TimeTec HR New Features

TimeTec Attendance

1. Introduced Time Record Approval

In TimeTec Attendance, the Approval feature enables Admins to set up certain rules for managing Overtime, Edit Attendance, Out of Area Clocking and Outstation requests. This setting is located at User > Manage Approval Rules > Add Setting. Once the rules are configured, assigned employees can then apply through the system and these requests will be submitted to their manager/Admin for approval.

In October, we introduced a new approval setting known as the “Time Record Setting”. This setting will enable users to submit time record requests for missed clocking or other reasons. Users can submit requests either for themselves or on behalf of other employees. Following that, Admins have the authority to approve or reject the submissions. Adding a new time record will create a new clocking entry in the Data Audit List while deleting it will remove the entry.

Refer to the sample screenshots below for further details:

a. User > Manage Approval Rules - New “Time Record Setting”

b. Add Approval Rules - Three Steps

i. Step 1 – Set Users
To set users who are eligible to make the request.

ii. Step 2 – Set Process and Define Approvers
To define who should approve the requests.

iii. Step 3 – Set Validity Period
To configure when the request will expire if the request is still pending.

c. Approval > Apply - Create Request Page
Users can select a date and see existing time records on that date. They can then add or remove the time records and add any related reason or attachments to the request. Newly added records have a light green background while removed records have a light red background.

d. Create Request Page - Apply for Other User
Admins can also create requests on behalf of other users.

e. Admin View Request Page
Admin can see the requested changes, the reason and any attachments for the request. They can then approve or reject the request in this popup.

f. Approval Sequence Types
i. Auto Approve

ii. Any Approvers

iii. Random Approvers

iv. Sequential Approvers

g. Sample Notifications

h. Approved Time Record Request on Data Audit List & Attendance Sheet

Example:
Assume a staff requested to remove the 9/10/2024 9:10 AM time record and insert a new 9:00 AM time record.

i. Device > Data Audit List The time record that has been approved will be shown here.

Before:

After

ii. Attendance > Attendance Sheet
The time record will be reflected on the Attendance Sheet if it is valid for an attendance time slot.

2. Report Scheduler Enhancement - Added “On Leave Report”

Following a customer’s request, in October, we added the “On Leave Report” to the scheduler, allowing users to generate the report using up to 1 year of data.

a. Report > Scheduler –Add Report Scheduler Option;

b. Add Report Scheduler - On Leave Report

c. Scheduler Settings – Select the Desired Date Range

d. Sample Report

3. Introduced Edit Attendance Audit Trail

Occasionally, Admins may have to edit a user’s attendance record in the system due to missed clocking or other errors. For accountability and security purposes, these changes are tracked and the records can now be viewed from the Edit Attendance Audit Trail.

This feature provides a historical record of attendance modifications made by the admin. It captures details such as the date, time, and admin names involved in each edit, as well as the original and updated data.

a. Edit Attendance Sheet (Admin View)
i. Weekly/Daily Schedule

ii. Job Cost Schedule
Edit Job Cost Data:

Edit Job List Record:

iii. Attendance Sheet Shows Edited Data

b. Batch Edit Attendance (Admin View)

c. Support > Audit Trail

This page shows the audit trail of edited attendance data.

i. Edit Attendance

ii. Batch Edit Attendance

4. Electronic Time Card Report - Display the Time Record Clocking Channel

Next up, there is a recent update to the ‘Electronic Time Card’ report (Report > Attendance Listing > Electronic Time Card). We added a display for the new Time Record clocking channel in the report. This applies to the report generated via Report and Report Scheduler.

5. Report Scheduler Enhancement

Isolate report generation by the company to optimize the report generation process.

6. Export Attendance Report Scheduler Enhancement

Isolate report generation by company to optimize the report generation process.

7. Smart DBS Download Terminal Data Service Enhancement

We fine-tuned the service by removing unnecessary processes to enhance efficiency.

8. Open Schedule Enhancement

Enhanced the attendance service to automatically correct time slot data for consecutive punches that occur within the buffer period specified in the Schedule Settings.

TimeTec Leave

1. Leave Application – Increased Attachment Limit to 5

Generally, most companies will have a policy that requires staff to submit relevant documents when applying for certain kinds of leave. TimeTec Leave’s attachment feature enables users to upload copies of doctor’s notes, marriage cert, accident reports etc. for verification and record keeping. When the attachment option is enabled for a given leave type, staff will be allowed or even mandated to attach the supporting documentation (in PDF or images) to their request.

In October, the maximum number of file attachments was increased to 5.

a. Admin Apply On Behalf of Other User

b. User Apply for Own Leave

c. Leave Approval – Approver Able to View or Download the Attached Files

2. Export Leave – New Fields for Leave Application Schema (Cc Recipients & Delegation)

The Export Leave feature allows Admins to export detailed or summarised leave data into XLSX or CSV format. Before exporting the leave data, Admins need to first configure the schema at Leave > Export Leave > Leave Application Schema/ User Leave Summary Schema. Once the schema is configured, Admins can proceed to the Export Leave page to generate the file.

Recently, we added new fields (Cc Recipients & Delegation) for the Leave Application Schema and the export report.

a. Leave Application Schema Setting

b. Sample Export Report

TimeTec Profile

1. Introduced “Expiry Date Alert” for Passport, Contract and Permit

TimeTec Profile centralises all employee profiles on one platform and besides access for Admins, all TimeTec users are also able to view their own profile on the TimeTec HR app.

In October, we introduced a new “Expiry Date Alert” feature which will notify users when their passport, contract or permit is nearing its expiration date. Selected Administrators will also be notified when an employee’s passport, contract or permit is approaching its expiration.

a. Company > System Settings > General Settings - Set Expiry Date Alert

b. Alert Email to Admin

Admin will receive an email when an employee’s passport, contract or permit expires soon based on the settings.

c. Alert Email to Employee

Users will receive an email when their passport, contract or permit expires soon based on the settings.

d. Updated Notification – Handle Expiry Date Alert

Updated push notification and notification listing to handle new notifications for Expiry Date Alert.

TimeTec HR App Updates

TimeTec Attendance

TimeTec Leave

1. Application
• Leave applications now support multiple attachments.

• Improved attachment upload speed.

General
• Added notifications for expiring passports, permits, and contracts.

QF Master
1. General
• Added an option to upload a photo after the user's face is verified.