6.21.0 Timekeeping updates

6.21.0 Timekeeping updates

What's new?

This guide provides an overview of the new timekeeping enhancements available in the Aspire web app and Crew Mobile. These features are designed to improve time tracking, support work-hour policies, and improve time correction processes.

Getting started guide

1. Configure Branch-Level Timekeeping Settings

The new branch-level timekeeping settings allow you to manage work hours and time correction requests specific to each branch.

Steps to Configure:

1. Go to Admin > Settings > Branch Configuration.
2. Enable Allow Time Correction Requests from Mobile to let users submit time corrections via Crew Mobile.
3. Set Consecutive Time Worked Before Break is Required to define the maximum number of consecutive hours users can work before a break is required. Aspire flags employees who work beyond the specified interval without a break on the Time Entry screen.
   Important:

   If Auto Time Acceptance is enabled, time entries that exceed the configured maximum hours, break times, or have pending disputes will be flagged in the Exception Report and will not be auto-accepted.

2. Submit Time Correction Requests via Crew Mobile

Crew members and leaders can now submit time correction requests directly from their mobile devices.

Steps to Submit a Time Correction Request:

Prerequisites: The Allow Correction Requests in Mobile setting must be enabled in Branch Configuration.

1. Select Time Log from the Crew Mobile menu. The Time Log Details page displays your weekly logged hours.
2. Choose a day to view or edit the time entry details.
3. To request a time correction, select the day you want to edit. The Request Change screen opens.
4. Edit the Clock In or Clock Out times as needed. The Hours update accordingly.
5. Add details in the Employee Note field (up to 500 characters).
   Tip:

   Once available, review your manager's response in the Manager’s Note field.
6. Select the Submit icon to review your request. The Request Change page becomes read-only.
7. Select Agree to verify the new hours and submit your request.

3. Time Correction Request Alerts

When a time correction request is submitted, Aspire generates an alert in the Resource Center to notify operations managers.

Steps to Review Alerts:

1. Check the Resource Center for the Pending Time Correction Requests alert.
2. Select the alert to view a list of pending time correction requests.
3. Select a specific request to be directed to the Time Entryscreen for review.
   Note:

   Only users with Schedule Board permissions can act on these alerts.

4. Time Entry Review and Auto Time Acceptance Changes

We’ve updated the Time Entry screen to support branch-level settings:

• Highlighting Excessive Work Hours: Entries that exceed the maximum hours are flagged.
• Short Lunch Break Alerts: Lunch breaks shorter than the branch-defined period are flagged.
• Time Correction Request Modal: A new modal allows managers to approve or deny correction requests.

Steps for Time Entry Review:

1. Review flagged entries on the Time Entry screen.
2. Select a red highlighted cell to use the Time Correction Request modal to compare current and requested times.
3. Add notes and decide whether to approve or deny the request.
4. Save your changes.

Auto Time Acceptance will not auto-accept any entries that violate the branch-level policies. See the following for a summary:

• Clock Time Validation: Time entries exceeding the branch-configured maximum hours are flagged and added to the Exception Report. These entries are not auto-accepted.
• Break Time Validation: If a submitted break time is shorter than the branch-configured minimum, the entry is flagged and added to the Exception Report. These entries are not auto-accepted.
• Pending Dispute Validation: Time entries with pending disputes are flagged and added to the Exception Report. These entries are not auto-accepted.

5. Weekly Time Review and Clock Time Audit Reports

New fields have been added to the Clock Time and Audit Reports to track time correction requests and decisions.

Steps to Review Audit Reports:

1. Go to Reports > Clock Time or Audit Reports.
2. Use the new columns to filter, sort, and group data related to time corrections.
3. Review correction requests, statuses, and associated notes for audit purposes.

This guide should help you get started with the new timekeeping features in Aspire, improving the efficiency of time management processes.

For more information, see the following articles: 

• Branch Screen
• Time Correction Request Change Alert
• Time Reporting in the Crew Mobile App
• Auto Time Acceptance
• Time Entry Screen
• Time Entry Validation
• Audit Clock Time Search List Screen