Adding a team member to your account is the first step. The next is to adjust their settings. It's very easy. Here is how to set up an employee (or contractor) on Webtimeclock Pro. With our Simple plan, settings are more limited.
1. Go to LOGIN > People > Name
The first section you see is the person's Profile. To navigate to other sections, click any of the five tabs at the top. Profile, Personal, Wages, Settings, and Prefs.
Email/password sign in
If you want this person to sign in using an email address and password, then enter their email and click Send Invite. That will send an email inviting them to create their own password. If their email is associated to a Google account, they can sign in using the Sign in with Google button.
PIN sign in
If the employee does not have an email address, they can clock using Webtimeclock's Team Clock. Please refer to Settings below to assign a PIN.
Personal
If you don't use our payroll system, these personal settings are not required, however we highly recommend using them. For example, if you need to use geofencing, the workplace setting determines where the employee should be working from. It also helps keep your HR information in one place.
Wages
Depending on the employment type, these settings allow you to enter either an hourly rate, annual salary, or contractor hourly rate. At the same time, it assigns a job title by selecting a title, or creating a new title.
Settings
Clocking (PIN or Badge) - Enter a PIN or proximity (RFID) badge number for our wall-mounted time clocks. PINS are also used for Webtimeclock's Team Clock.
Pay schedule - Most companies have only one pay schedule, but it is possible to different pay schedules. For example, one for salary workers, another for hourly. For more information see Pay Schedules.
Pay class - As with pay schedules, most companies will have only one pay class. A pay class is a set of rules such as overtime and rounding.
Department - Allows you to assign this person to a company department. For example, it can be used to help report hours worked by department.
Manager - Defines who the direct manager is. If using alerts, this is the person who will receive them. Supervisors assigned as mangers have rights to edit timesheets.
Supervisor (view only) - Supervisors assigned as view only do not have rights to edit timesheets.
Export ID - When exporting to certain payroll systems, they require you export an ID for each employee that matches their system. This is where you enter that ID.
Preferences
Department tracking - When set to ON, allows the employee to select from a list of assigned departments as they clock IN. Use this, for example, to track hours on jobs or tasks.
Tip tracking - When set to ON, allows the employee to enter cash tips received as they clock OUT from their shift. If using our payroll system, these tips are automatically added to their paycheck.
IP security - When set to ON, limits employees to clock in/out only when connected to your authorized IP addresses. Prevents clocking outside your workplace locations.
Mobile phone geofencing - If set to ON, and if the employee clocks from a phone, they are asked to allow GPS location. Blocks them if they are outside your workplace location.
Prevent mobile phone clocking - If set to ON, prevents an employee from clocking in/out when using a mobile phone. Helps to limit them to desktop computers used in your workplace.
Alerts
Managers can't always watch when employees clock in/out. Using email alerts is an easy, proactive way of staying informed.
Each clock IN- Sends an email to the direct supervisor each time the employee clocks IN.
Each clock OUT - Sends an email to the direct supervisor each time the employee clocks OUT.
Each late clock IN - Sends an email to the direct supervisor each time the employee clocks IN late.
Each early clock OUT - Sends an email to the direct supervisor each time the employee clocks OUT early.
Each time off request - The default is ON. Sends an email to the direct supervisor each time the employee requests time off.
That is a lot of options, but a lot of ways to customize.