Factorial's time tracking function has everything you need: track time, approve timesheets, view schedules, review staff attendance, and much more. Let's look at the different features of the functionality and how you can start using it right away.
Activate the functionality
Activating the time tracking functionality is easy. All you have to do is navigate to the section Time Tracking and click on the activation button.
You can also go directly to the section Company and then, enter the tab Customization to activate the time tracking function.
By activating time tracking, the new automatic sign-in/out function will also be activated by default. You can find this functionality in the menu of the dashboard and mobile app, where it says Clock in. If you would like to deactivate this functionality, you can do so and instead choose to keep tracking time manually.
Once the time tracking function is activated, you can choose between two different approval methods.
- Only the administrators can see and approve the hours of each employee in the company.
- Both administrators and managers are authorized to approve the timesheets of employees on their team.
Record worked hours
The employees that track time automatically, must record their hours in the section Clock in, found in the lateral menu. From this section, employees can fill in the hours worked, add notes for a specific day, view their absences, and their working days, according to your contract. There are two ways of recording the hours worked.
From either the Clock in section or the Dashboard, employees can record the hours when they start and finish their shift.
All they have to do is enter their hours worked, and click on the button "Submit" to create a new shift. Remember to clock out when you go for an extended break or for lunch. When you return, enter the time, and again, the time when you exit for the day.
You can repeat this process as many times as you need, depending on the length of the day and the number of times you leave and re-enter the office.
This method of clocking in is also available from Factorial's mobile application, for use with both iPhone and Android devices.
Registering hours manually
The possibility to input your hours manually also exists. Simply, select the day to which you want to input the hours manually, and add the enter and exit time.
You can add as many shifts as necessary, by clicking on the button "+" and repeating the process.
Note: The system does not allow you to add hours that are in the future.
Once registered, the employee can edit shifts as long as they have not yet been approved by the administrator or manager. To comply with labor inspection laws, Factorial saves all changes so that the person responsible for checking the data has all the necessary information available.
This information can be viewed in the application, above the "i" to the left of every shift and in the downloadable PDF summary where all of the information on the hours for every employee is kept.
Approving employee timesheets
Account administrators and the managers (if they have permission) can view a section called Time tracking from where they can manage all the timesheets of their employees.
In this section, they can see the list of employees and a summary of the hours worked per month. If we click on a specific employee, we can see the details of their tracked time for the month in question.
When the month ends, and the timesheets are reviewed, you can select one, a few, or all of the employees and click on the button "Approve hours" to approve any pending hours. The approval of hours can only be done once at the end of the month. For example, hours for the month of January can only be approved once February 1st comes around.
Employees will receive a notification via email, confirming the hours that have been approved. Once the hours are approved, they can no longer be modified by the employee.
There is the possibility of choosing to disapprove previously approved hours, by first selecting the employee, and repeating the same process.
Administrators and managers can download an attendance/time tracking report, for a specific month at any time, either in Excel or PDF format.
With a simple click of the button "..." and by selecting the option "Download report" you can download your employee time tracking report. It's that easy!
To the employees: A reminder is sent in the last week of the month to remind employees to fill in their timesheet.
To the Administrators/Managers: On the first of every month, an email is sent out to remind you to review and approve the timesheets of your employees.
In Factorial, you can create tasks to remind each employee to complete their timesheet daily.