinx.
- Employee Type - Denotes if an employee is hourly, part-time, salary, etc. If "Salary" or "Salary - Exempt" are selected, the "Annual Salary" field will appear.
Time & Attendance Options
- Time Entry Method - Determines if the employee will track their time with a timecard or a timesheet. You can learn more about the differences here.
- Policy Group - The policy group is used to calculate an employee's overtime, time rounds, auto-lunch, etc. New employees will be associated with the "Default" policy group.
- Category - An optional field used to categorize an employee for easier reporting.
- Default Shift - This field will only be available if you have enabled the 'Shifts' feature. The default shift is used by the Shifts feature to determine if an employee's time record should be associated with a specific shift.
ExakTime Mobile and Connect Access
- ExakTime Mobile Security Role - The security role for employees who will be using ExakTime Mobile. By default, we offer No Access, Employee, and Administrator.
- PIN - If an ExakTime Mobile Security Role has been assigned, a unique 4-10 digit PIN must be entered for the employee to use. The PIN can only be entered/edited from ExakTime Connect.
- Default Mobile Location - Specify if the employee will default to the selected location when clocking in on ExakTime Mobile.
- Default Mobile Cost Code - Specify if the employee will default to the selected cost code when clocking in on ExakTime Mobile. The default cost code will respect the selected default location, if any.
- ExakTime Connect Security Role - The security role for employees that will be using ExakTime Connect to determine what they can do in ExakTime Connect. By default, we offer No Access, Employee, Supervisor, and Administrator.
- Username - The username that the employee would use to sign in to ExakTime Connect.
- Verification Status - When an employee has been given access to ExakTime Connect, they will receive an email to verify their email is valid. The verification status will begin as pending until the employee either verify their email or lets the verification email expire.
Contact Information
- Email Address - The employee's email address will be used to verify the account, set up their password, and reset their password. The email address can also be used for certain functions such as emailing an employee their time card or reminding a supervisor to approve a time card.
- Mobile and Home Phone - An optional field used for reference, or for the sending of the employee's ExakTime Mobile PIN if a Mobile Phone has been entered.
Additional Information
- Date of Birth
- Language - The language that the employee will see when using ExakTime Mobile. By default, the language will be English, but it can be changed to Spanish and French.
Address
- Address - An optional field for the employee's home address.
Field Notes allow you to see field notes that refer to the employee being viewed. This will not show field notes sent by them but field notes where the employee is the subject of the field note.
Keytabs are used by employees to clock in and out on JobClock hardware.
We already offer the "Employee Type" field for the Custom Field which is only used for reference on this page.