Added new permissions - Edit timesheets/generate missing times. TK-98 Gives controlled access to authorized staff to make edits to timesheets.
- Import external plugins. TK-96 Gives controlled access to authorized staff to import external plugins.
- Create/delete timesheets. TK-98 Gives controlled access to authorized staff to create or delete timesheets.
- Approve timesheets.TK-97 Gives controlled access to authorized staff to approve timesheets at the various levels (lower level/detail record, higher level/header record).
- From the Administration and Maintenance tab, select Permissions.
- At the bottom of the window, place a checkmark for each permission allowed for a user's role.
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External Plugins Download and Import Custom Plugin - Login to the Customer Portal with your username and password.
- Locate and click on the Newton folder. Next, click on the Plugins folder. Then, click on the correct plugin to download the file to your local or network drive.
- From the Administration and Maintenance tab, click on Advanced Setup. Then, select External Plugins.
 Image Added - Click the Add button.
 Image Added - Locate the plugin file from your local or network drive. Then, click Open.
 Image Added - Click OK to install the plugin.
 Image Added - You should now see the custom plugin in the list. Click Close.
 Image Added - In order to load the plugin, you must restart TimeKeeper. Click OK.
 Image Added - Click the red X to close the program or click the TimeKeeper icon in the top, left corner of the window and select Close TimeKeeper.
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You may click on Administration and Maintenance → Advanced Setup → External Plugins to ensure the plugin has been loaded.  Image Added
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Install Custom Tables
- From the Administration and Maintenance tab, click Advanced Setup. Then, select Custom Tables.
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 Image Added - Select the correct custom table to install. Then, click Ok.
 Image Added - Support must approve the installation. Click Submit Request. Then, contact Support by creating a case in the Customer Portal, emailing Support, or contacting your Support representative.
 Image Added - Once Support has released your installation request, you must restart the program as indicated in Download and Import Custom Plugin - Step 9.
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You may click on Administration and Maintenance → Advanced Setup → Custom Tables to ensure the custom table has been loaded.  Image Added
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Establish System Settings for Time Sheet Approval - From the Administration and Maintenance tab, select System Settings.
- Click on the Time Sheets tab. Then, use the drop-down menu of the Time Sheet Approval option and select the correct custom table.
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 Image Added - Click in the User column next to the asterisk * and slect a user from the list of available users. Next, click in the Cost Center column and select the correct Center for the user. Repeat the process for all users who are authorized to approve time sheets. Then, click Apply or Ok. By clicking Apply, changes are saved and the Setup Approvable Cost Centers window remains open. Clicking Ok closes the window after applying changes.
 Image Added - Click Ok in the System Setup window to apply changes.
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Establish Pay Periods (if applicable)
- From the Administration and Maintenance tab, click Advanced Setup. Then, select Pay Periods.
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Click the Add button and use the calendar tool to establish the Start Date and End Date for a pay period. Then, click Ok. | Note |
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If pay periods are consecutive, you can simply click the Add button again to automatically add additional pay periods. Use the calendar tool to adjust pay periods if they differ. |
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Time Sheet Approval - Lower Level - Login to TimeKeeper.
- From the Home tab, select Time Sheets.
 Image Added - Use the drop-down menu to select a pay period. Then, click Refresh.
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You will see a series of processes running. You may receive a message that some time sheets could not be calculated because employees are still clocked in. Click Ok. |
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You may receive a message if there are no missing time sheets for the selected pay period. Click Ok. |
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Use the drop-down menu of the Work Site Cost Center to narrow employees in your cost center and click Refresh. Then, select an employee from the list to review and approve the employee's time. | Note |
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Some employees, as the one highlighted in blue below, may have varying and/or multiple Employee Cost Centers and Work Site Cost Centers in which time is accumulated. |
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- You may choose to Review Clock In/Out Events and Review Absent Records by clicking the appropriate options. Once you have reviewed an employee's time and made necessary edits (if permission allows), click Approve.
 Image Added - Once a time sheet has been approved, a time and date stamp and the user approving the time sheet will post. Click Ok.
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Approval for Multiple Cost Centers
If an employee worked at multiple cost centers during a pay period, you may still approve time worked during your supervisory location by following Steps 6 & 7 above. The other supervisor(s) or a staff member with higher level permissions will need to approve the remaining time for the employee's hours to be complete.
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 Image Added - Continue the review and approval process for each employee by following Steps 5 - 7 above. Click Close when you are done.
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Each employee with an approved time sheet appears highlighted in green. Employees with time sheets approved at all levels will be indicated with a time and date stamp as well as the user name of the person approving time. If an employee has been highlighted green but does not have a time and date stamp and the name of a person approving time, the time sheets for all locations in which the employee worked have not yet been approved. |
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Time Sheet Approval - Higher Level
- Login to TimeKeeper.
- From the Home tab, select Time Sheets.
Image Added - Use the drop-down menu to select a pay period. Then, click Refresh.
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You will see a series of processes running. You may receive a message that some time sheets could not be calculated because employees are still clocked in. Click Ok. |
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You may receive a message if there are no missing time sheets for the selected pay period. Click Ok. |
Image Added Select an employee from the list to review and approve the employee's time by clicking Edit Details. | Note |
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You may choose to use the drop-down menu of the Work Site Cost Center to narrow employees for a particular cost center. Next, click Refresh. |
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Higher level staff can approve all time sheets for employees that have varying and/or multiple Employee Cost Centers and Work Site Cost Centers where time is accumulated. |
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- You may choose to Review Clock In/Out Events and Review Absent Records by clicking the appropriate options. Once you have reviewed an employee's time and made necessary edits, click Approve.
 Image Added - Once a time sheet has been approved, a time and date stamp and the user approving the time sheet will post. Click Ok.
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Example 2
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 Image Added - Continue the review and approval process for each employee by following Steps 5 - 7 above. Click Close when you are done.
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