GENERAL OPTIONS SCREEN |
In General options you can set options that affect the entire account. Only a user with admin rights can change general settings.
To navigate easily between different topics, click on the topic name on the box on top of the screen:
Company Name: Enter the name of your company, or company division if you are using multiple accounts for your company.
Manager Email: This is the main admin email address for the entire account.
Company Logo: Click the "Browse..." button to browse on your computer for a graphic file of your company logo to upload. Once the file path loads into the text box, click on the "Upload" button to upload the file to WSDN. This logo will be shown in the manager area on your home page, and in the employee area at the top.
Use schedule: Check this box if you are using the scheduling module, i.e., all the employee scheduling capabilities of the system. You may want to uncheck this, if you are using WSDN as an attendance solution only, for example.
Allow employees to see history: Check this box if you want to allow your employees to see schedule history, which is that portion of the schedule that is earlier than the current date.
Show accessed time blocks: Check this box if you want to see the word "VIEWED" or "PHONED" inside time blocks that have been viewed or heard by phone, respectively, by the assigned employee.
Use confirm / decline feature: Check this box if you want to allow your employees to click either "Confirm" or "Decline" on each time block of their schedules, indicating a confirmation, or declination, respectively, of the time block. This acts as a very simple messaging system that stamps each time block with the word "CONFIRMED" or "DECLINED" for the manager to see in the current schedule. NOTE: If an employee declines a time block, WSDN does not remove the employee from the time block.
Restriction of schedule view for employees: Choose one of the three listed options. You can set the employees to view all departments, only departments that they are qualified for, or only their own schedules.
Use recurring schedule: Check this box if you want to use the recurring schedule.
Indicate shifts that are not regular: Check this box if you want WSDN to highlight those time blocks in the current schedule, that do not have a match in the recurring schedule, and thus, are "not regular". These time blocks are highlighted with a yellow background color, when in the standard color scheme. See Color Schemes for more info.
CAUTION: Changing the following two settings after the Setup Wizard is not recommended without the assistance of a scheduling specialist. You can call 866-846-3123 for support.
Number of days in schedule period: Enter the number of days in your recurring schedule pattern. We recommend using a number divisible by 7. NOTE: This can be tricky. We recommend speaking with a scheduling specialist at 866-846-3123 for assistance if you are unsure.
Scheduling period begins on: This is the date that corresponds with Day 1 of your recurring schedule. Use this date to align your recurring schedule to the real calendar, and thus to the current schedule. NOTE: This can be tricky. We recommend speaking with a scheduling specialist at 866-846-3123 for assistance if you are unsure.
Use Timesheet: Check this box if you want to use the Attendance capabilities of the system.
Use Time Clock: Check this box if you want to allow your employees to clock in and out using the time clock.
Restrict clock in by location IP address: (Applies only if time clock is being used). Check this box if you want to disable your employees from clocking in or out from IP addresses that are not on your list of IP addresses in Clock IPs.
Allow employees to edit their time sheets: Check this box if you want to allow your employees to edit their own time sheets in the employee area. If this is unchecked, employees will still be able to view their time sheet (assuming Use Time Sheet is checked) but will be unable to change it.
QuickBooks Pro Create Time: If you want to export your attendance data to Quickbooks Pro ® or Premiere ® for payroll, enter the QuickBooks Create Time number into this text box. See Exporting to Quickbooks for information on how to find this number, and how to export to QuickBooks.
Use notes in time blocks: Check this box if you want to be able to store notes inside each time block.
Show hours inside time blocks: Check this box if you want to show the number of hours inside the time blocks.
Fix left columns: Check this box if you want the columns on the left side of your screen to be always viewable and fixed on the screen. This feature is helpful if you are showing a large number of days on your view. If you scroll right to see more days, the left columns (which show the category) will always be viewable as you scroll. NOTE: Setting this option may slow down the system slightly when you have large number of time blocks displayed.
Use category sort field: Uncheck this field if you want to sort and display the category items in alphabetical order.
Time Block Font: This option allows you to choose the font style and size that will be used to format your time blocks.
Employee name format for weekly view: This option allows you to choose the format of the employee name as you want it displayed for the weekly view.
Sort column width in pixels: This option allows you to set the column width.
Don't show total hours: Check this box if you do not want to see the total hours column in the time block editors.
Day begins at a time other than midnight / Starts at: Check this box and enter a time in the box if you want to set a time other than 12:00 am that each day ends and begins, for the purpose of totalling hours only.
Use Time Off: check this box if you want to activate the Time Off category. If you uncheck this box, the system will disable the category automatically, and all other options under Time Off will be grayed out.
Use Time Off Accounts track days off: check this box if you want to activate the Time Off Accounts category. If you uncheck this box, the system will disable the category automatically. When you check this box, the system tracks how many days off your employees are taking per time off account. If an employee requests time off more than allowed for a certain account, the following warning will be displayed on your screen when approving time off:
Checking this option also shows the employees how many hours they have taken off so far on the time off screen and warns them if they are requesting more than the allowed time off for every account created by the manager.
Warn about too many employees off at the same time: Check this box if you want the system to display a warning, when you are approving time off for an employee, if many employees have taken time off at the same time. You can edit time off to specify maximum number of employees allowed to take time off at the same time.
Show each employee with same qualifications off at the same time: check this box if you want the system to list the names of the employees that have same qualifications of the person who requested time off, and who are already on time off.
Default time block properties from schedule when approving time off: Check this box if you want the system to find all information related to the time off block on the current schedule from the recurring schedule. This allows you to display more detailed information on the time off block, like the department and task for example.
Do not carbon copy administrator on time off emails: Check this box if you do not want the administrator to receive an email when an employee is requesting time off. Managers will always receive an email.
Do not carbon copy employee on time off emails: Check this box if you do not want to email employees on their time off requests.
Allow employees to request time off: Check this box to allow employees to initiate time off request from their account. When employees request time off, an automatic email will be sent to the manager. As long as the manager hasn't seen the request, the employee can withdraw their request. Once the manager sees the request (regardless of whether the manager chooses to approve or decline), the employees will not be able to withdraw their request.
Allow employees to request cancellation of time off: Check this box if you want to allow employees to request a cancellation of a certain time off time block. When this box is checked, the employees will have a new link under Time Off tab on their screen that will read Cancel Time Off.
Use finalized attendance for historical time off: When checked, this box has the following effects on manager and employee sides:
On the manager side, the time off report would retrieve the data from both, the finalized attendance screen, and the posted current schedule (as opposed to only pulling data from the schedule when this box is unchecked).
On the employee side, a new link would show under the Time Off tab called Time Off History. This tab retrieves data from the attendance screen.
Employee time off request form: choose any of the three options presented.
Here's how the basic form looks like:
The advanced form, presented below, allows the employee to choose the exact start and end time and also the time off account that they requesting time off from:
Use employee availability features: Check this box if you want to use the employee availability features, where employees can indicate their availability to you, so that you may schedule around it.
Allow users to indicate their availability online: Check this box if you want your employees to be able to indicate their availability themselves by logging into their employee area. If this box is not checked, managers can still indicate their employees' availability in the manager area on their behalf.
Allow categories in availability: Check this box if you want to use the employee to attach category items to their availability time blocks.
Allow availability time blocks to cross midnight in availability: Check this box if you want the employees to be able to create availability time blocks that cross midnight, which otherwise is prohibited. NOTE: It is not recommended to check this option without speaking first with support.
Allow employees to switch shifts: Check this box if you want your employees to be able to switch shifts with each other, within the restrictions of the applicable rules, but without manager approval.
Allow employees to sign up for open shifts: Check this box if you want your employees to be able to sign up for open shifts, within the restrictions of the applicable rules, but without manager approval.
Allow employees to sign up for partial shifts: (Applies only if above option is checked.) Check this box if you want your employees to be able to sign up for partial open shifts, leaving as many as two fragments of a shift leftover for other employees to possibly take.
Email upon sign up success: Check this box if you want the employee to receive an email upon successfully signing up for a time block.
Email upon sign up failure: Check this box if you want the employee to receive an email upon failure to sign up for a time block.
Schedule shift breaks: Check this box if you want your employees to be able to switch shifts with each other, within the restrictions of the applicable rules, but without manager approval.
Ignore breaks when calculating total hours worked: (Applies only if Schedule shift breaks is checked.) Check this box if you want break time in the time blocks to add into the total number of hours worked.
Maximum number of breaks per shift: (Applies only if Schedule shift breaks is checked.) Enter the maximum number of breaks you foresee having on any time block.
ALERTS |
Send email alerts to employees when there is a change in the Current Schedule: If you check this box, the system will send an automatic email to the affected employee when the manager changes the posted portion of his/her current schedule, alerting the employee of the change. It will also alert employees when the schedule is posted or un-posted.
Send email alerts to employees when there is a change in the Current Availability: If you check this box, the system will send an automatic email to the manager when the employees change their current availability, alerting the manager of the change.
Send email alerts to employees when there is a change in the Recurring Availability: if you check this box, the system will send an automatic email to the manager when the employees change their recurring availability, alerting the manager of the change.
Allow reminders: if you check this box, a new section will appear in the User Account screen that will allow managers to set reminders to be sent to employees before their scheduled shifts.
Local time zone: Choose your local time zone from the drop down list. NOTE: If your time zone is not on the list, contact support at 866-846-3123 and we can set up your time zone for you.
Use daylight savings time: Check this box if you abide by daylight savings time in your area.
Time format: Choose either Standard Time (am/pm) or Military Time. This format will be used in most areas where times are displayed or input by the user.
Date format: Choose either American or European Standard Time date format. This format will be used in most areas where dates are displayed or input by the user. The American date format is "mm/dd/yyyy". The European date format is "dd/mm/yyyy".
Time Out: Enter the number of minutes of inactivity after which you would like WSDN to lock out any user. After being locked out, the user will be asked to log in again. This is a security feature.
This section allows you to choose how you want the time blocks to be sorted on the employee's areas by default. The employee will have the chance to change the default sort once they log on to their account. It also allows you to choose the employee color scheme.
No. of time blocks per page for adding in Current or Recurring Schedule or the Time Sheet: Enter the number of time blocks you would like the users to be able to add on a single submission/page at one time in Current or Recurring Schedule or the Time Sheet.
No. of time blocks per page for adding in Current or Recurring Availability: Enter the number of time blocks you would like the users to be able to add on a single submission/page at one time in Current or Recurring Availability.
No. of time blocks per page that EMPLOYEES can add in Current or Recurring Availability: Enter the number of time blocks you would like the employees to be able to add on a single submission/page at one time in their availability section of the employee area.