TimeKeeper Admin Playbook

Introduction

The TimeKeeper Admin Playbook is designed to assist administrators in seamlessly managing key processes within the TimeKeeper platform. Whether you're onboarding new employees, handling off boarding, or preparing for transitions at the end of the year, this guide provides clear, actionable steps. By following these tips, you’ll likely save time, minimise common issues, and keep everything running as smoothly as possible.

Key Scenarios and Guides

1. New Employee Joins

Welcoming a new team member is an exciting time, but missing steps can lead to confusion. Here’s how to handle new employee onboarding effectively:

Step 1: If you're looking to prorate the new employees leave, head to Account > Settings > Leave settings > Tick 'Pro-Rate Leave Entitlement in First Employment Leave Year' > Click Save. See the image below for reference.

Step 2: Add the new employee’s profile and set their start date (Employee profile > HR tab) and leave entitlement (Employee profile > leave tab)**. **Prorated leave will be calculated by TimeKeeper based on the employee’s join date.
Step 3: If you encounter the error 'email is already in use' , this error appears because the email is already linked to another employer’s account. Each email or mobile number can only be used with one account at a time.

Workarounds:

Use the employee’s mobile number instead.
Modify the email slightly with a + alias (e.g.[email protected] still goes to [email protected] , anything after the '+' and before the '@' is ignored)

If these workarounds aren't suitable, contact us at [email protected]. and we can take steps to free up the email address and resolve as quickly as possible.

Step 4: Confirm that the employee has been added to the appropriate teams and/or working pattern.

2. Employee Leaves

When an employee leaves, it’s important to properly archive their details to avoid any lingering system conflicts. We always recommend archiving an employee when they are leaving as opposed to deletion. Reason being that archiving ensures historical data is preserved, which can be crucial for compliance with legal or company policies. For example, employment records may need to be retained for a specific period even after an employee leaves. If an employee is deleted, we cannot retrieve this data.

More information here on archiving employees.

Follow these steps:

Step 1: Set the employee’s end date (Employee profile > HR tab) to ensure their leave or bank holiday entitlements don’t extend beyond their tenure.
Step 2: Archive their profile in the system. This removes them from active reports and calendars and prevents them from appearing in bank holiday groups or schedules. Furthermore, you will no longer be charged for their account as they won't be active on the platform.
Step 3: Verify all changes are saved to maintain accurate records for future reference.

3. End of Year Checks

Preparing for the new year ensures a seamless transition. Here’s what to do:

Step 1: Update the bank holiday group to match the new year ahead. More information on Public Holiday Groups.
Step 2: Confirm all system settings align with your company's new year policies, such as working hours, overtime calculations etc,

4. End of Leave Year Checks

Closing out the leave year involves careful reviews to ensure balance carryovers are handled correctly:

Step 1: Review any owed leave and triage it based on company policy.
Step 2: Enable leave rollover (if applicable) and set the appropriate thresholds or limits.

Step 3: Highlight any “use-it-or-lose-it” policies to encourage timely leave usage.

Ongoing Maintenance

Note: TimeKeeper is designed to run smoothly with minimal intervention. However, the following checks can help you stay organised and ensure everything continues to operate as expected. Tailor these suggestions to suit your payroll period and business setup.

Weekly Checks

Ensure any recent joiners or leavers have been correctly set up or archived.
Resolve any pending errors, discrepancies.
Review any outstanding employee requests and leave requests.

Monthly Checks

Ensure any recent joiners or leavers have been correctly set up or archived.
Resolve any pending errors, discrepancies.
Review any outstanding employee requests and leave requests.
If employees accrue leave on a monthly basis, review their profiles to ensure the accrual settings are configured correctly. More information available in Leave Accrual
Review the Lateness/Absenteeism Report to identify any trends that may require attention or intervention.
Verify that the settings in place are meeting your requirements.
Any questions or queries, contact [email protected]

Yearly Checks

Conduct end-of-year and end-of-leave-year processes.
Verify and update policy changes like carryover rules and holiday entitlements.
To cap carry-over days, adjust each employee’s “Carry over” setting in their profile. The system applies this limit individually, so ensure all staff profiles are updated accordingly.

Final Note

By staying organised and proactive, you can get the most out of TimeKeeper and ensure a seamless experience for both admins and users alike. If you have any further questions or would like clarification on any of the above, reach out to [email protected]

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