WorkRecords e-Support

Weekly: Review WorkSegments and Approve

• Approve hours that were worked in a department

Approvals are completed weekly in WorkRecords. This View allows the user to select specific dates and departments.

Yes – Use this to be notified of WorkSegments that have not yet been approved for the preceding week.

Find a Worker

• Review or add hours for one worker

On occasion, a worker cannot or does not check-in/out and WorkSegments need to be edited in. This is the most common View for finding a worker that failed to check-in/out and update their WorkSegments.

Monitor Weekly Worker Activity for Overtime

• Monitor all workers approaching 40 hours in a work week

Many Labor Buyers monitor how many hours have been worked in the middle of the week in order to avoid Overtime charges. This View displays the number of hours worked through the desired day.

Yes – Use this to be notified of workers above a certain number of hours throughout the week. Many Labor Buyers will set multiple Alerts for dates later in the week.

Review WorkSegments with AddOns

• Review specifics regarding non-hourly billing items by worker, by day

This View can be generated to view specific items such as productivity counts, bonuses, tips, meal deductions, etc. These items are called AddOns or Special Billing Units in WorkRecords. A column with the total count of billing for an AddOn is displayed in many other WorkRecords Views. However, this View provides a deeper look at the details. 

Find Who Forgot to Check-out

• Find all workers that forgot to check-out at the end of the day

It happens. A worker gets busy or distracted as they hurry to end their shift and simply forgets to check-out. This View shows anyone who still has an open check-out time. 

Yes – Use this to be notified each morning of workers that forgot to check-out to ensure that they are coached and back on track for the day.

Search for Workers With Unusually Large Hours

• Find all workers with unusually large hours

When a worker arrives the next day to check-in, the system first requires them to check-out from their previous shift – thus putting all of those hours all on one day.  This often causes 16+ hours to be recorded. In other cases, a worker may pick up additional hours to help cover an open shift. This View allows the user to be alerted to make decisions about schedule changes in order to help control overtime.

Yes – Use this to be notified of workers that forgot to check-out, but then checked-in before the edit was entered. 

Review Security Photos

• Compare the worker’s file photo loaded by the Labor Supplier with the check-in/out Security Photos taken when the worker checks in and out. 

This View helps to ensure that the person that checks-in at the work-site on day one is indeed the same person for whom the Labor Supplier completed the appropriate screening and created the Order Confirmation. The View can also be used on a regular basis to screen for buddy punching. Labor Buyers and Labor Suppliers also use this View to help ensure uniform/safety compliance.

Find Everyone Working Right Now

• View the workers that have checked-in and what area they are assigned to at any time

This View can be used for several purposes, including real-time monitoring of headcount or for quickly locating the picture and name of a worker.  This View also allows the user to view a listing of workers checked in  that can be used in the event of an emergency.  Note: This information could even be accessed outside of the building from a user’s smart phone. 

Review Hours & Spend for Approved WorkSegments

• View only hours and spend that have been approved by a Labor Buyer

WorkRecords offers the ability to report on both approved and unapproved time.   When the situation requires that only approved time be used, this View is pre-set to show only WorkSegments that are approved.  Further qualifying can be done using this View to show only Invoiced WorkSegments, etc.

Review Approve TimeCards

• View all approved TimeCards

A WorkRecords TimeCard is comprised of the work week's individual WorkSegments and is only available after the WorkSegments have been approved. This View is most commonly used for high-level reporting of hours / billing, as it relates to a specific location, Labor Supplier, etc. Detailed information regarding departments and job activities can be found using a WorkSegments-based View since items such as shift, department, and job activity can change from WorkSegment to WorkSegment within the same week.

Review Edits Made to Unapproved WorkSegments

• Track details on each edit made in WorkRecords

This View allows users to see detailed information regarding edits made in WorkRecords.  The View includes information such as the editor’s email address, what was edited, when the edit was made, and the information that was input before editing, as well as after.  Because this View does not allow for WorkSegments to be retrieved by department, job activity, etc., in large accounts, it is often used for Alerts or research.   

 Yes – Use this to track compliance to the agreement between Labor Buyer and Labor Supplier. Also use to identify workers with significant edits within a given week. 

Review Edits by Tagging

• Review WorkSegments that have edits sorted with tagging

This View allows users to review edited WorkSegments by location, department, job activity, shift, etc.  Many managers use this View prior to the approval process in order to review in greater detail any WorkSegments that have been edited vs. actual punches.

Yes – Use this to track compliance, regarding edits between Labor Buyer and Labor Supplier. 

Search Order Confirmations

• View all workers with active or inactive Order Confirmations in WorkRecords

The Order Confirmation in WorkRecords contains all of the current financial agreements related to the Order.  Any questions regarding rates, dates of Bill Rate changes, etc. can be answered using this View.  This View is also helpful when researching problems with a single worker that is unable to punch (remember – a worker must have an active Order Confirmation with a start date occurring on or before the day they are trying to punch).

Worker's should have only one order confirmation for each property UNLESS the worker works multiple positions at different rates.  Worker's with more than one active order for a property should be monitored carefully during the approval process to ensure double billing does not occur.  

Yes – Receive a reminder Alert that new workers have started. 

Review Bill Rate Changes

• Track Bill Rate changes

This View allows the user to monitor any Bill Rate changes made by a user at the Labor Supplier. 

Yes – Receive an Alert whenever a Bill Rate has been changed. 

Confirm No TimeCards are Missing from Prior Weeks

• Verify that all workers with active Order Confirmations have been accounted for each week

This View is used to ensure all workers with active Order Confirmations have been accounted for every week.  Labor Suppliers should be encouraged to close out missing TimeCards regularly (usually after their payroll is distributed and before Invoicing) so that any discrepancies caught through the Labor Supplier’s payroll process can be quickly addressed, eliminating outdated Invoices for time several weeks or months prior.

Yes – Set an Alert to run showing if there is a missing TimeCard for week-ending two or more weeks prior.

Search Invoices

• View all Invoices by date range, Labor Supplier, etc.

WorkRecords automatically sends one Invoice via email to the assigned Accounting contact, designated by location, when a new Invoice is presented by a Labor Supplier.  This View provides other users with the ability to view these payment documents.  WorkRecords has found that most operational users are better served with other Views providing the breakout detail they require for their departments.

Review Invoices by Dept/Loc/Job etc

• Review all WorkSegments associated with an Invoice

This View is especially helpful for managers viewing their allocations or researching questions related to an Invoice allocation. 

Report on Adjustment Invoices by Category

• Review Adjustment Invoices

This View is similar to Review Invoices by Dept/Loc/Job etc., but allows the user to use tagging on WorkSegments to see only the TimeCards that have at least a portion of the total allocated to a specific area. 

Review Adjustments for Invoiced TimeCards

• Review and Approve Adjustments for Invoiced TimeCards