Your admins and managers have a lot to do, and we can help. This mini guide covers the basics of what they will do in Chronotek.
What This Mini Guide Covers
Add New Employees
List Maintenance, Employees, Add New Employee
We require only two things:
First and last name
An access code (use the generate code button).
Employees who call to clock in will use the 6-digit access code and call the toll-free number you can find here.
For employees who will clock in with the mobile app, enable mobile access, enter their email addresses and save. The system will send your employees an invitation to set up their logins.
Enter employee pay rates on the Personal Info tab for job cost reporting.
Add Jobs
List Maintenance, Jobs, Add New Job
Jobs are the work your employees do for your customers. Generally, a job is entered as your customer's name and location if the customer has multiple locations. For instance: ABC Bank: S. Main St.
Enter the job name and generate a 4-digit code on the Basic Setup screen. Employees who call to clock in will need this 4-digit code.
Enter the location address on the Location tab. In the address search field, start typing the address and select it when you see it. If the map is correct, save at the bottom.
Watch this video for a more in-depth look at jobs.
Monitor and Review Daily Employee Activity
Main Dashboard: Dashboards, Main Dashboard
See who's clocked in and out over the last 24 hours on the left side (Call Log)
See who is on the clock now on the right side. Shows who, job, time in, and duration (Employee Status)
Workforce Dashboard: Dashboards, Workforce Dashboard
View employee times for each day of the week with weekly totals
See overtime in red
Color-coded cells: (click into the cells to see the map and more info)
Dark green - good time card with no issues
Light green - time card started; employee clocked in with no issues
Yellow - location violation (employee GPS tracked not at the job; user denied request - location services disabled).
Red - missed clock out. The employee clocked in but didn't clock out. You'll have to fix the time card under Payroll Functions, Edit Time Cards.
Daily Schedule: Scheduling, Daily Schedule. It defaults to today, but you can change the date range. This is a great screen, even if you don't use schedules.
Shows all the schedules for the day and if employees have actuals to match the schedules.
See late and no-shows in red. Hover and see what time we alerted your supervisor.
See Actual punches in which there were no schedules.
Use the last column to see the difference between the schedule and actual durations.
Click on column headers to sort by that column (employee, job, schedule, etc., and use the drop-downs to filter by employee and job).
The Over 40 Check Report: Reports, by Employee, Over 40 Check
Designed to help you monitor weekly overtime
See the total hours for each employee for the week in descending order
View regular and OT hours in separate columns
Track regular, OT, and Total wages in different columns
See employee pay rates
Late & No-show Report: Reports, by Employee, Late & No-show Report
Monitor employees who are late or don't show
Set the date range
View all employees and jobs or select them
See actual clock-in times and how many minutes late
Schedule Employees
Create recurring work schedules for your employees
Compare scheduled time against actual work time for job budgets
Prevent early clock-ins with Shift Lock
Prepare Payroll
Update your payroll period after you've processed payroll. Go to Payroll Functions, Change Payroll Period.
The main lesson - do NOT wait until payroll day to review your time cards. Do these things daily to make your life easier.
Managing Time Cards
Do the first three steps at Payroll Functions, Edit Time Cards, where you'll see a list of employees with hours during the current pay period.
Look for missed clock-outs. The employees with a red "A" next to their names failed to clock out at least once. Your employees' time cards won't be correct until you fix these missed clock-outs. Click on the employees' names to see their time cards.
Add time cards. You can add a time card if an employee forgets to clock in. Click on the employee and then the green Add New Time Card button.
Add a time card for a new employee. You may not see the employee's name in the edit time card list. Change your view at the top of the list to show "All Employees."
Reviewing and Approving Travel Time
According to the Department of Labor, remote employees driving to multiple jobs daily are entitled to travel pay or mileage. We capture the travel trips if your company has Travel Manager enabled. You should review and approve travel trips every couple of days. Your employees' time cards are only accurate once travel time is approved.
Check out this video on how to review and approve travel trips.
Customer Support
Chat with us - "Chat with Support" at the top right of your screen
Use our online Help Center - a great site to bookmark
Call us 800-586-2945
Schedule Zoom training
Email support@chronotek.net
Support hours are live 8 am- 6 pm EST
For help on other topics, check out our Help Center. 😎
Take a peek at our new platform, Chronotek Pro.
