Using Common WorkRecords Views

WorkRecords offers the ability to generate thousands of customized Alerts and reports using Views.  Below is a list of the most common Views available and their suggested uses.  Many Views include video links with tips and tricks on running the Views. 


Please note:

Based on the type of customers served, use of WorkRecords for internal reporting, and when the account went live with WorkRecords, a user may find that they do not have access to every View listed or that the name of a View is slightly different.  Please open a Support Ticket for any questions regarding which View to use or to inquire if a View can be added to an account.


Note: Anything listed below that is highlighted in blue and underlined can be clicked on to provide more information or step by step instructions.


 

Weekly Payroll Download Process



View Name


Often used to...

Alert Recommended?


 

Step 1: List Workers with Missing TimeCards

 

  • Avoid missing paychecks for workers

  • Highlight Order Confirmations that may need to be closed

 

 

Missing TimeCards show that time has not be entered for an active Order Confirmation for that week.  If the worker did not work, the missing TimeCard should be approved with zero hours (the Supplier is not billed for these TimeCards). If the worker is not returning the Order Confirmation should be closed.  


 

 


Step 2: Review Unapproved Work Segments

 

 

  • Confirm that all WorkSegments are approved prior to downloading time and activity for payroll purposes

 

It is a WorkRecords best practice to set a saved View and Alert for the last 14 - 60 days to ensure that all WorkSegments have been approved and are available for invoicing. 


 

Yes

 


Step 3: Export Approved TimeCards

 

  • Export hours (WorkSegments) and activity for payroll purposes

 

Remember, WorkRecords can provide hours and activity information in many formats to meet the unique needs for processing payroll.  This View is the most common option.  For Labor Suppliers that can upload data into their back office using an Excel or .csv file, a customized upload can often be created to save additional time and eliminate errors with manual entry.


 



Daily Accuracy and Efficiency


View Name

Often used to...
 
Alert Recommended?


Find Workers with Unusually Large Hours
 
  • Identify workers that have worked more hours than anticipated


Sometimes large hours may be due to a worker working additional hours, but can also be due to a worker forgetting to check-out for required breaks or even at the end of the shift.  This View is used with the View called Who Forgot to CheckOut to catch these errors.



Yes


Review Daily Activity by Worker
 
  • Review activity for all workers with an active Order Confirmation showing actual and effective time, shift selection, as well as department and job activity selections
  • Access workers for editing regardless of the worker having a WorkSegment entered for that work week

 

If the worker has never checked in, the Supplier can use this View to find the worker for editing.  Remember, Workers' time can only be edited in the Review WorkSegments View or using the ChartIt tool if the worker has checked-in at least once during the workweek. 


 


Find Who's Checked In Right Now
 
  • Identify which workers are on the clock at any given moment

 

This view can be easily accessed via a smartphone by leads, on-sites, or account managers without requiring login access to other information available in WorkRecords.  To do this you'll need a Compliance manager that can authorize WorkRecords to create customized newsfeeds for you. 


 


Find Who Forgot to CheckOut
 
  • Identify which workers checked-in, but never checked-out at the end of their shift

 

WorkRecords does not automatically assume that a worker should have checked-out after a certain number of hours.  Therefore, the worker "stays on the clock" until an "out" punch is edited in for them or until the next time they use the Kiosk.  This can lead to very large WorkSegments.  This View is used with the View called Find Workers with Unusually Large Hours.


 
Yes


Weekly Accuracy and Efficiency


View Name

Often used to...
 
Alert Recommended?


Review WorkSegments

 
  • Review approved and unapproved WorkSegments during a specific date range
  • Access ChartIt
  •  

While ChartIt can be added to several different Views, it is always available on Review WorkSegments (or a similarly named View).

 


Review Edits Made to WorkSegments
 
  • Monitor edits made to worker time and activity
  • This is helpful to see who is editing.  Is there a coaching opportunity for a specific worker? Are there trends in editing that warrant further review?

 

This View allows for Alerts to be set for a Labor Supplier that needs to manage agreements that specify edit responsibility.



 Yes


View Activity Including Security Photo
 
  • Review worker's check-in/out times with activity selection and security photo

 

Labor Suppliers use this View to audit for buddy punching and to ensure that their workers are compliant with specific dress/uniform policies so that action can be taken and reported on prior to concerns being raised from a customer. 

 

 


Review Weekly Activity by Worker
 
  • Review activity for all workers with an active Order Confirmation showing actual and effective time, shift selection, as well as department and job activity selections for the work week 
  • Access workers for editing regardless of the worker having a WorkSegment entered for that workweek

This view is similar to Review Daily Activity by worker but is often prefered for daily checks since it allows you to see all of the worker's activity for the week.  This helps when monitor when and where a worker should be checking in.   There are also several info and action links available to complete other tasks from this view.  Remember, this is set to default only active orders so if you are looking for all activity that happened a week ago you'll want to update the default to all!  
 


Monitor Workers Hours that May Create Overtime
 
  • Audit to determine if workers have accumulated a specific number of hours by a specific day in the week 


It is common for Labor Suppliers that have agreements to pay but not bill OT to have multiple saved Views and Alerts for different days of the week to proactively manage this.



 Yes

Search for Workers w/More than 1 Active Order
 
  • Shows workers with more than one active Order Confirmation so that duplicate Orders can be closed


Remember, not all Orders that appear on this list are duplicate Orders.  Some Orders may be required due to multiple bill rates used for the same worker at the same customer or workers that are actively working at multiple customers. 


 


Orders and Approved TimeCards


View Name

Often used to...
 
Alert Recommended?


Search Order Confirmations (Templates)

 

  • Confirm that a worker’s Order Confirmation has been entered with the proper planned start date
  • Change Bill or Pay Rates in WorkRecords on Order Confirmations or Order Templates
  • Enter Employee ID Numbers (EIN), Supplier Order Numbers or Home Shift

 

Labor Suppliers often set Alerts to ensure that Bill/Pay Rates are not entered over a specific amount or that EIN and Supplier Order Numbers have been entered so that delays with payroll and invoicing are eliminated.


 

Yes 



Review Approve TimeCards

 

  • Confirms that TimeCards have been presented on an Invoice

 

It is a WorkRecords best practice to set a saved View and Alert for the last 3 to 12 weeks to ensure that all TimeCards have been presented on an Invoice.


 



List Approved TimeCards & Hours by Day

 


  • Shows the total hours associated with a TimeCard by day


This View is often used to meet unique requirements for payroll or reporting when non-hourly items are not included in the Buyer/Supplier agreement.  Additional columns may be added (EID, Payroll ID, etc.) to further enhance the report as needed to meet a Supplier's specific needs.  


 

 


Review Bill Rate Changes

 

 

  • Monitor changes in Bill Rates

 

Labor Suppliers often use Alerts from this View to ensure that the staffing operations team and the back office / payroll team, as well as National Account Managers, stay in sync with changes to Bill Rates.  


 

Yes


List Approved TimeCards w/AddOn Details
 
  • Review TimeCards with non-hourly billing amounts (AddOns or SBUs)

 

Many Labor Suppliers use this View to export hours and activity for payroll when their agreements include bill/pay for items that are calculated by the number of occurrences instead of (or in addition to) hourly tracking.  This includes reimbursement for meals, piece pay, cleaning by the room, tips/gratuities, etc.


 


Invoices


View Name

Often used to...
 
Alert Recommended?


Search Presented Invoices

 

 

  • Search Invoices that have been presented to the customer
Area Managers or Corporate teams may set this alert for a day after the supplier's internal invoicing deadline to ensure that all invoices are being generated timely and also to see invoice amounts.

 



Credit/Charge Adjustments


View Name

Often used to...

Alert Recommended?



Create a TimeCard Credit/Charge Adjustment


 

  • Provides the action items that allow access to make financial corrections to TimeCards that have already been presented on an Invoice

 

Remember, some Labor Buyers prefer that Make-Up Order Confirmations are created to correct missed billing so that the hours are correct in their Labor Management System.  Click Here for more information on correcting Invoices. 


 

 

List Proposed & Accepted Credits/ Adjustments

 

 

  • Lists credits and charges applied against TimeCards with their current status (pending, approved, rejected)