1 Dec 2022 | Windward Software
Employees and Time Sheets
This Windward Webinar delves into using Windward System Five's timesheet feature for tracking employee work hours. Explore how to set up and time sheets, including enabling the timesheet function, adding or editing employee information, signing in and out, and viewing employee timesheet history.
- Jennifer, the moderator, introduced Dan Michael, who would be presenting on the use of timesheets in Windward Software.
- Dan Michael emphasized the importance of tracking employee work hours for businesses of all sizes. He noted that the software offers a reliable solution for this.
- He explained how to find the timesheet setup in the software and how to add or edit employee information.
- The timesheet feature needs to be enabled in the setup wizard before it can be accessed from the navigator menu.
- Dan demonstrated how to enable the timesheet in the setup wizard and how to add or edit employee information. He highlighted two ways to do this: through the employee maintenance section or the user and employee info tab.
- The software allows two modes for timesheets: standard and secure. In standard mode, all active employees are displayed, while in secure mode, only the currently logged on user is shown.
- The software allows employees to sign in and out for their shifts and records these times. It also allows for supervisor overrides to correct any errors.
- A question was raised about how to log employees' lunch breaks. Dan explained that employees can sign in and out twice in a day to record their lunch breaks.
- Another question was raised about viewing a history of sign-ins. Dan demonstrated how to view an employee's timesheet history for a specific period.
- On the question of deleting multiple staff from the timesheet, Dan explained that while staff can be deactivated all at once, they have to be deleted one at a time.
- Dan reminded attendees of the available resources, including the Help Center, the Learning Academy, and the
0:10
Good afternoon, everybody. I hope you guys are having a great day.
0:14
Just gonna give it a moment for people to join.
0:26
Alright. So thank you for joining us for today's Windward webinar. My name is Jennifer and I'll be your moderator for today's presentation. As always, at the end of the presentation, we will have time to take some questions so you want to enter them into the question box. Please make sure you have a lot of information in your question, so if it's from something we covered at the beginning of the presentation, we know how to answer your question the best we can.
0:50
If you think of anything afterwards, you can e-mail your questions to support at winward software dot com.
0:57
Today we'll be discussing employees and timesheets, which is a great topic. And our speaker today is Dan Michael. He is a software specialist that's been with us, I think you just joined us this year, which is great. So without further ado, we'll get started.
1:12
Alright, so thank you very much for that introduction, Jan. So again, good afternoon everyone. Welcome to our to our webinar for today, I am done my co, and I will be talking about the employee and the employee timesheet.
1:26
So to begin, so what is the backbone of an enterprise?
1:30
So whether the business is small, medium, or large, it's the people who matter the most in your company.
1:38
It's the people associated with an enterprise that keeps it going.
1:43
And what keeps this people going?
1:45
So in most cases, it's the return, which is the money or enumeration or the salary for the work that they do, given the ours and the work that they spent on there, on your business or enterprise. System five offers a reliable and error less solution for your businesses to track the work hours of your employees.
2:09
So to begin.
2:13
Here, for the day we will be discussing two particular topics.
2:18
So first is where to find the employee timesheet setup and how to add or edit employee information in your system five.
2:28
So let's proceed with finding the timesheets setup.
2:32
Normally, the timesheet is accessible from your navigator menu, but before you can see this feature, you must first enable the timesheet in your setup wizard.
2:44
All right, so you can locate your timesheet setup in this setup tools, setup wizard, users, and security and these are options, so let's look at this in our demo.
2:58
Alright, so let's go to our demo, as you can see in my navigate their menu. When timesheet is not in your menu, it means that it is not yet enabled in your setup wizard.
3:12
So let's start by enabling the timesheet, by going to your setup tools and then Setup wizard.
3:22
All right, let's just wait for it.
3:25
And then you're going to go to your user sent security users up, user options, and then use timesheets.
3:34
You have two options here, the standard and the secure, but we'll leave it for now, and then we'll just hit close.
3:43
All right.
3:44
So once you have enabled the employee timesheet, you will notice that in your navigator menu you have a new option called the employee and the employee timesheets.
3:57
All right, so let's go back to our presentation.
4:01
Now we will focus on adding and editing your employee information.
4:06
So you have two ways of adding or editing your employee information.
4:11
First is through the employee maintenance located under your employee and timesheets.
4:19
Or you can also use the user an employee Info tab.
4:24
So let's move over to System five for a brief demonstration.
4:29
All right.
4:31
So if we go back to your, a user's setup, by going to your setup tools and Setup Wizard.
4:39
All right.
4:46
If we go to your user insecurity, and then User options, when you enable your timesheets, you have two options.
4:53
First is the standard, and second is the secure.
4:57
So in the standard mode, you, system five will display all of the employees available or active, you're in the use of the time sheet, and in the secure mode, only the currently current logged on user is going to show up in your timesheet.
5:15
Now, let's proceed in editing your employees information, But for this brief demonstration, we'll begin by using the secure mode for your time sheet, so that we can focus on the currently logged on user, which is in this case demo.
5:33
And then we'll take a look at the standard so that we can understand the difference.
5:39
All right, so let's start by going to names and passwords, and then editing that user.
5:46
So this is the second one that we mentioned in editing your employee information. So let's begin by editing the user. In this case, we'll focus on the currently logged on user, which is demo.
5:59
So we can go to edit user, alright, and then going to the employee information tab.
6:09
All right, so you can notice that this particular user is not yet active in your employee timesheet, It is stated in your check box over here with the active status.
6:22
So you can check this particular button in order to activate this particular user, and then you also have the ability to automatically create your employee record.
6:36
If you select the create employee button record button over here, the system will automatically generate the employee number and the first name for this particular user.
6:48
You can edit the employee number by simply moving, though the words the boxes that you wish to edit. You can edit the employee number, the last name, the first name, the address, Or, if you want to edit more about the employee information, you can select the edit employee.
7:06
Alright, And you can insert, you can edit your information by just typing in their information in these particular tabs.
7:15
So, you can select their employee number, their contact address, your last name, and first name, their phone number, the department that they are currently with, their start date in your company, and their last date, if they have already left.
7:33
You can also add their contact person, as well as the phone, for their contact person.
7:39
You can also add comments, freeform comments, lookup words, or add a new picture by simply double by going to the picture tab, and then just double clicking on the picture.
7:55
Alright?
7:57
So the second way in order for you to add your employee is by going to employees and timesheets and then going to the employee maintenance.
8:08
Alright, so for this case, let's check up the setup wizard.
8:14
All right, so we can actually see.
8:19
That notice that we are currently in our secure mode, but as supervisor, we have access to the employee maintenance, alright.
8:31
And you can create your employee list over here.
8:35
So you can create a new employee list and then just generating their information, Alright, so same process.
8:43
You can create their number, you can add a, their last name, so for example, demo, last name, then demo First name.
8:56
All right, and once you exit the timesheet, it's going to be added in your list of active employees.
9:04
All right, you can also edit existing users by just pressing on the edit button over here, alright?
9:12
Or you can delete that employee by simply deleting it from your employee list.
9:18
Now let's take a look at the difference between the secure mode and the standard mode.
9:24
So, in the Secure Mode, once you've tried to sign in as your employee, only the currently logged in employee is going to see their information.
9:35
So, in this case, it's going to be demo, which is the currently logged in user.
9:40
And in order to sign in, all you need to do is to just click the Sign In button over here, quick Yes from the prom, and there you go.
9:51
Demo is now signed in for this particular period, or particular time.
9:57
So same process with the timeout.
10:00
You can just sign out by clicking the sign-up button and then clicking on yes, all right, so if we look at the timesheet, you can select the list employee timesheets over here and you can actually select the date range for your time on timesheet. So.
10:23
Let's end it here.
10:25
And you can actually see that demo has a timing of this particular time.
10:32
The user's timeout and the number of hours that the user has actually, um, ust or rendered for your work.
10:45
So, if we take a look at the standard mode, Alright, so we will go back to this setup tools and then setup wizard.
10:59
If you go back to your user sense security, and then user options, if you select the standard mode and then hit Close, you will see that in the employee sign in, the rest of your employees are available for signing in.
11:17
This is especially useful if your employee does not have an account, but you wish to sign them in using the sign in feature for the employee timesheet.
11:31
Alright, so that's basically how to set up and use your employee's time sheet and that ends my presentation, so we'll be entertaining questions shortly.
11:45
However, before that, I would like to also tell you that we also have resources available. If you would like to review this topic or previous topics that are covered in previous webinars, you can just go to ... software dot com slash webinars, so you can sign up for future webinars or view previously recorded events from this particular link. And we also have other resources available, so these tools are available.
12:13
First, you can go to our Help Center in winward software dot com slash health in order to view the list of all our available resources.
12:23
And you can also submit and track your currently created support tickets by going to support.
12:31
that will word software dot com.
12:34
And we also have our Learning Academy.
12:37
So, our Academy is back with a lot of training videos, which you can use to spin up new employees. And we also have lesson based topics, so that you can brush up on your skills in using this software.
12:52
And, finally, we also have our accounting role based plan. We also have our technical role based plan.
12:58
So you can contact your account manager by going to win word software dot com slash professional services.
13:07
Alright, so, I will be entertaining questions and we'll be answering your questions now. Alright, so, Jen.
13:14
Perfect, thank you so much. OK, so our first question is from Joe. He's asked how can he override a sign in or sign out, for instance of a ..., or sorry, if an employee has forgotten to sign in or sign out?
13:28
All right, so that's a very good question, Joe. So let's go back to the demonstration. Alright.
13:33
So let's assume that your employee demo actually forgot Orrick signed in prematurely or they signed in after you're at the time that they should sign in. So all you need to do.
13:52
If they just right click over here in the demo panel.
13:56
Where are the user is currently located and then hit on supervisor overrides.
14:03
Alright, so once you click on supervisor override, there should be a red highlight over here and then you can just edit the time that they have log onto, for example, if they're supposed to log on at exactly one o'clock.
14:18
So you can just do that one.
14:20
And if they're supposed to timeout at exactly five o'clock, so you can also do that one.
14:26
So that would be about 17, 17, and 24 are standard time, and then you can just turn off supervisor override, and that's it.
14:39
Alright, so, Joe, I think that's how you're supposed to do, edit or overwrite the time in and time out of your employee.
14:50
OK, and our next question from another Joe is how does this generate rho E S And T four it does it. Does it transfer the information? Transfer over to that?
15:01
All right, so there should be a separate webinar for that one show. We can discuss that particular information, since it will include the payroll module for our system, the payroll module. four, We'll Ward for that particular question. We'll discuss that one in a separate ticket.
15:23
OK, no problem, so, John, we'll get in touch with you afterwards to get an answer for that question for you.
15:30
Another question here from April. She's wondering if there's like ability to add a comment for supervisors, to maybe add notes to the sign in or sign out?
15:42
Alright, so we do have the ability to add notes to your employee.
15:47
So thank you for that question, April, Um, you can go to your employee setup, and then you can add comments by just adding them.
15:57
You can edit that particular user and then just adding comments in their Information tab.
16:05
All right, so um, if you also want to check on their timesheets, you can also check on their timesheets, alright?
16:12
And OK, so I think that's it. That's how you can add a comment to your user or an employee.
16:20
Unfortunately we cannot add it in the timesheet immediately, but you can add the comment.
16:25
So your employee itself by editing their employee information and just adding the comments, or just adding freeform comments.
16:35
OK, excellent, April I understand that's not quite what the answer you are looking for. So I'll take your feedback up to the management group and add that as an enhancement suggestion and see if that's something that we can make changes to in the future.
16:51
The next question, from Christian, when I double click on Sign In, nothing happens. Is there a certain way I need to complete the sign in?
17:01
All right, so um, normally question all you need to do is to just click on the sign in. So for example, in this case, we're in the standard mode. So we can see all of the users that are active in your timesheet.
17:13
So you get are supposed to just click on sign in and just press yes. So if it doesn't work out, I think we need to check on that one press. We need to have a technician check on that one, why that is happening.
17:27
So we'll have to create a separate ticket in order to investigate why that is happening on your end.
17:39
OK, excellent, so, Christian, we will get in touch with you afterwards as well. If there's any more questions, please let us know. Now, we still have a couple of minutes left, if there's anything else you guys would like to know, our next webinar coming up is December 15th, and we will be discussing fiscal count, common issues in troubleshooting, so that's a good year end, our webinar, you won't want to miss that one.
18:12
All right, I don't see anything else coming in the question box. So, if there's something that you'd like to ask after the webinar Oh, Sorry, I misspoke one just came in here. We've got another one from Joe.
18:28
He's asking, Why is this easier than time cards? I guess that would be kind of a business preference.
18:34
Alright, so it's up to you if you want to use time cards, Joe, but basically, it's gonna be easier for your exact fear. It's up to your preference, actually, Joe.
18:45
But basically this will create an easier way for your employees to sign into system five, or to your business as well because all they need to do is to just log on to System five, Sign in, and then they can use their system immediately without the worry of signing in using time cards or filling up other timesheets.
19:08
OK, great, and then Belinda's asked, How can employees without access to computers signed in.
19:14
All right, so for that one building, though, you can also use the standard mode in order for you to access a particular particular employee, which has no computer for this one. So for example, Kristin Knight.
19:30
in this case, she does not have a computer, or she's, her computer is currently broke.
19:37
So you can use the standard mode in order for you to sign in for her.
19:42
So, for example, right now, the currently logged in user is demo. But you can still sign in as Kristin Knight.
19:51
So this is the basic advantage of this standard mode.
19:55
Alright? You can sign in, because you can sign in for a Christian night, in this case, but if you don't want your employees to see this sign in and sign out feature for your other employees, you can also just use the secure mode.
20:15
OK, enough, follow up from Belinda. How can I log employees? Lunch breaks?
20:20
All right, so for that one, Belinda, you can actually just sign in. twice For your, for your employee.
20:29
So, for example, demo in this case, for example, if this is actually, the morning shift of demo, so weekend time in eighth o'clock over here, and then, we can sign up at exactly 12 o'clock.
20:43
So, if, for example, demo is already back from their lunch break, they can just sign in again.
20:51
And that should record, alright, Let's just to provide sir over right here, and then, demo should be able to sign in again, for that particular offer, that particular day.
21:01
So, they'll have two separate lines for their sign in and sign out.
21:09
OK, excellent, and then Jennifer would like to know if there's a way to print or viewer report of the history of the sign in? Yes, mm. So basically all you need, Jennifer is to go to your lists employee timesheets over here.
21:24
And then you can select the date range for the timesheets that you wish to view, so for example will start the December one only.
21:33
And OK, just view that line here, there you go. So in this case, these are the current time ends or the timesheets for your particular users for this particular day.
21:46
If you want a specific employee timesheet, you can just view the particular user.
21:53
Alright, OK, let's see here.
21:59
Should be able to view it here, oh, there we go.
22:02
You need to double click the user and just click on Timesheets or that's just double clicking on the user over here, and then just clicking on the timesheet.
22:11
So, if you want to view their timesheets for a specific period, let's say, for example, the entire month of November.
22:21
All right.
22:24
Let's just do that one here, There you go.
22:27
You can actually see all of this time in and time outs for this particular employee, as well as the number of hours that they have rendered for these particular dates. So, if they have dying in and timed out for twice for a specific date, it should also added here as a separate line.
22:52
All right, all right, then we have a question from, Erica, she'd like to know, is there a way to delete multiple staff from the time card versus deleting them, 1 by 1?
23:02
Yes, so if, in order to delete multiple users from your time sheet, all you need to do is to just go to employee maintenance, the select that particular user that you wish to remove from your timesheet, all right?
23:21
And then you can just delete them, all right?
23:25
You can delete them immediately? There you go.
23:29
Can you do more than one, or do you have to do line by line?
23:33
All right, so for that one I think you'll have to do it 1 by 1, but you can deactivate multiple users all at once by just de selecting the the active button over here.
23:49
OK, excellent, That looks like all the questions for now, so we'll end it here, but, like I said, send us an e-mail. If there's anything else comes that comes up, and there's a couple of people we'll touch base with afterwards as well. So, thank you, guys, and thank you, Dan.
24:04
Michael, for presenting today, did a wonderful job, and then we will see you in two weeks, December 15th.
24:13
You guys have a great weekend.
24:15
Alright, thank you very much, everyone. Thank you, Jan, for the day. Have a great day.
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