Setting up work time clocking^M

• Define the standard behaviour in work time clocking
  1. Go to the  Administration tab and select  Settings >  Events >  Shifts and Staff >  Work time clocking.
  2. Specify whether or not Repeat text such as the date or event should be shown in lists .
  3. Specify whether a field (in the dialogue window) or a column (in the list) showing the Turnover during work hours should be included.
  4. If necessary, define custom fields, which are displayed in the dialogue for work time clocking or in the list.
  5. A custom field can also be auto-filled based on a Formula .
• Set rules for time clocking

  There are administrative settings for both  Time Clocking in the full client and for time clocking in the Time Clocking WebApp.

  1. Make contract mandatory: Rule for the mandatory assignment of a contract
     Digital time clocking in the Online Shift Planning WebApp only works if the user is assigned a suitable contract. Without a contract, it is only possible to enter availability or accept shifts.
  2. Calculate breaks: Calculation rule for break times in work time clocking
     Determines the legal and operational requirements for the automatic calculation of break times in relation to the clocked work time
  3. Change breaks: Authorisation rule for changing break times in work time clocking
     Determines p.ex. authorised users or user groups, possible times or other conditions for subsequent changes to clocked break times
  4. Check clocked times: Check rule for "Needs confirmation" warning notice
     Determines under which conditions recorded work times are highlighted as needing confirmation under  Shifts and Staff>  Time tracking
     All working times for which a comment has been entered by the staff member are automatically marked with "Needs confirmation".
     Example: Differences between of shift times and work times
  5. Start work time: Check rule for starting a work time in the WebApp
     Determines the conditions under which an indication of an irregularity appears at the beginning of the work time and a comment is enforced
     All working times for which a comment has been entered by the staff member are automatically marked with "Needs confirmation".
     Example: starting working hours too early or too late
  6. End work time: Check rule for ending a work time in the WebApp
     Determines the conditions under which an indication of an irregularity appears at the end of the work time and a comment is enforced
     All working times for which a comment has been entered by the staff member are automatically marked with "Needs confirmation".
     Example: Ending work hours too early or too late
  7. Execute time clocking actions: Checking rule for the visibility of time recording actions
     Determines which staff are authorised to carry out which of the existing time recording actions on which conditions
     The action is not shown in the WebApp for unauthorised users.
     Example: Permanent staff may clock a business trip, temporary staff may not
• Set up the staff contract types

  Depending on the contract type selected, you can specify different rules, added fields for the time accounts or possible shift categories. If no special rules are defined for a type, the rules from  General settings >   Shift planning or   Work time clocking apply by default.

  1. Go to the  Shifts and Staff tab and select  Configurations >  Contract type.
  2. Open a  New contracz type or search for an existing type.
  3. To be able to use the Time Clocking WebApp later, activate the Working Time Account.
  4. Set Rules for staff planning (Set default values and rules for shift planner and shifts), for Time clocking (Set rules for time clocking) and for Time tracking, which are only available specifically for the selected contract type.
  5. Also define:
     1. a series of key dates on which the work time account is balanced
     2. a maintenance list for the posting of time balances
     3. Data sheets for event data, staff data, shift data and work time data that appear in the WebApp.
  6. In the Shift categories field, select which of the categories created under  Administration >  Settings >  Events >  Staff planning should be available for selection for the contract type. Tick the box to allow the category to be displayed and used in the time clocking app.
• Set up the possible actions in the Time Clocking WebApp

  For the Time Clocking WebApp, set up an unlimited number of possible  Actions that are offered to the user for selection. The actions Remark and Flat break are predefined and cannot be changed or deactivated. All other actions can be deactivated or deleted.

  1. Go to the  Shifts and Staff tab and select  Configurations >  Time clocking actions.
  2. Open a new action by clicking  New or search for an existing action.
  3. Give the action a Name, as well as two Labels for the button in the WebApp - one for the Start, the second for the Continuation of the action.
     Example: Name of the action: On duty - Start action label: Start shift - Continue action label: Continue shift.
  4. Use Action starts a break to specify whether the time for this action is counted as work time or not. This allows you to differentiate between different types of work or breaks.
     Example: On duty, Business trip, journey count as work times, meals breaks or rest breaks as break times
  5. The action End of shift ends time clocking. The name and label can be changed, but the "Ends time clocking" property is fixed and only possible for this action.
• Set up Time Clocking by RFID

  As an alternative to using time clocking from a handheld device, a terminal can be set up for staff to log in using an RFID chip/card. The RFID chip simulates the fast keyboard entry of its own ID when scanning. The page must be in focus and cannot react to the input in the background.

  We recommend a computer with a touchscreen without a keyboard. Create a shortcut to the browser (e.g. Chrome) on the desktop and start the browser in "Kiosk" mode so that individual users cannot change the address or close the browser.

  1. Create a  Web login ticket for each user who is to be able to log in using an RFID chip:
     1. Go to the  Configurations tab and select  Web >  Web login tickets >  New.
     2. Select the name of a user or user group from the picklist.
     3. Activate Multiple use of the ticket and set the Validity to a high value. If you enter "0", the registration ticket remains valid until the end of the contract.
     4. Copy the web login ticket to the clipboard on request.
  2. Create an  Abbreviation of the web address with the name of the chip ID:
     1. Go to  Configurations >  Web >  Web address abbreviation >  New.
     2. Enter a URL such as "<server>:<port>/bpwebapp/zeiterfassung/index.html?logon_ticket=<logonticket>" as the web address.
     3. Activate Multi-use of the abbreviation and set the Validity to a high value. If you enter "0", the registration ticket remains valid until the end of the contract.
  3. Start the terminal in "Kiosk" mode:
     1. In the desktop application, create a shortcut to a browser (e.g. Chrome) that supports opening in "Kiosk" mode.
     2. The URL for the terminal is "<server>:<port>/bpwebapp/zeiterfassung/terminal.html" if only the working time is to be recorded.

     3. The URL for the terminal is "<server>:<port>/bpwebapp/zeiterfassung/terminalplus.html" if all other functions of the WebApp are also to be available.

• Authorise staff to access the Time Clocking/Online Shift Planner WebApp

  Staff must have the appropriate authorisations to request shifts or record and communicate working times via the Online Shift Planner/Time Clocking WebApps. Create the staff members in the database:

  1. As an   Account
     1. with email and telephone number for notifications
     2. with a suitable category (staff or similar)
  2. As  Staff member
     1. linked to the  Account
     2. activated for  Shift planning
     3. with suitable  Staff roles
     4. with suitable  Staff contract
     5. with activate  WebApp Access with corresponding User Access.