Most staffing suppliers find that, after their first few weeks, they spend 5-10 minutes per day in WorkRecords reviewing worker activity. This allows them to catch coaching opportunities with workers early and avoid time consuming rework for the supplier and/or frustration for the Labor Buyer later. The most effective (and happiest) WorkRecords users are those that coach workers with challenges checking in and out on the first day of the problem and set the expectation that checking in and out correctly is a required part of their job.
Note: Anything listed below that is highlighted in blue and underlined can be clicked on to take you to a QuickGuide, Training Video or additional resources with step by step instructions.
TIP: You can set up incentives to get your workers focused on correct and complete QR code selections and usage. For example, one supplier delivers checks on-site to workers that have no edits due to the worker missing punches. Workers requiring the buyer or supplier to invest time in editing can pick up their check at the office or wait for it to be delivered by mail.
At a minimum, there are 3 views that should be used daily to monitor worker activity. They include:
- Who Forgot to Check Out - This view highlights workers that did not check-out and still appear to be "clocked in"
- Review for Unusually Large Hours - This view shows workers that: (a) have forgotten to check-out but already checked back in on their next shift, (b) were asked to extend their shift (may cause OT later in the week), or (c) forgot to checkout for required breaks.
- Daily WorkClock Activity - This view monitors attendance and confirms if the worker is checking in and out on time, in the correct departments and job activities and for meal breaks (if required).
Chart It, Saved reports and Using Alerts are a great way to quickly monitor activity.
WEEKLY: Check data used by workers to see if problems were corrected and to monitor for overtime.
Daily corrections and coaching followed by a quick weekly review (on the last day or day following the week-ending) result in a quick and easy activity download process of TimeCard approval and hours. Use the Weekly WorkClock Activity view for this review.
Most suppliers begin to Monitor Overtime 2-3 days before the end of the week, however, the timeframe is based on a particular customer's usage. For suppliers that negotiated the same bill rate for OT and regular billing, this is a critical report to manage workers and avoid paying OT when it can't be billed. Remember to use saved views and alerts to allow the software to do most of the work for you!