WFM UK: Activity-Based Scheduling: Time & Attendance Scheduling

Overview 

In Activity-Based Scheduling, users are able to confirm employees' hours worked via a time and attendance integration. This is part of the core Activity-Based Scheduling functionality. Each day, colour-coded T&A statuses on the schedule indicate if users have outstanding T&A actions to complete.

Time & Attendance Functionality

Time and attendance data is displayed by day on the Schedule page.

The Review T&A button has multiple states and based on the colour of the button, will indicate if there is any data and if it requires action:

• Greyed out clock icon  – No T&A data received
• Amber warning triangle – Some T&A data requires action
• Green tick – No action required- all T&A data has been actioned

Fig.1 – Three states of the ‘Review T&A’ button

• From the Schedule page, select any T&A icon to see data for that day - where action is required, this will be the amber warning triangle

Fig.2 – Example amber Review T&A button 

The time and attendance pop-up will be displayed. The data shown is for the day which is currently being viewed.

Staff - Employee names (can be arranged alphabetically by first name)
Forecast - The forecasted shifts for the employees. Forecast shifts must be scheduled at least 1 day before that shift date. Any shifts created on that day or after are not considered forecast shifts
Clock Times - Time and attendance data for the employee 
Actual - Actual shift times for the employee - hover over times to view break records
Clock Event - Links with Fourth e-Clock. Select the camera icon to show the captured images
Shift Type - Icon indicating if the shift is across business days

Fig.3 – Time & Attendance pop-up

Status and Actions - if there is a complete set of valid time and attendance data for the employee, confirm the clock times with the following options:

• Confirm T&A – This will confirm the employee's T&A times as their Actual times. Selecting this will trigger a 5-second countdown timer to 'undo' the action (see Fig.4). If an error is made modifying the employee’s shift time before the day is actualised, selecting Undo will reopen the T&A data
• Keep Scheduled - This will keep the employee's forecasted times as their Actual times. If there is partial data or no data, then the employee’s forecasted schedule times can be kept
• Manually Enter Times – If there are invalid clock data shift times for the employee can be manually entered. A maximum of 2 shift records can be entered – see Fig.5. Shift notes and/or an additional shift can be added by selecting the relevant button.
• Ignore these shifts - If there are clock times but no forecast shift, the clock data can be ignored.

Fig.4 - Confirming Clock Times

Fig.5 – Manually entering times 

When all actions are complete, close the pop-up with the X in the top-right corner.

The Review T&A button will then change to a ‘Green’ state.

Fig.6 – Example Green T&A button