Getting Started With Evotime

Our goal with Evotime is to make your journey from clocking in to payroll as smooth as possible. This article will run you through the basics of setting up the software , adding your employees, editing clockings and finally exporting to payroll. Once your environment is set up you can rest assured that Evotime will take care of the rest for you.

1. Accessing your instance 

Once you have started your Evotime subscription you will be given a unique web address to access your instance. From here you can sign in using your email and password. 

2. Inviting your management

If you wish to invite other members of your team to the software you can do so by clicking on the account logo in and clicking on manage team. From here you can create roles to restrict access to certain aspects of the software and then invite users via their email whilst simultaneously assigning them a role. 

3. Creating your environment 

Evotime can be a simple or as complex as you would like and this is down to how you create your environment. Variables such as classifications , multiple pay rates , absence types and entitlements aren't required however you may find they improve your experience. In the configuration menu on the left you are able to set up the following. 

Classifications - Assigned to employees to allow you to filter them throughout the software.

Pay Rates - Used to separate hours into different rates of pay ,used in overtime and absences.

Pay Periods - Allows you to assign period overtime and specify how often employees are paid.

Shift Settings - Tracks lateness, overtime , breaks and warns you when anomalies happen.

Entitlements - Calculates multiple types of leave allowance for each employee.

Absence Types - Can be booked in the calendar using specific pay rates, hours and entitlements.

Once you have set these up you may want to come back and tweak these settings but you aren't likely to be visiting these pages often. 

4. Adding or importing your workforce 

In Evotime there are 2 ways to set up employees, you can add them manually by selected "Add New" in the top right, or you can import them via CSV. If you choose to import via CSV simply click on "Actions" -> "Export Employees" to be given a blank CSV template with Headers , then once you have filled in the required fields you can go to "Actions" -> "Import Employees" and select that CSV. Not all columns are required but the more you can fill in the better your experience will be.

Tip - If you are unsure of the format of certain cells you should add an employee manually first then "Export Employees"

5. Creating and assigning shift patterns

Shift patterns in Evotime are a extremely useful tool to be able to track and manage employee lateness, round clockings and process overtime. Although shifts are not required, the use of shift patterns can save both time and money.

Shift Patterns work from Monday to Sunday and are made up of "Shifts" and "Overtime Rules". If a day is left blank the software will see that as a rest day.

Firstly you are given the option to create a break, here you can decide how much time is deducted after how many hours and if the deduction is automated or expected to be clocked. 

You can then create a shift and use this break in that shift. In the shift you are given a few options, here is a break down of each option.

Phase hours - Determines if the clocking is part of this shift or a late clocking from yesturdays shift. Any clocking made before the start time minus the phase hours will be added onto yesturdays shift. This allows for night shifts to be possible.

Rounding Start Zone - Any clockings made within this amount of time before the start time will be automatically rounded up to the start time.

Rounding End Zone - Any clockings made within this amount of time after the end time will be automatically rounded down to the end time.

Start - This can be left blank for open shifts. Determines wether an employee is late or not.

Finish - This can be left blank for open shifts. Determines wether an employee is early out or not. When used with Start it can also calculate expected hours which can be used in booking absences and overtime rules.

Rounding - Rounds clockings to the nearest X amount. This will always working in a way that deducts time.

Grace - The amount of time after the last rounding interval that the rounding works in the employees favour (adds time).

6. Booking leave

As well as tracking time and attendance, Evotime can also be use to track leave and leave allowances. On the calendar page you are able to book your absence types for specific employees and dates. When booking you are able to specify if the booking is a full or half day and set how many hours that booking is worth (if left blank then the employee's scheduled hours will be used). 

Once bookings have been made you can click on the booking to edit/delete that booking or select the employee's name tag to see their leave allowance for that period.

7. Adding and Amending clockings 

From the Dashboard you can see an array of different information about your employees such as Classifications , their last clocking time and locations, what their current shift is and their status. You can also export this table for a quick role call. 

Selecting an employee from this page will take you straight to their Timesheet. 

Timesheets are where all the parts of the software work together to calculate the data for that employee. Here you can see the employees clockings and you are able to manually edit/add more to the system. In the calculation tab you can change wether or not you want to see.

Original - Clockings as their were original made/entered

Actual - Current clockings without any overtime/shift rules applied

Rounded - The final results once all calculations have been made

Here you can also select a custom date range to see your data over and export aspects of the timesheet to a CSV.

8. Exporting employee data for payroll

So you've made it to payroll and you need the clockings and hours for each employee. Or maybe you just need to run a report to track employees leave allowance , lateness etc. This call all be done from the payroll output page.

In this page you have 2 options, create a report or run payroll output. Creating a report allows you to customize and build presets to specify the data you want to see for a set amount of employees over set dates. Once this has been created the software will do its work in the background and you will be given a notification in the top right when the report is ready to view/download as a PDF. 

Evotime is also working to integrate with as many Payroll Packages as possible, If you visit the payroll output tab you can then export your employees hours and payrates to be used in your current payroll software. If you don't see your payroll softwares name in the drop down list feel free to leave an email at [email protected] and we will work towards a solution for you.

Now you should be set , from here you can view and amend the clockings as they come in and export your data at the end of each payroll period. Our aim is to make this experience as easy and enjoyable as possible so if you have any issues, don't hesitate to leave us a ticket on support.clockingsystems.co.uk

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