Time Xpress
December 2017
Version 8.0.5
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Table of Contents
1. Overview
2. Existing clients
3. New Clients
4. User Guide
4.1. Log In for Supervisors/Managers
4.1.1. Changing the Language
4.1.2. Forgot Password
4.2. Profile
4.3. Control Center
4.3.1. Grid View explained
4.3.1.1. e-Clock Action
4.3.1.2. Modify Schedule
4.3.1.2.1. Find Replacement
4.3.2. Map View explained
4.3.3. Fast Check-In/Out
4.4. Filters
4.5. Messages
4.6. Auto Match
4.6.1. Screen layouts
4.6.1.1. Attendance view
4.6.1.2. Shift view
4.6.2. Functions
4.6.3. Examples and workflows
4.6.3.1. Employee checks in twice - start of shift and end of shift
4.6.3.2. Employee checks in twice at start of shift
4.6.3.3. Employee forgets to check out
4.6.3.4. Employee checks out twice
4.6.3.5. Employee forgets to check in and out entirely
4.6.3.6. Employee creates an unscheduled shift

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Time Xpress is a supervisor portal giving them the ability to manage employees while away from the office. It provides supervisors with a suite of tools for workforce time collection, attendance monitoring and communicating with team members, all in real-time. It is available in both a web and mobile version.
Time Xpress provides a variety of features including:

• ways to manage time collected from multiple sources including timesheets, web apps, and physical devices.
• Automation of time clock data by allowing for importing from a physical device and matching these records automatically (where possible). Where an automatic match is not possible, an exception will be provided, which can be reviewed and actioned by the manager.
• Managers can also quickly be notified if people don't show up or are late (notifications). This helps the company find out before their customer contacts the manager informing them that their hired help has not shown up. Ability to chat (communicate) between managers and other team members. For example, an employee can communicate with their manager if they are running late. If an employee cannot make their scheduled shift, it also allows the manager to find a replacement quickly and add them to a shift.

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Contact support to confirm you are licensed for Time Xpress.

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Each client will be assigned a Client ID. This will be detailed in the Welcome E-Mail sent by the Celayix Customer Success team. If you do not know your Client ID, please contact Celayix.
If licensed, the username and password for this application will also be contained within the Welcome Email.
Time Xpress




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Overview

Time Xpress is a supervisor portal giving them the ability to manage employees while away from the office. It provides supervisors with a suite of tools for workforce time collection, attendance monitoring and communicating with team members, all in real-time. It is available in both a web and mobile version.
Time Xpress provides a variety of features including:

• ways to manage time collected from multiple sources including timesheets, web apps, and physical devices.
• Automation of time clock data by allowing for importing from a physical device and matching these records automatically (where possible). Where an automatic match is not possible, an exception will be provided, which can be reviewed and actioned by the manager.
• Managers can also quickly be notified if people don't show up or are late (notifications). This helps the company find out before their customer contacts the manager informing them that their hired help has not shown up. Ability to chat (communicate) between managers and other team members. For example, an employee can communicate with their manager if they are running late. If an employee cannot make their scheduled shift, it also allows the manager to find a replacement quickly and add them to a shift.

The mobile app is available as a free download from the Google Play Store and the Apple iTunes App Store (search for 'Celayix Time Xpress'). The app is intended for a tablet, not a phone.

The browser version can be reached by going to: https://login.celayix.com

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• Enter Client ID (1), Username (2) and Password (3) in the respective fields and click Login (4)
• Click on the image 'eyeball' (5) to view what has been entered in the password field
• To save the user credentials, check the checkbox (6) Stay logged in

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Find Replacement

• Select the Shift you would like to replace from the Grid view and then select Find Replacement which can be found under the Modify Schedule button as described in 4.2.1.2.
• The page below will display with a list of employees (1) who are eligible replacements for the shift. Filters can be applied if desired (2) to narrow down the results. When you have identified the employee who will replace the existing employee, check the box next to that employee (3) then click on the Update Shifts button (4). This will update the shift and return you back to the Grid view displaying the change.

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Map View explained

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• This Feature can be switched on/off and is generally used for big events as a fast way to Check staff in and out
• Click on the Fast Check-In/Out button from either the Grid or Map view and the page below will display

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Filters

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• When a message is received a bubble will appear next to the Messages icon which will contain a number corresponding to how many messages are waiting to be viewed.
• Click on the icon and scroll down the list of employees until you see a bubble next to the person's name

• Click on the name to view the message

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Auto Match

The auto match area of Time Xpress is for working with Attendance records from time clocks. When auto match is in effect, check-ins and check-outs from time clocks are automatically applied to the scheduled shifts. Auto matching is an automated form of the time import capability of the eTime Xpress program. Auto match, when combined with auto import, minimizes the amount of time that is required to apply ins and outs to the schedule. Together, auto import and auto match allow you to see time clock activity in near real-time. Certain employee behavior may trigger alerts to be issued to managers and supervisors, at which time the Auto Match module can be used to review and adjust check in and out as appropriate. 
 Use the auto match icon at the top left of the Time Xpress screen.

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Screen layouts

There are two types of records: attendance records and shift records. Attendance records are the individual Check-Ins and Check-Outs. Shift records are the shifts from the Visual Scheduler and Time and Attendance areas of eTime Xpress.
The screen is divided in two. You can put attendance records at the top and shift records at the bottom, or vice versa. Flip between the two using the flip button at the top right of the screen: 
You select (put a checkmark on) a record in the top half of the screen, and then you are shown the associated records at the bottom of the screen.

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Attendance view

Below: with the check-in for employee 4 selected at the top of the screen, the associated shift is shown at the bottom of the screen.

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Shift view

Below: with the shift for employee 3 selected at the top of the screen, the associated attendance records are shown at the bottom of the screen.

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Functions

By highlighting attendance records and shifts, you can change how they are matched to each other. For example, Items that are matched can be unmatched, and items that are not matched can be matched.
   The system will attempt to match the selected attendance records with their relevant shifts. It will make the best match based on the employee, the time of the attendance record, and the type of record, and in vs out.
   Match the selected attendance records with the selected shift record manually.
   The selected attendance or shift records will be unmatched from the associated shift or attendance records.
   The selected attendance record will be set so that it will no longer be considered during any matching operations. E.g. if the employee checked-in twice for the same shift. This is the logical equivalent of deleting an attendance record. You can hide or show Ignored shifts by using the Types filter at the top of the Attendance view.
   The selected Ignored record will be set back to regular (not ignored).
   You can add, update, and remove shifts from the schedule.
   Check a shift in or out, remove the check-in or out from a shift, or update a shift's meal breaks. This is typically used to correct errors made by the employee. E.g., if the employee checks-in at the start of the shift, and then accidentally presses the check-in button instead of the check-out button at the end of the shift, then the second check-in needs to be ignored, and the shift needs to be checked-out manually using the check-out action.

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Examples and workflows

There are some situations and circumstances where auto matching may not be effective and that require manual action.

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Employee checks in twice - start of shift and end of shift

The employee checks in at the start of the shift, and then at the end of the shift mistakenly checks in again instead of checking out. This happens when the employee presses the wrong button on the time clock. Auto match will have matched the first check in to the start of the shift, but will not know what to do with the second check in. Set the extra Check to be Ignored by using the Ignore button, and then add a Clock Out by using the eClock Actions button.

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Employee checks in twice at start of shift 

The employee checks in more than once at the start of the shift. This might happen if the employee is unsure of having checked in, and so checks in a second time. Auto match will have matched the first check in to the start of the shift, but will not know what to do with the second check in. If the first check in is the correct one then ignore the second check in. However, if the second check in is the correct one, then Unmatch the first check in from the shift, set it to Ignore, and then Match (or Auto match) the second check in to the shift.

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Employee forgets to check out 

The employee checks in as expected but does not check out. Add a check out by using the eClock Actions button. 

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Employee checks out twice

The employee checks out more than once at the end of the shift. This might happen if the employee is unsure of having checked out, and so checks or a second time. Or it might be that after having checked out the employee is required to continue work a while longer and then checks out again at the end of the longer shift. Auto match will have matched the first check out to the end of the shift, but will not know what to do with the second check out. If the first check out is the correct one then Ignore the second check out. However, if the second check out is the correct one, then Unmatch the first check out from the shift, set it to Ignore, and then Match (or Auto match) the second check out to the shift.

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Employee forgets to check in and out entirely

If the employee worked but did not record neither the In nor the Out at the time clock, then either a new shift must be added to the schedule, or a pre-scheduled shift must be set to Worked. In the case where the employee was not scheduled, use the Modify Schedule button to add a shift. In the case where the employee was scheduled, use the eClock Actions button to check-in and check-out the shift.

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Employee creates an unscheduled shift

An unscheduled shift can be created for a number of reasons. Most commonly it is because the employee checked in when there was no shift on the schedule. In this case the unscheduled shift needs to be updated to have the correct information applied. Other times an unscheduled shift is created because the employee checked in too early or too late to match the scheduled shift. You can Update the scheduled shift and then Delete the unscheduled shift, or vice versa. In general it is not correct to have two shifts for the same employee at the same time; this can result in incorrect payment to the employee or incorrect billing to the client.