BackOffice: Glossary

This glossary defines many of the common terms used throughout the TrackTik User Manuals. Use it as a reference and to navigate the manual. Refer back to it often as you learn about BackOffice Suite features and best practices.

Live Schedule: From the Live Schedule, you can get an overview of shifts across your organization. Create new shifts, view and approve shifts, assign guards, distribute schedules, and more.

Lone Worker: With TrackTik's Lone Worker feature, you can ensure the safety of guards who work alone by scheduling regular check-in calls.

BYOD: This stands for Bring Your Own Device. It allows guards to use their own mobile devices to perform actions for which they would usually use site or zone licenses. Generate a department license, and you can use department licenses to clock in for and work shifts anywhere the guard is scheduled.

Split Shift: A shift is divided between more than one guard. One example of when you might split a shift is when a guard goes requires an absence halfway through a shift, and a different guard is selected to work the rest of the shift. It can split from within a shift tile on a schedule or the Live Schedule in the BackOffice.

Shift Notes: Shift Notes can be either system or user-generated. They can be viewed and added from within shift tiles and under Schedules and Attendance under Shift Notes. Some examples of system-generated shift notes include time approval, changing a guard or setting a shift to vacant, and manual shift acknowledgments.

Vacant Shifts: Shifts to which no guard is assigned.

Batch Time Clock: A schedules and attendance feature where you can remotely clock in and clock out employees.

Unconfirmed Shifts: Shifts of which guards have been notified but which they have not confirmed via email.

Proposal Queue: A schedules and attendance feature allowing administrators to punch guards in and out for their shifts.

Unplanned Shifts: Shifts that you worked but that did not appear on a schedule.

System Exceptions: System-generated tickets that are created when unplanned events occur. Examples of events that create system exceptions include late lone worker check-ins, GPS disabled on a device and uncovered shifts.

IVR: An abbreviation for interactive voice response. This TrackTik Scheduling feature allows you to select a number guards can call to clock in and out, take breaks, and transfer to a supervisor.

Attendance Watch: A TrackTik Scheduling and Attendance feature allows you to track, in real-time, late shifts, shifts in progress, lone worker check-ins, and shift-related system exceptions.

Payrun: A way to generate payroll-ready data in TrackTik. Each payrun will be processed according to a given pay schedule, overtime and holiday rules, and other parameters that you set.

Contract: The basis from which you may invoice your clients. Each contract is set up at a site and can be used to bill for patrols, dispatches, hourly services, and/or for recurrent fixed charges.

Bill Items: Items that you place on contracts and invoices. They represent the services for which you bill your customers.

Payment: When your customer pays their invoice, you can enter the amount as payment. Receivables are reduced when a payment is entered.

Credit Note: A negative invoice that is used to cancel or partially credit an invoice. You may enter credit notes against invoices directly or ad hoc.

Batch: Preparing invoices in a batch is a way to prepare multiple invoices simultaneously, saving you time.


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