Clock In/Out Dashboard

This module keeps track of an employee’s clock in and out times for each day. Employees are able to clock in and clock out from the terminal. From Back Office, managers have the ability to create schedules and reconcile an employee’s clock in/out times. This feature of Ordyx will let the manager access data which is used for payroll.

Attendance

Once a user selects the Clock In/Out tab, this section will show the employee’s who are currently clocked in. It will display their name, job title, day of the week, their start date and time, and whether or not it was authorized by a manager.

Schedule

This section will give the user the ability to create schedules for employees. The first step is to search for a date and select ‘View’. The next step is to locate the employee. The second column will allow the user to enter the hours for the employee. If the box is checked that is next to the following date, the end hours added will be for the next day.

(Ex. If an employee is scheduled to work starting Tues. 5/3/2011 22:00 to 5/4/2011 07:00, the box needs to be checked for the hours to apply for the next day 5/4/2011).

Once the entries have been made, the user will select ‘Add’ to create the schedule for that day. There is also an option to print or delete a schedule created. Once a schedule has been made for any number of employees, any employee that is not on the schedule will not be able to clock in on their own. Someone with authorization can force their clock in though.

Duplicate

This section will allow the user to duplicate a schedule for an employee. This could be done By Day or By Week. If the user selects By Day, the user can duplicate a schedule created for all employees. Once finished, the user will need to set the ‘From Date’ and ‘To Date’ and select “Go”.

If the user selects By Week, the user can duplicate a schedule for all employees. Below that entry, the user will have to set the ‘From Week of ’date and the ‘To’ date. There are 2 options to choose from:

Week of: If this is selected the schedule that has been created for that week will be copied to whichever week has been selected.

IE: If a schedule has been created for the week of 9/1/13 and the user wants to duplicate that schedule for the week of 9/26/13, in the field “From Week Of” set the date to 9/1/13, select “week of”, set the date to 9/26/13 and select “Go”. The user will be asked if they are sure they want to do it, and if so, they click ok. The schedule will be copied to the desired week.

Every week until: If this is selected then the schedule that has been created for that week will be duplicated for every week between the start and end dates.

IE: If a schedule has been created for the week of 9/1/13 and the user wants to duplicate that schedule for each week until 9/26/13, in the field “From Week Of” set the date to 9/1/13, select “every week until”, set the date to 9/26/13 and select “Go”. The user will be asked if they are sure they want to do it, and if so, they click ok. The schedule will be copied for each week until the end date.

Both examples given will have the week starting on Sunday; however this can be modified if the user selects Settings under Clock In/Out.

Reconcile

This section will allow the user to adjust an employee’s date and time either by date or by employee.

When the user selects ‘By Date’, it will display the Date, Employee name, In time, Break Start/End, Out time, Hourly Wages, Cash Tips, Non Cash Tips, Tip Out, and Action. The user has the option to choose any date within a 12 month span to reconcile an employee’s attendance.

When the user selects View, there will be a list of all the employees’ attendance record for that day. If there are any employees still clocked in, it will show the ‘In’ date and time. The user can ONLY create a complete attendance record for an employee, meaning if the user set an ‘In’ time, the user must set an ‘Out’ time for that employee then select ‘Add’.

If the employee has an open record, (a clock in record, but no clock out record), the user may clock them out by selecting on ‘Edit’ under Action. In the Edit window, it will show the clock in date/time of when the user clocked in on the terminal. Below that information, it will show different entries where the user can reconcile the date and time and if the employee has multiple job titles, that could be changed as well. If the clock in date/time was changed, the name of the employee who made the change will appear under ‘Authorized By’.

Once the necessary changes have been made, the user selects ‘Save’. For the clock out date/time, the same entries will be given along with editing their Hourly wages, Cash Tips, and Tip Out. A message may be entered to notify personnel of the modifications. The break start/end time for an employee can be added and/or modified.

Lastly, the entire record can be marked by selecting ‘Void’.

As for the second choice ‘By Employee’, this will display an employee’s clock in/out record within the range of days set under View.

Settings

Under this section, the user has the ability to modify the attendance setup for their establishment which include:

Print Receipt: (Clock In, Break, and Clock Out) This function can enable or disable printing tickets on the receipt printer when an employee clocks in, clocks out, starts their break, or ends their break.

Print Receipt Copy: This will only print a copy of the ticket when an employee clocks out.

Ignore schedules: If this check box is selected, it will ignore all of the schedules. This will allow any employee to clock in.

First Day of the Week: Beginning day of the week which can be modified based on the overtime mode.

Overtime Mode: The user has the option to set overtime as Weekly, Bi-Weekly, or Daily. If there is no Overtime, the user will select N/A.

Overtime Rate: Standard rate is 1.50 which is time and a half; however the user may adjust it.

Regular Hours: The labor hours can be changed to fit the restaurants’ needs which are related to the Overtime mode that is set.

Hour Format: There are 2 options to display the hours within a report regarding attendance. [HH:MM] will show the hours and minutes with a 2 digit value. (IE. 10 hours and 25 minutes will be viewed as 10:25). [Hours] will show the hours in decimal format. (IE. 10 hours and 25 minutes will be viewed as is and the conversion will be 10.42).

Payroll: The user will need to contact their Payroll company in order to integrated with Ordyx and Payroll integrations can now be modified under "Clock In/Out -> Settings -> Payroll Services".

Ordyx can be integrated with Paycor, Paychex and Paymaster.