- Timekeeper whether to add the new data to an existing file or overwrite the whole file with the new information. It is suggested that you keep the setting as default–Strict Update–unless you have a reason to change it.
- Once you have made the changes you need, press Ok.
EmployeesThe Employees button allows you to quickly and easily manage your employees' information including adding new employees and removing former employees. From this Button, you can Add, Remove or Edit an employee. | Note |
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Employees must first be established in Admin Console in order for an employee to appear for attachment in Timekeeper. |
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Adding an EmployeeWhen an employee is hired, you will need to add the relevant information to the employee database. - Click the Employees button.
 Image Modified - The following screen will appear. This screen allows you to modify, add or remove employees or employee information.
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- To add an employee, click the Add button.
 Image Modified Once you click the Add button, you will see the following screen.
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You will need to fill in all of the blanks with the appropriate information. | Info |
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Remember that the SSN, Payroll Code and additional Job Code Templates are optional. |
Once you have added the information, click Apply and then Ok. The new employee will be added to the database.
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Removing an Employee
The removal of an employee can only occur if no records are associated with the user in order to preserve historical data. If an employee has records, the employee should be changed to an inactive status. This will show you how to accomplish this task. - Click the Employees button.
Image Modified - The following window will open.
Image Modified - Select an employee to remove by clicking once on the name. Click the Remove button.
 Image Modified - A warning screen will appear. Click Yes if you wish to remove the employee.
 Image Modified - You will see an updated screen without the employee listed. You have successfully removed an employee.
Editing an EmployeeThe most often used function of the Employees button is to edit an employee. Whether the employee has a new job code, a new last name or any other change, you can easily modify a record by Editing an Employee. - Click the Employees button.
Image Modified - The following screen will appear.
Image Modified - Select the employee you wish to edit. Click on the name once to highlight it. Click the Edit button.
 Image Modified - The following window will appear with all of the employee's personal information.
 Image Modified - Edit the appropriate information as required.
Employee Number - Enter the number associated with the employee.
Last Name - Enter the last name.
MI - Enter the middle initial.
First Name - Enter the first name.
Suffix - Enter the suffix (if applicable).
Phone Number - Enter the employee's phone number.
SSN - Enter the social security number. The social security number can be entered with no dashes (XXXXXXXXX) or by the last 4 digits(XXXX).
Payroll Code - Enter the payroll code associated with the employee's job description.
Cost Center - Use the drop-down arrow to select the location of where the employee's labor is paid.
Expected Hours Per Day - Enter the number of expected hours an employee typically works each day.
Supervisor Group - User the drop-down arrow to change or modify the supervisory group. (Supervisory groups are established in Administration and Maintenance > Supervisory Groups.)
Inactive - Place a checkmark in the box by clicking in it if the employee is no longer active.
Authentication - Use the drop-down arrow to select how an employee is able to clock-in and clock-out from the terminal.
Job Codes - Job codes are defined by the payroll program if used for exporting purposes to later be imported in the District's payroll program.
Primary Job Code - Use the drop-down arrow to select the employee's primary job code.
Job Code Template - A template can be titled Cafeteria and various job codes added under the template. Use the drop-down arrow to select which template to use.
Additional Job Codes - Use the drop-down arrow to select additional job codes.
- Select the Apply button. Select the Ok button.
- You have successfully edited an employee.
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Supervisory Groups
Supervisory Groups are established for a school or user roles. Additionally, system administrators can be selected as Parent Supervisory Groups. The Supervisory Groups Button allows you to create, delete and modify Supervisory Groups. A Supervisory Group is the supervisor and all of the employees under that supervisor. Proper management of these groups allows you to fine tune searches and reports to only those employees who are needed. - Click the Supervisory Groups Button.
 Image Modified - Once you click this button, the following window will appear.
 Image Modified - Although it doesn't appear so, there are all sorts of things going on in this window. To the left is a series of plus signs and a blank row at the end of the list. An asterisk * indicates the ability to add additional descriptions or users. You are able to click these and expand an individual group to see who is a member.
 Image Modified - If you click a plus sign, you will see the group expand. Notice that the plus has turned to a minus and a smaller window shows which employees are attached to that Supervisory Group. In this case, two employees are attached to the Supervisory Group "Warehouse."
 Image Modified - To easily add an employee to a group, click in the blank line at the bottom of the set and type in the employee's name. New Employee has been added to this group.
 Image Modified - Once you add your new employee, click Apply. The following window will appear.
 Image Modified - The employee name will already be in place, but we need to assign a role to the employee. Click the down arrow for a list of roles.
 Image Modified - Select a role and click Apply. Your employee will appear in the Supervisory Group.
There are other things you can do from the Maintain Supervisory Groups Window. You can easily change the descriptions of the group. - Once you are at the Maintain Supervisory Groups Window, you'll see Descriptions in the second column.
 Image Modified - You can choose a description, click on it and easily edit it. Once you have edited it, click out of the box and the text will turn blue. This is a signal that you need to click the Apply button.
 Image Modified - Click Apply and your changes are updated. The blue text will now be black.
You can also easily change the Parent Supervisory Group. The Parent Supervisory Group is selected from Supervisory Groups listed. Once selected, members of the group have access to view, modify, and run reports for those users within the group (as permissions allow). Parent Supervisors are typically those who are system administrators. - Once you arrive at the Maintain Supervisory Group window, click the small down arrow found at the end of each box in column three. You will see a drop down window appear with all of the Supervisory Groups listed.
 Image Modified - Select the new Supervisory Group and click the Apply button. Your change will be saved and reflect in the Maintain Supervisory Groups window.
Job CodesThe Job Codes button allows you to edit, add or delete job codes and Job Templates. The process is very simple. Editing Job Codes- Click the Job Codes button.
 Image Modified - A window will appear asking you to select Job Codes or Job Template. Select Job Codes.
 Image Modified - The following window will appear.
 Image Modified - Select the code you wish to modify. Simply make the changes needed and click Apply and Ok.
- To add a code, scroll to the bottom of the window to the empty box and type in the new code. It will appear in blue.
 Image Modified - Click Apply and Ok to save the newly added code.
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Editing Job TemplatesJob templates are job categories (Accounting, Central Kitchen, Tech Support and Warehouse, for example) and the job categories that accompany these categories. The Job Category Central Kitchen would include all of the job codes for every worker in the Kitchen. | Anchor |
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Adding a Job Template- Click the Job Codes button.
Image Modified - A small menu will appear under the job codes button. Select Job Templates.
 Image Modified - The following window will appear.
 Image Modified - From this menu, we can add a template, edit a template or remove a template. We will start with Adding a template.
- To add a template, click the Add button.
 Image Modified - Once you click Add, the following window will appear.
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If you select Yes, a new template will be created that is an exact copy of the one you currently selected. This is an easy way to avoid having to add many job codes into your new template. The new template is named "Copy of. . ." and contains all of the job codes in that template. Edit as needed, click Apply and Ok.
 Image Modified If you select No, you will be given a blank template. You can add job codes as needed from the pull down window. When you have finished, click Apply and Ok.
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To bring up the pull down window containing job codes, click in the Job Codes box. |
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Editing a Job Template
There may be times that you wish to edit an existing Job Template–to add or remove a job code, for instance. | 
