How do I Capture if my Employee Works More than 3 Positions?

Many times, you have employees who work multiple positions so you need to ensure this is captured inside their Time & Attendance profile. If an employee punches in on a position code that's not in their T&A profile, there are exceptions (little yellow flag icons) that show up on their time cards. They will still get paid and the labor will be tracked to the originally punched position unless edited by a manager.

By adding those additional positions to the employee's T&A profile, you will not get a position exception when those employees punch in against their different position codes.

You can add up to 3 positions inside an employee's Time & Attendance profile. 

* Note: Storing this in their profile does not prevent them from punching in on any other codes. Our clocks are designed to take whatever the employee enters.

However, if the employee works more than 3 positions, since the Time & Attendance system doesn't accept more than 3 positions, there are a few options you have to capture this information:

1. You can ask us to turn on the "Manual Rate Override' feature in T&A, which allows managers to go in and adjust an employee's pay rate for each position they work. This allows you to adjust an employee's pay rate for those additional (>3) positions if needed.

• Most often used if the employee's pay rates are different in those 4th, 5th, 6th, etc. positions and they need to be correct before running payroll. If their pay rate is the same for all positions, you probably don't need to turn this feature on.
• A potential drawback to this is that a manager can go in and simply change the rate manually on any position at any time. So if you do want this setting turned on, we suggest you significantly restrict access as to who can do this override.

2. You can ask us to remove the yellow exception flag if people punch in on a position not in their T&A profile.

• Some managers don't like seeing those flags every day and don't care if someone punched in on a position not in their T&A profile (especially if it's someone who works a 4th, 5th, 6th, etc. position that can't be captured in the profile and if the pay rate is the same).
• A potential drawback to this is that unless you have all of the position codes memorized for everyone, you have no indication when people are punching outside of normal positions.

3. You can add those additional positions the employee works in Scheduler or Employees so the employee can be scheduled for those positions.

• In Scheduler,  hover over "Employee Setup" from the blue bar and choose "Assign Employee Positions". Choose your correct hotel from the right-hand drop-down menu and click 'Edit/View' next to the appropriate employee's name and add as many positions as you need to. This will make that employee available to be scheduled for those positions.
• In Employees (left navigation menu), select the desired hotel from the hotel dropdown list, click 'View/Edit' next to the appropriate employee's name, select "Extra Positions Assigned" and then with the appropriate access, you should have an 'Edit' button next to the position. You can then assign any additional positions to the employee.
• Please Note: Adding those additional positions in Scheduler will sync to Employee Manager and vice versa (so you only have to add them in 1 place) but if/when you go to un-assign one of those positions, you must un-assign them in both Scheduler and Employee Manager.

If you need to make either change #1 or #2 above, please feel free to contact us at [e-mail].