Time & Attendance Support and FAQ

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"Missing Scans" when Shift Profile required 2 scans & there were 2 scans
Data missing for 2 days when staff were present
Inaccurate time on ZipNet Terminal on Monday morning
A General Hint on defining Shift Profiles
Accidental use of decimal point when entering times
Handling Annual Leave when Exporting

"Missing Scans" when Shift Profile required 2 scans & there were 2 scans
Client reported "Missing Scans" when defined shift only required 2 scans, and there were 2 scans. On investigation the Normal tab for the shift had been defined to be "Normal No Meal Scans", but subsequent tabs including "Exceptions by Weekday" required a meal scan. This had been set for all weekdays, and was consequentially overriding the setting in the Normal tab.
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Data missing for 2 days when staff were present
Client reported data was missing for 2 days when staff had been present. Sent in database, 2 problems. First shift was defined to require meal scans but these were not being made. Second, data had been downloaded over a week apart, therefore system became confused and assumed "Wednesday" and "Thursday" data was all from the current rather than previous week. Combined with the incorrectly defined shift, this meant all 4 scans for Wednesday and Thursday found a pigeon hole giving incorrect times for the current week, and no data for the previous week. Answer is to ensure data is downloaded at least once a week, as ZipNet Terminal stores data by day of the week rather actual date.
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Inaccurate time on ZipNet Terminal on Monday morning
Client reported inaccurate time on clock on Monday morning for those starting before the office staff started work. This problem may occur with the older (light gray) ZipNet Terminal which does not have a clock/calendar component, and relies on time updates from the host PC. (The newer (black) Terminal has a clock/calendar so is not affected by this issue). What has happened is that time displayed has progressively become slightly inaccurate over the weekend while the office computer wasn't polling the Terminal. As staff have started before the office computer has polled again, the time is wrong. In this situation, consider leaving the office computer on and polling over the weekend. If this doesn't work it will probably be because the office computer has gone into an automatic power down mode and therefore couldn't poll.
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A General Hint on defining Shift Profiles
Most problems occur when either a client is first coming up to speed with the Timesheet system, or there has been a staff change, which is essentially the same issue. Apart from familiarity with the program, a useful starting point is to make a list of all the ways staff work at the company, for instance: 5 staff at 9:00am to 5:00pm Monday to Friday, etc.. This will help both with the defining of Shift Profiles, and also making a decision about using the Roster option.
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Accidental use of decimal point when entering times
Client was using TimeSheet Version 2.1, and reported that when defining a Shift Profile using MWP, she would enter the times, but then when she saved the profile the displayed times would reset themselves to 00:00. It turned out that she was entering times with a numeric pad and using a decimal point instead of a colon. Later versions of TimeSheet avoid this problem.
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Handling Annual Leave when Exporting
Client had been editing data when staff went on Annual Leave to give them their full hours, but also tagging these entries as "Annual Leave". When exporting to MYOB Powerpay she found that she had to edit data in Powerpay to mark as Annual Leave, as Timesheet wasn't telling MYOB that the time was Annual Leave. This is misunderstanding of the role of TimeSheet and the Payroll program. Timesheet is logging actual staff time, therefore when a staff member is on Annual Leave time should be left as Zero for the employee, and the absence should be noted in PowerPay for handling as intended in the workplace. The TimeSheet "tag" is only intended to remind the operator of the reason for the absence when looking at reports.
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