HE: How to Manually Add Contracted Employees to Webclock

Applies to: 

• HR Managers, Hotel Managers with permission to view wages and add/edit employees.

 

If you want contract labor to clock in and out on our time clock (or webclock), you must set up their profiles in Hotel Effectiveness. 

The Steps:

1. Select Employees in the left main menu. This will take you to the Employee Explorer page (under Employee Manager in the top menu).
2. Click on Add New Employee/Contractor to open a new profile.
3. Fill in the required information:
   • Add to Time and Attendance: This option must be checked for the profile to be synced to the Time & Attendance system.
   • Employee ID: This is required. Create a unique ID for each contract labor profile.
   • First and Last Names: These are required even if you are creating a generic profile.
   • Employee Type: Select Hourly Contractor from the dropdown menu. This is required.
   • Base Rate: Enter the base hourly rate. This rate will be applied to all positions that do not have specific rates, and is used to calculate your labor cost.
   • Profile Position 1 (Home): This is required. If the contractor might work multiple positions, select the one they will be working most of the time as the Home position. You can add two additional positions in the profile.
4. Complete the Time Clock/Webclock information:
   • If your hotel uses our Webclock: Enter the person's Webclock Login (alpha-numeric letters) and Password.
   • If your hotel uses our physical time clock: Enter the contractor's Punch ID (numbers only for clocking in and out on time clock) in the Webclock Login field. Leave the password blank.
5. Special Options:
   • Enter the word contract if you want to include contractor hours in overtime totals.
   • If you want to exclude the contractor from showing overtime on the time card and overtime reports, enter the text contract nonotweek=2000 nonottoday=24 in this field.
6. Complete any other fields required by your property.
7. Click Save Employee.

Once saved, the contractor profile will be synced to your Time & Attendance system.

 

Tips for Naming Generic Contract Labor Profiles

If contract agencies send different workers from time to time, you can create generic profiles using the following recommendations:

• Add z(Contractor) before the last name.
• Add (Contractor) after the last name.
• Add (Contractor) after the first name.
• Use the contract agency as the last name and the individual's first (or full) name as the first name.