To add a user to Advanced Time and Attendance (ATA) in HR so they can clock in and out using the HR Timeclock, you must first make sure that their email is linked to the employee.
First, verify that an email address is listed for them.
Navigate to your HR Dashboard and find your employee and select the employee to lock into their file.
Click the Employee Tile and select Employee Summary from the Employee Maintenance drop-down menu.
Click on the Employee ID.
Check under contact Info/Email to make sure that an email address is listed for the employee. If not, you need to add an email address and then save your changes.
When your changes have been saved, it will take you back to the Employee Summary again, click on Emp ID to open the Summary again.
If an email is already listed, you can proceed to the next step.
Scroll down to Links to see if an email address has been linked to this employee. If not, click in the select existing user box, start typing the email address, if the email address appears, select the email, and click on Link User.
Because this employee already has roles assigned, the roles will appear after you click on Link User.
Click on Save Changes at the bottom of the page.
Quick User Add
If the user email does not come up, you need to complete the Quick User Add. Enter the email address under Username and select Yes to Send Welcome Email (this will send an email link to the employee to complete their password for self-service). Click on the dropdown arrow under Assign a Role to assign the role this employee should have.
Add the ESS SSO Username, (the employee ID) and click on Add User.
A Welcome email will be sent to the employee which will prompt them to complete their password change and log in.
You will receive a reminder to Link the new user to this employee.
After the user has been linked you will see the Username (email) and the role that you assigned.
Scroll down to Integration/IDHRP TIME and click on the Default Profile dropdown arrow to see and select the correct profile for this employee.
Click on the ‘Sync Employee to ID HRP Time’ button.
Click on Save Changes.
Grant Advanced Time and Attendance Access to Existing Employee
If your employee already has access to HR, (not using the Quick Add) but needs access to Advanced Time & Attendance, (ATA) go to your HR Dashboard, click on the HR Admin tab and scroll down until you see Time Clock and click on User Credentials.
Click on the ‘+New’ button.
The ‘Time Clock Credential: New Record’ window will open. Click on the employee’s name from the drop down menu under ‘Company’ in the Company/User section.
After selecting the employee, The ‘Linked Employee’ will be populated to the right. You need to add the ‘SSO Username’ if it doesn’t populate and click save changes.
If the employee is an ATA Admin, ATA Manager, or ATA Supervisor, their role in ATA also needs to be added to the ‘Admin User’ in HR under Time Clock Credentials. The ATA role will control their level of access.
Once you have added the ‘Admin User’ roll to the employee, they will be able to see and access the ‘Time’ tab at the top of the HR Dashboard.
Now you will see the employee you added under ‘Time Clock Credentials’.