mobile timecard user manual - connx

C o n n X M o b i l e T i m e c a r d

Copyright © 2020 ConnX Pty Ltd 1 of 38

MOBILE TIMECARD USER MANUAL

Version 6.0


2 of 38 Copyright © 2020 ConnX Pty Ltd

Copyright © 2020 ConnX Pty Ltd ABN 46 108 567 960

Reproduction in whole or in part by electronic, mechanical or chemical means,

including photocopying recording or by any information storage and retrieval system,

in any language, is strictly prohibited except in accordance with the Copyright Act

1968.

The information contained within this document is for illustrative purposes only.

ConnX Pty Ltd and its employees accept no responsibility or liability whatsoever for

any act or omission upon the contents of this document.

ConnX Pty Ltd acknowledges that the product and company names mentioned in this

document may be the trademarks of their respective owners.

ConnX Pty Ltd

Level 8

303 Coronation Drive

MILTON QLD

PO Box 1122

MILTON QLD 4064

AUSTRALIA

Ph: 1300 CONNXHR

1300 266 694

Intl: +61 7 3368 2623

Web: www.connx.com.au

http://www.connx.com.au/



TABLE OF CONTENTS

INTRODUCTION 5

DOCUMENT PURPOSE 5

TYPOGRAPHIC CONVENTIONS 5

GETTING HELP 6

DOCUMENTED HELP 6

CONNX SUPPORT 6

1.0 OVERVIEW 7

2.0 SETTING UP CONNX MOBILE TIMECARDS 9

2.1 TIMECARD MENU 9

2.2 MOBILE DEFAULT SETTINGS 11

2.2.1 MOBILE SETTINGS ON THE EMPLOYEE AWARD INTERPRETATION PROFILE 11

2.3 TIMECARD MENU ITEMS 13

3.0 EMPLOYEE OPTIONS 15

3.1 OPENING YOUR TIMECARD 15

3.2 DAILY TIMECARD SCREEN 16

3.2.1 VIEWING THE TIMECARD TOTALS AS AN EMPLOYEE 17

3.2.2 VIEWING TIMECARD DETAILS FOR A SPECIFIC DAY 19

3.2.3 VIEWING THE TIMECARD DETAILS OF A PERIOD SUMMARY 20

3.3 CLOCKING SCREEN 21

3.3.1 CLOCK IN/OUT BUTTON 22

3.3.2 SHIFT DETAILS 22

3.3.3 WORK SCHEDULE 22

3.4 CLOCKING IN AS AN EMPLOYEE 23

3.4.1 EDITING A CLOCK IN TIME AS AN EMPLOYEE 23

3.4.2 SELECTING A COST ACCOUNT AS AN EMPLOYEE 24

3.5 CLOCKING OUT AS AN EMPLOYEE 26

3.6 UNDO LAST CLOCK 27

3.7 ADDING A CALL OUT AS AN EMPLOYEE 28

3.8 ADDING AN OTHER ALLOWANCES AS AN EMPLOYEE 30

3.9 SUBMITTING A TIMECARD FOR APPROVAL AS AN EMPLOYEE 32

4.0 MANAGER OPTIONS 33

4.1 VIEWING THE EMPLOYEE SUMMARY SCREEN AS A MANAGER 33

4.1.1 FILTERING THE EMPLOYEE SUMMARY SCREEN 34

4.2 MANAGING EMPLOYEE TIMECARDS 35

4.2.1 VIEWING AN EMPLOYEE’S TIMECARD TOTALS SCREEN 35



4.2.2 ADDING A CALL OUT TO AN EMPLOYEE’S TIMECARD 36

4.2.3 ADDING AN OTHER ALLOWANCE TO AN EMPLOYEE’S TIMECARD 37

4.2.4 SUBMITTING A TIMECARD AS A MANAGER 38



INTRODUCTION

Document Purpose

This manual has been written to assist you with the implementation of ConnX Mobile

Timecards. This manual is also a resource guide for your reference.

Typographic Conventions

Before you start using this guide, it is important to understand the terms and

typographical conventions that are used throughout the documentation.

The following kinds of text formatting identify specific types of information.

Formatting

Convention Type of Information

Bold

Bold text is used in the procedures in this document to show page

names and user interface items that can be clicked or selected,

such as buttons, or items in a list. For example:

Select the Timecard on the menu.

Select Submit.

Italicised text

Italicised text is used in the procedures in this document to show

menus. For example:

Go to Admin > Settings > ConnX Mobile.

NOTE

A note contains useful information that can help you to get the

most out of ConnX.

WARNING

A warning contains critical information about the configuration

options available to you which have an impact on user access and

security.



Getting Help

Documented Help

This manual and other manuals related to ConnX are provided for your use. Please refer

to them if you have any questions about setting up ConnX, or using ConnX.

ConnX Support

Please contact your ConnX Support Representative if you require any assistance.

Contact Address

Ph: 1300 CONNXHR

1300 266 694

Intl: +61 7 3368 2623

Email: [email protected]

Level 8

303 Coronation Drive

MILTON QLD 4064

AUSTRALIA

PO Box 1122

MILTON QLD 4064

AUSTRALIA

mailto:[email protected]



1.0 OVERVIEW

ConnX is even more accessible from mobile devices such as smartphones and tablets.

With ConnX Mobile and the ConnX Timecard module, you can use simple gestures to

clock in and clock out, add callouts or Other Allowances, view Timecard Summaries and

details, and submit Timecards for approval.

ConnX Mobile does not add any new functionality to ConnX; it simply enables users to

access ConnX from a mobile device more conveniently.



This page is intentionally blank.



2.0 SETTING UP CONNX MOBILE TIMECARDS

2.1 Timecard Menu

To make the Timecard option available to Timecard Employees, open the

ConnX Mobile Settings page (Admin > Setup > Settings > ConnX Mobile), and select the

Timecard checkbox.



NOTE

All Managers/supervisors, Payroll HR and Administrators

can see the option if the ConnX Timecard module is

active.

The Timecard option is not available on the Main Menu

if the manager does not have any Timecard Employees.

Select Timecard, and ConnX Mobile shows the preferred Timecard screen (i.e. the

Clocking screen, or the Daily Timecard screen).

Figure 2.1 Clocking screen

Figure 2.2 Daily Timecard screen (Employee)



2.2 Mobile Default Settings

The Mobile Default Settings determine whether the Clocking screen or Daily Timecard

screen opens when an Employee selects Timecard on the ConnX Mobile menu.

These are the default options that are assigned to an Employee’s Award Interpretation

Details when a new user is set up for ConnX Timecards.

To access the Mobile Default Settings, go to Admin > Timecards > General Settings >

System Settings.

2.2.1 Mobile Settings on the Employee Award Interpretation Profile

The Mobile Default Settings can also be set for each ConnX Timecard Employee.

1. Open the Employee Award Interpretation Details page for a specific Employee

(My Team > List Employees, select the Employee, select the Employee Award

Interpretation Details link under the Personal heading on the right side of the

screen.)

2. Scroll down to the Mobile Settings section.



3. Select whether to open Clock In/Out or Daily Timecard screen by default when

the Employee selects Timecard in the ConnX Mobile user menu.

4. Select Save.

NOTE

The Daily Timecard screen in the desktop and mobile

versions of ConnX is read-only if the Allow Employee to

Add/Edit/Delete Clockings on Timecard setting is set

to No.



2.3 Timecard Menu Items

You can select the menu at the top of the screen to see Timecard related options.

Figure 2.3 Timecard Menu for Employees

Figure 2.4 Timecard Menu for Managers

The Timecard with Award Interpretation module must be active for the Timecard options

to be available, and then those options are only visible to Timecard Employees, or any

Managers, Supervisors, HR Admin, and Administrators who have access to Timecard

Employees.

Existing permissions in ConnX are used when an Employee logs in to determine if they

can see Other Allowances, callouts, etc.

The Employee can only view the Daily Timecard (they cannot enter Other Allowances or

callouts) if the Timecard is set to "NO" for edit in Employee Award Interpretation Details.



This page is intentionally blank.



3.0 EMPLOYEE OPTIONS

3.1 Opening your Timecard

Employees can access their Timecard via the ConnX Mobile main menu if they are a

ConnX Timecard Employee and the Mobile Default Settings are set to show the

Daily Timecard by default. Alternately, select the menu at the top of the screen and select

Daily Timecard.

Figure 3.1 Employee's Daily Timecard



3.2 Daily Timecard Screen

Employees can add clockings and select cost accounts, and view Daily Totals on the Daily

Timecard screen.

Figure 3.2 Daily Timecard Screen



3.2.1 Viewing the Timecard Totals as an Employee

The Timecard Totals screen shows all info related to a Timecard for a specific period

end date.

The boxes expand and show more information when selected. Please refer to the

following table for a complete description.



Field Description

Submit Click Submit to send the Timecard for approval. After submitting

a Timecard, the button shows the current status as either,

Pending, Approved or Completed.

Period End

Date

Tap the arrows adjacent to the PE date to show the details for a

different Period End date.

Worked Hours The total duration of all Worked intervals for the selected PE

Date.

You can expand the box to see more details.

Leave Hours The total duration of all Leave Hours for the selected PE Date.


Overtime (OT)

Hours

The total duration of any Income Type which has an Income Type

Category of Overtime.


Other

Allowances

The total count of Other Allowances (This is not a time value).


Call Outs The total count of Call Outs for the selected PE Date (This is not a

time value).


Scheduled

Hours

The Employee’s total scheduled hours for the selected PE Date.

You can not expand the box.

Total Cost The total cost for the pay period.

You can not expand the box.



3.2.2 Viewing Timecard Details for a Specific Day

Expand the header for each day to see the details for that specific day.

The following information is shown when

the header for the day is expanded.

Scheduled Hours – Shown as decimal

hours

Work Hours – Shown as decimal hours

Calculated Results – Start and end times;

Hours or Units; Income Type Code

(Employee Permissions determine whether

this is visible)

Other Allowances – Start and end times;

Hours or units; Income Type Code

Cost – Total cost for the day (Employee

Permissions determine whether this is

visible)

Messages – Any messages entered on the

Timecard by the Employee, a Manager, an

HR Admin/Payroll)

The header is green if the day is a Public Holiday or light blue If there is Pending Leave

on the Timecard.

Select Edit to open the Timecard for the selected date.

Select the header again to collapse the section.



3.2.3 Viewing the Timecard Details of a Period Summary

Expand the header for a Period End Date to see the details for that given period.

The following information is shown when

the header for the period is expanded:

Scheduled Hours – Shown as decimal

hours

Total Hours – Shown as decimal hours

Calculated Results – Hours or Units;

Income Type Code (Employee Permissions

determine whether this is visible)

Other Allowances – Hours or Units;

Income Type Code

Cost – Total cost for the Period (Employee

Permissions determine whether this is

shown)

Messages – Any messages entered on the

Timecard by the Employee, a Manager, an

HR Admin/Payroll)

Select the header again to collapse the section.



3.3 Clocking Screen

To open the Clocking screen, select the menu at the top of the screen and select Clock

In/Out. ConnX Mobile shows a screen similar to the following.



3.3.1 Clock In/Out Button

The Clock In/Out button is shown at the top of the screen.

The time on the Clock In, Clock Out, or Transfer button is set automatically and is related

to the server time. If you are in a different time zone, the time is adjusted according to

your location and updated in real time.

3.3.2 Shift Details

Shift details for the current day (or an existing shift if it spans midnight) are shown in the

Shift Details section as HH:MM.

3.3.3 Work Schedule

Your work schedule is shown if you are scheduled to work on the selected day.



3.4 Clocking in as an Employee

The Clock In button is available on the Clocking screen if the previous clocking is an

OUT, or if the previous clocking is an IN and the time between the IN clocking to the

current time is greater than the Employees missing out clocking interval limit.

To clock-in on ConnX Mobile:

1. Open the Clocking screen via the menu.

2. Select the green Clock In button. The screen shows that ConnX Mobile is

processing the clocking.

3.4.1 Editing a Clock In Time as an Employee

If you have already clocked in, ConnX shows your clock in time at the top of the Clocking

screen.

You can update your clock in time, depending on Employee permissions.

To make changes to your clock in time:

1. Open the Clocking screen via the menu.

2. Select the time clocked in time.

3. ConnX Mobile shows your daily Timecard for the current interval in either edit or

read-only mode.

4. Make any necessary changes to the Clock In time.

5. Select Save. Your Clock In time is updated.



3.4.2 Selecting a Cost Account as an Employee

To transfer to a different cost account:

1. Open the Clocking screen via the menu. If you are already clocked-in and have the

option to select a different cost account, ConnX Mobile shows where you are

working, giving you the option to search for/select a different cost account.



3. Key in and select a different Cost Account. When a new cost account is selected,

ConnX Mobile shows a screen similar to the following.

4. Select Transfer. The screen shows that ConnX Mobile is processing the clocking.



3.5 Clocking Out as an Employee

The Clock Out button is available on the Clocking screen if the previous clocking is a

clock in, and if it occurred within your missing out clocking interval limit. If the time is

greater than the current missing out clocking interval limit then the button is shown as a

clock in.

The time on the Clock Out button is the server time and Employee UTC offset from their

default timeclock device. The time and duration are updated in real time.

To clock-out on ConnX Mobile:

1. Select Timecard on the main menu to open the default Timecard screen or the

Clocking screen. Alternately, you can open the menu and select Clock In/Out.

If you are already clocked-in, ConnX Mobile shows a screen similar to the following.



2. Select the red Clock Out button. The screen shows that ConnX Mobile is processing

the clocking, and then shows the green Clock In button when the Clock Out is

processed.

3.6 Undo Last Clock

If the Employee accidentally selects the Clock In or the Clock Out button they can use

the Undo Last Clock button to delete the previous entry.

This button is only available for ten minutes after Clock In, Clock Out, or Transfer is

selected.



3.7 Adding a Call Out as an Employee

To add a Call Out to your Timecard:

1. Open the menu and select Call Out. ConnX Mobile shows a screen similar to the

following.

2. Select a day and date for the Call Out.

3. Select Add.



4. Complete the form with details about the Call Out.

5. Select the green checkmark at the top of the screen to submit the Call Out.



3.8 Adding an Other Allowances as an Employee

To add an Other Allowances to your Timecard:

1. Go to the Timecard screen.

2. Select Other Allowances. ConnX Mobile shows the Other Allowance screen.

3. Select Add



4. Complete the form with details about the Other Allowances.

5. Select the green checkmark at the top of the screen to submit the Other Allowances.



3.9 Submitting a Timecard for Approval as an Employee

To submit your Timecard for approval:

1. Open the Timecard Totals screen.

2. Select Submit at the top of the screen.



4.0 MANAGER OPTIONS

4.1 Viewing the Employee Summary Screen as a Manager

Managers can access the Employee Summary screen via the menu at the top of the

screen.

The Employee Summary screen

shows:

• a list of Employees;

• the Employees’ scheduled hours;

• the Employees’ actual hours;

• the cost of the Employees’ hours

worked;

• whether the Employees’

Timecard has been submitted for

the period.

Select Highlight Exceptions to show if any Period Actual Hours do not match the

Employees Scheduled hours or any alerts, as shown in the following image.



Select the filter button to open the filter for the Employee Summary screen.

Select an Employee to open the Timecard Totals screen.

4.1.1 Filtering the Employee Summary Screen

Select the filter button at the top of the Employee Summary screen to show the filter

options.

The filter options include:

• Payroll Database;

• Pay Frequency Group;

• Timecard Status;

• Department (including Sub-

departments);

• Employment Type;

• Timecard with Messages;

• Schedule does not match Actual.



4.2 Managing Employee Timecards

4.2.1 Viewing an Employee’s Timecard Totals Screen

The Employee’s Timecard Summary screen shows the details of an Employee’s Timecard

for a specific Period End Date.

To open an Employee’s Timecard Summary screen:

1. Select the Employee on the Timecard Summary screen.

OR

1. Select Timecard Totals on the menu.

2. Use the Employee dropdown list to select the Employee.



4.2.2 Adding a Call Out to an Employee’s Timecard

To add a Call Out to an Employee’s Timecard:

1. Select Call Out on the menu.

2. Select an Employee on the dropdown list.

3. Use the arrows to select a date for the Call Out.

4. Select Add.

5. Complete the form with details about the Call Out.

6. Select the green checkmark at the top of the screen to submit the Call Out.



4.2.3 Adding an Other Allowance to an Employee’s Timecard

To add an Other Allowance to an Employee’s Timecard:

1. Select Other Allowance on the menu.

2. Select an Employee on the dropdown list.

3. Use the arrows to select a date for the Other Allowance.

4. Select Add.

5. Complete the form with details about the Other Allowance.

6. Select the green checkmark at the top of the screen to submit the Other Allowances.



4.2.4 Submitting a Timecard as a Manager

To submit an Employee’s Timecard for approval:

1. Go to the Timecard Totals screen.

2. Select an Employee from dropdown list.

3. Select Submit. ConnX Mobile shows a confirmation message.

4. Select OK to submit the Timecard for approval.

mobile timecard user manual - connx

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