Configure timesheet parameters
-
Go to Admin.
- From the Calendars and Time section page, select Timesheets to open the Timesheets Maintenance screen.
From here you can manage your Self Service timesheets or your Time & Attendance system. Setting are split over several tabs:
Parameters tab
Use the Parameters tab to configure several basic global settings.
|
Field |
Description/How to complete |
|
Show flexi balance with |
From the drop-down menu, select how you want to show standard working hours:
|
|
Default lunch duration |
Type the length of the default lunch break for all employees. If necessary, you can use rulesets to override this for individual employees or teams. |
|
Apply break rounding … |
If you tick this box, the system rounds the length of the lunch break up to the default if employees take a shorter break (for example, rounds up to 30 minutes if an employee takes 22 minutes). |
|
Show … column |
Tick the box beside each column you want to show on timesheets:
|
|
Allow notes to be added against each day |
Tick this box if you want employees to be able to add notes and comments to timesheets for each day. |
|
Number of time entry columns |
From the drop-down menu, select the number of columns you want to include on timesheets for time entry (i.e. to set the number of times that employees can clock in and clock out each day), as shown in the examples below:
|
|
Allow daily adjustments |
Tick this box if you want to allow employees to make daily adjustments to their timesheets. |
Carry Limits tab
Use the Carry Limits tab to set the flexitime balance rules for your employees. These are global settings.
|
Field |
Description/How to complete |
|
Apply the carry limit at the end of the |
From the drop-down menu, select the time range you want the rules to apply to:
|
|
Do not apply carry limits |
Select this option if employees can carry as many flexi hours as they like. |
|
Use the timesheet ruleset assigned to the employee |
Select this option if you want to use the ruleset for carry limits assigned to individual employees. |
|
Apply these carry limits to all employees |
Select this option if you want to apply the excess/deficit hours to all employees, and then type the appropriate number in each box. |
|
Base carry limits on the employee’s normal working hours |
Select this option if you want to prevent employees from taking large amounts of flexi leave at any one time. For example, if you set the carry limit to 10 hours, a part-time employee who only works 10 hours per week could work double one week and take the second week off but setting a rule would prevent this. |
Events tab
Use the Events tab to view and manage events (i.e. what employees are doing at any given time).
Clocking in or out is called an event within IRIS Cascade, and you can include as many events in a day as required.
Events can be added from a third-party time and attendance system. If your organisation does not use a separate time and attendance system, or if no clock is available on site, you can use a dashboard item to book events.
The following events are included by default:
- Break
- Offsite
- Onsite
From this screen, you can:
- Update events
- Delete active events. If the Delete option is greyed out, the event is in use and you cannot delete it
- Add new events
Add a new event
-
At the bottom of the screen, click Add an Event.
-
Complete the screen, using this table as a guide:
Field
Description/How to complete
Event
Type a name for the event
The employee is working
Tick this box if employees are classed as in work during this event.
In use
Tick this box if the event is active. (Untick the box to archive events that are no longer needed)
Show on the quick event dashboard panel
Tick this box if you want employees to be able to book this event using the dashboard panel. (Untick the box if you want employees to be able to book this event from the Time and Attendance screen only)
Pick from the Event List
Select any event(s) that can follow this event. Selected events are shown in the Followup Events box
- At the bottom of the screen, click Save.
Rulesets tab
Use the Rulesets tab to configure different rules for different groups of employees or individual employees. This is one of the most important areas of the Timesheets module. If you prefer, your organisation can have one ruleset for all employees.
You can only assign one ruleset to each employee.
From this screen, you can:
- Update existing rulesets (configure excess and deficit rules).
- Create rules to specify when certain events are not allowed. For example, if you specify that employees cannot record onsite events between 9.00 and 12.00, employees who try to do so will need to make a comment and have this ‘rulebreak’ authorised.
- Delete rulesets. If the Delete option is greyed out, the ruleset is in use and you cannot delete it.
- Add a new ruleset and Add new rules to a ruleset. You can create different rules for different employees. For example, the warehouse team may start work at 7 o’clock, but take an hour lunch break, while the office team may be allowed to start at 8 o’clock at the earliest, but take a 30-minute lunch break.
- Assign rulesets to individual employees, or globally to groups of employees.
Alerts tab
Use the Alerts tab to view and manage the alerts that the system sends in response to timesheet events, based on the rules and parameters you configure. Timesheet alerts are built into the system as standard, and their names are self-explanatory.
You cannot change or rename alerts, but you can use the Update option to deactivate any alert(s ) that you don’t want to use (i.e. untick Use this alert) and/or to change the alert messages that employees see on their Time & Attendance screen.
Sheet Periods tab
Use the Sheet Periods tab to configure your timesheet periods, using this table as a guide.
|
Field |
Description/How to complete |
|
Period Basis |
Select one of the following to set the period within which you want timesheets and rules to apply:
|
|
Period Generation |
Type or select the date when you want the first timesheet period to start. Contact the IRIS Cascade service desk for advice before using the Delete All Periods option |
|
Period Name |
Configure your timesheet naming convention (prefix, merged dates, suffix). Click Show Example to test the format. |
Reminders tab
Use the Reminders tab to configure timesheet reminders, to be sent to employees and/or line managers.