Inaccurate time entries, whether intentional or not, can tie up time and resources while negatively impacting your bottom line – not to mention the headaches they can create for your payroll and HR departments. It can also be a challenge to create and manage schedules that give your employees the work/life balance they want while also meeting your business needs. There is a better way!
Join us to learn more about our Time and Labor Management solution and we’ll show how you can:
- Reduce inefficiency and errors.
- Improve and simplify scheduling – for employees and managers.
- Approve time off requests, monitor attendance/punches, track paid time off, manage overtime & compensatory time, and receive notifications.
- Eliminate time clock errors with geofencing, easily create map boundaries and limit employee punches to work locations within these boundaries.
- Facilitate strategic workforce engagement, collaboration, and compliance with regulations, including the Affordable Care Act (ACA).
This session was recorded on July 25, 2023
Session Transcript:
Jeff Plakans (00:04):
Good afternoon everybody, or good morning to those of you on the West Coast. This is Jeff Plakans. I’m the president of Commonwealth Payroll & HR. Thank you for joining us today. This is our deep dive into the intricacies and benefits of isolved Time & Labor Management.
(00:22):
And what I always like to do when I talk about, or when I do an intro like I will do today, is talk about why this is important. And when we talk about capturing employees time and scheduling and so on and so forth, what we’re really talking about is non-exempt employees. And really no matter what jurisdiction you have non-exempt employees and then that’s employees who get paid by the hour and who have a lot of different wage and hour laws around them and around how you need to handle them as an employer.
(00:57):
And that’s why this becomes important because the isolved Time in Labor Management system is what allows you to really do that correctly for every jurisdiction that you’re going to be in, no matter whether you have employees in California and employees in Massachusetts and employees in Florida and union employees and all these other things. So, that’s why we’re going to focus on what we do today.
(01:23):
So, pay attention, going afoul and of wage and hour laws can be very expensive for you. All it takes is one disgruntled employee who feels as though they’ve been underpaid. And if somehow for some reason you might be making mistakes around wage and hour laws, the isolved Time & Labor Management system is a good one to allow you to make sure that you’re staying on top and doing things correctly, consistently and predictably.
(01:50):
So, with that, I’m joined by Shaun Fowler and Arletta Mills. So, Shaun, they’re from isolved. They’re technology partners, so I’ll hand you the floor and you can take it from there.
Shaun Fowler (02:01):
All right. Thanks, Jeff. You did all the heavy lifting for me.
Jeff Plakans (02:05):
Hey, I tried.
Shaun Fowler (02:08):
Welcome everyone to today’s webinar on Time and Labor Management delivered by Commonwealth Payroll & HR. As Jeff had pointed out, my name is Shaun Fowler and I’m the account manager here. We’ll walk through today’s agenda real quick and then we’ll get into the meat of the webinar.
(02:26):
So, first, you’re going to meet the presenters. So, I’m going to talk a little bit about myself and a little bit about Arletta very briefly and then we’ll talk a little bit more about the Time & Labor Management, what all you folks are here for. We’ll talk about the features and the functionality and why it is important as Jeff had pointed out. And then Arletta will take us through that solution demo demonstration.
(02:50):
During this webinar, if you do have any questions, please put them in the questions box and we’ll address them as we go along, as well as a section at the end, where we’ll have some time to review some question and answers as well.
(03:07):
All right. So, you all know Jeff. As he pointed out, he’s the founder president of Commonwealth. My name is Shaun Fowler. I’m the account manager here at isolved and I help Commonwealth with these types of solutions. And Arletta is joining us today. She’s a senior solution consultant here at isolved. She eats, breathes this type of technology and we’ll hear from her in a little bit as she walks us through that user interface. And you’ll be able to see the functionality, what the solution looks like.
(03:39):
But first, let’s talk about what the situation is and why you all are probably here. In today’s day and age, ensuring that accurate payroll is super important and the intricacies of Time & Labor Management is such a challenge for small businesses. As Jeff had pointed out, there’s different compliance issues that you have to be aware of, especially if you have employees in different states. And that is more and more popular or prevalent today as we see more distributed workforces post-COVID. And they bring up unique challenges in and around accurately managing that time and attendance and scheduling.
(04:25):
Employees are going to really want that to be efficient, something that they can just clock in and out of it to be correct and not spend a whole lot of time on so they can get to what they do best. And those time inaccuracies that we see on a manual process where you’re entering in manual and then exporting it into the time grid, we see that there’s a lot of errors on that side and they tie up resources, something that could be used for more effective purposes.
(04:56):
And of course, outdated time tracking hardware, we want something that’s integrated within your payroll so that when your employees are punching, those punches are going directly into the payroll grid. So, there’s no guesswork, There’s no exports. It’s all integrated, and you have automated workflow processes that help with this situation.
(05:21):
And so, I talked a little bit about the solution, which is a feature rich solution that enhances your time and attendance scheduling needs across your entire workforce. We’re going to help you reduce those inefficiencies and errors. As we said, it’s more of an automated workflow process where it’s taking those punches either from, and we’ll talk about the different ways that you can capture your time here in a minute, but it’ll take all those punches from those different avenues and put it directly into your time grid so that you can run payroll. You’ll see where you need to correct if anything, making it an efficient use of efficient tool.
(05:59):
And of course, flexible time tracking, enable that flexible time tracking and ensuring that end-to-end visibility. We’ll talk a little bit about the scheduling needs and options within the solution as well as we have a basic scheduler and then two enhanced options as well.
(06:20):
And so, the different ways that you can capture time. So, we have four main ways that you can capture those punches. One is with time clocks. And we have two different models. I know that recently, there was the BIPA, which is Biometric Information Protection Act that was released where employers are required if there’s any information that is taken from biometric means has to be consented to. And our clocks are NXG clocks in particular. You’re able to consent right at the clock. So, making it a nice easy transition to be compliant with that policy as well as keep those workflow processes in place.
(07:07):
And so, those time clocks are going to have a couple different options. There are biometric. There’s non-biometric if there’s not a need for a touchpad. And then we have different card readers as well. So, a magnetic barcode and a proximity card reader that can be added onto those machines.
(07:29):
So, the web punches is another way that employees can punch in directly through the employee self-service via a desktop or an app, which you see as the mobile punch. You can punch in and out there as well. And for both of these, you can either do a quick punch or a detailed punch. And really main difference there, quick punch, you’re not putting in any kind of labor codes or department codes. You’re just punching in. And then a detailed punch would be more of putting in those different department codes. Maybe you get a different payrate to be able to punch in and add notes to that punch so the administrator can see that and act accordingly.
(08:16):
The virtual clocks, those are the kiosk style. So, you can take an iPad or a tablet and the employees can punch in directly at that kiosk with an employee code. Good thing about this is it’s secure and configurable, so as soon as they punch in, it logs out so there’s no chance of other employees seeing your personal, other employees’ personal information.
(08:43):
And then touching a little bit more on that mobile punch. So, you see on there that it says geofencing capabilities and there’s geotracking available with it by default. So, you’ll be able to see the coordinates of where your employees punch in, but also you can add an extra feature of geofencing where you can create a fence around your workplace or work site that the employee would only be able to punch in within that fence. It wouldn’t allow them to punch in outside of it. So, you can control and configure a little bit more about where they’re going to punch in and making sure that they’re on the job.
(09:29):
All right. And so, now we’ll talk a little bit about the scheduling options. And so, the main attendance that comes with it, you can create shifts and you can apply default schedules on the fly. So, you can create some templates in there as well as access of view of calendar shifts.
(09:52):
If you need a little bit more than that as far as employee swapping schedules or employees seeing availability, that’s where we have an enhanced scheduler, where you can determine those shift eligibilities for each employee and those employees can see that unavailability and pick different shifts that work better for them, kind of taking you out of that place and allowing the employees to provide a schedule that’s going to work for them.
(10:23):
And then the workforce scheduling is on top of the advanced scheduling. You’ll be able to build out different staffing rules and more importantly, predict different staffing requirements across employee groups and time periods using our special algorithm within the platform. And so, with that, I am going to stop sharing my screen. I’m going to turn it over to Arletta. She’s going to walk us through the demonstration. And go ahead, you’re up, Arletta.
Arletta Mills (11:07):
All right. Perfect. Let me just go ahead and share the right screen. So, can everybody go ahead and confirm that you can see my correct screen? Thank you so much, Shaun. I appreciate that. Guys, I’m going to leave my camera off so you guys can actually watch the demonstration and not watch my hands waving through the air because I talk with my hands, my mouse and everything else.
(11:27):
So, today, we’re going to talk about timekeeping, really exciting. And where I start off every demonstration is with our employee self-service and I want you to know a couple things about our employee self-service. First of all, these are forever usernames and passcodes. We do not make employees update their passcodes every 90 days, which is just a blessing in my opinion because I’ve lost all creativity with passcodes. Maybe some of you feel the same way.
(11:52):
But this is also a one-stop shop for your employees. That means they only have one username and password to remember to do everything they need to do as an employee, a supervisor, and you as an administrator you’re going to see the power behind. I saw put that one username and password.
(12:08):
So, here we are. Today, we’re in as Mark and this is where Mark can come in and see his paychecks stubs, his W-2s. And the nice thing about our employee self-service is not only can I come in here and see my paycheck stubs and my W-2s, but this is performance ready on any device. So, whether they are on a tablet, a computer, or a mobile device, they can access this information.
(12:30):
Now, isolved actually has QR codes to help your employees get to the login. The first time they log in, the system will ask, “Do you want to pin this to your home screen?” And they’ll say yes, and it’ll be on their home screen. It’ll look like an app, but it’s not an app. It’s actually through their browser. We do have an app coming out later this year, so some people just are diehards and they love those apps, we’re going to work with them too.
(12:53):
But here I am, I’m looking at my paycheck stubs, my W-2s. But the other thing I can do right here within the system, which I love to do is this is where I can come in and ask for time off. You probably have a few employees like me. Now, I’m going to open this up. I’m not going to make you squint through the whole demonstration. But when employees come in here, they’re only going to see policies they are eligible for.
(13:15):
So, you’ll see here I have PTO and sick. What you don’t see in the background is that I have a sick time New York, a sick time California, a sick time San Diego, a sick time San Francisco, because if you live in the city of San Francisco, you will acoustic time differently than anybody else. So, through eligibility rules, we’re actually able to put the correct plans with the correct employees. So, if you’re in multiple states, we can accommodate that.
(13:37):
Now, Mark’s also going to be able to see any upcoming time off he has. Is it approved or is it pending? And then he’s going to be able to see paid holidays. How many of you had fun this year with the July 4th being on a Tuesday? A lot of my employers get overwhelmed with, “Hey, are we open on Monday?” If Monday was a holiday, you could actually put it in here. Your employees have one central spot to come and ask.
(14:02):
Now, I’m going to come up here to this time off request button. And we’re going to come in here, we’re going to pick a policy. We’re going to pick a date. And then how much time do you want to allow your employees? Two, four, eight, maybe 11, take one, 15-minute increments. It’s up to you as the employer. After this request, Mark’s going to have 72.62 hours. If he’s good with that, all he does is hit submit and that request is sent to whoever you want.
(14:26):
Now, you can have a one-step approval or a five-step approval. It’s up to you. Whether that time off is approved or denied, we can send an email back to your employees. But if it is approved, it’s going to go right here on their calendar. So, on this calendar what I’m able to see are my paid days off, this is my approved time off. I’m also going to see those paid holidays. And then one of the things you’re going to see here is that Mark can see his schedule.
(14:50):
Now Mark is on what I call a default schedule. Monday, Tuesday, Wednesday, he works 8:00 to 3:00. Thursday, he works 7:00 to 4:00. Now, you can have default schedules and I can assign a default schedule just by the job title or by the department they’re in or how you enter an employee, the system can automatically assign those default schedules.
(15:10):
Maybe you have rotating schedules. A lot of my industries have a three, two, two, three schedule. I can build that a rotating schedule out in a 45-day pattern. So, think about how much fun you can have with that. And then of course, we have the on-demand scheduling where you’re telling your employees when you need them to come in. The key is again, right here on my mobile device, I can see my schedule and see if you left me any notes. So, again, it’s just being able to access this information wherever the employee’s at.
(15:42):
Now, another great thing here is when I first log in, do you see this little pink button here? This is how employees can log in through their employee self-service. I have a quick punch or a detail punch. A detail punch is me telling you some basic information. Things like am I in, out, auto or transfer? Maybe you have employees transferring from one job to the next. We can capture that. And then what are we looking for? Are you looking for them to just tell you they’re going in a different department or maybe you’re tracking labor and task. isolved can be configured to what works best for you.
(16:15):
Now, I’m going to open this up because I want you to see not only is this available on your mobile device, but it’s also available on your computer. So, if you have office staff that come in and they clock in on their computer, I can put an IP restriction on that. So, multiple ways to use this employee self-service and again, it is capturing my IP address where I’m at.
(16:37):
Now, I also have a variety of physical time clocks. I have everything from walking up, typing in a code, just swiping a badge to just holding the badge up to the time clock to the biometric finger scanner. The other way we have is actually a kiosk. Some of you might need a kiosk. You want everybody to walk up to the kiosk, type in a code and then a PIN. We can do that and then we can just hit new punch and that’ll punch the employee in. It can be that easy.
(17:09):
No matter which way we’re asking the employees to clock in and think about this, I was with an employer yesterday and this employer had office staff they needed to clock in on a computer, they had a field service people that needed to be able to do their phones and then they had their warehouse where they needed everybody to use a physical time clock.
(17:28):
Each one of those three groups is called the policy group. And I can make up as many policy groups as you want. And each policy group can have their own set of rules, meaning they can have their own set of rules of how they can clock in their vacation days, their maybe some can only clock in on a computer, some can only use a time clock. And this is unlimited mix and match however you want.
(17:53):
Now, I logged over here to Mark’s time card and we’ve finished this pay period. So, a couple things I want you to see on this time card. First of all, Mark has visibility of what he worked, how many regular. Did he get any shift differential? How much PTO? And then how many unpaid lunches.
(18:10):
By the way, in my system, I do have it automatically deduct an hour lunch because that’s just the way I demonstrate things. Labor, look at all the different labor Mark worked. He worked in a couple different departments and then I have his PTO go into his own separate bucket because I can. Here we have our alerts. What did Mark do last week? He was outside the fence one time, so he clocked in outside of the fence. He was out late, he worked over and he is got a missing punch.
(18:38):
Now, once we establish your alerts and you get them working the way you want, we can actually attach an appoint system. So, for me, employees coming in late is a big deal. If they leave late, that’s not a big deal because that could be the nature of my business. But in lates, I want to know about that. And then I can assign maybe a 0.25 to that alert. And when my employee accumulates three points, an email can go to HR, to the supervisor, even the employee that Mark Adams has accumulated so many points and this is a level of disciplinary scale we’re at.
(19:14):
Now, you can have points keep on accumulating. You can have different levels of a disciplinary scale, but you can also have those points expire. I have children who’ve worked in companies that have expiring points and let me tell you, everybody in that building knew when their points were going to expire and they knew how many they had. People can really do the math good.
(19:33):
Now, what we’re going to see down here is on the 19th, Mark does have a missing punch. He punched in and he did not punch out. So, he can simply come down here and he can submit a missing punch. He can say, “Hey, I left at 3:00 PM.” And then he is going to just come down here and say, “Forgot to punch.” Oops, there we go. And then we’re going to hit save. And when we hit save, that’s can send an email to a supervisor or manager who can go in and approve that missing punch. When we submit that, it doesn’t affect this timecard.
(20:07):
Now, let’s say Mark had his timecard exactly the way he needed. You can even ask your employees to come up here and verify their timecards or maybe they’re going to object. Maybe he’s going to say, “Hey, my missing punch is not fixed yet.” With the objection, you can see that it’s not letting me submit it until I do this, my missing, and I just got to type a few words, but now I can object to my timecard. It does require the notes. So, an employee can’t go in and just reject their time card without telling you why. All right. So, that has been from an employee standpoint. They can easily see their schedule, ask for time off and see their timecards.
(20:50):
Here’s a really fun part about isolved. Remember I said it’s only one username and password. Mark here, he’s a supervisor, so he actually has his tab managed and we’re going to look at task. When Mark clicks on the task, Mark’s going to be able to immediately see all of his employees and have they clocked in. He can easily see who’s clocked in. If you have a big facility, some days, that’s a hard thing to know. He can see employees who might need attention, who’s got a missing punch. What are these mediums? Oh, we got a bunch of people coming in late. We need to address those. Maybe our low alerts are out early because that’s nothing we really care about.
(21:28):
Mark’s also going to see he’s got time off requests. When his employees are asking for time off, Mark’s going to be able to come in here and not only get an email but see this information. Again, this is all visible on his phone, but let’s look at John here. John’s asking for some time off. He can approve it or reject it. What I like here is on the show button, it’s going to show Mark who else is asking for time off. This way, we make sure we don’t have everybody off the Monday after Super Bowl.
(21:57):
Even at the end of the pay period, we can ask Mark to come in here and approve those time cards. Now he can come in here. If he’s kept up and he knows all his alerts are fixed, he can go ahead and approve those right here. Occasionally, Mark’s going to need to dig in and see what’s up with Cole. Cole’s got a Tuesday, the July 18th. Oh, he clocked in. He didn’t clock out.
(22:18):
So, he can create a new punch here. We’re just going to say we’re going to create a punch, we’re going to hit next. And then he is going to be able to fix that in the same punch. There we go. We’re going to go, oh, I believe that was the 18th. Of course, I hit the wrong day. You guys know how great it goes sometimes when you’re doing a live demonstration. He can even change out the labor. And then all he does is hit save and it’s going to fix that missing punch that Cole had.
(22:46):
And unfortunately, on this day, he didn’t send me that missing punch. So, right there is that punch that I fixed. And now Mark’s able to say, “Hey, this is approved.” So, I’m going to prove this timecard. This is how easy it is for Mark to manage. And if your supervisors, your managers are out in the field, they’re able to do all of this from a mobile device or maybe a tablet. So, maybe you have supervisors who are out on the field with your employees, they can then come in here and approve these time cards.
(23:16):
Now, one last option I want to show you here because I do think sometimes we have supervisors and managers out in the field is we do have the ability to do a group punch. Now, I’m going to open this up so you guys don’t have to squint, but just wanted to so you can do it from your phone. And this is where a supervisor can come in and pick everybody that showed up. He can even just select all of his employees and then he can start punching his employees in all at one time. So, there’s lots of options to getting those punches into the system.
(23:47):
Now, everything I’ve showed you has been from an employee, supervisor, manager standpoint. And hopefully we’re taking a lot of work off your shoulders. But let’s give our administrators some access too. So, I’m going to jump over here as an administrator. What I’ve done is I’ve navigated down to employee self-service, my dashboard. One of the things I do is I am the backup for all of my supervisors and managers. So, I can come in here and see who all is asking for time off. I can see when they got the request in, whether it’s pending or approved, and I can also approve those requests.
(24:24):
Oops. Let’s go back to my dashboard. Couple other things we can do. We can do our alert monitoring and alert monitoring again is going to be whatever is important to you. So, I’m going to back this up a little bit so you can see the different alerts that I happen to be catching.
(24:39):
And again, don’t get overwhelmed with my dashboard because I turn on a lot of things that you might not need. But I like to know if people are approaching over time. They have a missing punch. If they’re in late, out early. And let’s look at Mark here, right here you see this punch and I’m going to highlight that so you can all see that. Do you see where it says outside of fence? That means Mark was punched in on his clock without being where he is supposed to.
(25:06):
So, if I come to view, I’m going right to his time clock. His timecard does look a little bit different here. And this punch in yellow, it’s bright yellow, let you know there’s a problem and it says outside of punch. What you’ll see here is right here in blue, this punch is out. If I click on that because it’s in blue, it means it was a mobile punch and it’s going to show me exactly where Mark was at the time he punched out, he was driving down the road, he wasn’t at our facility.
(25:32):
So, that easy to get that visibility for you to see what’s going on with your employees. A couple other functions that we have on my dashboard, we can see that employee punch status. It’s not just for the supervisors. Occasionally you’ll get that call. I got to talk to Cole, it’s an emergency. Well, you can see that Cole’s in and he’s in department 31.
(25:53):
A lot of my administrators like to come out here. Not only keep an eye on alerts, but let’s look at everybody’s hours because I kind of know where everybody should be in hours and I can really see everybody’s hours. Everybody’s usually at 56 hours. This is working great. Adam here is at 75, I need to check into that. And Mark here is at 69. So, just gives you that visibility again of which time cards do you need to dig into and make decisions. You can even see that little check mark here by Cole. That was what we just did as a supervisor. So, as an administrator, you can see when your supervisors or managers are approving those time cards like they’re supposed to.
(26:36):
Now, we’re going to jump up here to our admin tools and we are going to show you the scheduling. Again, we went over the different options for scheduling. Scheduling can be very complex or it can be a very easy application. Like I said, I can assign default schedules to employees just by how you hire them. We do have the on-demand schedule. So, if I want somebody to work a shift, I can just say, “Hey, I want you to work in the lead tech position.” Hit post. And that employee can now see on their phone that they were supposed to work 8:00 to 3:00.
(27:07):
We can do the staffing summaries. This is where you’re going to be able to put in different amounts. We’re going to do 87 here and then I’m going to do 75 here. And what this system does is each has different shifts associated. And for the school here, you see that this is marked with a thumbs down. Telling me, “Hey, I don’t have enough people scheduled.” And that’s based on that workforce management and the numbers we enter for you.
(27:37):
And then of course you can just come over here and you’re going to be able to start scheduling people. I can go down to my school shift and put in the people that I need. There we go. You’ll see my little thumbs down. If I want to add people, I’m just going to come over here. I’m going to add employees and I’m going to move over who I want to work that shift. And we’ll just do Chris and we’ll do Matt.
(28:05):
And then all I do is hit post and it posts those people. And what you’re going to see is my little thumbs down is now going to go to a thumbs up because I met the requirements based on the numbers we input it. This level of access also allows for employees to go out and ask people to cover their shifts and to volunteer to take other people’s shifts.
(28:28):
So, let’s talk about the biggest game changer here. It’s when we come to process payroll. When you’re using isolved’s timekeeping, there’s a lot of advantages. First thing we’re giving you a lot of visibility. Second of all, it’s going to automatically send out reminders to those people on the last day of the pay period. But you have the ability to come out here and hit send reminders and it will only go out to people who’ve not done what you’ve asked them to do.
(28:53):
We get our automatic email on Sundays here at isolved, but then Tuesdays, we get the email from somebody in payroll. When it comes to processing payroll, you’re going to be able to lock down your time cards that prevents anybody from making any changes. We’ll have reports here, you can run. I’m a dashboard person. I do everything on my dashboard. But if you like reports, we have reports for you. And then all you do is hit commit time cards. And when you hit commit time cards, all of the time will come to your time entry grid right here.
(29:22):
Now, if you get over here and somebody’s hours don’t look quite right, you can always uncommit those time cards, fix those and recommit them as many times as you want. Hopefully, you’ve learned a lot about the ease of doing everything in that single database, how powerful that timekeeping can be, how much visibility you can have. Do we have any questions?
Jeff Plakans (29:52):
So, I’m hopping on here, Arletta, because we do have a couple of questions for you. I just have to sort through them. So, give me just a second here.
Arletta Mills (30:00):
Perfect.
Jeff Plakans (30:01):
Okay. Here’s a good one. How easy or hard is it to create a geofence?
Arletta Mills (30:08):
Geofences are really actually easy. I’m going to navigate up to my client management, we’re going to go down to time and attendance and we’re going to go to, I believe it’s fence rules. Here it is. So, I have one for Auburn. What I did is I came in here and I typed my address, and then I made the circle as big or as small as I want. I gave it a name. And then once I have this created, I’m going to go to that policy group. Because remember I said we can have different policy groups that have different rules and I’m going to say, “Hey, this policy group needs this fence rule.” So, you’re going to have different fencing rules for different policy groups.
Jeff Plakans (30:52):
Cool. Okay. Well, so there’s one related to that, which is can you talk a little bit about how you assign different rules to different groups automatically?
Arletta Mills (31:05):
Yeah. It’s all through eligibility rules. The fun thing about isolved, because it’s that true single database for HR payroll benefits and time and attendance, I can literally make an eligibility rule off of somebody’s shirt size. I can make it off of your ZIP code. I can make it off of your job title department. That’s the flexibility of isolved. We make an eligibility rule, we name it whatever you want, and then we just say, “Hey, anybody in this eligibility rule gets this policy group, gets this schedule.”
Jeff Plakans (31:36):
Arletta, could you show real quick how to make an eligibility rule?
Arletta Mills (31:39):
We can. Absolutely. So, we’re going to go down here to eligibility rules, and I apologize, this screen gets a little bit tight, but we’re just going to come into our full-time hourly and the filters are, for me, you have to be marked full-time, you have to be hourly and you have to be active. So, that’s how easy it is. I make the rule, I name it, I add whatever filters I want, and then I start using it in different policies.
Jeff Plakans (32:08):
Cool. All right. Thank you. Let me see here. Is the time system connected directly to the payroll? The answer to that of course is yes. We’ve went over that. Can employees swap shifts using the adaptive employee experience?
Arletta Mills (32:27):
So, they cannot, but this is the nice part about this and one with isolved, we are always enhancing our solution. It’s coming, I promise you. But from my employee self-service, what I can do is I can come up here and I’m going to switch to the classic view. So, we’re going to go ahead and we’re going to switch so you guys can see what that looks like.
(32:48):
And this is going to go to that desktop version. This is the version I always say you need to be on a desktop. We’re going to come down here to our timekeeping to our employee calendar. Now, my employee calendar, again, you’re going to see everybody’s shifts and all you do is you’ll request somebody to, you can ask for a different shift, maybe those hours don’t work or you request somebody to cover your shift. You put in the reason and you hit save and everybody on your team’s going to get an email. And maybe you’re one of those that wants to come out here and volunteer. You could come out here and see if there’s any requests for any shifts.
Jeff Plakans (33:25):
Okay. And do we know when that’s going to end up on the adaptive employee experience?
Arletta Mills (33:31):
I don’t have a date it. I know it’s on the roadmap, but I don’t have a date.
Jeff Plakans (33:35):
Okay. Let me see any more questions here. There was a question about, a little bit more about the biometric. Well, we’ll save that for Shaun when he comes on for BIPA. Do clocks hold punches if there’s no power? And what happens if there’s no internet?
Arletta Mills (33:56):
They do. So, that’s the great thing. In any of these time clocks, they have backup storage and then they have different links. I think what I’ve mainly seen is it can hold punches for five days. So, you are going to battery backups on your clocks. They can hold punches for about five days. As soon as the internet comes on, it immediately puts all the time on the time clocks or the time cards. There’s nothing you have to do. When the internet comes up, the system goes back into what it should do.
Jeff Plakans (34:29):
Okay. Thank you for that. Let me see. It looks like that’s all the questions we have right now.
Arletta Mills (34:39):
Well, wonderful, wonderful. Well, we’re going to switch this back to Shaun.
Shaun Fowler (34:54):
Okay. Thank you, Arletta. That was very helpful, very insightful walking through that. Hopefully, you can see my screen now with the Futureproof, Intelligently Connected HCM.
Arletta Mills (35:04):
We can.
Shaun Fowler (35:05):
Perfect. And thank you Jeff for those questions. And thank you all of you that have joined for your participation, really appreciate it. Last bit that I want to go through is talking about the futureproofing of this solution. So, we know that when you pick a solution, it’s a solution that you want for don’t want to switch it over the next year or two.
(35:25):
So, we have designed the solution and Arletta had actually even touched on it with the swapping of the employee schedules. That’s coming in with our roadmap for the adaptive employee experience. We’re always looking for ways to increase the usability of our solution as well as keeping it competitive with our market updates. Compliance updates are really important.
(35:50):
So, as we touched on the different labor laws and regulations, even down to different cities need to be updated and kept current so you don’t suffer any financial fines or anything. So, we’re always looking to increase these products and going forward, always looking at competitive updates as well. And so, with that Jeff, I wanted to see if we had any other questions that had popped in.
Jeff Plakans (36:24):
Well, there was one more question, but I just took care of it. So, I think if we have nothing more, then we can certainly wrap this up.
Shaun Fowler (36:33):
I apologize. You did say that you had a question about the BIPA clock?
Jeff Plakans (36:38):
Oh, yeah, yeah, true, true. Sorry. So, there was a question in there. Somebody had asked to just get a little bit more detail on the BIPA thing that you had mentioned earlier. That’s the Biometric Information Privacy Act. Take it away, Shaun.
Shaun Fowler (36:56):
Yup. So, with the Biometric Information Protection Act, we had to come up with a way for these clocks to be able to capture that employee consent because that part of the regulation is that if you’re capturing, and these clocks are technically, we’re renaming them to touchpads because biometric means that you’re taking some of the information from the employee. Whereas what our clocks do is just take some basic information about … It doesn’t store the information.
(37:31):
So, it basically links it to a profile and our NXG clocks have that profile and the acceptance built into the clocks so that the first time your employees clock in with that Information Protection Act, they’ll be able to consent right at the NXG clocks. If you do have velocity clocks, which is our other model, with those, there’s an extra form that would need to be signed and then uploaded to the system. So, that sticks with that profile for that employee and that consent is on file.
(38:12):
So, those are the two ways that we’re adhering to that regulation. And I think my personal preference, I like the NXG clocks because no fuss consent at the clock. So, that would be my suggestion.
Jeff Plakans (38:33):
Okay. All right. Will do. Well, thank you. Thanks for sharing that, Shaun. I’m very much appreciated. If you have more questions about BIPA or more questions about our time system, please I encourage you to go ahead and get in touch with either your customer service and support specialist or your assigned account manager. Either one will do.
(38:55):
For those you who are still on with us, thank you so much for giving us your time this afternoon. We intend to and hope to provide value every time we engage with you. And this is no exception to that. As I said at the beginning of our discussion, this is an extremely important topic and a lot of people shrug their shoulders and say, “Hey, it’s just a time clock.” Well, hey, it could be the difference between you getting sued by one of your employees for violating a wage and hour law or you being able to consistently do it without a huge manual process. Either way, as the employer, you win or you at least stay out ahead. And that’s what we want to do.
(39:40):
And of course, that’s consistent with what we’re trying to do on your behalf and in working with you. By working with Commonwealth obviously, we were trying to help you be not just an employer, but be the best employer, what we like to call being the employest. Certainly, this is one way that we try to do that.
(39:57):
And in the event that you have other questions about our time and attendance products or about how they can help you solve a lot of problems with non-exempt employees, again, certainly feel free to reach out to me. My information is here on the screen, and we’ll be happy to chat with you about it and how we’ve done that with existing clients in the past.
(40:17):
And one of the things I do want to point out is we work with a lot of clients that have a tendency to scale. So, when they come on as clients, they’re not as large as they ultimately become. When you scale, your needs change inevitably. And that’s one of the great things about working with us is that we’re able to scale with you.
(40:37):
And the solutions that Arletta showed us today are a good example of that where you may have a very simple solution that we can provide you with when you have a small handful of employees. But when that small handful turns into 20 or 30 or more and they all have different rules in different places, we can help you with that as well.
(40:59):
So, again, thanks for joining us today. Shaun, thank you as well. And Arletta, I know you can hear me, thank you for joining us and for all your efforts. Have a great rest of the day and then we’ll hopefully talk to all of you soon.
Arletta Mills (41:13):
Thank you.
Shaun Fowler (41:16):
Thank you, everyone.
Arletta Mills (41:16):
Bye.
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