With the Group administration application, the user can view the Time & Attendance Management results of a group of employees. It can be a specific population or employees I validate/manage. This choice depends on the rights setup on Employee Self-Service.

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A shortcut can be added to your portal.

The employees can then be selected by activating the relevant check boxes or using the filter allowing you to sort out the employees according to their surnames. Once the group of employees is selected, click on Validate to access the screen presenting:

•a dropdown menu that allows the user to select the person (among those selected previously) for whom he/she wishes to consult the results

•a menu that shows the links to the various results proposed to the user

Actions possible from the Manager workspace for employees I manage

tog_minus        Manage their clockings

You can view the attendance of employees of your population individually or in a group.

You can access it from Group administration > Attendance, then click on the employee's name or on All in the dropdown menu.

By default, the displayed viewing date is the current date. You can navigate with the icon_blue triangle lefticon_blue triangle right arrows or using the calendar.

It is possible to view and modify:

•working periods: by filling in the E1, S1, etc. boxes and then clicking on Save. When Working periods is displayed in red this indicates that they have already been modified. To return to the original working periods, click on icon_refresh .

•clockings: a click on a clocking allows you to modify it or assign an absence/business leave type then Validate. It is also possible to add or delete clockings by clicking on the person's name.

•attendance indications: if the employee has made an attendance indication, you will see the icon_attended icon. Compliance with the daily rest time and the duration of working time may also be specified. Otherwise, you can check the box(es) yourself then Validate.

tog_minus        Validate their account transfer requests

The employee can transfer an account by selecting a type of transfer. His/her manager is alerted by email to this request and may validate, modify or refuse it.

Click to enlarge or to collapse        Validating requests

To access the account transfer requests, click on Group administration > Account transfer then select All or the name of an employee in particular in the dropdown menu.

Filters can be applied to this list to show only part of it. These filters allow you to:

•Choose the status of the account transfer requests:

- The transfer requests "awaiting validation" of the users for whom he/she is the validator,

- The transfer requests that he/she has refused,

- The transfer requests that he/she has accepted.

- The transfer requests that he/she has archived.

•Define the request viewing period.

The administrator can select a pending, validated or refused request by selecting the corresponding box.

Information for each request

•The requester's name

•The request Creation date

•The file Run date

•The account Transfer type (description of the file),

•The Original account

•The Value of the origin account on the run date

•The Value transferred

•The Destination account

•The Value of the destination account on the execution date (estimated value if the request is not validated or is in the future)

•The Validator's name (not filled in if the request is awaiting validation)

•The request Status

Click to enlarge or to collapse        Modifying a request

It is possible to modify requests that show a status other than "archived". To do this, the administrator must click on a field in the request; a dialogue box opens.

When the request is pending, the administrator can change the run date, the transferred value and the comment. In the other cases, only the status of the request can be modified.

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If the file's run date is in a locking period, it will not be modified, nor will its results.

Click to enlarge or to collapse        Requests for a third party

As a manager, you can also make requests for a third party if authorised by the administrator profile assigned in the rights module. To do so, you must select the employee you want in the dropdown menu in the top of the screen. The system then displays all the unarchived requests in a table.

To make a request, the manager must:

1.Click on the Requests for a third party tab then on the Add button.

2.Select the Transfer type from the dropdown menu. The system displays the comment associated with the selected file.

3.Choose the Transfer run date according to the period configured in the account transfer file (see Kelio online help, chapter Calculation functions). This choice may be a date, the current week until week -5, the current or previous cycle, the current or previous period, the current or previous year (in relation to the last counter reset date).

4.Enter the Value to be transferred.

5.Add a Comment if necessary.

6.Confirm the entry. A summary of the request is displayed on the screen.

7.If there are no modifications, click on Confirm, otherwise on Modify.

The request is created.

Click to enlarge or to collapse        Control their activities

The Activity declarations function gives managers the possibility of supervising the activity and/or cost centre declarations of their teams. They can choose between an individual declaration monitoring screen or a summary.

To consult an employee's declarations:

1.Select the employee in the dropdown menu.

2.Select the week to be displayed (by default the current week) by indicating a date via the calendar, then click on OK; or use the icon_blue triangle left and icon_blue triangle right arrows.

3.Depending on the administrator’s rights, they can view the employee's schedules and absences as well as the employee's hours worked (from the clockings).

4.The system displays the list of activities of the week and the administrator’s favourite activities. The icon icon_favourite advises whether it is a favourite activity or not.

5.For employees with "Attendance time entry" or "Attendance indication and attendance time entry" as their attendance management mode, the administrator may view or even change them.

To add an activity

Click on Select Customer(s)/Activity(ies)/Cost centre(s). Select the required elements and confirm your choice by clicking on Confirm.

To create a favourite activity

So that an activity can remain in the list the next time you open the screen, you have to add it to the favourites. To do so, click on the iconicon_favourite which will change its colour. When it is filled in, this means that the activity belongs to the favourites. Repeat this process to add more favourites.

To add a note

Each customer, activity and/or cost centre has a corresponding field for the time registration per day. If needed, it is possible to enter a note for each activity. An entered note appears with a small pencil icon_note.

A legend explains whether the time has been generated automaticallyicon_automatic.

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The fields of an activity generated automatically are greyed out and cannot be modified.

To view the Total activity considered

The system displays the declared activity time totals of each day. In case of inconsistent declaration times, the total is displayed in red, followed by the icn_anomaly_may be corrected icon if the constraint (see Kelio online help, Contract chapter) has been activated. Move the mouse over to show the anomaly details.

To add a comment.

When the administrator fills out a field, a hyperlink appears offering to add a Comment. Once the comment is entered, save it by clicking on Confirm. The icon icon_comment shows if there is a comment for the day or not. Move the mouse over to show the text of the comment. As long as the week has not been validated, the comment can still be modified.

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Once the week has been checked, the comment can no longer be modified or deleted.

To consult the history

Click on History to display the list of modifications concerning the declarations of the day. There, you find the following information:

•The Date and Time of the action,

•The action Declared (employee), Checked (administrator) or Modified and checked (administrator) as well as the list of registered activities with their respective durations,

•The user's Surname/First name,

•The Comment.

To give the Administrator approval

When the administrator changes a field, the Administrator Check box is automatically ticked because the modifications of that day have been made by them and, therefore, it can be considered that they have checked the day. A click on icon_check selects all elements of the week. To confirm all information in this screen, just click on Confirm.

The declaration now disappears from the list of days to approve.

From this dashboard, managers can control late arrivals and anomalies in declarations. He/she has direct access to the declarations to correct or check them or to leave comments to the employees.

To display a summary of the declarations of several employees:

1.Check Summary of employees.

2.Select the period to be displayed (by default the current month) by indicating a date via the calendar, then click on OK.

3.For each employee in the population selected by the administrator, the system displays a table with the number of:

•Days to be checked (days where the employee reported activities that the administrator has not yet inspected),

•Days not declared by the employees over the period,

•Anomalies (the declared total is higher/lower than the day's activity calculation reference).

The columns can be sorted by clicking on the Employee header.

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The number of days is calculated differently according to the "Exclude activity days which keep to default activities from the summary table" right (see the User rights manual). Default activities are activities that the system generates automatically (default activity of a section, default activity defined in the employee file, planned activity, etc.).

Example:

If an employee works on a default activity and if his/her superior only wants to know the days on which the employee declared a different activity time to what was planned, the exclusion of default activities has to be activated in the rights module. If, for one week, the employee changes the activity duration of one day, his superior will have 1 day to check. If, on the contrary, the default activities have not been excluded, the superior will have 5 day to check as we consider that the employee validates the durations of the 4 days generated by default when they declared the different day.

A click on an item in that table opens directly the screen of the activity week containing one of the following:

•the first "non checked" day by the administrator (the oldest day)

•the first "not stated" day by the employee (the oldest non declared day)

•the first anomaly (the oldest day).

It is possible to send the activity declaration monitoring by email. An authorised administrator with a valid email address will receive, at an interval set by a Kelio consultant, a summary that resembles the summary table. The email contains a shortcut (URL) that leads to the summary.

 

 

Click to enlarge or to collapse        Manage their absence files

There are two ways to consult your employees’ absences.

Individually from the Group administration > Individual absence calendar.

Depending on the administrator’s rights, this screen can display 2 types of calendar:

Click to enlarge or to collapse        Simplified absence calendar

This screen allows the administrator to view the personal absence calendar of employees in his population, whether by month or by year. Depending on your rights, the absences will be anonymous and identified in blue, or displayed in colour. The key at the bottom of the screen specifies the status of various requests. It is not possible to create, modify or delete absences; they can only be viewed.

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Remote working may be indicated in the annual and monthly calendar by the icn_telework_2 icon, but the type cannot be seen.

Click to enlarge or to collapse        Complete absence calendar

The icon_wrench button allows you to open the calendar filter and choose to display week numbers or school holidays.

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If you want to consult the absences of several people at once, use the Grouped absence calendar menu.

Grouped from the Group administration > Grouped absence calendar.

This screen shows a summary table of the absences of every employee in the selected group. Depending on your rights, the absences will be anonymous and identified in blue, or displayed in colour. You can choose the month and year of viewing using the icon_blue triangle left arrows or icon_blue triangle rightby clicking directly on the month of your choice. A sliding display over several months can be set up.

Absence and remote working requests awaiting validation appear shaded, and those awaiting deletion appear chequered.

Click to enlarge or to collapse        Consult information on past and future absences

There are three categories of information on absences:

•Total absences, i.e., the number of days taken for each absence type over the required viewing period.

•Absence balances, i.e., a number of acquired hours or days that can be used over a period defined by the organisation’s internal agreements.

•Estimated absences, i.e., a summary of the two concepts above.

 

The tables of balances and totals indicate the following for each type of absence:

•The Abbreviation and the Description of the balance or the absence corresponding to the total,

•The Unit (days or hours),

•The Balances and Totals on the current date that take into account all absences taken in the past,

•The Balances and Absence totals one year later, on the day before the initialisation or at the date indicated in the Estimated box. These values also take into account the validated absence requests until the selected date,

•The value corresponds to the balance or total at the date indicated in the previous column. Acquired is the number of days or hours acquired between the day's date and the estimated calculation date. Taken corresponds to the number of days or hours resulting from validated absence requests, between the day's date and the estimated calculation date.

 

To modify the estimated calculation date, select Current accounting year or Next accounting year then click on Refresh.

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The calendar allows you to select the viewing period for absence totals: day, week, payroll period, cycle).

Click to enlarge or to collapse         Initialise an account

The Kelio system may manage the absence balances (for example the paid leave) which will enable an account containing an absence allowance to be kept up to date. These balances are created in the Setup module. This balance allowance, if not calculated by Kelio itself (like compensatory leave), requires a regular update (annual update for the leave, for example).

From this list, the user can also:

•Perform a new balance initialisation by clicking on Add. You must then enter the initialisation date, value, balance to be credited and if necessary, activate the Keep the remaining check box if the remaining must be kept when initialised.

•modify the initialisation by clicking on one of the fields, and then making the changes you want.

•Delete a balance initialisation by activating the corresponding check box and then clicking on Delete.

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This action can only be performed individually.

Click to enlarge or to collapse        Consult their individual and grouped accounts

According to your rights, you can consult different kinds of information:

Accounts - An account allows you to count special hours icn_special hours, overtime icn_heure sup or bonuses icn_prime which correspond to time worked within specific time windows or under conditions other than the standard conditions.

Balances - advance or delay with respect to the contracted schedule

Totals - time and attendance by category

•contracted total (period during which the employee is supposed to work),

•actual total (sum of the hours worked by the employee plus the absences considered as working time, such as training),

•paid total (sum of the actual total plus the absences defined as paid, such as paid leave),

•normal total (number of working hours that are not overtime and which correspond to the employee's planned working hours in the organisation).

It is possible to view the results per day, week, period, cycle or date to date.

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It is also possible to visualise the totals of the last 5 weeks in the form of a graph by clicking on the icon icon_statistics.

You can choose to include the results of all persons of the group in the same table by clicking on icon_group Group results.

Below this table, the icon_export Data export icoon allows you to export these results to Excel®.

Click to enlarge or to collapse        Consult their annualised hours results

When an employee is associated with an annualised hours schedule, click on Annualised hours to access the screen presenting his/her results:

The upper part of this screen shows the annualised hours results:

•Objective of the period

•Contracted time

•Difference between objective and contracted time

•Completed since the start of the annualisation hours period

•Remaining to be done

The lower part of the screen displays the detail of the annualised hours results week after week:

•Completed

•Contracted

•Value of the annualised hours balance

•Value of the compensation balance

These results allow you to make a quick comparison between the planned working time and the completed work.

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By clicking on the icon_statistics icon, you can view the advance or delay as compared with the number of working hours planned for the corresponding period.

Click to enlarge or to collapse        Detect latecomers

In the Late arrivals menu, you can view, over a period, the number of late arrivals and early departures. The viewing period (day, week, period or cycle) is selected with the calendar located on the right-hand side of the screen.

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The seriousness of early departures and late arrivals is defined in the Time and Attendance Management daily schedules through early departures and late arrivals windows.

Click to enlarge or to collapse        Print their results

From the Reports menu, you can also issue a report in PDF format or an export with Excel®.

To generate a printout, you must click on the corresponding iconicon_printer that is used to generate printouts. Reports are in the form of PDF files that you can then print or keep on an electronic medium. However, these reports can be viewed only if specific software such as Acrobat® Reader® is installed on your workstation.

Certain reports can directly be exported to Excel® by clicking on icon_export.

According to the selected report, click on the icon icon_printer to open up to three configuration tabs.

With these tabs, you can select the data that must be shown on the report, by activating the corresponding check boxes.

•Date > Select the period to be shown on the report (current period, current cycle, etc.),

•Content > select the elements that you want to see in your report,

•Page layout > determine the sorting mode for employees (by surname and then by first name or by section and then by surname), the orientation of the report or the page breaks (by employee, by activity, etc.).

Click to enlarge or to collapse        Consult their individual and grouped schedules

A click on Planning takes the administrator to the screen showing the planning display settings. It is possible to define a maximum viewing period in the future, in the Kelio user rights module. So, the period displayed indicates the schedule display period beyond which display is no longer authorised.

 

However, you can specify the schedule display mode in this page:

•The View required (by day, half-say or by the hour, defined in the rights module),

•The period displayed (Week, Month, Date to date) or

•The scope of the period displayed.

 

Then click on Display to view the schedule on the screen. The icon icn_resize lets you adjust the size of the cells on the screen. The Print button allows you to display the report and print it in the form of a PDF file.

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Employee files and anomalies/alerts are accessed directly from a tile on the portal or the navigation menu.

 

See also:

Applying a control to the activity total

Giving rights to reports

Set up the displayed planning period