Quick Reference Guide Supervisors - PayData ... Quick Reference Guide...

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  • Quick Reference Guide – Supervisors

    Page 1 of 40

    Introduction ................................................................................................. 3

    Accessing evoClock+ ............................................................................. 3

    Supervisor Features...................................................................................... 4

    Home Page (Employee List) .................................................................. 4

    Employee Profile .................................................................................... 6

    Time Card .................................................................................................. 8

    Schedules .............................................................................................. 19

    Reports .................................................................................................. 30

    Leave Request ....................................................................................... 33

    Preferences (Supervisors) ..................................................................... 38

  • Quick Reference Guide – Supervisors

    Page 2 of 40

  • Quick Reference Guide – Supervisors

    Page 3 of 40

    Introduction

    The purpose of this guide is to teach you the most common functions of evoClock+ so that you can get

    started right away. For more detailed instructions, click the Help link on any page of evoClock+ for

    context-sensitive help information

    Accessing evoClock+

    Type the evoClock+ URL (provided by your evoClock+ system administrator) into your Internet Explorer

    web browser to display the evoClock+ login page. Type your User ID and Password and then click the

    Login button.

    If an Invalid Login message appears, it may be due to one of the following reasons:

    • You have not correctly typed in your User ID and/or Password. Click OK and re-enter

    them.

    • You do not have permission to use evoClock+ See your system administrator.

    To exit the system, click Log Off on any page.

    Note - After a specified period of inactivity, evoClock+ automatically logs you off from the system.

  • Quick Reference Guide – Supervisors

    Page 4 of 40

    Supervisor Features

    Home Page (Employee List)

    The Home tab opens the supervisor's home page, which allows you to view on one page your employee

    list, messages, the number of pending leave requests, exceptions, and both approved and unapproved time

    cards. This is the first page that opens when you log on to the application. If your organization uses the

    Punch on Login feature, click Home Page on the Punch on Login dialog to open the home page.

    The Information section, when expanded, displays information regarding review/approvals requiring

    supervisor attention. The Exceptions area lists the number of Late Arrivals, Early Departures, and

    Absences recorded for ―yesterday‖ and ―today‖. Note that you can choose whether or not to display this

    section with a setting in Preferences.

    The Employee List page allows you to view and modify your employee information; click a column

    heading to sort on that column. The following fields are shown:

    • Name: The employee's name. This is the default sort order.

    • Status: Whether the employee is currently punched IN or Out.

    • Next Sched. In Time: The next day and time that the employee is scheduled to work.

    • Department: The employee's home department (this field may have a different label

    depending on your system configuration).

    • Department ID: Unique identifier for this department.

    • Time Card: Click the Edit button in this column to view or edit the employee's time card.

    • Schedule: Click the Edit button in this column to view and/or edit the employee's

    schedule. A purple button indicates that this employee has swapped a schedule with another

    employee during this pay period.

    • Profile: Click the Edit button in this column to view and/or edit the employee's profile.

    To specify a different pay period, click the pop-up calendar , select a pay period, and then click

    Go.

    If the employee information you want to view does not appear on screen, you can locate it one of two

    ways:

  • Quick Reference Guide – Supervisors

    Page 5 of 40

    • Specify Search On criteria—click and choose employee name or employee ID

    number. Enter the search string in the Find Employee box and click Go.

    • Using the alphabet-bar at the bottom of the screen, click the first letter of the employee's

    last name to return employees who's last name starts with that letter. Click All to return all

    of your employees. Click # to return records that start with a number.

    Note - If you enter only the first few characters of a search string prior to clicking Go, all

    employees having those characters in the specified search are returned. This is useful for

    narrowing down search results if you do not enter a specific search string.

    You can navigate to and from additional pages by using the page arrow buttons in the lower right-hand

    corner of the screen. The sort order remains the same through page browsing.

    To limit your employee list to a selected group of employees:

    1. Click Filter. The Filter Criteria dialog appears. By default you are on the Supervisor tab.

    Note - The number of currently selected filters per filter tab is noted in parenthesis.

    2. Specify your filter settings. Filters are available for Supervisor, Pay Group, Shifts, and

    Hierarchy. Click a tab to select the type of filter you want to set.

    If you are setting a hierarchy filter, click the Hierarchy tab, and then click to choose the

    type of hierarchy. The hierarchy filter selects employees based on their home hierarchy

    assignment.

    • Company – a listing of company code and company name.

    • Location – a listing of company code, company name, location code, and location name.

    • Division – a listing of company code, company name, location code, location name,

    division code, and division name.

    • Department – a listing of company code, company name, location code, location name,

    division code, and division name, department code, department name.

    • Position – company code, company name, location code, location name, division code, and

    division name, department code, department name, position code, position name.

    Note - when company codes, location codes, division codes and/or department codes are

    selected for filtering, only the positions within the selected companies / locations / divisions /

    departments are visible.

    3. To sort any column, click on a column heading.

    4. To activate a level filter, click anywhere on its display line. A check mark appears and the

    display line is highlighted. To activate all level filters, click the check box in the header row.

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  • Quick Reference Guide – Supervisors

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    To Clear a Filter:

    1. Click Filter. The Filter Criteria dialog appears.

    2. Click Clear Filter.

    3. Click Close to close the Filter Criteria dialog.

    Employee Profile

    Adding a new employee profile

    1. Click the Profile tab.

    2. Click New Employee.

    Note - a new employee profile can be added only if there is an available license.

    3. Enter the profile information. Fields marked with red labels are required fields. If you click Save

    prior to completing these fields an error message informs you of the first and each subsequent

    missed field. For complete information on the various fields see the online Help.

    4. To enter additional information, click any of the tabs at the top of the screen (e.g. Personnel).

    5. To save the new employee profile, you have three options:

    • Click Save to save the new employee profile.

    • Click Save and New to save the employee profile and enter a new employee profile.

    • Click Save and Close to save the employee profile and close the screen.

    Viewing/Editing an employee profile

    1. To open an employee profile, double-click anywhere on the profile's display line.

    If the profile you want to open does not appear on screen, you can locate it one of two ways:

    • Enter the Employee Name (or first few letters of the employee's name) in the Find

    Employee box and click Go.

    • Using the alphabet-bar at the bottom of the screen, click the first letter of the employee's

    last name to return employee profiles that start with that letter. Click All to return all

    employee profiles.

    You can also sort Employees by status. This is helpful if, for example, your company doesn't delete

    employee profiles from the system until they have been first been designated Inactive.

  • Quick Reference Guide – Supervisors

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    • Click the drop-down list next to the Status box and choose Inactive to view by that

    specific status only.

    2. To add or edit profile information, enter the information in the appropriate field. For