Departments

Included in this article

• Add a new department
• Edit/Archive/Re-activate a department

You will need your Client site name, username, and password to successfully log in.  Reach out to the primary Master Console Administrator for your account regarding this information.

IMPORTANT NOTE: The punch rounding rules will apply to all punches, including breaks and lunches.  If this is not appropriate for your organization, you may wish to disable this feature.   It is your responsibility to comply with all applicable local, state, and federal regulations.

Add a new department

1. Log in to the intended Client Account.
2. Click the Departments option from the navigation bar on the left side of the window.
3. Click the Add icon.
4. Enter/Select the intended details on the Overview page, clicking the Arrow button to proceed when finished.
   • Department name - Used to identify the department in the portal and on reports 
   • Department code - Used to identify the department in the portal and on reports 
   • Status - Reflects the active status of the department 
   • Punch rounding - Rounds the in and out punch times when calculating total hours worked
     • 5-minute rounding with a 3-minute breakpoint: This setting means that the punches will be rounded to the nearest 5-minute segment with a cutoff of 3 minutes. For example, if an employee punches in at 8:02 am and punches out at 10 am, the total for time worked displays 2 hours, rather than 1 hour 58 minutes. If the employee punched in at 8:03 am and punched out at 10 am, the employee’s time worked would display 1 hour 55 minutes, as 8:03 am crossed the 3-minute breakpoint and was rounded to 5 minutes.
     • 6-minute rounding with a 3-minute breakpoint: This setting means that punches will be rounded to the nearest 6-minute segment with a cutoff of 3 minutes. For example, if an employee punches in at 7:57 am and punches out at 10:00 am, the time worked will display 2 hours, rather than 2 hours 3 minutes. If the employee worked from 8:03 to 10 am, the employee’s time worked would display 1 hour 54 minutes, as 8:03 am crossed the 3-minute breakpoint and was rounded to 6 minutes.
     • 10-minute rounding with a 5-minute breakpoint: This setting means that punches will be rounded to the nearest 10-minute segment with a cutoff of 5 minutes. For example, if an employee punches in at 8:04 am and punched out at 10 am, the employee’s time worked would display 2 hours, rather than 1 hour 56 minutes. If the employee punched in at 8:05 am and punched out at 10 am, the employee’s time worked would be 1 hour 50 minutes, as 8:05 am crossed the 5-minute breakpoint and was rounded to 10 minutes.
     • 15-minute rounding with an 8-minute breakpoint: This setting means that punches will be rounded to the nearest 15-minute segment with a cutoff of 8 minutes. For example, if an employee punches in at 8:07 am and punched out at 10 am, the employee’s time worked would be 2 hours, rather than 1 hour 53 minutes. If the employee punched in at 8:08 am and punched out at 10 am, the employee’s time worked would be 1 hour 45 minutes, as 8:08 crossed the 8-minute breakpoint and was rounded to 15 minutes.
     • 30-minute rounding with a 15-minute breakpoint: This setting means that punches will be rounded to the nearest 30-minute segment with a cutoff of 15 minutes. For example, if an employee punches in at 8:14 am and punched out at 10 am, the employee’s time worked would be 2 hours. If the employee punched in at 8:15 am and punched out at 10 am, the employee’s time worked would be 1 hour 30 minutes, as 8:15 am crossed the 15-minute breakpoint and was rounded to 30 minutes.
     • 60-minute rounding with a 30-minute breakpoint: This setting means that punches will be rounded to the nearest 60-minute segment with a cutoff of 30 minutes. For example, if an employee punches in at 8:29 am and punched out at 10 am, the employee’s time worked would display 2 hours. If the employee punched in at 8:30 am and punched out at 10 am, the employee’s time worked would display 1 hour, as 8:30 am crossed the 30-minute breakpoint and was rounded to 60 minutes.
   • Max Shift Length - The maximum hours should pass before a missed out punch is assumed
   • Day change - The time at which a new workday begins
   • Work through day change - Allows out punches after the day change time
   • Timecard approvals - Determines which roles are required to approve the timecards and allows you to enter a custom message regarding approvals
5. Enter/Select the intended details on the Break Management page, clicking the Arrow button to proceed when finished.
   • Rest rules - If employees are required to punch for rest breaks, you can configure the amount of paid rest time and apply a timed lockout as needed.
6. Enter/Select the intended details on the next Break Management page, clicking the Arrow button to proceed when finished.
   • Meal rules - You can configure options for paid or unpaid lunch breaks that occur automatically or that employees punch in and out for, with or without a timed lockout. 
7. Enter/Select the intended details on the Overtime page, clicking the Arrow button to proceed when finished.
   • Weekly/Bi-weekly overtime - Hours over this threshold are applied to the overtime (OT1) pay code
   • Daily overtime - Hours over this threshold are applied to the selected overtime pay code 
   • 7th Day Overtime - Hours worked on the 7th consecutive day worked, within the same workweek, are applied to the overtime (OT1) pay code
   • Saturday/Sunday Overtime - Applicable hours are applied to the selected overtime pay code
8. Enter/Select the intended details on the Punch Rules page, clicking the SAVE button when finished.
   • Schedule settings - Punches occurring within the chosen grace period will be replaced with the start or end time on the timecard and when performing calculations for total hours worked. If the Start Grace and End Grace settings are OFF no adjustments will be made. Any punches made before the start grace period or after the end grace period will not be adjusted.
   • Lockout settings - Punches will not be recorded before or after the lockout times.  Employees will receive a lockout message if attempted.

Edit/Archive/Re-activate a department

1. Log in to the intended Client Account.
2. Click the Departments option from the navigation bar on the left side of the window.
3. Click the Search icon and enter the intended department name to display their information.  
4. Click the Sort/Filter button, select a sorting option (A-Z, Z-A), and/or select one of the status options (Active, Archived) as needed.
5. Click the EDIT button for the intended department.
6. Enter/Select the intended details on the Overview page, before clicking the Arrow button to proceed when finished.
7. To archive/re-activate the user, select the Archived/Active option for the Status setting.
8. Enter/Select the intended details on the Overview page, clicking the Arrow button to proceed when finished.
9. Enter/Select the intended details on the Break Management page, clicking the Arrow button to proceed when finished.
10. Enter/Select the intended details on the next Break Management page, clicking the Arrow button to proceed when finished.
11. Enter/Select the intended details on the Overtime page, clicking the Arrow button to proceed when finished.
12. Enter/Select the intended details on the Punch Rules page, clicking the SAVE button when finished.