Record keeping - getting started
In Proplanum, you can easily track and manage your team's working hours using the Time Registration System (TRS). It allows employees to record their working hours through various methods, and enables you to monitor, edit, and export this data to the payroll.
This article is intended for system users with the roles of Supervisor, Location Manager, and Organization Administrator, who are responsible for controlling, monitoring, and managing employees' working hours.
After logging in through the web browser, you will find yourself on the main dashboard of the application.
From the top toolbar, select the "TRS System" tab and the "Records" option to access the detailed records of employees' working hours.
On the left side, there is a list of employees. Use the search and filtering bar, taking into account the date range and locations.
After selecting a specific employee, a detailed work time record list will be displayed in the main window of the tool.
At the top of the tool, you will find a summary of the employee's shift, including the total hours, absence time, overtime, and costs.
The columns of the work time record table contain information such as:
Work time registration date.
Job title - the position the employee worked on that day will be displayed. Remember that employees can be assigned more than one position. More about assigning positions can be found here.
Employee location.
Confirmed - location matches the company's location.
None - no specified location.
Other - location different from the company's.
To ensure that your employees start and end work within the company premises, you can configure a setting at the location that will verify the GPS location at the start and end of the shift. More information can be found here.
Working time - planned and actual working time.
Shift costs.
Registered working time status:
Approved - approved by an authorized user (Manager, Location Manager, or Organization Administrator)
Pending - awaiting review by the supervisor
Rejected - rejected by an authorized user.
More about accepting working time statuses can be found here.
Working time notes - information about any deviations from the planned working time, including: overtime, tardiness, early departures, can be found in Details by selecting the options icon on the right side of the entry.
Permissions to accept, reject, and correct recorded work time are only available to Organization Administrators, Location Managers, and Supervisors in Proplanum.
Select the options button (three dots) next to the entry and click "Edit" to open the edit window.
In the new window, you will find summary information about the shift on the left side, the status of the entry in the top right corner, and detailed information about the shift and its work time, including start and end, planned and actual work time, and break times in the main view.
Make corrections to the actual work time and click "Save."
In the mobile app, you also have access to the time and attendance system of your employees - as a Supervisor, Location Manager, or Organization Administrator.
After logging into the mobile app, you will see a summary of the team's attendance on the main dashboard, including information on the number of present, absent, and late employees.
Select the "Schedule" icon from the menu, then go to the "Time Registration" tab to see the full record of employees' working hours on specific days.
You can filter the data by clicking the button in the upper right corner.
After selecting a specific entry, you will see its details in a new window. You can change the status of registered entries.
Remember: If you want employees' entries in the RCP to be automatically approved by the system, you can configure the appropriate settings in the Locations section. Instructions on how to do this can be found in the article "Work Hours Settings in Location" in the RCP settings area (automatic acceptance of RCP entries settings).
The Proplanum application allows full control over employees' working hours, and the remaining articles in the RCP section contain detailed information about all the features of this tool.
This article is intended for system users with the roles of Supervisor, Location Manager, and Organization Administrator, who are responsible for controlling, monitoring, and managing employees' working hours.
Getting Started with TRS
After logging in through the web browser, you will find yourself on the main dashboard of the application.
From the top toolbar, select the "TRS System" tab and the "Records" option to access the detailed records of employees' working hours.
On the left side, there is a list of employees. Use the search and filtering bar, taking into account the date range and locations.
After selecting a specific employee, a detailed work time record list will be displayed in the main window of the tool.
At the top of the tool, you will find a summary of the employee's shift, including the total hours, absence time, overtime, and costs.
The columns of the work time record table contain information such as:
Work time registration date.
Job title - the position the employee worked on that day will be displayed. Remember that employees can be assigned more than one position. More about assigning positions can be found here.
Employee location.
Confirmed - location matches the company's location.
None - no specified location.
Other - location different from the company's.
To ensure that your employees start and end work within the company premises, you can configure a setting at the location that will verify the GPS location at the start and end of the shift. More information can be found here.
Working time - planned and actual working time.
Shift costs.
Registered working time status:
Approved - approved by an authorized user (Manager, Location Manager, or Organization Administrator)
Pending - awaiting review by the supervisor
Rejected - rejected by an authorized user.
More about accepting working time statuses can be found here.
Working time notes - information about any deviations from the planned working time, including: overtime, tardiness, early departures, can be found in Details by selecting the options icon on the right side of the entry.
Correcting Recorded Work Time
Permissions to accept, reject, and correct recorded work time are only available to Organization Administrators, Location Managers, and Supervisors in Proplanum.
Select the options button (three dots) next to the entry and click "Edit" to open the edit window.
In the new window, you will find summary information about the shift on the left side, the status of the entry in the top right corner, and detailed information about the shift and its work time, including start and end, planned and actual work time, and break times in the main view.
Make corrections to the actual work time and click "Save."
Time and Attendance System in the Mobile App
In the mobile app, you also have access to the time and attendance system of your employees - as a Supervisor, Location Manager, or Organization Administrator.
After logging into the mobile app, you will see a summary of the team's attendance on the main dashboard, including information on the number of present, absent, and late employees.
Select the "Schedule" icon from the menu, then go to the "Time Registration" tab to see the full record of employees' working hours on specific days.
You can filter the data by clicking the button in the upper right corner.
After selecting a specific entry, you will see its details in a new window. You can change the status of registered entries.
Remember: If you want employees' entries in the RCP to be automatically approved by the system, you can configure the appropriate settings in the Locations section. Instructions on how to do this can be found in the article "Work Hours Settings in Location" in the RCP settings area (automatic acceptance of RCP entries settings).
The Proplanum application allows full control over employees' working hours, and the remaining articles in the RCP section contain detailed information about all the features of this tool.
Updated on: 01/08/2024
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