Time Tracker User Manual

Sizing Forms

All forms are sizeable. Use the sizer control on the lower right hand corner of a form to make a form larger or smaller. You can click on the sizer and drag the form to larger or smaller proportions.

The sizer also has a menu that is available when the sizer is right-mouse clicked on.

Size your forms to help reorganize your screen in a useful fashion. You may wish to do this to improve readability of forms or to make more room on the screen for the simultaneous display of many forms.

Organization Setup

Topics relating to setting up a new organization

Organization Setup Steps

This section describes the steps required to setup an organization. It assumes that you are working with an empty organization. Time Tracker ships with an empty organization called 'Your Organization'. You can always create new organizations using Organization Maintenance.

When you first log in to a new organization, Time Tracker automatically displays the Organization Setup Wizard. The 'Organization Setup Wizard' steps you through the process of setting up an organization. You may also perform the steps by accessing each of the appropriate menu options manually.

1. 
   Familiarize yourself with the system.
   

If you haven't done so already, read the sections in this help text titled Concepts and Definitions and Navigating the Interface.

2. 
   A schedule may be subdivided into one or more Locations. You tell the system what locations an organization will have using Location Maintenance.
   
3. 
   Within each location that appears on a schedule there must be one or more Shifts. You tell the system what shifts an organization will have using Shift Maintenance.
   
4. 
   Tell the system who your employees are.
   
   • 
     Part of the employee setup is to specify the employee type, so before you enter employees you will need to tell the system what Employee Types you have.
     
   • 
     You could also create a list of Employee Attributes to facilitate employee filtering (not required).
     
   • 
     Finally Employee Maintenance allows you to enter detailed information for each employee who will appear in bookings.
     
5. 
   In addition to bookings, the system also tracks four main Time Off Types. Each category may be further subdivided into any number of sub types. You should setup definitions for each of the four main categories.
   
   • 
     Comp Time Types
     
   • 
     Other Time Types
     
   • 
     Sick Time Types
     
   • 
     Vacation Time Types
     
6. 
   You should review the system Options that are available to you The Live Schedule start date and length are required fields and must be specified.
   
7. 
   Record any future events. Time Tracker automatically checks for any scheduling conflicts that might occur between scheduled bookings and other events. It is a good idea to tell the system about any future events before you start creating Live Schedules.
   
   • 
     Time Off that will occur in the future should be recorded. (i.e. Vacation Time that has been booked in advance.)
     
   • 
     Statutory Holidays should also be entered in advance.
     

8. 
   All of the above steps create the components that are used to make up a schedule. The next steps will start to assemble these components into a Schedule Pattern. Because this is a completely new organization, a new Schedule Pattern is usually required.
   (See Schedule Automation for a description of how Schedule Patterns and Live Schedules work together)
   

1. 
   Create a new Schedule Pattern.
   
   • 
     When you first select 'Schedule Pattern' a blank scheduling form will be displayed with a tool bar.
     
   • 
     Click the 'New Schedule' button on the tool bar to display the New Schedule Pattern form.
     
2. 
   Set the Schedule Rows & Properties. The properties of the schedule will determine how the schedule will look and behave. Click the "Rows and Properties" button on the toolbar to display the Rows and Properties form.
   
   • 
     A Schedule Pattern must contain Locations and Shifts. The tab 'Current Schedule Rows' in the Rows & Properties form, allows you to define what shifts are to be included in what locations for the Schedule Pattern. You may add as many location/shift rows as are needed to represent the number of work positions in your organization.
     
   • 
     You may wish to review the other tabs in the Rows and Properties form.
     
   • 
     Save the Rows and Properties form and return to the Schedule Maintenance. You will notice that the display now contains all of the location/shift combinations that you have defined.
     

3. 
   The next step is to fill the Schedule Pattern with the bookings that are fairly certain to occur and repeat over time. Leave bookings blank if you will not know who will fill them in advance. You may book just an employee type if that is all you know at this stage.
   

If your organization needs more than one Schedule Pattern, repeat the above steps for each schedule that you require.

2. 
   You are now ready to create your first Live Schedule.
   

• 
  Click the 'New Schedule' button on the tool bar to display the New Live Schedule form.
  
• 
  When you click the 'OK' button, a new Live Schedule will be created using the Schedule Pattern(s) you defined.
  
• 
  Fill any blank bookings that still need employees and edit any existing bookings that have changed since the Schedule Pattern was created.
  

9. 
   You won't need the wizard any more now that you have completed the setup. Uncheck the check box labeled "Automatically show this wizard when logging into this organization". Click on the "Exit" button to close the wizard.
   

Reports

Now that your setup is complete, familiarize yourself with the ways to present and analyze activity. Be sure to review each of the reports in the 'Reports' section of the menu.