Time Card Monitoring

Overview

Time Card Monitoring in BQE CORE is a feature that allows managers to send reminders to employees when their time cards are due. Time Card Monitoring settings can be configured at the global level to ensure that all your employees submit their time cards on time. Time card monitoring is based on Actual Hours worked, ensuring reminders are sent only when required work hours are incomplete, independent of client billing calculations.

Here’s how it works:

1. Setting Up Monitoring: You can set up time card monitoring with a minimum of two days to monitor. Depending on the current day, CORE allows you to choose the relevant option from the drop-down for when the reminders should be sent. For example, if it is Monday, you can choose to send reminders on Thursday, Friday, Saturday, the following Sunday, Monday, or Tuesday.
2. Sending Reminders: After these settings are saved, CORE sends reminders to eligible employees on the same day and time, every week. This ensures that employees are regularly reminded to submit their time cards, helping to maintain consistency and accuracy in time tracking.
3. Following Up with Reminders: CORE also allows for the setting up of follow-up reminders if the employees have not submitted their time cards after the initial reminder. These follow-up reminders can be set to be sent every 24, 48, or 72 hours later, providing additional prompts to ensure time cards are submitted.
4. Enabling/Disabling Monitoring: CORE provides a toggle button that allows you to enable or disable the time card reminders easily. This gives you the flexibility to manage the reminder system based on your current needs or preferences.
5. Checking Eligibility: There's a feature to check the eligible employees for time card monitoring and identify those profiles that haven't been set up yet. This helps in ensuring that all relevant employees are included in the monitoring system.

Time Card Monitoring is designed to help manage and monitor time card submissions effectively, ensuring that time tracking is accurate and up-to-date. 
 

Field Descriptions

How To

Monitor Time Cards

Field Descriptions

Monitor Time Card

CORE allows you to automatically send reminders to employees when their time cards are due. They receive these reminders in-app, via emails, and on their phones if they use the CORE Mobile app. You can enable or disable this option at any time. This setting is only available to CORE Admins and Owners. Please note that for employees to receive time card reminders, you must define their standard working hours in the Employees > Date & Hours screen as well as the company's work week in the Settings > Company > Work Time screen. For existing employees, you can define them individually or use batch update.

Reminders are sent if any of the conditions are met on the employee's time card during that week:

• Employees have not submitted time equal to or greater than the standard hours per week set in their employee profile

• Employees have unsubmitted, rejected, or not submitted status against their time

Employees whose standard hours per week are zero do not receive any notification.  However, employees with overtime (OT), comp time, or non-billable time entries receive a notification.

To set up time card notifications:

1. Open the Settings > Monitoring screen from the side menu.
   
   
    
2. Enable the Missing Weekly Time Card option by turning on the toggle switch.
3. Select the day and time from the drop-downs to specify when CORE sends reminders to the employees. You can change the time zone, if needed. Check Field Descriptions above for details.
4. You can send a follow-up reminder if the employees have not submitted their time cards after the initial reminder. You can send up to three reminders: Every 24 hours (3 max), Every 48 hours (3 max), Every 72 hours (3 max).
5.  Click Check Eligibility in the Pro Tip section to see the eligible employees for time card monitoring. Check Field Descriptions above for details.
6. Click Save.