Glossary of terms for Back Office Suite

This glossary defines many standard terms used throughout the TrackTik Help Center. Refer to it 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 mobile devices to perform actions for which they 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. You can view and add notes from within shift tiles or under Schedules and Attendance under Shift Notes. Some 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 schedule and attendance feature where you can remotely clock employees in and 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 on 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. Payruns are processed according to a given pay schedule, overtime and holiday rules, and other parameters 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 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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