Skip to main content

Track Admins Guide to Using Time by Wagepoint

Cheryl Hart
  • Updated

Welcome to Time by Wagepoint! This guide is specifically for admins transitioning from Track to Time. We’ll walk you through each step to get your account activated, set up, and ready for seamless time tracking. This setup ensures your team can clock in/out and record hours with ease, using familiar yet improved processes.

Activating Time in Your Wagepoint Account

  1. Access the Add-ons Tab
    Navigate to the Add-ons tab within your Wagepoint account.

addon button.png

  1. Deactivate Track by Wagepoint

    • Locate the Track by Wagepoint tile.
    • Click Deactivate to turn off the Track integration.

deactivate.png

  1. Activate Time by Wagepoint

  • Click View Apps.
  • Locate the Time by Wagepoint tile.
  • Click Activate, then Connect to proceed.

addon.png

This completes the activation of Time by Wagepoint.

Setting up Time by Wagepoint

The setup steps vary based on whether you already have a Time account or are creating a new one. Follow the instructions that best fit your situation:

For Existing Time Accounts

Log In to Your Time Account

    • Enter your email address and click Next.
    • Enter your password and click Log In.
    • Click Connect.
    • Click People Matching.
    • To sync employees from Payroll to Time, click Add Profile to Time under the Time column.
    • Click Save.

matching.png 

For New Time Accounts

Sign Up for Time by Wagepoint

    • Click Get Started in the Time login flow.
    • Complete the sign-up form and click Start your 14-day free trial!
    • Click Connect to create your Time by Wagepoint account and link to payroll.
    • Click People Matching.
    • To get employees synced from Payroll to Time, click Add Profile to Time under the Time column. 
    • Save

matching2.png

 

Initial  Setup in Time by Wagepoint

Complete Your Company Setup in Time by Wagepoint

    • (Optional) In Settings > Company Details, enter your Wagepoint Payroll ID.
    • In Settings > Time, Shifts and Schedules, select the Workweek Start Day and ensure that Timesheet entry and Clocking in/out are selected. This enables employees to record hours through either method.

timeshifts and schedule.png

    • Select a default pay period in Settings > Company Preferences for quick time selection. Note that this setting doesn’t restrict you from running custom date ranges.

payperiod.png

    • For employees needing a clock-in/out location, select Location sharing enforcement in Settings > Employee Permissions and/or for web-based clock-in/out, ensure Allow clock in/out from web is checked.

emp permissions.png

Configuration Adjustments to Mirror Track Settings

Employee-Specific Settings for Clock-In/Out

  • Photo Requirement for Clock-In/Out: To align with Track time card setups, set photo requirements during clock in/out in Settings > Kiosk.

kiosk.png

  • Email and SMS Verification:  Under each employee profile (People > People List click Edit by the employees name), ensure each employee has a correct email address and a phone number capable of receiving SMS messages for mobile app usage and kiosk setup.

people list.png

  • After entering employee phone number and email address, note the Kiosk Pin and ensure a check is beside Allow clock in/out via kiosk. 

 

new Person.png

Employment Details

  • Select an employee Role: Manager, Employee or Admin
  • Optionally assign Jobs, Locations and Departments
  • Also optionally, assign Breaks and Time off Plans. 

employment details.png

 

Pay Information (optional)

  • Enter the required values for Daily Overtime Threshold, Double-Time Threshold, and Weekly Overtime Threshold. These values should match those previously set in Track.

pay.png

Locations

  • Navigate to Locations and select Add Location
  • Enter location Name and either  Address or Latitude and Longitude
  • If entering by address, as you type the address, an address list will populate.  Select the correct address from the options given
  • Check the location radius and adjust if necessary. 
  • Optionally, assign employees.
  • Click Confirm. 

new location.png

Optional Configurations in Time by Wagepoint

To further refine your Time setup and delegate responsibilities:

 

Set up  Managers for work hour approvals.

 

Once a manager is established in Employment Details, navigate to Settings > Manager Permissions to set the rules for that role.  Managers can be given  view and edit, view only or restricted access to all areas of the admin account.  Chose those which make sense for your organization.  Save. 

manager roles.png

To ensure that manager permissions work correctly, the manager and the employee(s) they need to manage must both be assigned to the same department. Managers will not be able to see or manage any employee, or their timesheet,  who are not assigned to a common department.

Departments are assigned to managers and employees by one of two methods:

  1. Navigate to the employee profile, click inside the departments section, and select the departments they are to be assigned to.
  2. Click on Departments on the left navigation menu, then either add new departments or add employees/managers to an existing department by clicking View on the department tile and assigning employees directly.

departments.png

 

Set up  Break Plans

  • Navigate to Settings >  Break Plans and Paid Time Off and select the Break Plan tab.
  • Configure details for Meal Break (unpaid by default) and/or Rest Break (paid) by adding the hours worked from the start of shift and the break duration. 
  • Click +Add people to this plan and select the employees who are entitled to the break rules. 
  • Optionally, the plans can be set to repeat, or multiple plans can be configured. 
  • View the Complete Break Plan Guide for more detailed explanations. 

departments.png

 

Set up  Sick and Vacation Leave

  • Navigate to Settings >  Break Plans and Paid Time Off and select the Sick leave and vacation tab.
  • Select either the Sick leave plan or the Vacation plan tile 
  • Click Edit in the upper right 
  • Enter your selections for Policy Period, Annual hours earned, Reset Date, Maximum hours earned and carried over.  
  • Click Done.
  • Then, click Add People to Plan and select the employees who will accrue these hours.
  • View How to Calculate Paid Time off for more detailed explanations. 

sick leave.png

who.png

 

Creating Schedules

  •  Navigate to Schedule > Scheduler and select a + symbol by the employee and date  you plan to schedule the employee to work 
  • Select the Event Type (Regular Shift, Open Shift, Unavailable Time or Paid Time off )
  • Optionally, select Location and Job
  • Select the Employee(s) on this shift and enter the hours.
  • Optionally, select any break plans that have been set up.
  • If the schedule is repeating or if you need to enter notes, select More options.
  • If repeating, select the days and the repeat schedule
  • Add an End date (or number of occurrences)
  • Click Add Event. 
  • Select Publish. 

schedule.png

unpub scheduke.png

 

  • Schedules may be edited by hovering over the day block
  • select the pencil icon or the trash can. 
  • edit.png

 

 

Setting Up the Kiosk for Employees

  • Navigate to People > Edit and place a check mark by Allow clock in/out via kiosk.
  • Navigate to Settings > Time, Shifts and Schedules and place a check by Clocking In / Out.
  • Optionally, go to Settings > Kiosk and place a check mark by Mandatory live photo at clock in and out. 
  • Go to the Google Play Store or the Apple App Store and download the Time by Wagepoint App on the device (must be an Apple or Android device) that will be used as the kiosk.
  • Register the app with the phone number on your profile, and place a check mark by "It's okay to send me texts"
  • Enter your company name and employee number in the required fields. 
  • Click Done and Let's Go.
  • Enter the code that was sent via text and then select Continue.
  • Select Kiosk Mode when given an option to choose between Mobile app and Kiosk Mode.
  • The Kiosk is now ready for employees.

Running Timesheet Reports

  • Select Timesheets > Timesheets > and choose Pending Timesheets at the top
  • Click inside the box below Period and select one of the preconfigured ranges or select custom range
  • Optionally, select other filter criteria
  • Click Run Report
  • Look over all timesheets for accuracy, paying special attention to any symbols that appear beside an employees name, which flags the need for attention.  Hovering over any symbols will display an information message.  If there are error that need to be corrected or requests that need to be handled, they need to be done before timesheets are approved (Covered in Timesheet Edits) . 
  • If there are any errors, take care of them now, then run the timesheet report again.  Once there are no errors, you are ready to proceed. 

      errors.png

  • Once everything looks good, place a check by the names of the employees to be approved and select Approve

approve.png

 

Timesheet Edits 

Admins and managers (with view and edit permissions) can make changes to timesheets prior to approval.   To edit time entries or to add missed breaks, 

  • Click View next to the employee timesheet
  • Make changes.  All highlighted fields are editable.
  • Save.

edits.png

   

Common Errors

If you are unable to put a check mark by a timesheet for approval, chances are there is a timesheet error.  Here are the most common. 

Employee is still clocked in

still clocked in.png

To clock an employee out you have 2 options

Method 1

  • Go to the dashboard and find their name in the list of employees and select clock out. 

clock out.png

Method 2

  • Click View by the date and edit the clock out time. 
  • Save.

 

 Employee has Requests to Review

requests.png

  • Click Requests (or you may also view requests from the dashboard)
  • Check Shift Entries, Edit and Delete Requests and Time off requests

requests1.png

  • Select View
  • Select either Deny or Approve

approve.png

 

Running Payroll

Log into Wagepoint Payroll and select Payroll

payrollrun.png

 

Check the Pay Period 

 

The first time you run this integration, you will see this message instructing you on how to import your  hours. 

import Hours.png

*Note that only users with submit access in Wagepoint Payroll can click the Import Hours button, and only approved hours will be imported. If there are unapproved hours, the tooltip (i) will  indicate this.

9. Check all the employees whose hours you want to import and then Select Import Hours 

importHours4.png

 

*Note:  If there are zero hours for a selected employee, that employee will need to be excluded from payroll (by unchecking the box by their name), before  you can continue.  

 

10.  Click Continue. 

 

 Taxes Screen

The taxes screen will display taxes broken down by province.  

taxes.png

11.  Click Continue.  

 

Review and Approve

This provides a final opportunity to look over all wages and payment types before approving.    

review and approve.png

12.  Click Approve. 

 

Mapping Track by Wagepoint Functions to Time by Wagepoint

Function Track Time
Check Current In/Out Status Go to: Manager Actions > Today's Punch Status
Ensure today's date is selected to view current punches.		 Go to: Timesheets > Select Today (in the period) > Apply any needed filters.
Run the report to view the current punches.
Alternatively: Home > Dashboard
Check Previous Shifts Go to: Manager Actions > Today's Punch Status
Select the desired date > Click Go.

Go to: Timesheets > Select the desired date > Run the report.
Edit Clock In/Out Entry Option 1: Today's Punch Status > Select date > Pencil Icon on shift > Make changes > Enter reason > Save.
Option 2: Manager Actions > Adjust Time > Edit next to employee's name > Pencil Icon > Make changes > Enter reason > Save.

Go to: Timesheets > Select period and filters > Run report > Dropdown next to employee's name > Edit fields > Save.
Delete a Punch (Latest Punch Only) Option 1: Select date > Edit > Trash Can Icon > Confirm deletion.
Option 2: Manager Actions > Adjust Time > Edit next to employee's name > Navigate to specific week > Pencil Icon > Delete > Enter reason > Save.

Go to: Timesheets > Dropdown caret next to date > Delete Shift > Confirm deletion.
Add a Missed Clock Event Go to: Manager Actions > Adjust Time > Edit next to employee's name > Add time under correct date > Save.

Go to: Timesheets > Select date > Apply filters > Run report > Add > Enter details > Save.
Print Timesheet Go to: Manager Actions > Adjust Time > Navigate to desired week > Print.

Go to: Timesheets > Run report with filters (optional) > Export as CSV.
Submit Pay Cycle for Approval Go to: Manager Actions > Adjust Time > Edit under Tools > Select week > Submit Pay Cycle for Approval > Close.

Currently unavailable in Time by Wagepoint
Approve Timecard Go to: Manager Actions > Approve Time > Take Action next to employee > Make any edits > Approve.

Go to: Timesheets > Pending Timesheets > Select period and filters > Check employees > Approve Selected.
Return Approved Timecard for Changes Go to: Manager Actions > Approve Time > Approved > Return for Changes.

Go to: Timesheets > Timesheets tab > Select timesheet > Check employee > Un-approve Timesheets.
View/Export PIN List Go to: Manager Actions > Pin List > View or Export as CSV.

Go to: People> People List > Edit (by Employee Name) - Kiosk Pin  is shown.
Reset PIN List Go to: Manager Actions > Reset PIN

Currently unavailable in Time by Wagepoint.
Add Employee Add employee in Wagepoint Payroll > Connect Track

Add employee in Payroll > Connect to Time > People Matching > Configure in Time.
Enable Time Collection via App/Kiosk Go to: Configure > Employee Setup > Edit for employee > Select Yes by Track User > Choose Time Card.

Step 1: Settings > Time, Shifts, and Schedules > Enable Clocking In/Out.

Step 2: People> People List > Edit (by Employee Name) > Place a check by Allow clock in/out via kiosk
Enable Time Collection via Timesheets
 		Go to: Configure > Employee Setup >  Click Edit under Tools for specific employee > Select Yes by Track User > Choose Time Sheets as the tracking type

Go to: Settings > Time, Shifts, and Schedules > Enable Clocking In/Out by Timesheet Entry.
Assign Timesheet Approver Role Go to: Configure > Employee Setup > Click Edit under Tools for specific employee > Select Approver from the drop-down list > Save.

*by default, all admins are approvers

Also Managers can approve if given permission

Go to: People > People List > Edit employee to establish them as a manager under employment details.

Go to: Manager Permissions > Set "View and Edit" permissions for timesheets.
Assign Backup Approver Role Go to: Configure > Employee Setup > Edit for employee > Select Backup Approver.

Currently unavailable in Time by Wagepoint
Establish Location Boundaries Go to: Configure > Location Settings > Add new location > Set latitude, longitude, boundary radius > Submit.

Go to: Locations > Add location > Enter address > Set radius > Save.
Edit Location
 		Go to: Configure > Location Settings >Click the Pencil Icon > Enter Edits > Submit

Navigate to Locations > Click View > Make Edits > Save Changes
Set Overtime Rules

*Set Globally

Go to: Configure > Overtime Rules > Set global rules or per employee as needed.

*Set Per Employee


Go to: Settings > Time, Shifts, and Schedules > Configure overtime per employee. Double time and Weekly Overtime Threshold > Save Changes
Set Reminder Schedule Go to: Configure > Reminder Schedule

Currently unavailable in Time by Wagepoint
Time Rounding Go to: Configure > Time Rounding > Enter rounding rules > Save

Currently unavailable in Time by Wagepoint
IP Restriction Go to: Configure > IP Restriction > Enter IP range > Save

Currently unavailable in Time by Wagepoint - however there is location restriction. 

Step1: Go to Settings > Clock in/out Preferences > UN-check Allow employees to clock in outside the locations radius.

Step 2: Go to Settings > Employee Permissions > Place a check mark by Location Sharing Enforcement.
Set Week Start Day Go to: Configure > Week Settings > Set start day > Save.

Go to: Settings > Time, Shifts, and Schedules > Set start day > Save.
Setup Crossing Midnight
 		Click Configure > Select Week Settings > Under Setup Crossing Midnight select Yes or No > Save Changes.

Click Settings > Go to Time, Shifts and Schedules > Under overnight Shifts, make the shift handling selection
Mobile App Photo Requirement
 		Go to: Configure > Mobile App Settings > Enable or disable photo requirement for clock-in/out > Save.

Go to: Settings > Kiosk > Check "Yes" to enable mandatory photos on clock-in/out.
Missed Punch Report Go to Reports > Missed Punch Report

Go to Timesheets > View Audit Trail
Adjusted Time Report Go to Reports > Adjusted Time Report.

Timesheets >Select Period/Dates> Run Report > Click the dropdown caret by view > click View Audit Trail (if any time has been adjusted)
Approved Time Report Go to Reports > Approved Time Report > Select Pay Group/Cycle > Go.

Go to Timesheets > View approved timesheets.
Payroll History Go to Reports > Payroll History > Select Pay Group/Cycle > Go

Go to Timesheets > View payroll history.
Daily / Weekly Activity Report Go to Reports > Select Daily/Weekly Activity > Go.

Go to Timesheets > Run Report for the desired period.
Location Report Track: Go To Reports > Click Card / Sheet History > Select Employee and Period >Go

 Go to Timesheets > filter Information > (optional) Search by Name > Click Show Requests > View
Daily Punch Totals Go to: Reports > Cycle Totals > Select employee and pay cycle > Go

Currently unavailable in Time by Wagepoint
Monthly Summary Go to: Reports > Monthly Summary > Select month and year > Go

Currently unavailable in Time by Wagepoint
Punched Photos Download Go to: Reports > Punched Photos Download

Currently unavailable in Time by Wagepoint
Invoices Go to: Reports > Invoices

Go to: Settings > Subscription > Invoices

Related articles

Comments

0 comments

Article is closed for comments.

Powered by Zendesk