Billfold offers an internal Time & Attendance tool that lets your staff clock in, take breaks, and clock out at the Point of Sale. The time and attendance reports can then be exported and imported to your payroll provider of choice for a seamless process.
Section | Title |
Step by step instructions on enabling time and attendance | |
Detailed instructions for your staff and tutorial video | |
How to access, edit, create and export timecards | |
Overview of the labor report and how to access it |
Enabling Time and Attendance
Enabling Time and Attendance
To set up Time and Attendance for your upcoming event or venue implementation, follow the steps below.
Creating Break Presets
We want to start by creating any known break presets for your operation. If you don't have any preset break times, such as Lunch breaks or Rest breaks, feel free to bypass this section.
To do this, navigate to Access Management in the left-hand menu, then click Users.
Once within Users, you'll navigate to the Employee tab.
Within Employee, you'll see Employee Users, Employee Groups, Timecards, and Break Presets. You'll click into Break Presets.
Select Create on the right-hand side of your screen
Name the Break Preset, select the type of Break (Unpaid vs Paid), and select whether or not you'd like it to be defaulted across your events.
Select Create Break Preset. Repeat these steps for as many presets as needed.
Enabling Time and Attendance
This section explains how to enable time tracking for your event.
Once presets have been created, you'll navigate back to your Dashboard Event within the Events tab on the left-hand menu.
If you've already created your event, click into the event, select options (the circle with three dots) next to the event name at the top of the page, and click Edit.
Scroll down to the Features Section and Toggle on Time Tracking and add in your Break Presets
Once toggled on, presets have been added scroll down to update
If you've yet to create your event, follow the steps above and then you can use one of these articles on how to create an event: Copying an Event or Creating a New Event. During your event creation, you'll be able to toggle on the time tracking feature.
These steps will ensure you have your breaks set up and the feature enabled. There are a few additional steps to ensure that your staff will be able to use the feature and give you further insight into estimated pay.
Employee Roles
In order for staff to be able to clock in, take breaks and clock out you will need to enable it in the roles section. Use your left-hand menu to navigate back to Access Management and then click Roles.
Once within the Roles section, navigate over to Employee as you want to create employee roles during this step.
Here, the steps diverge two ways:
If you've created existing roles you will edit them. Locate the role you'd like to enable Time Tracking for and select Edit next to that role.
Once within the role settings, in the Bartender section there's a Time Tracking option.
If this role needs to sell and time track > Toggle on Allowed.
If this role just needs to time track > Toggle on Only Time Tracking.
If you need to create a new role, select New Role on the right hand side of your screen.
Name the role, select the permissions required for this role and ensure the role is aligned with one of these two options:
If this role needs to sell and time track > Toggle on Allowed.
If this role just needs to time track > Toggle on Only Time TrackingScroll down and select Create Role
Repeat these steps for as many roles as needed.
Add or Edit Employees
Once you've created or edited the roles, you want to ensure your employees are aligned with their required role and any specific pay information required. In order to do this: navigate to Access Management on the left hand menu, select Users and select Employee.
The easiest way to navigate getting employees set up is to do this via the import function. In order to do this efficiently, you can follow these instructions on how to to add employees.
Note: Make sure to align the roles for each employee based on their time tracking need.
If you've already been operating and your staff are in the system, follow these steps to export your employees, add their hourly rates and then reimport.
If you've grouped your employees, filter your employee list by Group.
Next step, whether or not Group filtering is necessary, is to select Actions and Export.
Once exported, open the .csv file (we recommend using Google Sheets) and you'll be able to edit their hourly rate. Do not edit the Employee ID, this is how their existing profile will match the re-import.
Once you've edited the hourly rates, re-save the file as a .csv and navigate back to the dashboard to re-import.
Access Management on the left hand menu > select Users > Select Employees > Select Actions then Import
How to Use Time and Attendance
How to Use Time and Attendance
Once we've got the programming and enablement done, all that's left is for your staff to clock in and clock out during their shifts.
Clocking In
When an employee is ready to clock in, they can go to any Billfold system at your event or venue. This process is the same for employees who will use the POS and those who will just use it to clock in.
Enter their four-digit PIN code on the screen
Once entered:
Employees who will sell: Either select the revenue center they are at, or it'll be populated depending on how they're programmed > Select Clock In
Employees who will just use time tracking: Select Clock In and then select Log OutThey're clocked in and can start their shift!
Taking Breaks
When an employee is ready to take a break, they'll follow these steps:
Staff who are Logged In: Tap their name in the top left corner > Select Take a Break in the bottom right > Select one of the Break Presets > Select Start Break
Staff not Logged In: Enter their PIN Code on a login Screen > Select Take a Break in the bottom right > Select one of the Break Presets > Select Start BreakWhen staff have finished their break, they'll go up to a Point of Sale and enter their four-digit PIN code > Confirm they'd like to end their break via the pop-up
Clocking Out
When an employee is ready to clock out, they'll follow these steps:
Staff who are Logged In: Tap their name in the top left corner > Select Clock Out in the bottom right
Staff not Logged In: Enter their PIN Code on a login Screen > Select Clock Out in the bottom rightOnce back on the login screen, they're good to end their shift.
Video Tutorial for Staff
Timecards
Timecards
This section will cover everything you need to know about Timecards within the Billfold system. Whether it is manually adding them in, adjusting them or exporting them it'll be covered here.
How to Access Timecards:
Navigate to Access Management on the left hand menu, select Users and then select Employee at the top of the screen
Once within the Employee users section, there is a sub menu of options to choose from. Select Timecards.
Here, you'll be able to filter by Date, Event, Employee, Employee Role and Employee Group. Utilize these filters to locate specific or needed timecards for editing or export.
How to Manually Input a Timecard
After following the steps above, within the timecards section selection Actions in the right corner and then Create
After selecting Create, you'll be prompted to fill in the necessary data. Once the information is finalized, select Create Timecard.
How to Edit Timecards
Following the steps in How to Access Timecards, once here:
Filter by Date, Event, Employee, Employee Role and/or Employee Group. Utilize these filters to locate specific or needed timecards for editing.
After locating the employee(s) whose timecards need editing, select the edit button to the right of their timecard.
After edits have been finalized, select Update Timecard.
Repeat these steps for as many timecard edits that are necessary.
How to Export Timecards
Once edits and manual entries have been finalized, you'll likely need to export the timecards for your payroll provider. Within that same Timecard section of Employees, follow these steps:
Filter by date and/or events in order to ensure you're pulling the proper timecards needed for export (NOTE: not filtering will export all existing timecards)
Once proper filters have been applied, select Actions on the right hand side and then Export.
This will prompt a download window to pop up, confirm the file name, download and you're all set with a .csv file.
Labor Report
Labor Report
In the Reports section of the Organizer Dashboard, a Labor Report is available. The Labor Report shows totals from all timecards linked to an Organizer's events. The report is based on the selected dates and Organizer, so you can see the total hours from multiple events.
The columns on the report are:
Employee: Report shows all employees with timecards from the selected Organizer's events, including Vendor's employees. If an employee has timecards in different currencies, values for each currency are shown on a separate line.
Total hours: Shows the sum of all "Total hours" from the employee's timecards.
Paid breaks: Shows the sum of all "Paid breaks" from the employee's timecards.
Unpaid breaks: Shows the sum of all "Unpaid breaks" from the employee's timecards.
Paid hours: Shows the sum of all "Paid hours" from the employee's timecards.
Total pay: Shows the sum of "Total pay" amounts from the employee's timecards.
Tips: Tips from orders and tabs created during shifts started within the selected date range.
The filter options are:
Date: Select a date range. The report will include data from timecards where the "Date" falls within the selected range. The "Date" of a timecard refers to the day the shift started, even if it ended the following day. The filter is mandatory. By default, it is set to the most recent full week. The maximum range is 90 days.
Events: Optionally, select one or multiple events.
Employee: Optionally, select one or multiple employees.
Role: Optionally, select one or multiple employee roles.
Group: Optionally, select one or multiple employee groups.
How to Access and Export
Using the left-hand menu, select Reports and then Labor. From there, filter as needed to find the employee timecard totals you are looking for.
Export the report using the Export button in the top-right corner, select the preferred file type (.csv or .xlsx), and confirm the download.
