Have you subscribed to the Time & Activities module? Would you like to set up time tracking for your employees to facilitate the entry of hours and the calculation of overtime? Eurécia offers you to activate the virtual time clock!
In the case of using a time clock, time tracking will be done in hours from the Time tab of your timesheets & activities.
Who is concerned by this article?
Administrators and HR managers who have subscribed to the Time & Activities module.
Prerequisites
Before activating the virtual badge reader, it is necessary to take stock of your needs and the way you wish to operate:
- Are my employees' hours fixed?
- Are there any variable ranges?
- How are my overtime hours calculated?
- Do I track the hours/days of my collaborators in project management or analytical management?
Once you have answered these different questions, you can move on to the next phase: setting up the virtual time clock 😋!
Control my employees' working hours
Access: Admin area > General settings > Working hours
The first step is to check that the different working hours of my employees are correctly configured. To do this, I can rely on this article: Create or modify a working schedule
If my employees have fixed working hours, it will not be necessary to follow the next step, otherwise, let's go!
Variable working ranges
Access: Admin area > General settings > Working hours > Flexibility tab
It is possible to set up variable working hours if, for example, employees have to arrive between 8 a.m. and 8:30 a.m. and have to leave between 5 p.m. and 6 p.m.
All the information is available in this article: Managing the flexibility of working time in the event of badging
Overtime
If you use a time clock (virtual or physical), overtime is generally calculated from the Time tab of your timesheets & activities.
Overtime is configured in the same way and all the information is in this article: Managing overtime on Eurécia .
Activate the virtual badge reader
Access: Admin area > Time & Activities > Time & Activities Profile
The virtual time clock is configured from the time & activity profiles. It is entirely possible to activate it for a certain category of users but not for another. In this case, it will be necessary to create as many profiles as cases.
- I create a new Time & Activities profile by clicking on
or I duplicate an existing profile by clicking on Duplicate (at the very bottom 😊)
- I enter the name of this profile, I can indicate 'with badge reader' to identify it easily later
- I enter a code which must be unique (in case of import or export of data)
- I provide the type of monitoring:
- 'Time tracking' is mandatory to be able to activate a time clock
- 'Activity tracking' will be necessary if you also want to track the activities carried out by your collaborators in project management or analytical management
In the 'Time tracking settings' section:
- I determine whether my employees have the ability to modify hours. In the event of a clocking-in, the information will be automatically uploaded. However, in the event of a forgotten clocking-in, if my employees cannot modify this tab, the administrator will have to do it for them.
- Editable time tab:
- I activate the input assistance by switching the dedicated button
- I check the box 'fill with the inputs/outputs button'
- Non-editable time tab:
- I choose 'Eurécia dematerialized badge'
- I choose whether my collaborators can modify the time types column
- Editable time tab:
- I can activate the box 'Hide the badge reader on mobile and tablet' so that it is no longer possible to badge from a mobile environment.
- I record
In the 'Activity tracking settings' section:
This tab can be activated in addition to Time tracking but is not essential for using the time clock. You will find all the information about this tab in the following article: Create or modify a Time & Activities profile
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If your employees were on a time & activities profile with the 'Activity tracking' tab enabled then it is strongly advised not to disable it. In fact, all information included in previous sheets will no longer be accessible. It is therefore advisable to deactivate the Activity tab at the start of the period only. |
Assign the new Time & Activities profile
Once your brand new time profile with badge reader is activated, you must assign it to the employees concerned by following this article: Change the Time & Activities profile of an employee.
Using the virtual badge reader
Once the virtual badge reader is activated, your employees will be able to use it immediately!
On the Eurécia homepage, in the 'Time & Activities' map, your colleagues can click on 'I'm arriving' or 'I'm leaving':
They will also be able to use it directly on their phone or tablet.
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Our advice: If restricted by IP address, your employees will not be able to badge directly from their mobile. More information in this article: Control access by IP address |
Badging tracking
When your employees clock in, it is possible to track the time clocks in real time!
We explain everything to you in this article: Real-time time tracking.
And there you have it 😊! If you need any assistance, your support team will be happy to help you!
Keywords associated with this article:
badge - monitoring - control - identify - absences - presences - delays - problem - rules - flexibility - badge reader - time clock - virtual - physical - time - arrival - departure - break - range - tolerance - amplitude - schedule - range - variable - fixed schedule - anomalies - badging - clocking in - AGT
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