Getting Started With Evotime

Created by Luke Webber, Modified on Wed, 22 Jan at 10:36 AM by Luke Webber

With Evotime, our goal is to make your journey from clocking in to payroll as seamless as possible. This guide will walk you through the basics of setting up the software, adding employees, managing clockings, and exporting data for payroll. Once your environment is configured, Evotime takes care of the rest.

1. Connecting Your Clocks

The first step is to set up your clock for use with Evotime. While menu layouts may vary by clock model, detailed guides are available in our knowledge base.

Key Steps:

Ensure your clock is connected to the internet. Clocks come pre-configured with server settings so once connected to the internet clockings will be sent straight to your Evotime.
Follow the clock’s guide to add your first employee, and keep track of their Clocking ID. You’ll need this ID to input into the software later when adding employees.

2. Accessing Your Instance

After starting your Evotime subscription, you’ll receive a unique web address to access your instance.If you have already set up an account use your email and password to sign in, if not then hit reset password and enter your email.

3. Inviting Your Management Team

To invite other team members to the software:

Click the account logo at the top-right corner.
Select Manage Team.
Select Add New in the top right
Invite users by email and assign them roles.

3.5. Handling Roles and Permissions

Roles in Evotime determine user access:

Menu Rights: Specify which parts of the software users can access.
Classification Rights: Define which employee data users can view.

If you wish to restrict a users access you must first create these rights then either assign them when inviting new users or apply them to current users.

4. Creating Your Environment

Evotime's setup can be as simple or as complicated as you need. Configure the following in the Configuration Menu:

Classifications: Filter employees across the software with Company Branch & Department.
Pay Rates: Differentiate hours for overtime and absences.
Pay Periods: Assign period-based overtime and set default timesheet date ranges.
Shift Settings: Track lateness, overtime, breaks, and other anomalies.
Entitlements: Manage leave allowances for employees.
Absence Types: Book absences with specific pay rates, hours, and entitlements.

While these settings are optional, they can enhance your experience. You may need to tweak these as time goes on to see data in a way that suits you best.

5. Adding or Importing Employees

Evotime offers two ways to add employees:

Manually: Click Add New in the top-right corner.
Import via CSV:
- Go to Actions → Export Employees to download a blank CSV template.
- Fill in the required fields and return to Actions → Import Employees to upload the CSV.

Tip: Unsure about cell formats? Add an employee manually first, then export to see the correct format.

Any input field followed by * is a required field for the software, Clocking ID is where you will enter the ID you gave to the employee on the clocking machine. This is how the software knows who to give the clockings to.

6. Creating and Assigning Shift Patterns

Shift patterns are essential for tracking employee lateness, rounding clockings, and processing overtime. While optional, they can save time and reduce costs.

Key Features:

Breaks: Define automated or clocked deductions based on hours worked.
Phase Hours: Link clockings to the correct shift, even for night shifts.
Rounding Zones: Automatically adjust clocking times near shift start or end times.
Grace Periods: Add time to employees’ benefit within rounding intervals.

Shift patterns work from Monday to Sunday, with blank days treated as rest days.
Once a shift pattern has been created , you can assign them to employees in the employee list and they will repeat weekly. To find a more detailed breakdown of setting up shifts visit our
"Setting up a shift in Evotime" page.

7. Booking Leave

Evotime also tracks leave and allowances. Use the Calendar page to:

Book absences for specific employees and dates.
Specify full or half days and set booking hours (or default to scheduled hours).

Click on a booking to edit or delete it, or select an employee’s name tag to view their leave allowance.

8. Viewing Employee Attendance

Now you have your employees set up , once they have clocked , from the dashboard you should be able to:

View employee information, such as classifications, last clocking times, locations, shifts, and their current status.
Filter status' to refine what you want see on the dashboard
Export a list of all employees and their current attendance.
Select an employee to access their Timesheet.

9 . Making Changes in the Timesheet

In the Timesheet, you can:

View, edit, or add clockings.
Toggle between clocking views:
- Original: How the clocking was originally, manual or from the clock.
- Actual: Without overtime or shift rules but with manual amendments.
- Rounded: Finalized with all amendments and shift rules applied.
Display totals in either H:M or Decimal format.
Select a custom date range and export timesheet data as a PDF.

10. Exporting Employee Data for Payroll

When it’s time for payroll or if you would just like to run reports for multiple employees , use the Payroll Output page to:

Create Reports:
- Customise and build presets to specify data for selected employees and dates.
Run Payroll Output:
- Export employee hours and pay rates for integration with payroll software.

Once you have run a report or payroll output , Evotime will get to work generating this in the background and you will get a notification in the top right when this is ready to view/download.

Final Steps

From here, you can monitor and amend clockings as they come in and export data at the end of each payroll period. If you encounter any issues, reach out to us at [email protected]