System Settings

The System Settings page contains system-wide configuration options and are grouped in the sections listed below. Click on any section to review more details about the options in that section.

Lock System: Select this option to lock everyone out of the application (e.g., when system maintenance is necessary). When the system is locked, only users with a security profile that permits access to the locked system are able to log in.

Use Country Settings: Select this option to use the labels and masks configured on the Country page (State, Zip, Phone, and SSN) on any page or report that displays these fields. If this is not selected, the default labels and masks are used.

Maximum Login Attempts: Select the maximum number of times (up to 10) that a user can submit an invalid User ID or Password. When this limit is reached, the user must retype the URL in the web browser to access the Login page.

Accrual Display Decimals: Enter the number of decimal places for accruals earned. For example, a setting of 2 will bring the decimal out 2 places (e.g., 7.25). A setting of 4 will bring it out 4 places (e.g., 7.2555).

Logging Level: Select from the following groupings of errors and messages to be displayed to your users: Errors, Warnings and Information Messages, Errors and Warnings Only, or Errors Only. You may select these depending upon their need during a heavy workload period or based upon user(s) experience.

Email Format: Select HTML or Text to control the format for Leave Request and Workflow Notification emails.

Use Directory Services:Select this check box to indicate that usersareallowed to bypass the login screen by having their network IDs validated to their system profiles. They will not have to log in to the system and is displayed the main application window (after logging on to their network). Active Directory indicates that Windows System users are allowed to be validated. Novell eDirectory indicates that the users are from Novell networks.

Remember Login ID: Controls the display of the Remember Login ID check box on the Login page. Note that this feature requires the use of the fully-qualified domain name when accessing the system, and the browser must have cookies enabled.

Use Time Zone Settings: Select this option if employees will log on from a time zone different from that of the web server, and these employees are either configured for Punch Entry or will approve time cards. If this is selected, the Time Zone Offset setting on the Company, Location, Division, and Department pages is used. Otherwise, this setting is ignored.

Use Pictures: Select this option to allow an employee's picture to be displayed on their profile page.

Session Length (Minutes): Enter the number of minutes the application can remain inactive before the user is required to log back in.

Log Login/Log Off Activity:Selecting this check box will create a system log of all users and the respective times they log in and log out of the system.

Note: After entering new information or modifications to any of the above fields remember to save your changes by clicking on the Save button at the top of the screen. Changes do not take effect if they are not saved.

Clock ID Nbr Size: Enter the size of the ID number to be read from the employee's badge. For example, if the full number on the ID card is '000070115' and the value that needs to be recorded is only '70115', enter '5' so that digits 5 through 9 are recorded. The maximum size allowed is 9.

Hide Clock Number: Select this option to disable the Clock ID # field on the Profile page. The field will not display.

Employee ID Mask: Enter the format for the Employee ID # field on the Profile page. Use 'A' for alphabet characters and '#' for digits. For example, if Employee ID's are 3 numbers followed by 2 letters (e.g. 123AB), the mask is ###AA. The maximum size allowed is 10.

There are other possible values in the Employee ID Mask:

‘#’: Numeric digit 0 – 9
‘A’: Any letter a-z, A-Z, or number 0-9 – entry is required
‘a’: Any letter a-z, A-Z, or number 0-9 – entry is optional
‘C’: Any character – entry is optional

Employee ID Generation: This setting determines how the Employee ID number is generated when creating a new employee on the Profile page.

User Defined: The user enters a unique Employee ID when creating a new employee profile.
Next Sequential: The Employee ID is automatically generated with the next available value.
SSN: The value typed in the employee's SSN field is automatically entered as the Employee ID. Typically, you should NOT type an Employee's SSN in this field, for security and privacy.
SSN + Check Digit: The employee's Social Security Number plus a 1-digit system-generated number is automatically entered as the Employee ID.
Last 4 of SSN: The last 4 digits of the employee's Social Security Number is automatically entered as the Employee ID.

Activate Employee ID Edit: Select this option to allow the Employee ID # field to be edited on the Profile page.

Full/Part Time Level: Select whether part time/full time status is set by employee or by pay group.

Pay/No Pay Level: Refers to whether or not employees are paid through this system (for example, salaried employees may be set to 'no pay' because the system is only used to track hours and benefits but not to generate a pay report). Select whether this is set by employee or by department.

Age of Majority: Enter the age at which a person is no longer a minor.

Capture Tax Information: Enables the Taxes tab on the Profile page.

Note: After entering new information or modifications to any of the above fields remember to save your changes by clicking on the Save button at the top of the screen. Changes do not take effect if they are not saved.

The Security Policy tab controls the rules for valid passwords. The following settings can be enabled in any combination to create the desired password policy. The options are:

Number of days before password expiration: Enable this option to passwords to expire after the specified number of days.

Minimum number of characters in password: Enable this option to specify the minimum number of characters required for valid passwords.

Minimum number of uppercase alphabetic characters in password: Enable this option to specify the minimum number of uppercase alphabetic characters (A - Z) required for valid passwords.

Minimum number of lowercase alphabetic characters in password: Enable this option to specify the minimum number of lowercase alphabetic characters (a - z) required for valid passwords.

Minimum number of numeric characters in password: Enable this option to specify the minimum number numeric characters (0 - 9) required for valid passwords.

Minimum number of special characters in password: Enable this option to specify the minimum number of special characters required for valid passwords. Valid special characters are dash (-), ampersand (&), semicolon (;) and exclamation (!).

password reset on next login: This is a global action that will every user to change their password on next login. This feature is useful when first implementing a security policy to ensure all user passwords are required to meet the new policy. Note: This action is also available for an individual user from the User Manager and Employee Profile access screens.

Note: The option Include for API users is available for both password expiration and password reset. In both cases API users are excluded unless the Include for API users check box is checked. Updating passwords for API users requires updates to the Data Collection Client and any external applications utilizing the API.

Single Sign On (SSO) allows users to access multiple applications with only one set of login credentials. Clients who have an SSO provider can now set up the Asure Time & Attendancesystem so that users can bypass the Asurelogin and password page. Note: this section does not apply if you are using the AsureHCM product.

Prerequisites:

Single Sign On identity provider that supports SAML 2.0
Target URL (supplied by your SSO provider).
SSO certificate (supplied by your SSO provider).
Employees are populated in the SSO software as a user assigned to the Asureapplication (the application is created as part of your SSO provider setup).
Employees are populated in the Asure Time & Attendancesystem and have an employee profile with a valid login id, password and security role defined.
SSO user name for Asure Time & Attendanceapplication (defined in your SSO provider) this must be one of the following choices:
- Login Id
- Email Address
- Employee Number

Once you have the prerequisites, you are now ready to enable the following options within AsureTime:

SSO Enabled - check this option to use single sign on
Signature Required - determined by your single sign on provider
Identity Provider Target URL - generated by your single sign on provider
SSO Certificate - generated by your single sign on provider

Activate Pay Rates by Position: Enables the Work Preferences tab on the Profile page, which is where individual pay rates by position can be entered.

Check Missing Punches: Select this option to display a message to the user if there are missing punches before running payroll.

Check Pay Rates: Select this option to have the system verify that pay rates have been set for each employee before running payroll.

Include Salaried Employees with No Hours/Amounts in the Payroll File: Normally,employeeswith no hours/amounts for a pay period are excluded from the file of employee data available to payroll interface programs. Selecting the check box for this field will include salaried employees with no hours/amounts in the interface file (their accrual balances is transmitted).

When this field is checked the payroll process will include employees who meet the following criteria:

Employee Status is Active or Termination Pending
Employee profile is configured as Salaried
Employee profile is NOT flagged as No Pay

Note: This field is to be checked ONLY when the payroll interface can handle records for salaried employees with no hours/amounts (default is unchecked).

Payroll Interface Code: Select how the Payroll Interface Code is generated on the Position page.

None: Payroll Interface Codes are not be used.
User Defined: The user enters the Payroll Interface Code when creating a new Position.
Combine Dep and Pos: The Payroll Interface Code is automatically generated using the Department Code and Position Code.
Combine Div and Pos: The Payroll Interface Code is automatically generated using the Division Code and Position Code.
Combine Div and Dep: The Payroll Interface Code is automatically generated using the Division Code and Department Code.
Use Pos Code: The Payroll Interface Code is automatically generated using the Position Code.

Pay Rate Decimals: Enter the number of decimal places for pay rate values (between 2 and 4).

Pay Approval Type:Select whether or not time cards require approval by the employee, supervisor, or both before a pay period can be closed. When the time card has been approved, it cannot be edited without removing the approval. Please note that if this field is set to "None" the "Approval Status Report” will not be an option from the Time and Attendance reports.

None: No approval required.
Employee: The employee must approve his or her time card.
Supervisor: The supervisor must approve the time card for the employee.
Both: Both the employee and the supervisor must approve the time card. After the supervisor approves it, the employee cannot clear his or her approval or alter the time card.

Approve By: This option is activated if the Pay Approval Type is set to Employee or Both. Select whether the time card must be approved each day, week, or pay period.

Allow Supervisor Override:This option is activated if the Pay Approval Type is set to Employee or Both. It allows the supervisor to set the employee approval option.

Enable Reviewers: This option is only available when using Approvals. Enabling this setting allows supervisors without Approval edit access to provide an electronic signature on the Time Card, without applying official approval. Unlike approval, review does not block further Time Card edits and doesn't finalize for payroll. Approvers see a list of reviews and approvals on the Approvals section of the Time Card and Browse Approvals screens.

Supervisors are reviewers if they gain access to an employee using the Worked in Hierarchy Filter, or if they lack the edit Approvals privilege. With this feature disabled, these supervisors is unable to provide an approval or review for a Time Card.

Weekly Approval Message: This option is available if Approve by Week is selected. If selected, a message is displayed when a time card is opened after the end of the first week of the pay period if the first week has not yet been approved. Type the message text in the text box to the right of the Weekly Approval Message field.

Employee Acknowledgement Message: If Employee Acknowledgment Message is checked, a text box is provided to enter the message that is displayed in a pop-up dialog on the employee time card. A user can add/edit the message text only if he has security permission to update the Payroll configurations.

Tips Collected: Select this option to allow tips to be tracked separately from other income. This enables the "Tips Code" section on the Miscellaneous tab of the Pay Type page. At least one Pay Type must be configured for Tips.

Use Punch Colors: Allows you to use color-coding for different punch types that are displayed on the time card.

Allow Amount in Bulk Time Card: This option has no function.

Allow Prior Period Adjustment: Allow results of time card data changes (OT, accrual balances, etc.) to be posted within the current pay period.

Time Edit Reason for Prior Period Adjustment (available only when Allow Prior Period Adjustment is selected): A code that is used to note the reason for the prior period adjustment.

Minutes Between Punches: This option allows you to set the amount of time before another punch is accepted by the system. The exception to this is transfers that have an automatic default of 1- minute.

Use Supervisor: Select this option if a Supervisor must be assigned to an employee when creating an employee profile.

Allow T/C Daily Reasons: Select this option to activate a column on the Time Card (Time Detail section) labeled Rea, which allows you to assign one reason code to each day.

Allow Auto Punch: Select this option to load scheduled hours to the employees' time card.

Max Minutes For Photo URL: This option allows you to set the number of minutes the photo URL is valid for within the current users session.

Allow Jobs: Select this option to activate a Jobs column on the Time Card page and on the Transfer page (the page that open when a Punch Entry employee clicks the Transfer button).

Enter Job on Misc Pay: Select this option to allow users to enter job numbers when creating Miscellaneous Pay entries.

Display Job List on Job Popup Load: Select this option to display all Job ID's when the user clicks the Jobs field. If this is not selected, the user is prompted to enter search criteria (strongly recommended for large databases).

Job Label: This option is available if Allow Jobs is selected. If you want to rename the Jobs column heading from "Jobs" to something more appropriate to your organization, type the new heading in this box. This field accepts up to 15 alphanumeric characters.

Job Short Label: This option is available if Allow Jobs is selected. Type a shorter heading to be used on pages with less available space. This field accepts up to 15 alphanumeric characters.

Punch Label: If you want to rename the Punch button on Web Clock, type the new label in this box. This field accepts up to 15 alphanumeric characters.

Punch Confirmation Label: If you want to rename the confirmation button when you successfully enter a punch on WebClock (Punch Accepted), enter the new label in this box. This field accepts up to 15 alphanumeric characters.

Transfer Label: If you want to rename the Trsansfer button on Web Clock, type the new label in this box. This field accepts up to 15 alphanumeric characters.

Pos Display: This setting allows the user to set the Position Display on the Time Detail section of the time card as either the Position ID or Position Description. The default setting is Position ID.
There is also a User Preference setting that overrides the system setting (available from Preferences/Time Card). This new Pos Display option provides three options:

System Default: When selected, the time card logic will use the setting as defined on the Time and Attendance tab (i.e., Configurations/Settings/Time and Attendance). This is the default setting.
“Position” ID: When selecting ID - if the Position level is active, the long label for the Position level is displayed in place of the word “Position.” For example, if the label for the Position level is configured as “Job”, this option is shown as Job ID. If the Position level is not active, the long label for the Department level is displayed in place of the word “Position.”
“Position” Description: When selecting Description - if the Position level is active, the long label for the Position level is displayed in place of the word “Position.” For example, if the label for the Position level is configured as “Job”, this option is shown as Job ID. If the Position level is not active, the long label for the Department level is displayed in place of the word “Position.”

Punch Label: This option allows the user to relabel (i.e., rename) the Punch button throughout the application. For example, entering "Time Entry" and selecting Save will change the Punch Button and the cited references below to Time Entry instead of Punch (system default is Punch).

Changes would include the following:

• Time Card option,

• Login Options screen,

• Wording of the time card options seen by right-clicking in a time cell on the time card:

a. Change “Erase Punchset” to “Erase Time Entry Set”

b. Change “Delete this Punch” to “Delete this Time Entry”

c. Change “Insert Punch” to “Insert Time Entry and,

Punch Confirmation Label: Also available is the Punch Confirmation Label which allows the user to revise the wording on the Punch Confirmation messages (i.e., "Click OK to enter time on ....rather than Click OK to punch on .....)

Time Card Job Entry: This field provides the following options which will control the impact of the Jobs field on Time Cards and other related functions (i.e., time detail, misc. pay and bulk hours):

Not Validated: Job fields are allowed as free-form text; the job value is posted to the time card without validation.
Select from List: Select the job value from a list of valid values; this transaction is now posted.
User Entry/Validated: The user enters a valid job value; this transaction is now posted.

Notes:
- Clocks do not validate job value unless the job values have been downloaded.
- The API does not validate if the "not validated" option is configured.

Allow Pay Period Comments on Time Card: Enabling this setting displays a comment field on the Time Card, which associates a single comment with the pay period. This comment appears on the Time Card and on the Browse Approvals screens.

Allow Comments for Time Entry: Enabling this setting displays columns for In Comment and Out Comment on the Time In-Out Time Card and the Punch Time Card, and adds an In/Out Comments column option to customizable Time and Attendance reports. This setting also controls the visibility of the comment box on the Hours Entry Time Card, Miscellaneous Pay screen, and punch/transfer dialogs.

Mask Zero Hours: Click in the check box to mask zero hourson your selected report(s). The reports will print blanks rather than 0.00 hours values.

Mask Zero Amounts: Click in the check box to mask zero amountson your selected report(s). The reports will print blanks rather than 0.00 amount values.

Include employees who haveno hours/amounts: Click in the check box toinclude employees who have no hours/amountson your selected report(s). When checked, reports will include records for employees with zero hours/amounts for the selected date range.

Include detail records that have no hours/amounts: Click in the check box toinclude detail records that have no hours/amountson your selected report(s). When checked, reports will include detail records with zero hours/amounts.

Lines per Report Page: Select the number of lines you wish to display on each page of your report.

Label: Type to enter the label that is used for the corresponding pay type(s) on all Time and Labor reports.

Pay Type: Click . In the pop-up dialog, click to choose the pay type(s) to be associated with the Label, click the right arrows button to move your selection(s) into the Selected Records column, and click OK. To select multiple pay types, hold the <Ctrl> key while you click.

Add Row: Click the Add Row button to add a new blank row.

Delete Row:Click the check box next to the row to be deleted and click the Delete Row button.

Display approval: When checked, Employee Time Sheet reports will show the approval boxes instead of the signature lines at the bottom of the report(s). This is dependent upon the following approval scenarios.

Employee Level time card approval:

a. If Employee Level time card approval has been activated:

- If the Employee Level has not been fully approved, a line will print for the employee’s signature.

- If the Employee Level has been fully approved, the phrase “Electronic Approval by <user ID>” will print instead of the employee signature line. <User ID> is the ID of the user who last approved the time card at the employee level.

b. If Employee Level time card approval has not been activated, a line will print for the employee’s signature.

Supervisor Level time card approval:

a. If the Supervisor Level time card approval has been activated:

- If the Supervisor Level has not been fully approved, a line will print for the supervisor’s signature.

- If the Supervisor Level has been fully approved, the phrase “Electronic Approval by <user ID>” will print instead of the supervisor signature line. <User ID> is the ID of the user who last approved the time card at the supervisor level.

b. If the Supervisor Level time card approval has not been activated, a line will print for the supervisor’s signature.