Time Processing gives admin users control over their schedule, specifically the distribution of time among Regular, Overtime, Holiday, etc. This includes advanced filters for shift attendance, and the ability to adjust hours and rates before running your Billing and Payroll.
This additional control allows the user to manage and review their work schedule within Schedule Xpress. It's designed as the last step of using Celayix before billing clients and paying employees.
Using Time Processing for best scheduling
Although this article will give you an in-depth view of the basic features, we do encourage you to look at all of our Time Processing articles to fully optimize your scheduling using this module.
This article will cover the following topics in Time Processing in Schedule Xpress:
Accessing Time Processing in Schedule Xpress
Layouts in Time Processing
Shift form in Time Processing
Exporting reports in Time Processing
Any additional questions?
Accessing Time Processing
The Time Processing tab can be accessed inside of your Schedule Xpress account.
Inside Time Processing
Once inside of the Time Processing tab, you'll see a range of shifts that have either been worked or are scheduled.
Note: The data displayed will be reflected by the date range selector.
You can also click on the dates themselves to edit the period in which you choose. As seen below, you can make it either Day, Week, Month or create a Custom range.
Note: Your maximum custom range is a span of 90 days.
Time Processing columns
The layout is based similarly to your Manage people and Manage sites tabs. You get to select the columns you want to use. The columns visible below are the default columns.
The Time Processing feature includes sticky columns. This means that if you wish to change the order of your columns, you can simply drag and drop them to the left and right.
Editing and adding columns
To edit these, you can hit the 3 dots toward the top right corner (green arrow). This will activate a drop down menu which will allow you to add or remove (red arrow) the columns you display (green box).
You'll notice that these are broken down by different sections. See the list below:
Shift scheduled date & time
Rates and hours overrides
Other shift details
Note: These may differ depending on how you've chosen to name your custom labels.
If you want to display the columns of an entire section, you can simply tick the box of the section header and Apply. This will display all columns from that section within your Time Processing module.
Mandatory field will be greyed out within the column options. You cannot edit the mandatory fields. See image below.
Filter search in columns
If you're looking for a quick search within Time processing, you can click the relevant funnel (purple arrow) to filter within a column. You'll be able to choose to filter a word that either:
Is equal to
Is not equal to
The example below shows a search for an employee by first name that contains 'Alex' (red arrow).
Once you've entered your search criteria, press Filter.
In this search for 'Alex', it will display as below.
Note: When a filter is active, the funnel will display in the color orange.
If you want to revert back to how it was previous to the Filter search, you can re-enter the funnel and clear the search.
Thumbnail pop-up for shifts
Clicking on an employee profile thumbnail (red arrow) after ticking the assigned shift will show the same pop-up as in the employee module (green box).
The fields displayed will be according to the selected fields in Settings > Shift form > Shift quick view fields.
Note: Pop-ups will not display for Open shifts.
Should you need to select the entirety of the shifts in your Time processing, you can hit the box situated above your employees.
Note: Bulk updates will be released shortly by our Development team. Check back here for more details soon.
Advanced filters in Time Processing
Advanced filters work the same in Time Processing as they do in your Schedule. This feature allows you to simplify your scheduling through creating and saving filters that present exactly the information you're looking for.
Searching for specific data
To search for specific data, you can use the Display records dropdowns in All Employees, All Customers, All Sites and All Services.
Or alternatively, you can use the filter funnels in each column.
For All Shift Statuses and All Shift Activities, the options to select are already available.
All Reference 1 will only relate if you have customized your shift reference fields.
The Add shift form is an option that gives you the chance to create a shift that will save directly to your schedule.
The Add shift form can be located as below.
Creating a new shift
Once you've clicked the Add shift, you'll probably be familiar with this process before. However, there are some new additions to be aware of.
You can either scroll down or click the relevant button for the section you wish to view (green arrows).
You can collapse these sections by clicking on them.
Let's take a look at the different sections.
The first section is General. That contains everything you would typically use to add a shift into your schedule.
The Attendance section allows you to input Check-in and Check-out times either prior or after a shift has taken place.
There is also the option to add a break duration, which will calculate the shift total to the right hand side.
The break time can only be added if the Check-in and Check-out times are allocated (red box).
Any Break durations will show in the Break duration column as below.
Break log entries
Break log entries record the times in which an employee swipes to Check-in on break, and swipes to Check-out of break. This can be viewed after the shift has taken place.
In Time processing, this will display under the Break log entries column, which is divided by Break start time and Break end time.
If you click the shift in question, you can also visit the Employee Shift log. The Employee Shift log will show the history of what the employee did on the shift, for example when they checked in or when they took a break.
See the example of how it will display below.
Note: Break entries cannot be performed outside of Check-in and Check-out times.
Also, please be aware that the exact same process is enabled for Safety check log entries. You can add columns for Safety check log entries if required.
Break log entries contain incorrect entries
This column will contain a simple Yes or No.
Breaks can be logged from when the shift is Check-in is activated.
If for example a break Check-in or out is invalid, then it will still display as No. But if the break is within the allocated shift time period, it will say Yes.
Meal break exceptions
If Meal break exceptions are enabled in your system, employees will be able to record multiple breaks. All breaks taken will be displayed in the Break log entries column.
Note: Before trying to allocate Meal break exceptions, this will need to be switched on in the System Properties section of your eTime Xpress. You may need to Contact Support if this isn't the current setup.
References and Publish Options
Both References and Publish Options remain the same as in the schedule module.
Add shift to complete
Click Add to complete.
If the added shift is within your current date selector range, it will appear immediately.
You can use the Time processing tools tab to Export your Time processing module into either PDF or Excel reports.
Exporting your Time processing can be done with great flexibility. You're given the opportunity to customize what you report by editing and adding columns, using filter funnels to narrow your search, or simply selecting a data range. Let's choose an example.
Maybe you want to filter for shifts between Feb 2nd 2022 - February 4th 2022 which have not had time approved.
You would first select a custom date range.
Then you'd head to the Time approved column and use the filter funnel.
From here, your search will be displayed.
If there's anything regarding Time processing that you still need an answer to, then we encourage you to read all our Time Processing articles.
If you still have questions, please Contact Support now!