Managing Employees

Employee details are managed in the 'Employees' screen. From here you can add or remove employees, and assign departments, shifts, overtime rules, pay rate, and payroll information

In this article

• Managing Employees
• Entering Hourly Rate and other Confidential Details
• Adding New Employees
• Creating New Records
• Archiving & Deleting Employees

Managing Employees

Your ClockRite software icons may differ from the one in the guides. 

The version below will be available to in support customers shortly

1. Click the 'Employees' button on the top toolbar to access the Employees Screen.

2. From here you can manage each employee's Shift Group, Overtime Rule, and Group (Department). Active employees should have their status set to Current, while former, suspended or long-term absent employees can be placed on Hold. 

3. Each Employee has a unique Employee Number, or ClockRite ID, with the first Employee in your ClockRite System occupying number 101. 

Entering Hourly Rate and other Confidential Details

Hourly Rate and other payroll details can be entered for each employee in the 'Confidential' tab. 

Holiday Entitlement should be entered as the number of holiday days currently remaining, as opposed to the employee's total holiday allowance for the year (unless they are the same). Any holidays booked from then on will be deducted from this number. 

If you do not intend to use the ClockRite Software to calculate pay, 'Basic Rate' can be left at 0. It must not be left blank.

Adding New Employees

Your ClockRite System is licenced for a certain number of employees (25, 50, 100, 200, etc). There are effectively two ways to add new Employees, which one to use depends on your current user level and whether former Employees have been deleted from the ClockRite System. 

A) Overwriting 'Unknown Employee' Placeholders

If you have fewer employees than your licence limit, any remaining spaces will be filled with 'Unknown Employee' placeholders intended to be overwritten as needed with new Employees. . 

To Add a New Employee:

1. Find the first 'Unknown Employee' record and ensure the status is set to Current. 
2. Overtype 'Unkown Employee' with the name of your new employee. Use both a first and last name (Joe Bloggs), or initial and last name (J Bloggs). Avoid using symbols, punctuation, or hyphens. 
3. Click anywhere in the 'Clock Name' box. The 'Clock Name' will change to match the Employee's name unless it is greater than 18 characters, in which case it will be abbreviated.  
4. Alter the Shift Group, Overtime Rule, and Group (Department) as needed. Groups (Departments) can be added and amended through the 'Company Information' page. 
5. Enter pay rate and holiday entitlement in the 'Confidential' tab as required. 
6. Finally, send the new employee to the Clocking Terminal. If you're adding multiple Employees, add them to the Software first and then send them all to the Clocking Terminal in one go. 

B) Creating New Records

1. In the Employee screen, make a note of the last ClockRite ID number (top left of the screen)

2. Click the 'new' button on the lower toolbar of the Employee screen.

OR

3. ClockRite will prompt you to enter an Employee Number for the new Employee. We recommend keeping Employee Numbers sequential, and this feature can also be used to fill in any gaps left by former Employees that have been deleted from the ClockRite Software.

Deleting Employees 

If you wish to delete an Employee from the ClockRite System their details must be removed from the ClockRite Software and, if your staff use Fingerprint or Facial Recognition, from the Clocking Terminal as well. If you have a Proximity System you can skip ahead.

At the Clocking Terminal:

1. Press the Menu or M/OK button and present the Admin Card to access the Admin Menus
2. Use the arrow keys to select User Mng and press M\ or OK
   1. If you are using a C200 or C250 Fingerprint Terminal, select Manage or  All Users to bring up the user list.
   2. If you are using a C400 Facial Recognition Terminal, select All Users
3. Use the arrow keys to select the Employee you wish to delete
   1. If you are using a C200 or C250 Fingerprint Terminal, press the M\ or OK button to bring up the user function menu
   2. If you are using a C400 Facial Recognition Terminal, press OK to open the user function menu
4. Navigate to the Delete/Del User option, and press M\ or OK
5. Select Delete User and press M\ or OK. This will delete the Employee and their biometric credentials from the Clocking Terminal.
6. Use the Esc button to exit the Admin Menus

In the ClockRite Software

Employees are deleted from the ClockRite Software using the 'delete' button on the lower toolbar of the Employee screen. 

When an employee is deleted, their Employee Number (101, 102, etc) is deleted with them. In order to maintain consistency in your ClockRite database we recommend replacing any deleted employees with an 'Unknown Employee' placeholder. This placeholder can then be overwritten with a new employee as needed, ensuring Employee Numbers remain sequential and without gaps. 

Once the former Employee has been deleted you can add an Unknown Employee placeholder by clicking on the 'new' button in the lower toolbar. 

1. Enter the Employee Number that was just deleted, and press OK. 
2. The Full Name and Clock Name fields will auto-fill with 'Unknown Employee'. 
3. Finally, place the Unknown Employee on Hold. 

The placeholder record should resemble the screenshot below, and can be overwritten as needed. 

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