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.
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In Flow , all employee time is mapped to a default job schedule that occurs in a group/area for a specified location of an organization. You can then use that default job schedule to refine daily work schedules, plan time off, capture timesheets, and automatically apply gross pay calculations which can be exported to a payroll system of your choice.
1. Define the Organizational Hierarchy
The Flow organizational hierarchy is divided into locations, which are composed of areas. Areas, in turn, are composed of groups.
When you create a Flow account, you specify an organization and add multiple locations to collaborate with various groups of Flow users; these Locations you belong to are their own separate entities, each with their own unique set of employees, areas, groups, and jobs.
Within Flow, jobs are divided into groups that each handle specific activities related to a functional area of the business, such as shipping, production, maintenance, human resources, information technology, and customer service.
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 that occur in your new area, click the Add Group + button.
2. Add a new Job
On the Plan > Job Schedule view, click the + Add Job button. An Occupation is a short job description. You’ll only need one for each job in your organization. A job is a container for an employee. If multiple employees are performing the same role, create a job for each and associate all those jobs to the same occupation.
Here, you can also assign employees to the job, define the job effective range, and set up the job’s shift pattern. Once you save the job, Flow will automatically generate a schedule for the job based on the defined shift pattern and employee (optional).
3. Add a new Employee
While on the Job Panel, go to in 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, add their email address, and add their phone numbers.
4. Adjust the Schedule
On the Plan > Job Schedule view 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.
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 is best for seeing a work schedule from the employee’s perspective. The Time Off Calendar and Time Off List allow you to review 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 come pre-populated based on schedule data.
Click the Add Timecard for Employee button to create a new time entry. There, you can enter an employee’s time after the fact. Here, you can also approve timecards, and apply pay rules. The timecards also have a Summary view, which is best for reviewing a lot of time at once.
7. Add Timecards to Batch
If you’re ready to submit your timecard to your payroll system, go to the Batch > Create view.
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.
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 their 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.
9. Customize your Organizational Preferences
Administrators can choose several account-wide preferences in Settings>Location.
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.