Helpful Tips
December 2002
How can I use the scheduling feature in Journyx Timesheet?
Journyx Timesheet includes a standard feature for creating and loading weekly/period-based schedule templates into employee timesheets. Schedule creation abilities are automatically granted to accounts with Administrator authority. An account with Manager authority can create schedules for employees assigned to the manager's groups. Schedule templates are created by clicking on the appropriate icons under Scheduling/Automatic Record Generation on the main Admin page. The templates can be created for individual employees or for entire groups at once. It is also possible to grant schedule creation abilities to individuals with User authority by assigning them to the Schedule User role under User Management. Schedule Users can then create their own templates by accessing the schedules creation buttons at the foot of their time entry screens.
Schedule templates are not date-specific; rather, they are a series of entries that repeat the same pattern from period to period.* Employees can have multiple templates and can load any or all of them during a given period. It is also possible to designate one of the schedules as a default for batch/group schedule auto-loading features available in the Approval Groups add-on module. Rotating schedules can be implemented by making adjustments to an employee's time entry period. For example, an employee with a schedule that repeats every two weeks can be assigned a biweekly time entry screen.
*For creation of date-specific global entries such as company wide holidays, see Time under Records Management on the main Admin page.
How can I track current employee vacation and sick leave balances in Journyx Timesheet?
Accounts with Administrator or Manager authority have access to Accrual balance creation abilities under Records Management on the main Admin page. Administrators can create beginning balances for all employees in the system. Managers can create balances for employees assigned to their groups. The balances are tied to a specific employee and a designated Pay Type. While you may have renamed the Pay Type column, it will always be the third column of drop-down selections on a time entry screen that has all columns displayed.
Once a beginning balance has been set up, the employee will be able to view the balance at the foot of his/her time entry screen. As the employee takes time off against the balance (i.e., selects the Vacation option under the Pay Type column), the time saved on the entry screen will be deducted from the balance at the foot of the screen automatically. Depending upon how the beginning balance was created, the employee may or may not be able to enter more time than the allotted balance. If the accrual was created as a hard balance, the employee will not be permitted to enter time that exceeds the total balance. If the accrual was created as a soft balance, the employee will receive a warning when (s)he exceeds the balance. The balance at the foot of the entry screen will also display a negative number that reflects the amount by which the employee has exceeded the balance.
