Welcome to WorkSight Flow! We believe time is your most valuable resource—so here’s a fast and simple guide to help you dive right in.
In Flow, when you are creating the schedule, you are creating a timecard at the same time, reducing your effort.
Use Flow to refine daily work schedules, plan time off, capture timesheets, and automatically apply gross pay calculations. Use Flow's exporter to send timecards to a payroll system of your choice.
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1. Sign up for FLOW
Specify your Organization and Location when you sign up for a Flow account.
Your time zone, start of work week, time format, timecard workflow approval and time off workflow approval can be changed to fit your organization’s needs in Settings>Location.
2. Create an area and a group
An Organization can have multiple locations, divided into areas and groups (departments) for ease of use. An area is a collection of groups and a group is a collection of related jobs. If you only have 10 jobs, you will likely have only one group of 10 employees. Each group has their own set of jobs.
If you’re ready to add your first area, sign into Flow, and click the Add Area + button on the sidebar.
To specify the groups in your new area, click the Add Group + button.
2. Add a new Job
In Flow, a Job is a combination of an occupation, an employee (optional) and a shift. Jobs are added under a group.
In Plan > Job Schedule view, click the + Add Job button to reveal the Job Details pane.
One defined Occupation can be reused within any group. For example, if you have 10 millwrights, you will create one occupation, and 10 jobs.
Here, you can optionally assign employees to the job, define the job effective range, and set up the job’s shift pattern. Once you save the job, Flow automatically generates a schedule for the job.
3. Add a new Employee
While on the Job Panel, go to the Assigned Employee field and click the Add New Employee button.
Employees are the people who appear on the schedules, time off plans, and timecards. While setting up the employee profile, you can specify their unique employee code/number, their email address and phone numbers.
4. Adjust the Schedule
In Plan > Job Schedule, the generated default schedule will display the days per week and the hours per day that an employee is expected to be at their job.
It may be necessary for an employee to work different shifts or hours within a week due to new operational requirements or other employees being unavailable. An employee can be scheduled to any shift, regardless of assignment.
On the Job Schedule view, you can create additional shifts, edit a shift’s properties, and submit time off requests. Your plan also has an Employee Schedule view which shows the work schedule from the employee’s perspective. The Time Off Calendar and Time Off List allow you to review and manage already submitted time off requests.
5. Post the Schedule
Posting a schedule enables you to communicate to an employee when and where to work. To share the schedule with your employees you can either print it or post it to the mobile app for viewing.
6. View Time Records
Head to Pay > Timecard to view/edit timecard entries that are pre-populated based on the schedule data and the pay rules.
In this view, you can enter or edit an employee’s time after the fact. Click the Add Timecard for Employee button to create a new timecard, if necessary. You can also approve timecards, and apply pay rules. The timecards also have a Summary view, to display a high-level overview of the timecard items for multiple employees at once.
7. Add Timecards to Batch
Before you can submit your timecards to payroll, you need to create a batch. A batch is a collection of timecard transactions that are saved for submitting at the end of the business day or payroll period.
When you are ready to submit your timecards to your payroll system, go to the Batch > Create view.
One batch will consist of timecard entries for an employee(s) in a particular payroll period who worked in a particular group(s). Flow will let you select all approved timecard entries which you want to belong to the same batch.
8. Invite Other Users
If you’re ready to invite another person to join your account, click the Invite to Flow+ button at the bottom of the sidebar.
Users are the people who work with schedules, time off requests, timecards, play different roles in setting up and managing your workforce management workflow. Employees can be associated with users, but not all users need to be associated with employees.
While setting up a user profile, you can specify their email address and choose their roles. Once your teammate accepts the invitation, they can hit the ground running and start viewing or tracking time using the browser or mobile apps.