You can define feature access levels to ensure that users gain the relevant access they need in Time Processing.

Note: This feature operates within the same section as user access and security groups.

In this article, we'll be looking at the following on Feature access within Time Processing:

Enabling Time Processing for users

Feature access levels

To enable Time Processing, you'll need to head to Settings > Security > Manager access > Feature access.

Once inside, you'll need to select a Feature access group. In this example, we'll use the Supervisor group.

Note: Time Processing is automatically enabled for the Full access system group as this group cannot be edited.

You can toggle this button to Yes, which will give all users in the group the access to Time Processing.

If access is granted to the Schedule module and Time Processing, they will display alongside each other in the toolbar.

Note: The user does not require access to the Schedule module in order to use Time Processing.

Before we explore how you can define your feature access levels, it's important to understand the Tooltip message which displays as an information sign.

If you click this, a message will highlight that some of the feature access options will be labelled with a single asterisk *, or a double asterisk **.

The message reads:

Permissions set up here determine which shift and related features the group members have access to.

This helps you to define which feature access is related to Time Processing.

We're going to explore the different feature access levels and how they will impact your use of the Time Processing module.

You can click the pencil to define whether your user gets:

If access levels underneath a header are different, the access level will default to Custom access.

You'll notice that the different feature access options are broken down by headers.

You can collapse and expand the headers using the arrows to the left.

By clicking this arrow, it will expand and show all the features within this header.

In this example, Access to filtering and viewing shifts is set to Update access. This means that all the feature access levels under this header will reflect Update access too. However, please note that some options such as Layout selector can only be set to Run & Configure.

Giving Full access for advanced filters will allow you to display the filter search as the top of your screen.

This will present as below.

The advanced filters operate in the same way as the Schedule filters.

When this option is selected as Full admin, the user can access and edit all shifts for all dates in Time Processing.

If this option is set to No, the system will default to giving the user access to 30 days prior to the current date, and 30 days after the current date.

This default can be changed by a Full admin user.

An attempt to find shifts outside of the range will result in an error message disclosing the day range they're permitted to see, and no shifts will be found.

If Layout selector is set to Run & Configure, the user will be able to use and customize any of the grid view layout filters.

This includes full access the layout filter settings cog, cloning layouts, and configuring all of your grid view layout columns.

You can read all about this in our grid view layouts article.

If Multiple shift selection is set to Yes, the user will be able to select multiple shifts in the Time Processing grid, allowing them to use the bulk update function.

Enabling this feature gives the user the opportunity to select the entirety of the shifts in their layout grid.

They can then take advantage of doing bulk updates.

If this is set to No, the multiple shift selection will not be available.

The Shift form contains a variety of ways that a user can create, update or delete a shift or anything relating to fields in the shift form.

Let's look at the 3 different ways access can be given at header level.

No access - If a user is given No access for the Shift form, then the Shift Tools button will be hidden in Time Processing.

View only - If a user is given View only access, the Shift Tools button will display with only the Update shift option.

Update access - If a user is given Update access, all of Add shift, Update shift and Delete shift will be enabled in Shift Tools.

The example below is for a user with Update access.

Under General, you're given the opportunity to make changes to anything under the General form.

The level of access you provide for the above options will determine what the user can edit in fields:

So, if for example you made these fields View only, the user will be able to see the fields but not edit them. They become greyed out.

If a user is given Update access for Attendance, they'll have full access to update shifts using the Time processing tools. such as:

View only mode removes Add in and out times and Remove in and out times from the Time processing tools.

If the user is given Update access for References, the References will become visible in the Update shift panel and when bulk updating shifts.

View only access will allow you to see the References, but not edit them.

No access will remove the References from the panel altogether.

Giving Update access to Publish at header level will give the user full access to:

By setting Publish to Update access, all four of the Publish options will become available in the shift panel.

For users with Update access, Publish options will also be available for bulk updates.

View only access will make it visible, but the user will be unable to edit.

No access will mean that Publish options will not be visible for the user. You'll see that it will no longer be available in the shift panel.

No access will also remove Publish options from bulk updates.

The Employee shift log can only be set as View only or No access, as this feature is not editable.

If set to View only, the Employee shift log will be available in the shift panels in Time Processing.

You'll notice that Download attachments allowed will default to Yes when setting your feature access level to View only for Employee shift log. This means that if an employee attaches a note or signature for a shift via their Team Xpress, then you will allow this to be shown.

Note: If in View only mode, you can choose to select No for Download attachments allowed.

This will display similar to the image below. You can click the link and the image will automatically download.

If you choose No access for Employee shift log, the Employee shift log button will not be visible to the user, and Download attachments allowed will always remain as No.

The Employee shift log is no longer visible to the user.

The Shift change history operates the same way as the Employee shift log. Due to it not being editable, it can only be set in View only or No access mode.

When in View only, the Shift change history can be found in the shift panel. This will display any changes made by a user or the employee themselves.

If you choose No access for Shift change history, the Shift change history button will not be visible to the user.

The Shift change history is no longer visible to the user.

Can override warnings on save works similar as in the Schedule grid.

When toggled to Yes, users can Ignore all warnings and save shifts. When toggled to No, the user can only Discard changes and will be unable to save the shift(s).

The example below shows a user who is able to override warnings.

The example below shows a user who is unable to override warnings.

In the Schedule module, error messages can never be ignored. However, if you toggle Can override errors on save** to Yes, Time Processing will allow you to ignore them.

If overriding errors is toggled to No, users will only see Discard changes.

If set to Yes, the user will be able to bypass the error(s) by ignoring all errors.

Instead of clicking the 3 dots, you can ignore all warnings and errors by using the Ignore all warnings for all shifts and Ignore all errors for all shifts.

If set to No, the user will be prompted to Discard changes.

Can add new shifts allows the user to add new shifts in Time Processing.

If Can add new shifts is toggled to Yes, the user can click Shift Tools and Add shift.

If Can add new shifts is toggled to No, Add shift and Delete shift will be removed and no longer be an option within the user's account.

Note: This will subsequently make Add shifts method to No access, and Can delete shifts toggled to No. This cannot be changed unless Can add new shifts is toggled to Yes.

Access levels for the Add shifts method form can be changed between Run access and No access for:

The Rates and Hours form contains access levels for Payroll and Billing. You can elect to either gives Update access, View only or No access at header level.

As Payroll and Billing are divided into sub-headers, the same can be applied for those as sub-header levels too.

If No access is chosen, the user will not have any access to Update rates and hours or Reset rates and hours.

This will also null out any columns that relate to Payroll and Billing rates.

It's also important to understand that No access will result in restrictions to Payroll and Billing in eTime Xpress.

For example, if you're trying to make adjustments to rates inside of Time & Attendance, you'll be greeted with the following warning.

Note: This will also affect the user's ability to adjust Allowances in eTime Xpress.

If this is set to Update access, the user will have full access to rates and hours.

The user will be granted full access to rates inside of Time & Attendance in eTime Xpress.

For View access, the user will be able to view all of these features. However, they will remain in read-only mode and will not be editable to the user.

Let's break down, Payroll, Billing and Allowances.

Payroll is divided by Hours** and Rates**.

Just like the entire Rates and Hours form, Payroll can be made Update access, View access or No access.

If No access, is given to Payroll, then it will removed from the Update rates and hours form.

If Update access or View access is given to the user, then Payroll will become available.

No access to the Hours form means that the user will not be able to view pay hours in the grid view layout. This will include all pay hours and pay override hours fields.

As shown below, the grid doesn't contain any hours, and the Payroll Hours section of the Update rates and hours form is greyed out.

While set to No access, auto-recalculations will not be editable by the user. It will remain greyed out.

If Rates** is set to Update access, the Reset rates and hours will remain accessible. Even when Hours** is set to No access.

Update access will allow the user accessibility to see and adjust all pay hours. You'll now see that the Hours are adjustable in the Update rates and hours form, and are visible in the grid view layout.

Auto-recalculations will now become available to edit.

View access permits the user to have read-only on all of the above.

No access to Rates means that the user will be unable to see any pay rates in the Update rates and hours form.

You can see that no rates are adjustable in the Update rates and hours form, or visible in the grid view layout.

The user is also unable to edit the auto-recalculations.

The Reset rates and hours form will still remain available for users with No access to Rates.

For Update access, users will have full access to view and adjust any pay rates in the Update rates and hours form, and all rates will be visible in the grid view layout.

Auto-recalculations will become editable for the user under Update access.

View access permits the user to have read-only on all of the above.

Just like Payroll access levels in Time Processing, Billing is made up of Hours** and Rates**.

If No access is selected at header level, the user will not see Billing in the Update rates and hours form.

Note: This will also remove Allowances from the form.

If Update access or View access is given to the user, then Billing will become available.

No access to the Hours form means that the user will not be able to view bill hours in the grid view layout.

As shown below, the grid doesn't contain any hours, and the Billing Hours section of the Update rates and hours form is greyed out.

The user is also unable to edit the auto-recalculations.

If Rates** is set to Update access, the Reset rates and hours will remain accessible. Even when Hours** is set to No access.

Update access will allow the user accessibility to see and adjust all bill hours. You'll now see that the Hours are adjustable in the Update rates and hours form, and are visible in the grid view layout.

Auto-recalculations will now become available to edit.

View access permits the user to have read-only on all of the above.

No access to Rates** means that the user will be unable to see any bill rates in the Update rates and hours form.

You can see that no rates are adjustable in the Update rates and hours form, or visible in the grid view layout.

The user is also unable to edit the auto-recalculations.

The Reset rates and hours form will still remain available for users with No access to Rates.

For Update access, users will have full access to view and adjust any bill rates in the Update rates and hours form, and all rates will be visible in the grid view layout.

Auto-recalculations will now become available to edit.

View access permits the user to have read-only on all of the above.

No access to Allowances will result in the user being unable to being unable to view Allowances in the Update rates and hours form.

You can see that Allowances is not present in the form. The user will also be restricted to seeing any columns relating to Allowances in the grid view layout.

This will also affect the user's ability to make access and adjust Allowances in the Time & Attendance section of eTime Xpress.

Before using Update access or View access, please ensure that Shift Allowances is togged to Yes in the Rates and Hours form.

A user with Update access for Allowances will be able to edit Allowances in the Update rates and hours form, and have visibility of Allowances in the grid view layout.

This will also give the user full access to adjust Allowances in the Time & Attendance section of eTime Xpress.

View access permits the user to have read-only on all of the above.

Approve/Remove time approval** can be toggled to Yes or No. This determines whether the user can Approve or Remove time.

If Yes, the user can Approve time.

Note: This will lock the shift which will subsequently prevent any further changes from being made.

They can also Remove a time approval.

If a user has View access, they can use read-only mode. They cannot change a approve or remove a time approval.

For users with No access to Approve/Remove time approval**, the Approve time and Remove time approval will not be available. However, they will still be able to view the grid view layout column for Time approved.

For more information on Time Processing, please Contact Support now!