When subscribed to the Personelle time & attendance features, account owners and admins will have access to the time & attendance configuration settings. From here, you can configure various settings such as absence codes, shift labels, timesheet approval windows, who can access the time clock and more.
Configuration Basics
From the basics tab, you can set up absence codes and configure employee access to the time off calendar view.
•Absence Codes
Absence codes help you categorize the type of attendance event an employee is requesting. We created a set of common codes to help get you started. You may disable any that are not used in your organization as well as create new custom absence codes.
•Creating a New Absence Code
1. To create a new absence code, select the '+create new absence code' option and a new window will open up.
2. Enter a 1-2 letter code and a description of the new absence code. Then select a desired color to label the code and click save.
•Disabling / Erasing Absence Codes
Absence codes can be disabled so they can not be used by employees when they submit time off requests. To disable an absence code, uncheck the box next to the desired absence code.
Custom made absence codes can be fully erased by simply clicking the trash icon next to the code.
•Calendar View
The calendar view configuration setting can be turned on if you want to allow employees within the same department to view the time off request of others. This can be helpful for employees with the same department when planning their time off requests. Absence codes and internal comments for each request will not be visible to other employees.
When NO is selected, employees will only see their own time off requests from their calendar page.
Scheduling Configurations
From the scheduling configuration tab, you can manage shift labels and adjust the start date of the weekly schedule.
•Shift Labels
Set up shift labels to help categorize shift types and visually identify shifts on the schedule calendar. A default shift title is automatically created so you can immediately get started. The default label is not editable.
Create a new shift label by selecting '+Create New Label'. Then enter a shift label name and select the desired color for the new shift label. This color will be reflected on the scheduling calendar when the label is used.
Shift labels can be disabled by unchecking the box next to the desired label. Disabled labels will no longer be selectable when adding a shift to a schedule. Custom labels can also be erased by selecting the trash icon next to the label you wish to erase.
•Schedule Set Up
Select which day your schedules work week starts. Whatever day is selected here will be considered the first day of the work week and will be reflected in the schedule.
Time Clock Configurations
Manage your timesheet submission windows, time clock access and overtime rules from the time clock configuration settings.
•Submitting Timesheets
Choose the frequency you want timesheets to be approved, current options include weekly, biweekly and monthly.
You can also select how many days you want to give admins and supervisors to approve timesheets. Please note that timesheets will be auto approved after the selected number of days if they are not manually approved.
From here you can also select the 'Change time period' option to configure your timesheets time periods.
Note: if you change the time period, the new time period will not begin until the current time period ends.
•Who Can Clock In And Out
Chose which payroll types can access the time clock. You can customize to allow time clock access to specific payroll types like hourly, salary, commission or volunteer employees or choose to allow access to all payroll types.
Note: Employees must also have a payroll type set up in their directory profiles and must be assigned a role in the Time & Attendance permission settings to access the time clock.
•Overtime Rule
Record any overtime of employee hours by configuring overtime rules. If a user clocks more than the selected number of hours, it will be considered overtime. You can also manage the pay rate amount for reporting purposes.
Note: You can input a custom pay rate by selecting the 'Add your own' option.
•Enable Timesheets
Configure which employees you want to have timesheets here. Currently you must enable timesheets for all employees but soon you will be able to specify which employees you want to enable timesheets for.