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  3. Using Back Office Suite
  4. Scheduling

The Shift Tile

Updated

Shift tiles are accessible from the Live Schedule and within the site, zone, and department schedules through the Dashboard. You can manage shift start and end times from within shift tiles, swap out guards, approve time, add shift notes, and more. Click on a shift tile to view detailed information.

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  1.  Replace Button: Replace the guard assigned to the shift with another guard.
  2.  Cancel Button: Cancel the shift.
  3.  Shift Information:
  • When the shift starts
  • Employee: The first and last name of the employee
  • Date: The date of the shift
  • Time: The start date and time of the shift.
  • Hours: The hours clocked by the employee.
  • Site: The name of the site.
  1. Shift Pay Codes: A breakdown of the number of hours by pay code.
  2. Breakdown of the number of hours by pay code and by day.

  3. Split Button: Split the shifts between two guards. 

    How to Split the shifts between two guards:

    1. Click the Split button.
    2. Select the time to split the shift.
    3. Select the employee and the break-in minutes for the first shift.
    4. Select the employee and the break-in minutes for the second shift.
    5. Click Save.
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The Shift Information tab

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Replace Button: Click this button to select a different guard to work the shift.

Employee: The employee's name.

Date: The date of the shift.

Time: The start and end times of the shift.

Site: The name of the site or account.

Position: The name of the position.

Add Break: This button allows you to add a break manually.

Punch: The date and time of the punch-in and the punch-out.

Below is the punch data, which provides information about how the punches occurred.

  • System auto clock out: This automated feature clocks the security guard out after a certain period of inactivity.
    • If the shift is scheduled: Seven hours after the scheduled end time, it will close at the scheduled end time if no activities have been logged between the end time and now. If there has been an activity after the scheduled end time, it will use the last activity. It will only close the shift at the scheduled end time or the time of the previous activity after at least two hours of inactivity.
    • If the shift is unscheduled, it will close fifteen hours after the clock-in time if no activities have been logged in the last seven hours. If there have been activities in the last seven hours, it will use the previous activity. It will only close the shift at the eight-hour mark or the time of the previous activity after at least two hours of inactivity.
  • Batch Interface: An admin did the punch with the batch time clock feature.
  • Browser: The user did punch with an Onsite license.
  • Mobile Application: The user did the punch with a mobile device

Shift Pay Codes: The pay codes and the number of hours break down for the shift.

Overtime Period Start: The day on which the overtime clock re-sets.

Daily Shift Breakdown: This section shows a breakdown of shifts for the period and the number of hours assigned to each pay code.

 

The Edit Schedule Tab

The Edit Schedule tab allows you to make changes to the scheduled shift.

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Scheduled Date/Time

  • Time Range: The start and end time of the shift.
  • Shift Start Date: The date on which the shift begins.
  • Break (in minutes): The duration of the break-in minutes.

Position Option

You can either use a position at the current site or search for one at all sites/accounts.

Note: Archived positions will be available for selection in this section.

Employee

  • Type: Select from employees assigned to the site or search all employees.
  • Employee: The name of the selected employee.
  • Comment/Note (Optional): Enter an optional note in this field.

 

The View Notes Tab

Use this tab to view and enter shift notes.

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Note/Comment: Enter notes about the shift.

Add as billing note: A billing note is for reference purposes only. Check the box to flag it.

 

Time Approval Tab

This tab allows you to approve the shift, change the approved hours, or adjust the billing and payroll hours.

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  • Payroll: Select the option to pay or not pay the shift.
  • Billing: Choose whether to bill or not bill the shift.
  • Options: Select whether it is a regular shift or time off.
  • Approved: Enter the number of approved hours.
  • Payroll Override: The number of hours you want to pay differs from the approved hours.
    • Check the Details box to break the hours down by:
      • REG - Regular hours
      • OT - Overtime
      • DBL - Double time
      • HOL - Holiday hours
    • The total hours will be displayed in the Payroll Override field. Contact us to set this up. If you include timesheets with your invoices for Hourly Guarding, they will include a detailed breakdown of the hours.
  • Billing Override: The number of hours you want to bill differs from the approved hours.
    • Check the Details box to break the hours down by:
      • REG - Regular hours
      • OT - Overtime
      • DBL - Double time
      • HOL - Holiday hours
    • The total hours will be displayed in the Billing Override field. Contact us to set this up. If you include timesheets with your invoices for Hourly Guarding, they will include a detailed breakdown of the hours.
  • Overrides Payroll Rate: Enter a rate to override the existing pay rate.
  • Overrides Billing Rate: Enter a rate to override the existing bill rate.
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