WORKLINX MOBILE MANUAL

Transcription

1 WORKLINX MOBILE MANUAL Version 5.8 Mobile This manual describes the various functionalities available within the Mobile version of WorkLinx. All screens viewed contain information from your SmartLinx database and all changes made will be sent back to it. 7/20/2015 Page 0 of 19

2 Table of Contents 1.0 Setup and Requirements Pre-Setup Requirements App Setup WorkLinx Setup ESS User Setup Setup Logging In Logging In Access Errors Password Restoration PIN Assignment Terms and Conditions Mobile Dashboard Punches Shift Punches Break Punches Lunch Punches Training Punches Recent Punches Schedule Notifications Pay Stub Accruals Mobile Menu Request PTO Settings Profile Information Log Out Page 1 of 19

3 1.0 Setup and Requirements 1.1 Pre-Setup Requirements In order to make use of the WorkLinx Mobile application on your device, there are a few minimum requirements from a contract perspective that must be taken into account. First, your organization s database must be in an environment hosted by VCPI. Self-hosted clients will need to be migrated to VCPI in order to take advantage of the application or wait until a future update of the application that can be hosted remotely. Mobile takes advantage of the benefits of the Employee Self Service (ESS) module and expands upon them. Many of the functions within it are directly related to those that you will find in ESS and therefore your organization must also have purchased the SmartLinx Employee Self Service module in order to take advantage of Mobile. 1.2 App Setup Figure 1 - WorkLinx Mobile Icon The Mobile app is a small application that is easily downloaded from Google Play or the Apple App Store. This download is Free, though your organization will have to have purchased licenses from SmartLinx in order to make use of it. 1.3 WorkLinx Setup Once you have downloaded the Mobile app and your organization has received its license agreement from SmartLinx, you are ready to setup your employees to enter the world of WorkLinx Mobile. There are two steps that are required in order to give your users proper access to the application. First, ESS Accounts must be setup for each employee, if not already completed. The second step is to setup addresses for each user ESS User Setup To setup an employee or group of employees in the Employee Self Service module, you will need to go to the Employees screen in one of the main applications (SO, TA, BA or HR), accessible from the View Menu or by clicking the Figure 2 - Employees Screen Employees icon. As usual, always make sure you are at the appropriate company level in the Org Pane. Once you ve reached the Employees screen, click on the Active Employee Count, as indicated in Figure 13. Page 2 of 19

4 Within the Active Employees screen, use the dropdown in the top right to select the Create ESS Accounts option. Figure 3 - Active Employees Screen Figure 4 - ESS Accounts The ESS Accounts screen allows you to select which screens/rights your employees should have access to as well as which employees will be able to access the module. To create accounts: 4 1. Select the type of default password 2. Select the screens that should be active 3. Check off functions that should be active 4. Check off each employee you wish to give an ESS account to 5. Click the Create ESS Accounts button 5 All checked employees will now have accounts that can be accessed using their Badge ID and the default password you selected in step Setup Finally, addresses will need to be setup for each user. This can be accomplished from the Employee Record screen by clicking on the employee s name on most screens within WorkLinx, including the Employees screen shown above. Once in the Employee s Record, click on the tab. Within the Contacts tab, enter the employee s address into the field named 1. This will allow them to reset their password themselves, without contacting Administration or IT. Figure 5 - Fields (Employee Record - Contacts Tab) Page 3 of 19

5 2.0 Logging In Once all of the preliminary work, such as creating user accounts, has been completed the employees should be able to log into the Mobile application. When first logging into the application, the SmartLinx splash screen should display as seen in the accompanying figure. After a moment, the splash screen will be replaced by the Login screen. Figure 7 - Mobile Splash Screen Figure 6 - Mobile ESS Icon 2.1 Logging In The Login Screen requires three pieces of information be entered into the BadgeID and Password fields in order to log you in properly. These include: your Badge ID, o followed by your company s Alias (i.e. kdrake@slx), and your Password. Once you have entered all three pieces of credentials into the BadgeID and Password fields, click on the button to continue. Figure 8 - Login Screen Page 4 of 19

6 2.1.1 Access Errors If you type in an incorrect BadgeID or Password, an error message will appear below the Password field stating Invalid Credentials. User cannot be Authenticated. Please attempt to reenter the information correctly. If you are unable to login with what you believe to be the correct credentials after multiple attempts, click on the Forgot account details? link below the error. Figure 9 - Login Password Restoration Any user that has forgotten their password can have it reset by entering their BadgeID and Address into the screen that displays. It is important to note that this address must be identical to the one stored in the employee s Personnel Record. Those who have access to change personnel information within the ESS module can update their address as needed. Once both fields have been populated, click on the Restore button. A message will also appear indicating that an automated will be sent to the provided address with your password reset information. Figure 11 - Restore Forgotten Password Figure 10 - Password Reset Warning Page 5 of 19

7 Figure 12 - Sample Password Reset The sent will include a temporary password for the WorkLinx Mobile application. You should use this temporary password to attempt to login to the system. Once successfully logged in, Mobile will ask you to create a new password for your account. Type in a new password, which only you would know, into both the New Password field and the Confirm New Password field. Click the button. A warning message will appear indicating that your password has been changed. From this point forward, you will use this new password to login to Mobile. Figure 13 - Create New Password Please note this process will also change your ESS password. Figure 14 - New Password Message Page 6 of 19

8 2.2 PIN Assignment If this is the employee s first attempt to login to the application, they will be required to create a Personal Identification Number (PIN). The PIN allows the application to retain its security while allowing users to quickly log back into the app. Enter your preferred four digit PIN number into both the Create you PIN and Repeat your PIN fields and click the Go button. Please note you should use a different PIN than the one you use to unlock your phone. From this point forward, anytime you have left the application for a short time you will be asked to enter your PIN instead of your BadgeID and Password. Figure 15 - Create you PIN Beneath the PIN field, a message will display how many attempts you have to enter the correct PIN before the application locks you out. Figure 16 - Enter your PIN If you wish to change your PIN at any point, you can click on the Reset PIN link underneath the Attempts message. Clicking on the link will cause a message to pop up asking whether you would like to reset your PIN. Click the OK button to do so. This will log you out of the application and force you to login with your BadgeID and Password. Once logged back in, the PIN Creation screen will reappear and allow you to create a new PIN. Figure 17 - Reset PIN Message Page 7 of 19

9 2.3 Terms and Conditions The final step of the initial login to the application is to accept the Terms of Service agreement (TOS). This contains legalese that defines the policies and conditions for using the application and is required by any software you download. The Privacy Policy is also available by clicking on the tab labeled Privacy Policy. Click on the Accept button to continue into the application and begin your Mobile journey. Figure 18 - Terms of Service 3.0 Mobile Dashboard The Dashboard screen is effectively the Home screen of the application. From within its walls you can access all of the major functions of Mobile as well as the Mobile Menu structure. All screens available will be adjusted to the functionality that your organization has access to. 3.1 Punches The first option on the Dashboard is Punches, indicated by the icon. The Punches button displays both the type and the date/time of the last punch made. Clicking on the Punches button will open up the Punches screen and allow you to Punch IN or OUT for up to four different types of punches. Please note, punch types are configured by client and only applicable types will show within Mobile. Whenever a punch type is in use, such as the employee is clocked IN for the day or OUT to lunch, the section will list the appropriate IN or OUT punch until expanded. Figure 19 - Dashboard Figure 20 - Shift Punch Section (Minimized) Page 8 of 19

10 3.1.1 Shift Punches Shift punches allow you to clock IN or OUT for the day. At the top of the Shift section, your scheduled shift for the day will appear. If no shift is currently scheduled, it will be listed as Not Available. To clock IN, click on the button. This will cause the text above the buttons to display at what time you clocked in for your shift. A timer will also display below the button to let you know how long you have been clocked in for. The Shift section will turn blue when clocked in for your shift. To complete your shift, click on the button. Figure 22 - Shift Punches Section Figure 21 - Shift Punches (with Timer) Break Punches The Break Punches section allows you to clock OUT to break or back IN from break, by using the provided buttons. When out to break, the Break Punches section will display in orange. Figure 24 - Break Punches Section Figure 23 - Break Punches (OUT to Break) Page 9 of 19

11 3.1.3 Lunch Punches The Lunch Punches section works similarly to the Break Punches section. It allows you to clock OUT to lunch or back IN from lunch, by using the provided buttons. When out to lunch, the Lunch Punches section will display in orange. Figure 25 - Lunch Punches Section Figure 26 - Lunch Punches (OUT to Lunch) Training Punches The final punches section is for Training Punches. This section allows those clients who have the Training Punch functionality enabled to punch for training sessions or in-service purposes. The Training Punches section works similarly to the Break Punches section. It allows you to clock OUT to training or back IN from training, by using the provided buttons. When out to train, the Training Punches section will display in orange. Figure 27 - Training Punches Section Page 10 of 19

12 3.1.5 Recent Punches The Recent Punches screen allows you to see all punches that you have made within WorkLinx. This encompasses ALL punches, whether initiated at the time clock, ESS, or from a mobile location. Punches are broken apart by date and anytime a missing punch is present, the screen will show the missing punch in red text. Figure 29 - Missing OUT Punch Example 3.2 Schedule Figure 28 - Recent Punches Screen The Schedule screen allows an employee to view their schedule as setup in Schedule Optimizer. There are three different ways in which to view it, including Daily, Weekly and Monthly formats. The less days showing, the more information that is available for the schedule. Figure 32 - Daily Schedule Figure 31 - Weekly Schedule Figure 30 - Monthly Schedule Page 11 of 19

13 No matter which view you use to see the schedule, they maintain a coordinated color scheme that allows you to see what type of time is on the schedule. Clicking on the Settings button in the top right corner of the screen will allow you to select which schedule types display as well as function as a legend to define the different types. The types available are dependent on your configuration. Shift Normal scheduled shift time Holiday Defined company holiday Training Defined training time Pay Date Date of pay based on Web Payroll configuration Company Event Various event dates configured by the Solutions Delivery team Figure 33 - Schedule Settings 3.3 Notifications The Notifications screen allows you to see any important notices that the Mobile app has for you. Notifications can include events such as: License Expiration Displays when your license is going to expire in 30 days Scheduled for Training Displays when you have a Training shift Scheduled Shift Shows your next scheduled shift Figure 34 - Notifications Screen Mobile can also send out Push Notifications. A Push Notification is a message that displays both as a window within the application that requires acknowledgement when you log into the app and in your phones Notification screen outside of Mobile. This means that even if you re not currently within Mobile ESS, you will be proactively notified of important WorkLinx events. Figure 35 Push Notice (Popup) Figure 36 - Push Notice (Android) Page 12 of 19

14 3.4 Pay Stub The Paystub screen gives you pay check summary information based on the period selected in the dropdown at the top, if your organization uses the WorkLinx Payroll module. The dropdown will display up to ten pay periods into the past. There are three sections to the Paystubs screen. The first is Employee Info. By clicking on the button, you will be able to view the stub s basic information such as employee number and pay period dates. The second button,, allows you to view payroll information from the currently selected paycheck stub. Figure 37 - Paystubs (Employee Info) Figure 38 - Paystubs (This Period) The final section, Year to Date, will display calculated totals for the entire year based on the stub date selected from the dropdown by clicking on the button. Figure 39 - Paystubs (Year to Date) Page 13 of 19

15 To see an expanded breakout of the paycheck stub, turn your mobile device from a vertical position (Portrait) to a horizontal position (Landscape). The Paystubs screen will automatically adjust to a more user-friendly landscape format. Figure 40 - Paystubs (Landscape View) 3.5 Accruals The Accruals screen will display the employee s remaining accrued and used balances. Values are accurate based on your system s setup but no older than the beginning of the current payroll cycle. Each accrual type (vacation, sick, etc.) will be displayed in its own area with up to three graphical indicators: Gray Indicates the total number of accrued hours Orange Indicates the total number of used hours Blue Indicates the total number of remaining hours Red Indicates that more hours have been used than have been accrued. If this indicator shows, the accrual type will be negative until enough hours have been accrued to make up the difference. A value is displayed above or below each bar graph section indicating the number of hours for each category (accrued, used, etc.) in the same color as the bar segment. Figure 41 - Accruals Screen Page 14 of 19

16 4.0 Mobile Menu The Mobile Menu will allow you to quickly access all screens available within the application, including those on the Dashboard. To access it, click on the button available at the top of every screen once logged in. 4.1 Request PTO The Request PTO screen allows you to put in a request for time off that is sent to your supervisor for approval. Figure 42 - Mobile Menu To start, use the date and time selectors to select both a From and To date for the PTO period you wish to request off. Next use the Reason dropdown to select the type of absence you would like to request and then use the Submit To dropdown to select the supervisor you wish to send the request to. Figure 43 - Request PTO Screen Use the Add Note link under the dropdowns if you wish to provide any supporting information for your time off request. Finally, click on the button. Figure 44 - Add Comment (Request PTO) Page 15 of 19

17 This will bring up a list of all scheduled days or potentially scheduled days for the requested period. Potentially scheduled days are based on the employee s rotation. The employee will work these days according to their rotation but the scheduling period has not yet been generated. Review the information and click on the button to complete the request. Figure 45 - Show All PTO Requests There is also a Show all PTO Requests link near the bottom of the PTO Request screen. This will display a list of all submitted requests as well as their approval status. Any request that is still pending approval can be deleted by clicking on the turning it into a circle to the right of the request, check and then clicking on the button. Figure 47 - All PTO Requests Screen Figure 46 - All PTO Requests (Delete) Page 16 of 19

18 4.2 Settings The Settings screen allows you to control which Notifications show up both in the Mobile ESS application and as Push Notifications. Use the If the slider is to the left, it is turned off. sliders to change the settings. The first option, Push Notifications, adjusts the ability for Mobile to send notifications to the phone itself and as pop-up messages. Figure 48 - Settings Screen The remaining options adjust the individual notification types that will appear on the Notification screen, such as: PTO Request Status Request has been approved or denied License Expiration License will expire in 30 days License Expired License has expired Shift Start Next shift start time Paystub New Paystub is available for viewing Vacation Start Next vacation shift start time Schedule for Training Next training shift start time Lateness Scheduled shift has started and no IN punch has been recorded. 4.3 Profile The Profile screen allows you to view all personnel information that is contained within the Mobile application. Figure 49 - Profile Screen Page 17 of 19

19 4.4 Information The Information screen allows you to view key information about the Mobile application, such as the Terms of Service agreement. The About Us screen provides contact information for SmartLinx as well as the application version of Mobile. Clicking on the links will allow you to contact SmartLinx directly via phone or , or take you to the SmartLinx website. Figure 50 - Information Screen Figure 51 - About Us Screen The Privacy Policy screen describes SmartLinx solutions policies regarding information contained within the WorkLinx applications. Figure 52 - Privacy Policy Screen The Terms & Conditions screen describes the situations in which Mobile ESS may be used as well as your legal obligations while using the software. Figure 53 - Terms & Conditions Screen Page 18 of 19

20 4.5 Log Out The final option in the Mobile Menu is Log Out. Selecting this option will display a window within the application asking you to confirm your wish to log out. Click on the button to complete the action. Please note, if you log out of the application then you will need to log back in using full credentials not the created PIN. Figure 54 - Log Out Window Page 19 of 19