Employee UserManual. For HourDoc employees only. This employee user manual will give the employee all the necessary tools to use HourDoc.com.

Transcription

1 Employee UserManual For HourDoc employees only This employee user manual will give the employee all the necessary tools to use HourDoc.com. Heinrich Kruger Support and Implementation Specialist 10/21/2014

2 Introduction: This manual will go over the utilities and functionality the employee will have and be able to use. However this will differ from one company to another. This is a general document and it is not client specific. Some feature may not appear when you as a employee login as it not compliant with your company or your company does not allow these functionalities. Table Of Content 1. Home Screen. 2. Days Off View Day Off Request. 3. Days Off Create New Request. 4. Swapper View Swap Request. 5. Swapper Create New Request. 6. Schedules 7. TimeTracker View All Entries. 8. TimeTracker Time Entry Approval. 9. TimeTracker TimeTracker Report. 10. Messenger View All Messages. 11. Messenger Create New Message. 12. Reports View All Available Reports. 13. Your Profile Edit Your Profile. 14. Your Profile OnBoarding Documents

3 Home Screen Introduction The Home Screen is the landing page after logging in on myhourdoc.com as an employee. It allows you to clock in/out, begin/end a break or add time entries to the schedule for either the current or previous pay periods. Clock in / Clock out By selecting the Clock in/clock out option, you are immediately logged out of your HourDoc account once your time entry is submitted unless you wish not to be logged out.

4 Select Location/Department If you have more than one department assign to you, you can click on the drop down and select the correct department for that day. Select a Jobs/Phases If it is your company's policy to for you to select a job when tracking time, you can do that by selecting your Job/Phase from the drop down.

5 Begin / End a break After you have clocked in, the options to begin a break or clock out are available to you: After beginning a break, the option to end the break is the only option available: Viewing the employee and company schedule Your (the employee) schedule for the current pay period is displayed by default:

6 You can choose to view the company schedule by selecting the 'View Company Schedule' button: Once this option is selected, the schedule for the company is displayed. Adding your times to the time sheet To add times to your time sheet, select the 'Add Entry' button on the applicable day. Once the button has been selected, a popup form will appear in which you need to add the details of the time entry (start time, break start etc.). All required fields are highlighted and need to be completely in order for the entry to be captured.

7 Once the form has been submitted, your time sheet will reflect the data entered:

8 Days Off - View Day Off Request Introduction This page lists all the day off requests you have submitted. It allows you to edit or delete an existing unapproved request as well as it shows you a summary of your Accrual balances. Navigation In order to access the page you will select 'View Day Off Requests' from the Days Off toolbar:

9 After selecting the option, the screen will be displayed:

10 Edit an existing request Unapproved Day Off requests are the only entries which can be edited. In order to edit an existing day off request you click on the 'edit' button by the relevant entry and the details for the request will be displayed: One then makes the required changes and selects the 'Submit Form' button and the request will be updated

11 Delete an existing request Unapproved Day Off requests are the only entries which can be deleted. In order to delete an existing day off request you click on the red 'X' by the relevant entry and a delete confirmation popup will appear: After clicking on the 'OK' button, the request will be deleted:

12 Days Off - Create New Request Introduction This page allows you to create and submit Day Off Requests for approval by your manager. Navigation In order to access the page you will select 'Create New Request' from the Days Off toolbar: After selecting the option, the screen will be displayed:

13 Creating a new request To create the new request: 1) Fill in the Request Name field 2) Select the Day Off type from the drop down 3) Enter a Comment if you wish 4) Select the Number of Days you wish to take off from the drop down on the right 5) Either Enter or select the date (s) you wish to have off in the Date field 6) Enter the amount of hours in the provided field If you are requesting to take time off for an extended period of time, you can click on the link provided and a calendar will be displayed wherein you can select the day off type for each day as well as enter the amount of hours you wish to take off for each of the days in question:

14 Once you have filled out the request form, you click on the 'Submit Form' button. Your request will then be submitted to the manager for approval and will be listed under all requests on the 'View Day Off Requests' page.

15 Swapper - View Swap Request Introduction This page lists all the swap requests you have made as well as swap requests sent to you by fellow employees. Navigation In order to access the page you will select 'View Swap Requests' from the Swapper toolbar After selecting the option, the screen will be displayed: Viewing and replying to swap requests from other personnel Under 'Swap Requests Requiring Your Review' you will find all swap requests other employee have made with regards to swapping a shift with you: To reply to the request one clicks on the 'Reply to request' button and from there you are able to see all the details and can either approve or deny the swap request:

16 If you select to 'Approve' the request (make the swap) the status of the record will be updated: Viewing swap requests you have sent to other personnel Under 'Swap Requests You Have Made' you will find all swap requests you have sent to other personnel: You can select to either cancel or delete the request by clicking on the 'cancel request' button or the 'X'. The request will then no longer be displayed:

17 Swapper - Create New Request Introduction This page allows you to create swap requests with other personnel. Navigation In order to access the page you will select 'Create New Request' from the Swapper toolbar: After selecting the option, the screen will be displayed:

18 Creating a new request To create the new request: By default, the current pay period schedule will be displayed. If you would like to make a swap request for a different pay period, you select the pay period from the drop down From the schedule, you click on 'swap' by the applicable record: A popup form will then be displayed in which you must select the shift you are wanting to swap and you can add a message to the person you are requesting the swap from. Once this has been done you click on the 'Submit Form' button:

19 After submitting the form, a confirmation of the request will be displayed and the request sent off to the applicable employee: If you click on 'View All Swap Requests' you will be re-directed to the View Swap Requests screen:

20 Schedules Introduction This page allows you to see current, past or future schedules (if posted). Navigation In order to access the page you will select 'Schedules' from the top toolbar: After selecting the option, the screen will be displayed:

21 By default, the current pay period schedule posted to your account will be displayed but you can select a different pay period from the drop down provided: After selecting the pay period schedule you wish to see you click on the 'Go' button and the schedule will be displayed.

22 TimeTracker - View All Entries Introduction This page shows you all your TimeTracker entries. From this page one can also edit or delete time entries. Navigation In order to access the page you will select 'View All Entries' from the TimeTracker toolbar: After selecting the option, the screen will be displayed:

23 Narrowing TimeTracker Entry Results By default, the current pay period incomplete TimeTracker entries are displayed. You can narrow your search results by choosing the desired time frame from the drop down provided. If you wish to see all completed entries you will need to uncheck the 'display incomplete time entries' check box. After making your selections you click on the 'Find Entries' button and the results will be displayed: You can further narrow your search results by selecting the radio button by 'Start Date' and then selecting the date from the calendar popup or entering the dates in the fields provided which you would like to see the entries for. You can also select whether you would like to view incomplete time entries only by checking the 'display incomplete time entries' check box. After making the required changes you click on the 'Find Entries' button and the results will be displayed :

24 Edit an existing time entry In order to edit an existing time entry you click on the 'edit' button by the relevant record and the details for the entry will be displayed. All required fields are highlighted and would need to be populated in order for one to save the record: One then makes the required changes and selects the 'Submit Form' button and the entry will be updated. Delete an existing time entry In order to delete an existing time entry you click on the red 'X' by the relevant record and a delete confirmation popup will appear:

25 After clicking on the 'OK' button, the entry will be deleted. The record may also be deleted while you are editing by selecting the 'Delete Entry' button. The confirmation popup will appear and once you have clicked on 'OK' the record will be deleted.

26 TimeTracker - Time Entry Approval Introduction This page allows you to approve your time entries for the current or previous time period. Navigation In order to access the page you will select 'Time Entry Approval' from the TimeTracker toolbar: After selecting the option, the screen will be displayed:

27 Approving a time entry One can either select to approve all time entries or one can select to approve the records individually: Once you have selected either the individual or multiple (all) records for approval, one can add a remark in the field provided and then one clicks on the 'Approve Time Entries' button: Your time entries will then be approved and notification of this action is displayed to you on the screen:

28 Editing a time entry before approval From this page one can also select to first edit the time entry before submitting the approval. In order to do so one selects the 'edit' button by the applicable record and the details will be displayed. One makes the required changes and then clicks on the 'Submit Form' button. The record will be updated and one can now approve the time entry:

29 TimeTracker - Time Tracker Report Introduction This page allows you to view TimeTracker Reports you have already generated as well as it allows you to create a new TimeTracker Report for the desired parameters, Navigation In order to access the page you will select 'TimeTracker Report' from the TimeTracker toolbar: After selecting the option, the screen will be displayed:

30 Viewing an existing Report To view a TimeTracker Report already generated, one clicks on the 'view results' button by the relevant Report and the results will be displayed: If you would like to view the times for the entry, one clicks on the 'times' button and the time entry details will be displayed in a popup window:

31 Edit/view parameters for a Report To view or edit the parameters for an existing Report you click on the 'edit/view parameters' button and the form will be displayed: You can then make the required edits and once done, click on the 'Generate Report' button.you are then able to view the results of the edited Report

32 Exporting the Report If you would like to export the Report or view it in excel one clicks on the 'export to excel format' button. A popup window will appear and one selects the required action ('Save file' or 'Open with').

33 Deleting an existing Report In order to delete an existing Report you click on the red 'X' by the relevant entry and a delete confirmation popup will appear: After clicking on the 'OK' button, the Report will be deleted: Creating a new Report If there are no TimeTracker Reports listed you are able to create one by clicking on the 'Create a New TimeTracker Report' button and the parameter form will be displayed:

34 We added in new filter functionality for better filtering in you report. You then enter the Report Name and can either choose the time frame to use from the drop down provided or can select to enter the Start and End Dates for the Report. After completing the required information you click on the 'Generate Report' button and the Report will be created: You then click on the 'view results' button and the Report will be displayed:

35 Messenger - View All Messages Introduction This page allows you to view messages you have received as well as gives you the opportunity to reply or archive the messages as needed. You are also able to view previously archived messages. Navigation In order to access the page you will select 'View All Messages' from the Messenger toolbar: After selecting the option, the screen will be displayed:

36 Replying to a received message From this screen you are able to reply to messages you have received by clicking on the 'reply' button by the applicable message. A form is then displayed to you: You can select the option to either reply to all managers or to one specified by selecting them from the field provided. The message can be delivered to the manager s address or displayed when the manager logs in. After completing the form you click on the 'Submit Form' button and a confirmation screen is displayed for your reference:

37 Messenger - Create New Message Introduction This page allows you to create new messages which can be sent to your managers either via or by being posted on their screen upon login. Navigation In order to access the page you will select 'Create New Message' from the Messenger toolbar: After selecting the option, the screen will be displayed:

38 Creating a new message You can select the option to either send the message to all managers or to one specified by selecting them from the field provided. The message can be delivered to the manager s address or displayed when the manager logs in. After completing the form you click on the 'Submit Form' button and a confirmation screen is displayed for your reference:

39 Reports - View All Available Reports Introduction This screen is where you can view various Reports available to you. Navigation In order to access the page you will select 'All Available Reports' from the Reports toolbar: After selecting the option, the screen will be displayed:

40 Attendance Report: This report shows when you have clocked in late or early, and clocked out late or early. You can view time entries anywhere from 1-59 minutes that deviate from your associated shifts. To view the Report you click on 'Attendance Report' and then parameter selection form will be displayed: You make the relevant selections and then click on the 'Generate Report' button and the Report can now be viewed: One can also selected to view saved reports, edit the parameters or create a new Attendance Report by selecting the applicable button:

41 TimeTracker Report This report generates all hours broken down by regular, overtime, holiday and days off. One is able to either View saved Reports or can select to generate a new Report by selecting the appropriate link: When you select to view saved Reports, the list of Reports previously created will be displayed and from there you can select which one to view. You are also able to edit/view the parameters for the Report as well as export it to excel. You can also select to delete the Report: When you select to begin a new TimeTracker Report the parameter selection form is displayed. You make the relevant selections and then click on the 'Generate Report' button and the Report can now be viewed:

42 Day Off Accrual Report This Report shows you what you have earned, have available and used during the current calendar year for the various Accruals: Job/Phase Reports This report will show you the time entries associated to the jobs/phases you are assigned to. To view the Report you click on 'Job/Phase Report' and all saved Reports will be displayed. You then click on the 'view results' button by the report you wish to see and the results are displayed: One can also selected to edit/view the parameters used in creating the Report, export the Report in excel or create a new Report by selecting the applicable button:

43 Your Profile - Edit Your Profile Introduction This page allows you to update/edit your personal account details. Navigation In order to access the page you will select 'Edit Your Profile' from the Your Profile toolbar: After selecting the option, the screen will be displayed:

44 Editing your profile On the form, make any changes necessary and then click on the 'Submit Form' button: A summary of your gathered account details is then displayed:

45 Your Profile - OnBoarding Documents Introduction This page allows you to view and download your completed, signed OnBoarding documents. Navigation In order to access the page you will select 'OnBoarding Documents' from the Your Profile toolbar: After selecting the option, the screen will be displayed:

46 Downloading/viewing a document To download one of the listed documents you click on the icon by the applicable form. Some documents will be in PDF format and others will have been compressed due to their size: After clicking on the icon by the form, a popup window will be displayed which allows you to choose whether you would like to open or save the filw:

47 If you want to view the document (open the file) you select the 'Open With' option and a compatible program (like Adobe). The form will then be generated and displayed on your screen: If you would like to download the document to your computer, you select the 'Save File' option and the form is then downloaded and saved to the file path selected.