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This guide applies to R814 and R900 of Celayix, except for section 10. For R900, section 10 is replaced by User access.

The Administrator Guide will instruct you on how to setup and configure eTime Xpress.



eTime Xpress
Administrator Guide

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Table of Contents

Table of Contents

1. Administrator Overview

This document will discuss how to use the various features found within the Administrator area of eTime Xpress. You may wish to review the other topical user guides prior to reading the Administrator User Guide in order to understand the various features available in eTime Xpress. The Administrator Guide can then be used as a reference source to setup only those features that your organization needs.
Note: To configure features outlined in this guide you will need to log-on with a user account having administrator rights.

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1.1. eTime Xpress Data Hierarchy

eTime Xpress is highly flexible and can match the scheduling needs of most organizations. However, in order to configure eTime Xpress for your scheduling needs, you will need to understand how it organizes data.
Below is a data hierarchy diagram of eTime Xpress with relevant definitions of how various objects are used in the application. This user guide deals with the setup and configuration of the Company and Branch objects.
eTime Xpress Data Hierarchy
Note: The terms Company, Branch, Customer, Site, Employee and Service are customizable to match the terminology used by your organization. You will learn how to change these labels later in this guide.

Company. The Company object is the top level organizational unit in eTime Xpress - all organizational units below Company are unique to the Company (i.e. Branch, Customer, Site, Employee and Service). eTime Xpress must have a Company defined to operate - one is created on installation called Default Company.
Branch. The Branch object is a sub-unit within a Company. Generally, branches are broken out in terms of common business rules for Customer, Site and Employee groupings. You should avoid creating unnecessary Branch groupings as Employees can only be scheduled within their home Branch (i.e. cross-Branch scheduling is not allowed). eTime Xpress must have a Branch defined in order to operate - one is created on installation called Default Branch.
Customer. The Customer object is a sub-unit within a branch. It is the 'where' to which an Employee is scheduled.
Site. The Site object is a sub-unit within a Customer. It provides further detail about the 'where' to which an Employee is scheduled. For example, instead of simply tracking the Customer (e.g. building) for a shift you can have the additional detail available by using a Customer/Site object relationship (e.g. building/main lobby).
Employee. The Employee object is a sub-unit within a Branch. It is the 'who', the person or the object you are scheduling.
Service. The Service object is a sub-unit within a Branch. It is the 'what', or the action to be performed by an Employee.
Shift. A Shift is comprised of the following objects: date, time, Break, Customer, Site, Employee and Service.
Now that you understand the purpose of each data object, you should map how you are going to apply them in your organization. For more complex configurations, your product specialist will guide you through the setup process during your training and configuration sessions.
Note: The rest of this user guide will reference the default labels. If you are planning on customizing your labels please make a note of what the original and new names are so you can still work along with the examples provided in this guide.

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To access the Company screen, go to the Main Menu of eTime Xpress and click Configuration > Company/Branch. The Company Main screen should appear as shown in the figure below.
Company Main Screen

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2.1. Rename Default Company

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If you no longer want to use Company, you can update the status of the Company to Inactive or Void in the Company Main screen. If the Company status is set to Inactive or Void, you will not be able to add new records in the Company.

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2.5. Company References

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Note: To rename the numeric labels (i.e. 1, 2, 3…) in the Company References window, go to the eTime Xpress Main screen and click Configuration > Codes Maintenance. From the Codes Maintenance screen, select 'External Company Ref.' and then add a new Code with a matching number and description. The number in the Code field is the numeric label you want to replace and the description is the new label.

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2.6. Company Settings

Company Settings controls the process of assigning IDs, rounding rules and other Company related settings. The default Company Settings are shown in the figure below.
Company Settings

Note: If the Automatic ID Assignment is set to 'Yes', IDs will be auto-assigned to records when importing Employees, Customers and Sites.

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3. Branch Overview

To access the Branch screen, go to the Main Menu of eTime Xpress and click Configuration > Company/Branch > Branch Tab. The Branch Main screen should appear as shown in the figure below.
Branch Main Screen

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3.1. Rename Default Branch

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If you no longer want to use a Branch, you can update the status of the Branch to Inactive or Void in the Branch Main screen. If the Branch status is set to Inactive or Void, you will not be able to add new records in the Branch.

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3.5. Branch References

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Note: To rename the numeric labels (i.e. 1, 2, 3…) in the Branch References window, go to the eTime Xpress Main screen and click Configuration > Codes Maintenance. From the Codes Maintenance screen, select 'External Branch Ref.' and then add a new Code with a matching number and description. The number in the Code field is the numeric label you want to replace and the description is the new label.

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3.6.1. Branch Bill Rates

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The Effective Date allows you to define current and future Bill Rates. When calculating billing, eTime Xpress will apply the Bill Rate in effect on the date of the shift.
Note: If shifts were created prior to defining Bill Rates or you are updating an existing Bill Rate, you will be asked whether you want to apply the new Bill Rate to existing shifts. Selecting 'Yes' will recalculate your billing information with the new rate, where as selecting 'No' will apply the new rate only to newly created shifts.

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3.6.2. Branch Combination Bill Rates

Branch Combination Bill Rates allow you to view and administer All combination bill rates defined in a branch. Customer, Site, Employee and Service values may be a combination of specific or wild card values.
From the Main Menu, click Configuration > Company/Branch > Branch Combination Bill Rates. The Branch Combination Bill Rates screen should appear as shown in the figure below.

Branch Combination Bill Rates Screen

To Add ( ), Update ( ), or Delete ( ) a Combination Bill Rate, click the corresponding buttons in the toolbar. When entering a new Bill Rate you can define the Customer, Site, Employee, Service, Effective Date and the applicable bill rates by hour's type (standard, overtime, double overtime, statutory and other). You may define 'All' for Customer, Sites and Employees by entering '0' and 'All' for Services by entering '*'.
The Effective Date allows you to define current and future Bill Rates. When calculating billing, eTime Xpress will apply the Bill Rate in effect on the date of the shift.
Viewing Combination Bill Rates

1. Specify the applicable filters for the rate records you want to view.

1. Click the Refresh button ( ).

Combination Bill Rate Tie Break/Priority Rules
Combination bill rates allow you to assign a bill rate based on a shift's customer, site, employee and service values. Those values may be defined as specific or wild card values. As a result, more than one combination bill rate may apply to a shift requiring prioritization rules as tie breakers.
The following tie break rules are applied in the following priority order when selecting between bill rates that are valid on the same shift:

√ = Specific Value
All = Wild Card value
Example:
A basic scenario of 2 combination bill rates applying to the same shift would be as follows:

If Joe Doe is scheduled to perform On Call duties that shift satisfies the criteria for both combination bill rate #1 and #2.
Based on the priority table above, bill rate #1 would have priority rank of 6 while bill rate #2 would have priority rank of 11. The system would assign combination bill rate #1 of $25 to the shift.
Note: If shifts were created prior to defining Bill Rates or you are updating an existing Bill Rate, you will be asked whether you want to apply the new Bill Rate to existing shifts. Selecting 'Yes' will recalculate your billing information with the new rate, where as selecting 'No' will apply the new rate only to newly created shifts.

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3.7.1. Branch Pay Rates

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The Effective Date allows you to define current and future Pay Rates. When calculating payroll, eTime Xpress will apply the Pay Rate in effect on the date of the shift.
When entering a Branch Pay Rate, eTime Xpress automatically applies the 'Default' Pay Factors defined for the Branch. If a Pay Rate requires a custom Pay Factor that is different than the 'Default' Pay Factor, select the Pay Rate and click the Pay Factors button in the Tool Bar. The custom Pay Factors dialog should appear as shown in the figure below.

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Custom Pay Rate Factors Window
Custom Pay Factors allow you to define new Pay Rate Factors (Multipliers) or dollar amounts (Fixed Amounts) for each hour's type. Pay Rates using custom Pay Factors will be identified in the Branch Pay Rates screen as 'Custom' under the Pay Factor column.
Note: If shifts were created prior to defining Pay Rates or you are updating an existing Pay Rate, you will be asked whether you want to apply the new Pay Rate to existing shifts. Selecting 'Yes' will recalculate your payroll information with the new rate, where as selecting 'No' will apply the new rate only to newly created shifts.

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3.7.2. Branch Combination Pay Rates

Branch Combination Pay Rates allow you to view and administer All combination pay rates defined in a branch. Customer, Site, Employee and Service values may be a combination of specific or wild card values.
From the Main Menu, click Configuration > Company/Branch > Branch Combination Pay Rates. The Branch Combination Pay Rates screen should appear as shown in the figure below.

Branch Combination Pay Rates Screen

To Add ( ), Update ( ), or Delete ( ) a Combination Pay Rate, click the corresponding buttons in the toolbar. When entering a new pay rate you can define the Customer, Site, Employee, Service, Effective Date and the applicable pay rates. You may define 'All' for Customer, Sites and Employees by entering '0' and 'All' for Services by entering '*'.
The Effective Date allows you to define current and future pay rates. When calculating payroll, eTime Xpress will apply the pay rate in effect on the date of the shift.
Viewing Combination Pay Rates

1. Specify the applicable filters for the rate records you want to view.

1. Click the Refresh button ( ).

Combination Pay Rate Tie Break/Priority Rules
Combination pay rates allow you to assign a pay rate based on a shift's customer, site, employee and service values. Those values may be defined as specific or wild card values. As a result, more than one combination pay rate may apply to a shift requiring prioritization rules as tie breakers.
The following tie break rules are applied in the following priority order when selecting between pay rates that are valid on the same shift:

√ = Specific Value
All = Wild Card value
Example:
A basic scenario of 2 combination pay rates applying to the same shift would be as follows:

If Joe Doe is scheduled to perform On Call duties that shift satisfies the criteria for both combination pay rate #1 and #2.
Based on the priority table above, pay rate #1 would have priority rank of 6 while pay rate #2 would have priority rank of 11. The system would assign combination pay rate #1 of $10 to the shift.
Pay Rate Factors
When entering a Combination Pay Rate, eTime Xpress automatically applies the 'Default' Pay Factors defined for the Branch. If a Pay Rate requires a custom Pay Factor that is different than the 'Default' Pay Factor, select the Pay Rate and click the Pay Factors button in the Tool Bar. The custom Pay Factors dialog should appear as shown in the figure below.
Custom Pay Rate Factors Window
Custom Pay Factors allow you to define new pay rate factors (Multipliers) or dollar amounts (Fixed Amounts) for each hour's type. Pay Rates using custom Pay Factors will be identified in the Combination Pay Rates screen as 'Custom' under the Pay Factor column.
Note: If shifts were created prior to defining Pay Rates or you are updating an existing Pay Rate, you will be asked whether you want to apply the new Pay Rate to existing shifts. Selecting 'Yes' will recalculate your payroll information with the new rate, where as selecting 'No' will apply the new rate only to newly created shifts.

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3.8. Branch Bill/Pay Settings

The Branch Bill/Pay Settings allows you to define your baseline business rules for calculating overtime and pay factors. These rules are applied when calculating Shift Distributions for Scheduled and/or Worked shifts in a Branch.
A Shift Distribution is the breakdown of how a shift will be paid and billed. It separates the total hours of a shift into its components such as overtime, double overtime and statutory (holiday) hours.
From the Main Menu, click Configuration > Company & Branch > Bill/Pay Settings. The Branch Bill/Pay Settings Screen should appear as show in the figure below.

Branch Bill/Pay Settings with Annotations

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3.8.1. Bill/Pay Preferences

Bill/Pay Preferences allow you to define advance rules for processing bill and pay to comply with specific labor contracts or legislative requirements. From Branch Bill/Pay Settings, click the Preferences button on the Toolbar. The Preferences dialog box should appear as shown in the figure below.

Setting Hours Calculation:
The hours calculation rule sets the cutoff rule when a shift ends the following calendar day (i.e. a graveyard shift from 10pm to 6am). It is a fundamental rule needed to correctly measure the number of hours worked in a day.
The Shift Start Date option will allocate the total hours of a shift to the date when the shift started. The Calendar Date (Midnight Cutoff) option will allocate the total hours of a shift proportionately between the shift date and the next day. The difference between the hours calculation options are illustrated below based on a graveyard shift from 10pm to 6am (8 hours).

If the Calendar Date option is selected, use the "Shift Break Allocation" pull-down to define how you want to allocate break hours between the Current Day (Shift Date) and Next Day.

Advanced Rules: eTime Xpress provides additional advanced hours allocation and rate calculation options to accommodate certain labor contracts or legislative requirements. To enable an advanced rule for bill and/or pay, check-on the applicable checkbox. This allows you to Pay Employees and Bill Customers differently for the same shift.

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3.8.2. Bill/Pay Periods

Overtime is calculated when the number of hours over a period exceeds a specified threshold. If you are configuring a Weekly, Bi-weekly, Tri-weekly and/or Quad-weekly overtime rule, you are required to specify the starting point for the applicable period. To specify a Bill/Pay Period, click on the Update button under Periods and define the start date of the applicable period(s).
Note: For Bi-weekly, Tri-weekly and/or Quad-weekly periods, specify a start date corresponding to a period that starts and ends prior to your first scheduled shift. eTime Xpress will then extrapolate the start and end dates of all future periods.

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3.8.3. Pay Rate Factors

Pay rates may be grossed up by a multiple or factor based on the hours type listed below. To specify Pay Rate Factors, click on the Update button under Pay Factors and define the applicable multiple or factor.

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3.8.4. Overtime Thresholds

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From the Main Menu, click Configuration > Company & Branch > Branch Settings > Branch Rule Settings. The Branch Rule Settings screen should appear as shown in the figure below.

Rule Sub-Category Tab on Branch Rules Screen

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Rules Configuration Tab on Branch Rules Screen

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3.9.1. Hours Type Thresholds

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Specify the rule priority using the ordering controls (Move Up and Move Down buttons) to define when the rule should be run, if required. Self-Scheduling Start Time rules are processed on a 'First Match' basis (see Appendix 2 – Rule Processing).

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3.9.5. Shift Locations

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Specify the rule priority using the ordering controls (Move Up and Move Down buttons) to define when the rule should be run, if required. Shift Locations rules are processed on a 'First Match' basis (see Appendix 2 – Rule Processing).

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3.9.6. Minimum Rest Period

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Specify the rule priority using the ordering controls (Move Up and Move Down buttons) to define when the rule should be run, if required. Minimum Rest Period rules are processed on a 'First Match' basis (see Appendix 2 – Rule Processing).

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3.10. Branch Statutory Days

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1. Click the Add button ( ) on the Tool Bar - the fields in the Statutory Days browser should become active.
2. Assign the Date, Description, Bill (Yes/No), Pay (Yes/No), Employee (Yes/No) and Site (Yes/No) as shown in the figure below. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.

1. Press the Enter key to save your new Statutory Day record.

Note: For each Statutory Day, you can define how a Statutory Day rule is applied by toggling between Yes and No for Bill, Pay, Employee and Site. For example, the combination Bill (No), Pay (Yes), Employee (Yes) and Site (Yes) results in shifts being billed normally and paid as a Statutory Day.

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3.10.1 Customizing Statutory Days for Employees and Sites

The Employee (Yes/No) and Site (Yes/No) values of a Branch Statutory Day record are used as the initial 'Apply?' value in the Employee Statutory Days and Site Statutory Days screens, respectively. You can customize the Statutory Day rules for Employees and Sites by selecting which Statutory Days to 'Apply'.
To customize Employee Statutory Days:
From the Main Menu, click Employee > Employee Statutory Days. The Employee Statutory Days screen should appear as shown in the figure below.
Employee Statutory Days
Employee Statutory Days lists all of the Statutory days defined for the Branch and whether a Statutory Day applies for bill or pay purposes. To turn off a Statutory Day rule, double-click on the record - the value in the 'Apply?' column will toggle between 'yes' and 'no'.
To customize Site Statutory Days:
From the Main Menu, click Customers > Site Statutory Days. The Site Statutory Days screen should appear as shown in the figure below.
Site Statutory Days
Site Statutory Days lists all of the Statutory days defined for the Branch and whether a Statutory Day applies for bill or pay purposes. To turn off a Statutory Day rule, double-click on the record - the value in the 'Apply?' column will toggle between 'yes' and 'no'.

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3.11. Branch Daylight Saving Times

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Note: Break Thresholds can also be defined at the Employee and Site level. To select which Break Threshold rules to apply, go to Site Main screen, select the applicable Site, click the Billing Settings tab and choose the applicable rule under the Break Thresholds field.

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3.13. Branch Time Off Debit Thresholds

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Note: If the debit amount is entered as zero, the system will calculate the debit amount to be equal to the total length of the time off period. To allow for zero debit amounts, create a Time Off Debit Threshold where Time Off code = '*', minimum Time Off length = 0 and the Debit Amount = 0.

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3.14. Branch Recurring Allowances

Recurring Allowances are rules that can be created to automatically attach allowances (i.e. mileage, meals etc.) based on predefined shift criteria.
From the Main Menu, click Configuration > Company & Branch > Branch Recurring Allowances. The Branch Recurring Allowances screen should appear as shown in the figure below.
Recurring Allowances

To Add a Recurring Allowance:

1. Click the Add button ( ) on the Tool Bar - the fields under Allowance Details tab should become active.
2. Define Shift Criteria. Specify the shifts you want to apply the recurring allowance by defining the Customer, Site, Employee and Service requirements (enter '*' for All). Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.
3. Define Allowance Type. Specify the type of allowance.
4. Define Effective Date. Specify the effective and expiry date of the shift allowance. If the shift allowance does not expire then leave the expiry date blank.
5. Define Unit Calculation. Select the unit calculation rule. The unit is basis for the allowance and is multiplied by the shift pay/bill allowance rate to calculate the total allowance.

1. Define Allowance Rates. Specify pay and bill rates for the allowance.
2. Define Day Criteria. Specify the days of the week that qualify for the allowance.
3. Click the Pay Hours Filter and/or Bill Hours Filter tab to define the shift hours sum rule - you may define the hours filter to sum by specific hours types. By default, all hours types will be summed. Next, select the evaluative condition to be applied in order to qualify for the allowance - leave the 'Hours Over' or 'Hours Under' as zero if there are no hour limitations.

1. Click the Save button ( ) to save your new Recurring Allowance.

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Note: To define Allowance codes go to Administration menu > Configuration > Codes Maintenance. From the Codes Maintenance screen, select 'Shift Allowance Code' and click the Add button to create a new Allowance Code.

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3.15. Branch Accruals

Accruals allow you to configure complex formulas to automatically calculate accrual balances such as holiday, sick time and other entitlements. Please refer to the Accruals User Guide for more information.
The Accruals module in eTime Xpress requires additional licensing. If you wish to purchase the Accruals Module, please contact your Celayix Software Sales Representative.

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3.16. Branch Message Types

In the Visual Scheduler of eTime Xpress, shifts are validated against your business rules to reduce errors and to meet your scheduling objectives. The standard Business Rules validated by eTime Xpress can be found in the Branch Message Types screen.
From the Main Menu, click Configuration > Company & Branch > Branch Message Types. Branch Message Types should appear as follows:

When a validation fails, it can be classified as a Warning or Error. The proper classification of validations depends on the scheduling objectives of your organization. Generally, validations classified as Errors are limited to those business rules where zero tolerance is required.

To change whether a Failed Validation is processed as a Warning or Error:

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In the Visual Scheduler of eTime Xpress, shifts are color coded to highlight specific shift types or conditions. Shift colors can be customized to match your preferences.
The default shift color scheme is summarized in the figure below.

From the Main Menu, click Configuration > Company & Branch > Branch Colors. The Branch Colors screen should appear as shown in the figure below.
Branch Colors

Branches are configured by default to apply the Global color scheme unless a custom color scheme is defined for the Branch. If you want to modify the default color scheme of all Branches, simply update Global colors.
To Update the shift colors of a Branch:

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By default, eTime Xpress attempts to send emails using the Microsoft Outlook account active on your PC. If you wish you sent emails using a SMTP server, you may configure your SMTP settings by going to the Main Menu and clicking Configuration > Company & Branch > Branch E-mail Settings. The Branch E-mail Settings Screen should appear as shown in the figure below.
Branch E-mail Settings

Note: To configure your SMTP settings, please consult your network administrator.

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3.19. Branch Alert Settings

If you have licensed the Alert feature of Voice Xpress, you will need to specify the program to be used to send emails.
From the Main Menu, click Configuration > Company & Branch > Alert Settings. The Branch Alert E-mail Settings screen should appear as shown in the figure below.
Branch Alert Settings

Note: To configure your SMTP settings, please consult your network administrator.

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3.20. Branch Services

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eTime Xpress allows Branch Services to be imported or exported from/to a .CSV file.
From the menu bar in the Branch Services screen, click File > Import or Export. Select the Standard Format and click OK.
For more information on importing or exporting data from eTime Xpress, see the Global Features Guide.

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3.20.2. Branch Service References

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Note: To replace the labels (i.e. Reference 1, Reference 2, Reference 3…) in the Service References tab, go to the eTime Xpress Main screen and click Configuration > Codes Maintenance (requires user with Administrator rights). From the Codes Maintenance screen, select 'External Srv Ref.' and then add a new Code with a matching number and description. The number in the Code field is the numeric label you want to replace and the description is the new label.
Service reference values can be added to lookups by selecting External Srv Ref. 1-10 Lookup in Codes Maintenance and adding applicable reference values.

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3.21. Branch Locations

eTime Xpress allows you to create Branch Location types that can be assigned to shifts (i.e. cities, regions, buildings etc.). Travel times can then be defined between locations to ensure there is sufficient time left between shifts to accommodate for travel.
From the Main Menu, click Configuration > Company/Branch > Branch Codes > Branch Locations. The Branch Locations screen should appear as shown in the figure below.
Branch Location Codes with Annotations

To create Location types:

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eTime Xpress allows Branch Locations to be imported or exported from/to a .CSV file.
From the menu bar in the Branch Locations screen, click File > Import or Export. Select the Standard Format and click OK.
For more information on importing or exporting data from eTime Xpress, see the Global Features Guide.

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3.21.2. Branch Location References

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Note: To replace the labels (i.e. Reference 1, Reference 2, Reference 3…) in the Location References tab, go to the eTime Xpress Main screen and click Configuration > Codes Maintenance (requires user with Administrator rights). From the Codes Maintenance screen, select 'External Loc Ref.' and then add a new Code with a matching number and description. The number in the Code field is the numeric label you want to replace and the description is the new label.
Location reference values can be added to lookups by selecting External Loc Ref. 1-10 Lookup in Codes Maintenance and adding applicable reference values.

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3.22. Branch Time Off Codes

eTime Xpress allows you to create the Time Off types applicable to your organization (i.e. days off, maternity leave, vacation time, sick days, personal leave days etc.). Time Off statuses (i.e. pending, rejected, approved etc.) allow you to setup an authorization process for Time Off requests.
From the Main Menu, click Configuration > Company/Branch > Branch Codes > Time Off Codes. The Time Off Codes screen should appear as shown in the figure below.

Branch Time Off Codes with Annotations

To create Time Off types:

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The 'Use Rules' field determines whether the Time Sheet Status code can be posted to the Time & Attendance records. For example, Approved may have the 'Use Rules' set to 'Yes' while Draft, Submitted and Rejected may have the 'Use Rules' set to 'No'.

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3.24. Branch Shift Tag Sets

Shift Tags Sets are flags or classifications that can be attached to shifts so that they can be visually distinguished from other shifts. Shift Tag Sets allow you to customize shift colors and views of your schedule. For example, you can have a Shift Tag Set to distinguish "Indoor and Outdoor Shifts" or "Regular or Premium Shifts".
From the Main Menu, click Configuration > Company/Branch > Branch Codes > Branch Shift Tag Sets. The Branch Shift Tag Sets screen should appear as shown in the figure below.
Branch Shift Tag Sets

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3.24.1. Shift Tags versus Shift Tag Sets

A Shift Tag is a special classification associated with a shift (i.e. Indoor, Outdoor, Regular, Premium etc.). A Shift Tag Set is a grouping of one or more Shift Tags (i.e. a relevant grouping may be a Premium and Outdoor classification).
eTime Xpress allows you to attach only a single Shift Tag Set to a shift record. That is, for a shift to have multiple Shift Tags, they must be defined within the applicable Shift Tag Set.
Shift Tag Sets can be applied from the Visual Scheduler when creating and updating shifts. Both Shift Tags and Shift Tag Sets can be used to generate schedule views. See the Scheduling User Guide for more information.

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3.24.2. Add a Shift Tag

1. From the Branch Shift Tag Sets screen, click File > Shift Tag Setup from the Menu bar. The Branch Shift Tag Setup screen should appear as shown in the figure below.
2. Click the Add button ( ) and specify the Shift Tag Code, description, Status (Active) and 'Display in View Options' value. If the 'Display in View Options' is checked-on, the Shift Tag will appear in the Shift Type pull-down in the Visual Scheduler. This allows you to generate schedule view based on the Shift Tag.
3. Click the Save button ( ) to save the new Shift Tag.

Branch Shift Tag Setup

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3.24.3. Add a Shift Tag Set

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eTime Xpress allows you to set security on the Control Center to manage what dates are accessible as well as add, update and delete permissions.
From the Main Menu, click Configuration > Control Center. The Control Center Security screen should appear as shown in the figure below.
Control Center Security

To set Control Center Security for a User:

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If you select to 'Track Changes', you can review changes made through the Control Center by going to Reports > Scheduling > Control Center > Changes.

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6. Workstations (Configuring Autodialing)

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eTime Xpress allows certain objects within the application to be customized to match the terminology used by your organization.
From the Main Menu, click Configuration > Custom Labels. The Custom Labels screen should appear as shown in the figure below.
Custom Labels

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8. Employee Types

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The Visual Scheduler in eTime Xpress allows you to use seniority as a criterion when scheduling shifts - seniority may be defined according to a number of conditions.
From the Main Menu, click Configuration > Seniority. The Seniority screen should appear as shown in the figure below.
Seniority Setup

To define Seniority,

1. Decide on the seniority rules you want to apply.
2. Rank the seniority items by clicking the Update button ( ) on the Tool Bar and specifying a Sequence value. Sequence is the order in which the seniority rules should be applied. The system will try to rank Employees according to the first seniority rule and then apply successive seniority rules in tie break situations. A Sequence value of '0' will disable the seniority rule.
3. Specify the Sort Order for a seniority rule as Ascending or Descending. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.
4. Press the Enter key to save the seniority rule.

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If multiple individuals are going to be using eTime Xpress, you may want to create a user account for each person or role accessing the software. You may restrict/grant user access depending on their responsibilities and position.
From the Main Menu, click Administration > Security > User Security - the User Security screen should appear as shown in the figure below.

User Security

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10.1. Add a New User

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Note: Security restrictions may be set for users with administrator rights to hide records and modules. When a user is created with non-administrator rights, by default that user has access to all modules except for those found under Security and Configuration options. Non-administrators cannot be given access to security related modules.

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10.2. Company/Branch Access

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Note: If the user has been granted Administrator rights, the user will always have All Company and Branches displayed.

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10.3. Site Access

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Note: If the user has been granted Administrator rights, the user will always have 'Allow Access to All Sites' checked-on.

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10.4. Employee Access

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Note: If the user has been granted Administrator rights, the user will always have 'Allow Access to All Employees' checked-on.

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10.5. Menu Access (Modules and Features)

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1. From the User Security screen, select a User and click the Menu Tab – the Menu Restrictions should appear as shown in the figure below.

Restricting Menu Access

1. By default, the User will have access to all Menu items (i.e. the user has no restrictions). If the User should only have access to specific modules or functions, double-click on the Restrict column next to an item that is to be restricted until it reads 'yes'.

Items proceeded by a symbol denotes additional sub-items. To view the sub-items, double-click the symbol. You may restrict sub-items by double-clicking on the Restrict column next to a sub-item until it reads 'yes'.
Note: If all sub-items are restricted, the 'yes' value next to a symbol will be displayed as a blue font. If only specific sub-items are restricted, the 'yes' value next to a symbol will be displayed as a black font.

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10.6. Security Groups

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Note: If a conflict exists between user security and group security records for site and employee permissions, the group security definition will win. For example, if a site is defined both at the user and group security level and that site access record is deleted from the security group, the site access record will be removed from the user permissions.

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10.7. Change User Logon

If an individual has been issued multiple user logon accounts, those user logon accounts may be displayed as a grouped so that the individual can easily switch between user logon accounts. The system uses the email address field in the user account to determine which user accounts belong to the same individual.
Among other uses, multiple user accounts may used to apply record security to support specific reporting requirements.
To view and switch between user accounts, the individual may click Main Screen > File > Change User Logon.
The Change User Logon feature may be configured to automatically apply the existing password from the current user logon account, pre-populate the password or display an empty password field requiring the individual to re-enter their password when switching user accounts.
Note: This feature requires additional system configuration. If you require this feature, please contact Celayix support to have it enabled.

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11. Log Manager

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To review log records, from the toolbar on the Main screen, click Administration > Log Manager. The Log Manager should appear as shown in the figure below.

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Appendix 1 – Backing-Up and Restoring Database

As part of your general maintenance procedures of eTime Xpress, it is recommended that you regularly backup your database.
The following backup options are available:

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1. Offline Backup

The Offline Backup is the more simple backup procedure to perform but requires that the eTime Xpress database be stopped. Prior to stopping the eTime Xpress database, all users must first exit the application.

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1.1. Performing an Offline Backup

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You can also stop the database by running the following command from the command prompt: 'c:\program files\celayix\etx\dbstop.bat'.

1. 1. Copy all files under 'c:\program files\celayix' to a backup directory. After the backup is complete, it is recommended that a copy of the backup files be stored at an off-site location.
   2. Start Database. From the eTime Xpress server, click the Start button and select Program Files > Celayix > dbstart.

You can also start the database by running the following command from the command prompt: 'c:\program files\celayix\etx\dbstart.bat'.
Note: If you installed eTime Xpress in a directory other than 'c:\program files', please substitute the correct directory path in the steps above.

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1.2. Restoring from an Offline Back-up

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You can also stop the database by running the following command from the command prompt: 'c:\program files\celayix\etx\dbstop.bat'.

1. Copy all files from your backup directory to 'c:\program files\celayix'.
2. Start Database. From the eTime Xpress server, click the Start button and select Program Files > Celayix > dbstart.

You can also start the database by running the following command from the command prompt: 'c:\program files\celayix\etx\dbstart.bat'.

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2. Online Backup

The Online Backup is recommended for environments where eTime Xpress users cannot log off (i.e. 24 hours operations) and/or using Celayix Voice Xpress and Web Xpress products.
The Online Backup generates a batch file of your database and requires more time to run relative to the Offline Backup.

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2.1. Performing an Online Backup

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Enter: c:
(note: if you installed eTime Xpress in another drive path, replace 'c:' with the correct drive letter)

1. Go to the eTime Xpress directory.

Enter: cd "%celayix%etx\db"

1. Run backup command.

Enter: "%dlc%\bin\probkup" online og400 og400backup.bkp
(note: if you wish to rename the backup file, replace 'og400backup' with the desired file name)
After the backup is complete, it is recommended that a copy of the backup files be stored at an off-site location.

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2.2. Restoring from an Online Backup

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Enter: c:
(note: if you installed eTime Xpress in another drive path, replace 'c:' with the correct drive letter)

1. Go to the eTime Xpress directory.

Enter: cd "%celayix%etx\db"

1. Run restore command.

Enter: "%dlc%\bin\prorest" og400 og400backup.bkp
(note: if you rename the backup file, replace 'og400backup' with the applicable backup file name)

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Appendix 2 – Rule Processing

The manner in which business rules are processed varies by rule category.

Rule Processing Examples:

1. First Match

Rules are processed in order until a matching rule is found. The order which rules are defined will impact what results are generated.
For example,
Rule 1: Daily OT occurs after 6 hours for any shifts worked by John Doe.
Rule 2: Daily OT occurs after 8 hours for all employees.
John Doe works 9 hours.
If Rule 1 is ordered before Rule 2 then 3 hours OT is calculated.
If Rule 2 is ordered before Rule 1 then 1 hour of OT is calculated.

1. 'AND'

All rules for a rule sub-category are processed. The rule properties for all matching rules are accumulated and applied.
For example,
Rule 1: Shifts at XYZ require qualification 1.
Rule 2: Shifts worked from 12AM to 8AM require qualification 2.
A shift at XYZ from 12AM to 8AM requires qualification 1 and 2.

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Appendix 3 – User Definable Codes

The following table is a summary of the user definable codes found in eTime Xpress.

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Appendix 4 – Database Administration

This section does not apply to databases hosted on the cloud.

The following items should be reviewed by the database administrator of the application.

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1. Monitoring Database Size

Your database files should be monitored (.bi, .db, .lg, etc.) to ensure they do not exceed the design specifications of a single volume database. When any single database file exceeds 1.5 GB, the database must be setup to support multi-volumes. Exceeding the file size limit may result in data loss.
If any of your database files are approaching 1.5 GB in size, please contact Celayix support for assistance (conversion fees will apply).