The timeclock and payroll Admin Hub

The Admin Hub, headed Timeclock Admin Hub on screen, is where administrators manage timekeeping and payroll in one place: today's punches and exceptions, pay periods, employees, rule groups, pay schedules, reports, holidays and projections. Employees do not use it. They clock in on the employee timeclock and request time off there; see Clocking in and out and Requesting time off and bidding for holiday shifts.

Before you start. The Timeclock & Payroll module must be on. It is listed under Add-on in Module Management and stays off until an administrator turns it on. Once it is on, Payroll Management appears in the side navigation and opens the hub. The hub admits the Administrator, Timeclock Admin and Payroll Admin roles. The sidebar link shows only to those three roles, and anyone else who types the address is refused.

Open the hub

1. In the side navigation, choose Payroll Management.
2. A welcome guide opens. Choose Get Started to close it, or Take Guided Tour for a walk through the screen. To stop the guide opening on later visits, tick Don't show this again before you choose Get Started.
3. Read the six counters at the top, then choose a tab.

The buttons at the top right stay available on every tab:

The six counters

Watch Exceptions every day. An exception is something to review, such as a missing clock-out or hours far from what a salaried employee is expected to work. It stays in the list until it is reviewed on the Supervisor tab.

Set up in this order

The welcome guide recommends this order, because each step needs the one before it:

1. Pay schedules. Create them on the Schedules tab. They set when employees are paid. See Pay schedules.
2. Rule groups. Define the deductions, contributions and allowances for each country or contract type on the Rule Groups tab. See Payroll rule groups.
3. Employees. Add each employee with a rate, a pay schedule and a rule group on the Employees tab. See Payroll employees.
4. Pay periods. Create a period on the Payroll tab, then calculate, approve and export it. See Pay periods and The payroll wizard.

Once rule groups and employees are set up, read How pay is calculated to check that the rates and rules give the figures you expect before you calculate a period.

The Configuration Status card on the Overview tab shows how far along you are.

The ten tabs

Badges on tabs

• The badge on Supervisor is the same number as the Exceptions counter: pending exceptions plus clock-ins open for more than 12 hours.
• The badge on Holidays is the number of holiday shift bids waiting for a decision. The first time you open the tab in a visit with bids waiting, it opens on Bid Approvals.

The Overview tab

Quick Actions takes you to the tab where each job is done:

Four panels show the state of the day:

• Today's Activity lists the ten latest punches of today, each with the name and the time. It reads No activity today when there are none.
• Pending Exceptions lists the five latest, with the type and the date. When there are more, a button labelled with the count opens the full list on the Supervisor tab. It reads No pending exceptions when the list is empty.
• Currently Clocked In lists up to eight people with how long each has been on the clock, and a "more" count for the rest. It reads No one clocked in when nobody is working.
• Recent Pay Periods lists the five latest periods with their status. Choose one to open it on the Payroll tab. It reads No pay periods yet until you create one.

Currently Clocked In is also a quick check on the terminal: someone who is at work and missing from the list did not clock in.

Configuration Status

Configuration Status has four rows. Pay Schedules, Rule Groups and Employees each show how many are configured, with a tick once there is at least one and a cross while there are none. Employee Rules shows how many employees have a rule group and shows a warning until every employee in the list has one, including employees who are inactive. An employee with no rule group gets no deductions or allowances, so clear the warning before you calculate a period.

Pages that open only by address

Some payroll screens are not in the side navigation. Each covers the same ground as a tab in the hub. You can open them by typing the address in the browser, and a few of them offer something the tab does not.

The payroll wizard has no tab either. Open it with the Wizard button on a period card on the Payroll tab. See The payroll wizard.

The hub admits the Timeclock Admin role, but the stand-alone payroll pages and the wizard do not. A Timeclock Admin can do much of the setup in the hub and cannot open those pages.

Related

• Pay schedules
• Payroll rule groups
• Payroll employees
• Pay periods
• How pay is calculated
• Giving your accountant access
• Supervising punches, exceptions and time off
• Requesting time off and bidding for holiday shifts
• Module Management