If you need more detail and reporting control over your employee time, as well as the ability to calculate pay based on hourly rate (rather than sales), then you will likely wish to use our Enhanced TimeClock feature.
Note: For instances using the Enhanced timeclock feature, there is a $5 per month per user clocking in.
Clocking In and Out:
With this feature, instead of seeing a simple Clock In/Clock Out option on the home screen upon login, users with TimeClock permissions will go to the 'CLOCK' menu item once they have logged in to FastGem:
From this page they can specify a provider, a location related to that providert, and a type of work, as well as enter notes and allow for location tracking if desired. Provider, Location, and Time Worked type are required. Provider, Location, and Time Worked Type will appear for selection on this page based on the Provider(s), Location(s), and Time Worked Type(s) that have been assigned to the user in the Admin portal (see below section of this help article).
Please note that the labels 'Provider', 'Location', and 'Timeworked Type' are customizable and do not have to be labeled as such.
Once the employee has clicked the green 'Clock In' button at the bottom of the page, the page will refresh and they will be able to Clock Out, or Transfer their session, at a later time:
To clock out of a session, employees can click the red 'CLOCK OUT' button. To switch between providers, locations, or time types, employees can click the orange 'TRANSFER' button. Clicking the 'TRANSFER' button will generate a Transfer Provider/Location/Work Type area further down the page, where they can select a new provider, new location, and/or a new time worked type, enter a reason for transfer, and then Confirm the Transfer with the green 'CONFIRM TRANSFER' button:
Confirming the tranfer will clock the employee out of their current session and immediately clock them into a new session with the updated provider, location, or time type.
FORGOT TO CLOCK OUT:
If an employee has been clocked in over-night or for longer than a specified number of hours, it is assumed that they forgot to clock out. In that case, the next time they visit the Clock page, they will see this screen offering them the chance to either clock out as normal, or correct their time:
If they choose 'Clock Out' they will be clocked out as normal. If they choose to correct their time they will be taken to this screen, where they can edit their clock out date and time, add a reason for correction, and choose whether they wish to simultaneously clock in while adjusting their last clock out time:
Note: If the clock out time the user enters is impossible, such as occuring before the clock in time for that record, they will receive an error:
Once all details are correctly entered, users need only confirm and submit their corrected clock out time on this page.
The provider listed on the corrected timelog will be notified of the change via email, provided a notification email is listed within the provider record (more details on entering provider notification emails can be found in the Configurations section below).
Timecard Admins will see the corrected hours highlighted yellow on the timecard page, and will have the ability to approve or reject the corrected timelog using the Gavel icon as shown below:
Approved timelogs will lose their yellow highlight (the filters on this page include a 'Pending Approval Only' checkbox, which will allow timecard admins to view all self-corrected timelogs still pending approval). Rejected timelogs will be removed entirely from the front-end. NOTE: if the corrected timelog is within a closed period, only Payroll Admins will have the ability to accept/reject them.
Note: If an employee has not clocked out by 2AM, and/or if an employee has worked over 8 hours that day (this hour limit is customizable), then FastGem will send an email with this information to the email address(es) associated with the Provider they clocked in under.
Tracking Employee Time:
To track employee time worked, Timecard Admins can go to the Timecard or Time Worked Dashboard page (see THIS article for more details on the Timecard page and see THIS article for more details on the Time Worked Dashboard), or to the Time Reporting page, normally found under the TIME menu header:
From this page you can view employee hours reported and grouped by location, provider, type of work, employee, dates, etc. You can also specify to exclude a time worked type, as well as to include taxes and/or overhead (overhead rate and tax rate can be configured for you upon request by FastGem support). You can export the data from this page to a csv file or a PDF.
Employee's Hourly rate will show based on the Pay Plan or Time Type Rates assigned to them (more details below).
If desired, you can also view time reporting from the home page, using our timeworked home page dashboard. The dashboard will give you visual reporting on various trends, and is filterable by date, employee, provider, location, type of time, and more:
From the home dashboard you can also see top projects, top employees, and any overtime (for information on a more detailed overtime report, please see THIS article):
Configuring Enhanced TimeClock Features:
Timecard Admins can configure specific options for the enhanced timeclock feature in the Time Config pages of their instance. Assuming you have permissions to do so, you can access the Time Config pages under the TIME header (if you cannot find the appropriate menus please contact FastGem support). From the Time Config pages you will be able to access configurations for Providers, Locations, Time Types, and Users.:
PROVIDERS:
From your Providers menu, you can search for providers, create new Providers with the 'Add Provider' button, and edit or delete Providers using the buttons in the Actions column:
Providers deleted from this page can be re-published at a later time (just ask support!).
When you click to either Edit or Add a new Provider, you will be taken to a page with multiple different tabs. From the Details tab, you can enter Provider Name and Short Name, Description, etc.
From the Notifications tab, you can enter an email address (or several) for that provider. These are the email addresses that will recieve notifications when an employee clocks in under that provider, forgets to clock out, and corrects their own time (more details above in the Clock In/Out section of this article), when an employee adds Notes to their time when clocking out, when an employee is still clocked in at 2AM, and/or when an employee works over 8 hours (customizable) in a day:
From the Staff Assignments tab, you can assign employees to that provider (use the Search bar and the Select/Unselect All buttons to save time). Employees who are assigned to the provider will be able to select the provider when they are clocking in, and if they are an internal user, see the timelogs entered under that provider selection:
From the Location Assignments tab, you can assign multiple Locations to that Provider (Locations will appear for selection when users are logging in, only AFTER the user has selected a Provider):
Remember to Save or Cancel when you are finished editing your Provider!
LOCATIONS:
From your Locations menu, you can search for locations, create new locations with the 'Add Location' button, and edit or delete Providers using the buttons in the Actions column:
Locations deleted from this page can be re-published at a later time (just ask support!).
When you click to either Edit or Add a new Location, you will be taken to a page where you can enter the Location Name, and also select which Providers will be associated with the location (Locations will appear for selection in front end when users are logging in, only AFTER the user has selected a Provider):
Remember to Save or Cancel when you are finished editing!
USERS:
(For instructions on deleting a user, see THIS article or contact FastGem support. For instructions on adding a new user, see the below section 'Creating a New User' in this article.)
From the Users menu, you can view all users with timeclock permissions, and search for individual users. You can see at a glance whether a user has a pay plan or time type rate(s) assigned, as well as how many providers that user will be able to see/select when clocking in, and how many 'dings' (AKA 'strikes') are currently on the user's record. You can also use the 'Edit' button in the Actions column to edit a user's record from this page:
When you click to Edit a user, you will be taken to a page with multiple different tabs. From the Pay Plan tab, you can select a pay plan from the dropdown for the user (more information on Pay Plans and how to create them can be found in the below section 'Pay Plans' of this article):
From the Time Type Rates tab, you can add different pay rates per type of work for the individual employee you are editing. You can select different types of work from the 'Select Time Type' dropdown, and enter an hourly pay rate for that particular type of work, then click the blue 'Add New Rate' button to add the new type of work and associated pay rate to the employee's record. 'Effective Date' refers to when that pay rate will be applied to the user's hours. You can also see a list of the different hourly rates already created for that user for the different types of work, under 'Current Rates':
Please Note: If a user is on a pay plan (see below for pay plan details) but has time type rates entered in their own user record as well, then the Time Type rates entered in their user record supercede their pay plan, for that type of work.
From the Assigned Providers tab, you can assign the employee to different Providers so that they can select those providers when clocking in:
From the Dings tab, you can see a record of all dings (strikes) that have been added to a user's record, and why. You can also add a new Ding or Reset all Dings to 0:
Remember to Save or Cancel when you are finished editing the user record!
TIME TYPES:
From your Time Types menu, you can view your time types and see how many work logs have been created under each time type, check whether or not each time type is Billable, and more. You can search for specific time types, create new time types with the 'Add Time Type' button, and edit or delete Time Types using the buttons in the Actions column:
When you click to either Edit or Add a new Time Type, you will be taken to a page where you can enter/edit the time type name, choose a 'short name' for that time type, choose a color, if desired, and designate that time type as Billable or Non-Billable (for reporting purposes):
Remember to Save or Cancel when you are finished editing!
PAY PLANS:
Depending on your instance, you may be interested in Timeworked Pay Plans (as opposed to assigning different time type rates to each user individually). To access Pay Plan configurations, you will need to log into the admin portal (backend) of your instance. You can access the admin portal of your instance by entering your main instance URL followed by /a . For example, the URL for the admin portal of our demo instance, is demo.fastgem.net/a ).
Once logged into your admin portal, click on Components (in the gold bar at the top of the screen) and then on TimeWorked, then on Pay Plans:
From your Pay Plans Timeworked Menu, you can create and edit different pay plans, including setting the hourly pay rate for each plan and assigning multiple timecard users to your plan:
At the bottom of the Pay Plan page, there will be the option to add any number of different rates of pay for different Types of work. You can select different types of work from the 'Select Time Type' dropdown and enter a pay rate for that type of work, on this pay plan. Effective Date refers to when that pay rate will be applied to any user on the plan. You can also see a list of the different hourly rates for the different types of work, their effective date, status, etc:
If a user is on a pay plan but has time type rates entered in their own user record as well, then the rates entered in their individual user record supercede their pay plan, for that type of work.
Pay rates from assigned pay plans will appear in the front end in the Time Reporting page (more details above). If you would like a tax rate applied to your timecard pay plans, please ask FastGem support to enter the desired rate for you in TimeWorked Options.
Creating a New User:
If you need to create a new user in your instance, head to HR > Create User (if you do not see the Create User menu, please let us know at This email address is being protected from spambots. You need JavaScript enabled to view it.):
From the User Creation page, enter the user's first name, last name, username, email address, and phone number in the appropriate fields, as shown in the example below. Note that you can create multiple users at once this way simply by adding rows to the data spreadsheet.
Set the 'Type' for the user as 'HOUSE'.
Set the user group as 'Clock In Only', 'Provider', or 'Timecard Admin', depending on what permissions you wish the user(s) to have.
Toggle 'Send User Registration Email' to Yes, to ensure the user receives initial login information upon creation.
Add any Time Type Rates for this user in the Time Type Rates section.
Click the blue 'Create User' button:
