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.
Looking for a demo? Check out our webinars.
1. Sign up for FLOW
Specify your Organization and Location when you sign up for a Flow account.
2. Already signed up?
Sign into WorkSight FLOW, and familiarize yourself with the FLOW interface and features by Navigating WorkSight FLOW.
Review the options available in The User Menu.
Configure Settings>Location for your locations time zone, start of work week, time format, timecard workflow approval and time off workflow approval.
3. Set up your Organization
Regardless of the type of business you are in, you have likely grouped your employees and their jobs in some format to schedule your employees efficiently. Your Organization can be divided into many areas and groups (departments) or just one. For example if you only have 10 employees/jobs, you will likely have only one group but if you have 100 employees/jobs you would likely have multiple areas and groups.
If you’re ready to add your first Area, click the Add Area + button on the sidebar.
To add a Group in your new area, click the Add Group + button.
4. Add your Employees and their Jobs to the Schedule
Once you have an Area and Group configured you can add your employees to the schedule.
First you will need to add the employee's Job to one of the Area/Groups you added above. A Job is the combination of an occupation, an employee (optional) and a shift (optional). Jobs are added under a group.
In Plan > Job Schedule view, click the + Add Job button to reveal the Job Details pane displayed on the right side of the screen.
One 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.
5. Add new Employees
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.
6. 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.
Your schedule has other options for viewing the schedule and time off - Schedule and Time Off Views.
With the Job Schedule view, you can create additional shifts, edit a shift’s properties, and submit time off requests.
The Employee Schedule view displays the 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.
For a comprehensive list of scenarios including instructions, see common scheduling scenarios and common absence scenarios.
7. 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.
8. 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.
9. 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.
10. 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. See Invitations to FLOW: Users and 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.
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