Admin Migration Guide: Transitioning from Track to Time

1. Checking Current In/Out Status

In Track

Navigate to Manager Actions > Today's Punch Status.

Ensure today’s date is selected to view current punches.

current day

In Time

Method 1: Go to Timesheets > Select Today > Apply filters.

Whos in

Method 2: Check the Dashboard for real-time punches.

dashboard

2. Checking Previous Shifts

In Track

Navigate to Manager Actions > Today's Punch Status.

Select the desired date and click Go.

prior day

In Time

Go to Timesheets > Select the desired date > Run the report.

run it

3. Editing Clock In/Out Entries

In Track

Go to Today's Punch Status > Select the date.

Click Edit under the action column by correct employee.

Click the Pencil Icon on the shift, make changes, enter a reason, and save.

edit time.png

In Time

- Go to Timesheets > Select the period and filters > Run the report.
- Use the Drop-down Arrow next to the employee's name to expand the timesheets.
- Click View to edit entries.

edit timesheets.png

4. Deleting a Punch

In Track

- Navigate to Manager Actions > Today's Punch Status > Select the date, click Edit, and delete using the Trash Can Icon. Confirm deletion.

Deleting a Punch.png

In Time

Go to Timesheets > Select the period and filters > Run the report.

Use the Drop-down Arrow next to the employee's name to expand the timesheets.

Click the drop down caret to the right of View on the appropriate date.

Select Delete Shift and confirm deletion.

delete a shift.png

5. Adding a Missed Clock Event

In Track

- Navigate to Manager Actions > Adjust Time > Edit next to the employee’s name.
- Add the missed clock event under the correct date and save.

miissed click.png

In Time

- Go to Timesheets > Select the date and filters > Run the report.
- Click Add, enter missed clock details, and save.

add a punch.png

6. Printing Timesheets

In Track

Navigate to Manager Actions > Adjust Time > Click Edit under Tools > navigate to Desired Week.

Print the timesheet.

Print Timesheet.png

In Time

Click Timesheets, then click the Timesheets tab to see the Approved Timesheets.

Click View to see the timesheet, then View again to expand it.

Right click the timesheet, then select Print from the list.

7. Submitting Pay Cycle for Approval

In Track

Navigate to Manager Actions > Adjust Time > Edit under Tools.

Navigate to the desired week and select Submit Pay Cycle for Approval.

In Time

In Track, managers were able to individually approve timesheets before payroll processing. In Time, the workflow is streamlined to simplify the approval and payroll process.

Instead of individual manager approvals, Time encourages a unified approach where all timesheets are reviewed and approved at once, creating a single, comprehensive report that is ready for payroll processing. However, managers play a crucial role in preparing timesheets for approval.

Before approving payroll, the following tasks should be completed by managers to ensure the timesheets are accurate and ready:

Weekly Timesheets: Verify and address any discrepancies in weekly entries.
Shift Entries: Ensure all scheduled shifts are accurate and complete.
Timesheet Edits: Review and apply necessary changes to individual timesheets.
Time Off Requests: Approve or reject any pending time off requests to ensure they are reflected correctly.

Navigate to Timesheets > Requests

Check Shift Entries, Edit and Delete Requests and Time Off Requests.

Approve or Deny each entry or request to so the Timesheet is ready for Approval

8. Approving Timecards

In Track

Navigate to Manager Actions > Approve Time.

Click Take Action next to the employee and approve.

In Time

Go to Timesheets > Pending Timesheets Tab.

Select the correct period (Today, Yesterday, Current Week, Current Period, Last Period or Custom Range) and any other filter criterion, place a checkmark by employees, and click Run Report.

Check over Timesheets for accuracy completeness. If everything looks good, place a check by each employees name and select Approve.

9. Returning Approved Timecards for Changes

In Track

Navigate to Manager Actions > Approve Time > Approved.

Click Return for Changes.

In Time

Go to Timesheets > Timesheet Tab > Select View next to the timesheet to unapprove.

Place a check by the employee(s) and click Unapprove Selected Timesheets.

10. Viewing/Exporting PIN List

In Track

Navigate to Manager Actions > Pin List.

View or export the list as a CSV.

In Time

In Track, managers could view the entire list of kiosk PINs in one centralized location. In Time, the approach is slightly different to prioritize security and organization. Instead of a central list, each employee's kiosk PIN is stored within their individual profile.

This method ensures that:

Employee information is kept secure by limiting visibility to individual profiles.
Profiles remain the central hub for managing all employee-specific details.

Navigate to People > People List

Click Edit by the Employee Profile.

11. Resetting PIN List

In Track

Navigate to Manager Actions > Reset PIN.

In Time

In Track, managers had the ability to reset kiosk PINs directly. In Time, the system handles kiosk PIN retrieval differently. While managers cannot reset kiosk PINs, employees have the ability to request their PIN directly from the kiosk if they forget it.

12. Adding Employees

In Track

Add employees in Wagepoint Payroll and connect to Track.

In Time

Add employees inside Wagepoint Payroll.

Navigate to Add-ons.

Select the Time by Wagepoint tile.

Once connected, click People Matching.

The list of employees entered in the Wagepoint Payroll account is shown under Profile in Wagepoint.

Under Profile in Time, if a match is not already present, click inside the drop down - scroll to the bottom of the list - and select Add Profile to Time.

Add Profile.png

13. Enabling Time Collection via App/Kiosk

In Track

Navigate to Configure > Employee Setup > Edit for the specific employee.

Select Yes by Track User and choose Time Card as the tracking type.

Show Me

In Time

Go to Settings > Time, Shifts, and Schedules.

Enable Clocking In/Out. This enables both the App and Kiosk by App or Kiosk.

14. Enabling Time Collection via Timesheets

In Track

Navigate to Configure > Employee Setup > Edit for the specific employee.

Select Yes by Track User and choose Time Sheets as the tracking type.

In Time

Go to Settings > Time, Shifts, and Schedules.

Enable Timesheet Entry.

15. Assigning Timesheet Approver Role

In Track

Navigate to Configure > Employee Setup > Edit > Assign Approver.

In Time

In Track, users could assign approvers to indicate approval directly on timesheets. While Time by Wagepoint does not use the same approver functionality, it offers a more streamlined role-based structure with Managers who can handle key preparation tasks.

Managers in Time by Wagepoint can:

Edit timesheets.
Approve time-off requests.
Review and approve shift requests.
Oversee weekly timesheet entries.

These capabilities allow managers to prepare timesheets comprehensively for the designated approver, ensuring the approval process is smooth and efficient. By focusing on a clear division of responsibilities, Time by Wagepoint minimizes overlap and supports better accountability, while offering robust tools for managing timesheet accuracy and readiness.

To Set up managers and their permissions:

Navigate to Settings and select Manager Permissions. Establish access level.

manager permissions.png

Go to People > People List and click Edit next to the employee's name.

Set the employee's Role to Manager.

Assign the employee to the appropriate departments they will oversee.

manager role.png

16. Assigning Backup Approver Role

In Track

Navigate to Configure > Employee Setup > Edit > Assign Backup Approver.

In Time

In Track, admins could assign a backup approver to step in when the primary approver was unavailable. This allowed for a fallback option to ensure timesheet approvals were not delayed.

Time by Wagepoint offers a different approach by supporting the assignment of multiple managers and multiple admins, providing flexibility and redundancy without the need for a specific "backup approver" role. While managers focus on preparing and managing timesheets, admins in Time by Wagepoint have broader access to oversee and support these processes as needed.

By enabling multiple admins and managers (section 15), Time by Wagepoint ensures continuity and minimizes potential bottlenecks, offering a streamlined solution for team management and timesheet oversight.

17. Establishing Location Boundaries

In Track

Navigate to Configure > Location Settings.

Add a location, set latitude, longitude, and radius, and save.

In Time

Go to Locations > Add Location.

Enter the address (from the drop-down) and radius, then save.

18. Editing Location

In Track

Navigate to Configure > Location Settings > Click Pencil Icon > Enter Edits.

Save changes.

In Time

Navigate to Locations > Click View.

Make edits and save changes.

edit location.png

19. Setting Overtime Rules

In Track

Navigate to Configure > Overtime Rules.

Set global or per-employee overtime rules.

In Time

In Track, overtime rules were managed globally, applying the same settings across the entire organization. While this worked for many cases, it could sometimes lack the flexibility needed for unique scenarios.

Time by Wagepoint takes a more dynamic approach by allowing overtime thresholds to be specified per employee. Admins can define individual thresholds for:

Daily overtime
Weekly overtime
Doubletime

This employee-specific configuration ensures that overtime policies can be tailored to align with specific roles, contracts, or regional labor laws, offering a level of customization that was not possible with Track's global approach.

Time's threshold-based system is just as efficient as Track’s predefined global rules, while also accommodating a broader range of scenarios with greater precision.

Navigate to the "People" section in your account.

Locate the employee's name and click the "Edit" button next to it.

Scroll down to the "Pay Information" section.

Set the thresholds for Daily Overtime, Double-time, and Weekly Overtime as needed.

20. Setting Reminder Schedule

In Track

Navigate to Configure > Reminder Schedule.

Select options and save.

In Time

In Track, approvers could receive reminders about upcoming payroll processing due dates, helping them stay on top of deadlines.

Time by Wagepoint does not currently include this specific reminder functionality. However, admins and managers can use internal workflows or existing calendar tools to stay informed about payroll deadlines. Time's streamlined interface and features are designed to ensure that payroll preparation and approval remain efficient and intuitive, even without automated reminders.

21. Setting Rounding Rules

In Track

Navigate to Configure > Time Rounding.

Enter rounding rules and save.

In Time

In Track, users had the ability to set rules for rounding hours, which could help standardize time entries.

Time by Wagepoint does not currently offer a rounding feature for hours. However, the system is designed to record exact time entries, ensuring accuracy and transparency in payroll processing. While rounding is not available, the precise timekeeping functionality in Time supports compliance and minimizes discrepancies in time tracking.

22. Setting IP Restrictions

Previously in Track:

Navigate to Configure > IP Restriction.

Enter starting and ending IP ranges, then save changes.

In Time

In Track, admins could set up IP restrictions to prevent users outside a specified IP range from accessing the system.

Time by Wagepoint offers an alternative approach with location-based geofencing. Instead of relying on IP ranges, Time allows you to restrict access by requiring users to be physically within a configured geofence to clock in or out.

This geofencing functionality provides a more dynamic and precise way to manage access, ensuring that employees are where they need to be when performing timekeeping actions. It’s a powerful tool for maintaining accountability and ensuring accurate time tracking without the limitations of static IP restrictions.

Establish Locations in the system.

Navigate to Settings > Employee Permissions and check the box for "Location and Sharing Enforcement."