Groups, known as Crews for employee groups, is a feature that allows you to "group up" entities such as Employees, Locations, Cost Codes, and/or Equipment for organizational purposes within ExakTime Mobile and Employee Viewsets in ExakTime Connect.
Table of Contents
- Special Consideration
- How Groups Are Used
- Enabling Groups for ExakTime Mobile
- Managing Crews/Groups in Connect
- Managing Crews/Groups on Mobile
Special Consideration
- Location, Cost Code, and Equipment Groups are not used anywhere in ExakTime Connect, outside of the Groups page, and are currently intended for ExakTime Mobile use.
- Groups are only one level. You cannot create a group within a group.
- Any groups made within ExakTime Connect can be sent to all copies of ExakTime Mobile associated with your account.
- Employees can be granted permission to create their own groups on ExakTime Mobile.
How Groups Are Used
In Exaktime Connect
Employee groups can be used in ExakTime Connect to:
- Set up Employee Viewsets to restrict an employee to only view/interact with employees of specified employee groups. This allows you to quickly update multiple employees' viewsets by updating an employee group, instead of having to update each individual employee's viewset.
- Send Custom Alerts & Notifications to employees in a group to quickly send alerts/notifications to multiple employees.
In ExakTime Mobile
In ExakTime Mobile, employees will see group names first when making an entity selection. After selecting a group, they can choose from the entities in that group. After a selection has been made, ExakTime Mobile will use "sticky groups" to show the last used group for the next clock in to speed up the process. To stop a "sticky group", the employee can back out of the group to view the overall list of groups. When they select a different group, that will be their new "sticky group" until they back out of it.
Examples of how groups are presented are provided below:
Special Considerations for Employee Groups and Employee Viewsets
For ExakTime Mobile 2.63 or Lower
When trying to view employee groups and an employee has an employee viewset to view other employees, employee groups will ignore employee viewsets and will show the user all the employees in that group, even if they are not part of their viewset.
For ExakTime Mobile 2.64 or Later
Employees can only view employee groups made in Exaktime Connect that they have been explicitly set to view, or if they are able to see all employees. If an employee's viewset is set to "Selected Employees Only" or "Specific Employees", they will not be able to view any employee groups made on ExakTime Connect.
Enabling Groups for ExakTime Mobile
The option to show ExakTime Mobile groups must first be enabled from ExakTime Connect under Company Settings. If you have not enabled groups for ExakTime Mobile, expand the section below.
- Go to Manage, then click on Company Settings.
- Click the Other tab.
- Check the checkbox for "Show employee, location, cost code, and equipment groups in ExakTime Mobile"
- Click Save when finished.
Managing Crews/Groups in Connect
Go to Manage, then click Groups.
Groups Menu
- Groups Tabs - Tabs for the respective type of entity groups.
- Group drop-down menu - Drop-down menu to select the group to view and modify.
- Edit Group Name - Edit the name of the group.
- Show this group in ExakTime Mobile - For the group to appear on ExakTime Mobile, this checkbox must be checked for the group.
- Add X Group - Add a new group for the selected entity type.
- Delete Selected Group
- Search Box - Search for an entity.
- A list of entities that can be added to the group. The checkbox is used on the far-left to add/remove it to the group.
Adding a Group
- Click Add X Group.
- Enter the name for the group to be shown to ExakTime Mobile users.
- Use the checkboxes for the entity/entities that should appear for the group. Any additions/removals of entities to a group will be automatically saved.
- Use the checkbox next to "Show this group in ExakTime Mobile" when the group is ready for ExakTime Mobile use.
- Your employees will need to sync their copies of ExakTime Mobile to see any new groups.
Editing a Group
- Click the entity tab of the group you want to edit.
- Use the drop-down menu to select the crew to edit.
- Edit the name of the group and/or add/remove entities to the selected group. Any additions/removals to a group will be automatically saved.
- Your employees will need to sync their copies of ExakTime Mobile to see any edits to a group.
Deleting a Group
- Click the tab of the group that you want to delete.
- Use the drop-down menu to select the group to edit.
- Click Delete Selected Group.
- Confirm the deletion of the group.
- Your employees will need to sync their copies of ExakTime Mobile from the group to be removed from their view.
Show/Stop Showing a Group on Exaktime Mobile
- Click the tab of the group that you want to show on ExakTime Mobile.
- Use the drop-down menu to select the group to show/not show.
- Check/uncheck the checkbox for "Show this group in ExakTime Mobile."
- Your employees will need to sync their copies of ExakTime Mobile from the group to be added/removed from their view.
Managing Crews/Groups on Mobile
Crews and Groups can be created within ExakTime Mobile for those respective users/devices. Any crews/groups made on ExakTime Mobile will only exist for the original device they were created on and cannot be shared with other copies of ExakTime Mobile or ExakTime Connect.
If you are interested in letting ExakTime Mobile users create their own crews/groups, you can refer to the following articles: