The eHub Timekeeping screen features robust functionality to help Supervisors and Employees maintain Timekeeping records quickly and easily. Functionality is customizable based on who will be accessing the screen and how the screen will be used. To ensure Supervisors and Employees have access to the appropriate records and screen security, review the roles, usage and screen features association with the Timekeeping screen. See the SYS: Security Groups topic in WinTeam for more information.
In addition to an eHub role assigned to each user with appropriate screen features (detailed below), you will need to create a custom security group adding eHub PAY Timekeeping screen for users to access the eHub Timekeeping screen via WinTeam. PAY All and SYS All security groups will also have access to the eHub PAY Timekeeping screen. For more information see Creating a Security Group.
Supervisors
If the Timekeeping screen is assigned to a Supervisor Security Group in WinTeam and no screen features are assigned, Supervisors will be able to view and edit the time records for Employees or Jobs they supervise, but they can only view (NOT edit) their own time. To restrict or enhance the default usage, assign screen features.
For a supervisor, the typical permission on the Timekeeping screen will work in the follow ways:
- If the logged-in user supervises the Job, then the user can view and edit all records pertaining to that Job but they cannot edit their own personal records.
- If the user has borrowed an Employee for a Job they supervise, the user can view and edit that Employee's records for the Job they supervise only. A "Borrowed Employee" is one that the user generally does not supervise and is indicated by this icon
. - If the user's Employee has been borrowed by another Supervisor, the user can view but NOT edit the record for that Job. Jobs that the user does not supervise are indicated by this icon
. - If a record has been paid, the user can view but no longer edit it. (If the record has been paid and is still pending, the user can still deny the record, if necessary.)
Employees
If the Timekeeping screen is assigned to a Base Employee Security Group (those who are not Supervisors of Jobs or Employees) and no screen features are assigned, these Employees will be able to view their own timekeeping records but not edit them. To enhance the default usage, assign screen features.
Screen Features
Screen features will enhance or restrict the default usage for Supervisors and Employees. The following screen features are available. Use them individually or in combination, but use caution when enabling more than one feature to keep a proper check-and-balance nature on the screen.
Auto-Approve Changes
(Supervisor only feature) By assigning this screen feature, any changes submitted by a user will be automatically approved and will not require another user, such as a Supervisor or a payroll administrator, to approve the changes. When a user makes changes to a record, the record will appear with the Approved icon in the status column and will also automatically update to WinTeam.
Warning: It is not recommended to assign both the Auto Approve Changes and Can Enter Own Time (below) screen features to a single Security Group for the Timekeeping screen. A user with both of these features assigned would be able to modify their own timekeeping records, and those changes would be automatically approved with no approval necessary from another user. To keep a check-and-balance nature to the screen, when one of those features is assigned to a Security Group, the other should not be assigned.
Can Approve Others' Changes
(Supervisor only feature) By assigning this screen feature, the user will be able to approve pending changes made by other users, generally Employees they supervise. An Approve column will appear in the Timekeeping grid so that users can select Yes to approve the pending change or No to deny it. Users will only be able to approve records that have not yet been paid.
This feature is intended for Supervisors or managers.
For more on approving records, see Timekeeping.
Can Enter Own Time
When this screen feature is assigned, users can enter their own timekeeping records or edit existing records for themselves. Supervisor users will be able to view and edit their own records for Jobs they do not supervise as well.
Warning: It is not recommended to assign Can Enter Own Time and Auto Approve Changes to a single Security Group.
Can Only Change Work Ticket
When this screen feature is assigned, users will be able to change Work Ticket numbers in the Work Ticket column, but the rest of the screen will be read-only. This is one of the most restrictive screen features and will override all other features, except Read-Only.
Supervisor users will be able to view all records for Jobs or Employees they supervise but will only be able to add or change the Work Ticket number.
For Base Employees, Can Only Change Work Ticket must be assigned in conjunction with Can Enter Own Time. This is because Base Employees will only see their own records since they do not supervise Jobs or Employees. An Employee's own records are read-only unless their Security Group includes Can Enter Own Time. Therefore, Employees must first be given permission to edit their own records with Can Enter Own Time and then restricted to just the Work Ticket column with Can Only Change Work Ticket.
Cannot Edit Punches
When selected it restricts the supervisor from editing the In/Out and the Total Hours field values. They still can edit the Hours Description, Change Reason and Notes fields.
Hours Description Read-Only
This screen feature restricts the user from editing the Hours Description column. This is generally only needed for Base Employees who have Can Enter Own Time assigned or for Supervisor users to prevent the Hours Description for any record from being changed.
Read-Only
When this screen feature is assigned, the entire Timekeeping screen is read-only. This is the most restrictive feature and overrides any other feature assigned.
Work Tickets Must Match Timekeeping Job
When this screen feature is assigned, the Job associated with a Work Ticket must be the same as the Job on the timekeeping record. If the user enters a Work Ticket number associated with a Job that is different from the Timekeeping Job, a message will display noting that the Work Ticket is invalid.
Examples
| Role | Supervisor |
| Abilities | View and edit Employees' records |
| Assign | Nothing |
| Role | Supervisor |
| Abilities | View and edit Employees' records, approve Employees' changes and enter own time |
| Assign | Can Approve Others' Changes and Can Enter Own Time |
| Role | Supervisor |
| Abilities | View and edit Employees' records but cannot change Hours Description and Supervisors' changes do not need approval |
| Assign | Auto-Approve Changes and Hours Description Read-Only |
| Role | Base Employee |
| Abilities | View own time records but cannot make changes |
| Assign | Nothing |
| Role | Base Employee |
| Abilities | View and change own time records |
| Assign | Can Enter Own Time |
| Role | Base Employee |
| Abilities |
View own time records and can only add Work Tickets that must match the Timekeeping Job |
| Assign | Can Enter Own Time, Can Only Change Work Ticket and Work Ticket Must Match Timekeeping Job |