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.
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
Time Processing tools
Payroll & Billing
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.
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.
Time Processing tools
You'll be able to access your Time processing tools by clicking the button highlighted below.
Upon clicking Time processing tools, you'll see the following options:
Remove time approval
Add In and Out times
Remove In and Out times
Update rates and hours
Reset rates and hours
You'll notice that you can access some of these options more quickly in the section highlighted below.
These are the options to approve, add or update. To make any changes after using these options, you'll need to go to the Time processing tools option as above.
This will be explained in the next sections.
Note: These options will only appear when you highlight a shift or a range of shifts.
Add In and Out times
First, click the shift you want to Add in and Out times for. Then select it.
When you click Add In and Out times, it will automatically sync the Check-in and out times as per the Scheduled shift start and end times (red boxes).
Note: Open shifts will not populate in and out times.
Remove In and Out times
If you want to Remove In and Out times, simply click the Time processing tools tab (green arrow). Click Remove In and Out times.
Note: The Time approved must be set to No in order for this to work. See Approve time for more information.
For any shift where time hasn't yet been approved, you'll notice that the Check-in and out times will now have been removed.
Just like in Time Xpress, you can modify In and Out times if required. See the next step.
Once a shift is selected, you can press Update shift to make changes.
In this example, we're going to change the Check-out time from 9:00pm to 9:30pm (red arrow), and the Break duration to 1 hour instead of 0 (purple arrow).
Once OK is confirmed, this will now reflect in the relevant columns.
The red arrow illustrates the change to the Check-out time, and the purple arrow for the change in Break duration.
These are two example, but you can refer to the Attendance section of Update shift to see the contents of the section.
Applying Bill Overtime (Bill OT)
You can apply Bill OT to any shift, as long as settings in eTime Xpress are set to allow it.
To apply Bill OT to a shift in Time Processing, you simply need to select it in the shift form.
The Bill OT will default to the setting in eTime Xpress. In order for this to calculate, you'll need to ensure that your the option is selected at Customer level.
From the homepage of eTime Xpress, click Customers, choose the Customer and then select Sites.
From here, click on the Pay Settings, and ensure that the OT Billable Default is set to Yes and Customer. If this requires change, click the update button highlighted by the green arrow.
When defined at Customer level, then for all the sites under one Customer will be applicable for Bill OT. All hours assigned to those sites for the same employee will be summed up and distributed according to the Billing OT rules in your Branch Configuration (Daily/Weekly Billing OT rules).
Note: If Bill OT in the shift module is set to No as below, then the system will bypass any configured billing rule and all hours worked will be calculated at a standard billing rate.
To approve time, you're basically locking the time in for payroll and billing. This works the same as locking shifts in eTime Xpress' Time & Attendance.
By clicking a shift to edit, you'll be able to Approve time (green arrow). Time can only be approved if it hasn't already. The status of approval should say No in the Time approved column before you Approve time (red arrow). Otherwise, an error will appear.
Note: When using Time processing, you may need to add in the Time approved column yourself.
Once clicked, you'll see that the status is set to Yes.
Note: If it doesn't display Check-in and out times, it will not approve. If these times aren't already in place, revert back to Add In and Out times.
The shifts will now be approved and locked for Payroll. If you try to update a shift while it's locked for Payroll, it will display at the top of the Update shift module.
Note: A locked and approved shift cannot be deleted. You will need to remove the time approval first.
Partially locking shifts
Partial locking is NOT available in the Time Processing module. However, partial locking in eTime Xpress will effect how shifts can be edited in Time Processing.
Partially locking a shift in eTime Xpress is done in the Time & Attendance module. Once inside Time & Attendance, go to Data > Lock > Lock Shift or Lock All. You'll then be given the option to partially lock if you choose only one of Payroll or Billing.
Whereas, Billing will continue to be editable.
Remove time approval
If you want to remove a time approval, you can do so by selecting a shift and clicking the Time processing tools tab. From here, you can select Remove time approval.
Once the removal is complete, the Time approval column will go from showing a Yes to a No.
Update rates and hours
Rates and Hours form
First, you may want to look at the setup of your rates and hours. This can be done by visiting your Settings > Branch Defaults > Rates and Hours form.
Or, alternatively, you can press the Settings button at the top of the Update rates and hours module in Time Processing.
Once inside, you can set your Pay hours types, Bill hours types and enable Shift Allowances if required.
If for example, we only want to display Regular and Overtime pay, we can deselect the options that don't apply. Or, use the dropdown arrow to add more.
Note: Pay total, shift total, Pay allowances and Pay amount will not be affected if rates and hours are distributed to hours types which is not displayed in the form.
Whilst working, there may be certain tasks that employees are not billed for. These are called unbillable hours.
If you want to incorporate unbillable hours within your calculations, it's important that you highlight them by adding this section in the Rates and hours form.
Reset to system defaults and Clear all
Upon clicking ‘Reset to system defaults’, the following types will be checked and displayed in your Update rates and hours.
The Clear all function will remove all Pay and Bill rates except for Regular and Standard.
So, back to updating rates and hours in Time Processing. Once a shift is selected, you can Update rates and hours.
Before we look further into updating your rates and hours, its important to understand that users can click on the Update hours and rates button for assigned and non-worked shifts only. Payroll and Billing rates and hours are shown in read-only mode because they are not editable until a shift is worked.
First let's look at an example of a shift that has been worked. You can see that the Update rates and hours module contains the hours and rates of the shift, while being editable.
But if you attempt to press Update rates and hours for a shift that hasn't been worked, you'll be greeted with a read-only mode which will be displayed as a greyed out box.
Note: If any bill hours and rates are already overridden in eTime Xpress, they will be shown here with red text with the overriding reason code. This will be discussed further down.
If your hours are distributed across different pay types, such as Regular and Overtime, the overall hours will be calculated to summarize the Shift total. In the example shown below, 2 hours of Regular pay and 1 hour of Overtime pay combine to create a 3-hour Shift total. If Overtime was to be removed from the Rates and Hours form, then the Shift total would flag up a warning that the total hours were not accounted for.
Here, you will see a breakdown of the shift hours and the amount that will be paid to the employee. The amount that will be paid will be based on the hours worked against the rates paid per the shift type (purple box).
eTime Xpress allows you to create them in Branch Settings under Branch Bill Rates or Branch Pay Rates as below. Or they can also be done at site and employee level.
In Schedule Xpress, you can change rates per employee in Manage people.
Or you can change Bill rates per site in Manage sites.
Now back to Update rates and hours in Time processing.
You'll be given an outstanding figure which addresses the Pay total, Billing total and the difference between the two (red box).
Payroll and Billing Difference
The Payroll and Billing Difference will change to the following colors:
Green - Positive
Blue - Equal
Red - Negative
In the image below, you can see the current difference between the pay total and the bill total is $19.50 positive. This means the amount being paid to the employee is $19.50 less than the customer is being billed.
However, if you changed the employee's pay rate after the shift has been marked with in/out times, you'll find the difference will adjust accordingly. In the case below of increasing the employee's pay rate for this particular shift, you'll see the Difference figure becomes now becomes negative.
You can see Pay settings (red arrow) to find out your Pay information.
Billing is formatted and calculated in the same manner as Payroll.
You can see Bill settings (red arrow) to find out your Billing information.
Auto-recalculation of shifts (Other)
You will find the Auto-recalculation setup under Other in the Update rates and hours module.
What is Auto-recalculation and how does it work?
If Auto-recalculation is set to Yes, it will allow the system to calculate any retrospective changes based on business rules (which affect hours types) or pay/bill rates. These will be applied to any given shift marked as Yes.
Example: An example would be if you changed the standard pay rate of an employee, it would consequently impact the pay rate of an existing shift, if the shift was set to auto-recalculate. However, if the option was set to No, then no retrospective changes would be applied to the shift and it will calculate based on current input.
Take a look at other important information to be aware of when using Auto-recalculation.
All shifts will first default to Yes for Auto-recalculation.
Shifts cannot be edited to No until the shift is set to worked.
For locked/approved shifts, Auto-recalculation can’t be updated. It will stay in read-only mode.
Converting a worked shift to a non-worked will reset the Auto-recalculation to Yes again, if it was previously set to No. However, it will keep the hours in overridden mode if they were edited before making the shift non-worked.
If the user is manually overriding the distribution (Pay, Bill, or both rates and hours), the Auto-recalculation flag will set to No automatically after submitting the rates and hours form. The user can change the Auto-recalculation back to Yes and it will keep the overridden distribution. However, any other action may trigger the recalculation of this shift.
You'll find you can Update auto-recalculation in your Time processing tools.
Note: For users listed as a Manager, this option is only visible if they have update access to both Payroll and Billing. If any of the section has no access, view only or custom access, the auto-recalculation menu option will be hidden.
For shifts which are eligible, you can click on the option. This will bring up a section called Update shifts auto-recalculation. Yes will show as the default.
Which shifts are eligible for auto-recalculation?
The shifts which can use auto-recalculation are:
Worked shifts or multiple worked shifts when selected.
Partially approved (locked) shifts
Note: If a single shift is open, not worked or not approved is selected, this option will not be enabled.
To enable Shift allowances, you can head to Settings > Branch Defaults > Rates and Hours form. Here, you'll have the option to enable it.
Once enabled, you can locate it in your Update rates and hours module.
If you would like to add a pay and bill allowance, you can simply click the + Add allowance and then fill select the Type, Units, Pay rates and Bill rates. Once you create an allowance, here's some things to remember:
If you add more than one allowance, the most recent allowance will form at the top.
Allowances can only be modified for worked or unlocked shifts.
Note: This will impact your Pay total, Bill total and the Difference between the two.
Removing a Shift Allowance
If you'd like to remove an allowance, you can do so by clicking the X in the top right hand corner of the allowance itself.
Configuring Shift Allowance types
To configurate a Shift Allowance type, you'll need to head to eTime Xpress. Once inside, click Configuration > Codes Maintenance and find Shift Allowance code in the list of options.
In here, you can add, update or delete Shift Allowance types.
If you already have Recurring Allowances set up for particular shifts, then they will impact the same way. Click the link prior to find out more on how to set them up.
Shift Start Date vs. Calendar Date (Midnight Cutoff)
When it comes to reviewing your Payroll and Billing, it's important to understand the difference between the preferences of Shift Start Date and Calendar Date (Midnight Cutoff). Read the explanations below:
Shift Start Date - This is where the total hours of a shift are calculated for the day that the shift starts. For example, if an employee had a shift that was from 11pm-7am, with the shift starting at 11pm on 1st September, the entirety of the 8 hour shift would be designated to the 1st September.
Midnight Cutoff - This is where the hours of the shift will be designated to whichever day they fall on. So, let's use the same example as above. If a shift began on 1st September at 11pm and finished at 7am on 2nd September, only 1 hour would be designated to the 1st September and 7 hours to the 2nd September.
Before showing you how this will display in Time Processing, let's look at where to you can set your preference.
From the homepage of eTime Xpress, go to Configuration > Company Branch > Branch Bill/Pay Settings > File > Preferences. Here, you can select the distribution of your hours by Shift Start Date or Calendar Date.
Let's look at how Shift Start Date will display in Time Processing. The example used is for a shift starting at 7pm and ending at 2am the following day.
The Update rates and hours module displays the shift exactly as we would expect.
In contrast, let's look at how it displays when we switch the setting to Calendar Date.
You're also given the option to your Shift Break Allocation. It is currently set to even, which means however many hours fall on each day, the break time will be split evenly across the two days. Oher options include proportionally, current day, next day or middle of shift.
Now you will see the shift is has an extended panel which breaks it down by Start Day and Next Day.
As referenced one step earlier, you'll notice that each part of the shift ends in 45, taking account for the 30 minutes break allocation which is divided into 2 sections of 15 minutes across each day.
The majority of clients will use Shift Start Date, but it's important to have your settings exactly how you'd like before making adjustments in the Time Processing module.
Adjusting rates with reason codes (Payroll override reason)
If you choose to adjust any rates before approving time, you'll need to override the rates in eTime Xpress. Any hours or rates that are adjusted will highlight in red if they require a Payroll or Billing override reason.
Note: Reason codes are created in the system account of eTime Xpress. You may need to Contact Support to gain help in creating these.
The image below two significant columns for any pay or hour override. They are labelled Overridden rates and hours, and Pay override reason (green box).
The Overridden rates and hours will display with a Yes (red box) if the regular rate has been updated. While the Pay override reason will display as the reason for override. In this case, because the shift was added at 'Short Notice' (red box).
It's important to note that if a rate is overridden (red box), the new rate will be highlighted in red within the Reg Pay rates column.
Updating shift hours that do not match original shift hours
If the updated shift hours distribution is not matching with the original distribution, the user will not be able to submit the change and a red exclamation will be shown to alert the user.
You can hover over the exclamation mark which will highlight the original distribution that you need to match with.
So, using the example above, if you want to adjust the shift length to make it 4 hours instead of 3, you can revert to the Update shift tool to make the relevant changes.
Hidden shift hours
It's important to be aware of hour some shift hours can remain hidden if your rates are not selected in the Rates and Hours form. Let's discuss an example.
So, let's say that we had a 16 hours shift. The shift was broken down into 11 Regular paid hours and 5 Overtime (OT) hours, as below. You'll see the Shift total amount to 16 hours as it should.
Next to heading Hours, you'll see an exclamation mark highlighted in red. This is alerting you to the fact that the hours within your Shift total is not reflected in the panel.
If you hover over the exclamation mark, it will read:
"Some hours types containing values are not displayed. Please check rates and hours form settings."
So if you feel that some of your Pay or Bill hours are not equaling the Shift total, then you may want to check for hidden shift hours.
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 please Contact Support now!