Time Xpress

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

User Guide

Log In for Supervisors/Managers

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

NB: This should only be checked on a personal device/pc

Changing the Language

• Click on the label English (7) to change the language

Forgot Password

• If the user has forgotten their password, click Forget your password? (8). Enter Client ID, Username and click Reset Password.

_NB: If the user does not have an email setup in eTime this process will fail and the user will receive the following error message "Your email is not correct! Please contact your administrator at your company."_h2.Profile

• Clicking on the Icon indicated by (1) will display the menu options below

(2) Change Branch – This is where you can change the branch if your organisation has multiple branches. You will only see multiple branches if your security settings allow it which is set within eTime Xpress
(3) Update Password – Click here to change your password. The new password will be used for Time and eTime Xpress
(4) Preferences – You can change the Date Display to either MM/DD/YYYY or DD/MM/YYYYY and the Time format to either a 12 or 24 Hour Clock
(5) Give us Feedback – This allows you to email Celayix directly and provide us with any feedback concerning the application.

Control Center

Grid View explained

• This grid view is similar to the Control Center view within Visual Scheduler. In this view you have the ability to update, add, delete shifts, check employees in and out of shifts, record breaks, safety checks, and find replacements.
• The Grid view auto refreshes.

e-Clock Action

• When a record is selected the e-Clock Actions button (1) is enabled and any one of the following items shown below can be selected. When an action is performed, such as Check In, this information will be recorded in the Grid if you have chosen to display the corresponding column. For example, when Check In (3) is selected the Check In time will be added to the Actual Start Column (2)

Modify Schedule

• The Modify Schedule button is always enabled however a record must be checked for the options (Update shift, Delete shift and Find Replacement) to be enabled. The Add shift button is always enabled.

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.

Map View explained

• The Map view is a geographical representation of the shifts for that day. A bubble will be displayed at each location and the number will correspond to how many shifts are scheduled there.
• A Red bubble (1) indicates that there is an issue with one or more of the shifts and an action is required. To view the issue click on the bubble and a window will appear (2) and one or more of the labels will be red. Click on the label and the employees that are affected will be displayed.
• Check the box next to the name and perform any of the relevant actions available from the e-Clock Actions and/or Modify Schedule buttons.
• A Grey Bubble indicates that no actions are required with any of the shifts at that location.
• The map auto refreshes.

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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

Filters

• There are a number of areas within the application where a filter can be applied. To apply a filter, click on one of the options across the top of the page (1). In the example below, Customers has been selected. The filtered list of Customers is displayed (2) in the grid. Select one or more Customers by checking the box next to the Customer (2) and the results will be displayed (3). You will also notice that there is a 1 in front of the Customers (4) indicating that one option has been selected. If two customers were selected this would display a 2. This is a quick way to see if results are being filtered.
• Any criteria selected will display below the Filter headings (5). You can save a filter by clicking on the link Save Filter (6). Saved filters can be accessed and recalled by clicking on the arrow indicated by (7)

Messages

• Provides the ability for an In-app chat between Employees and Supervisor
• Click on the messages icon (1) and search for the employee you wish to message by entering their name in the search field (2)

• Select the name (3)
• Enter text in the message field (1) and click on the arrow to send the message (2)

• 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

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.

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.

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.

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.

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.

Examples and workflows

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

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.

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.

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. 

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.

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.

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.