Initial Setup Guide
Before you start setting up the system, it’s important to understand what you’ll need and the order to configure things.
Before You Begin
Section titled “Before You Begin”What You’ll Need
Section titled “What You’ll Need”Gather this information before starting:
Organisation Structure
- List of all office locations with addresses
- Rooms or work areas within each location
- Departments and job roles
Time & Schedule Information
- Standard working hours (e.g., 9am-5:30pm, Mon-Fri)
- Part-time schedules if applicable
- Annual leave allowances (e.g., 28 days, 224 hours)
- Public holidays are auto-populated (no manual entry)
Employee Information
- Employee names and email addresses
- Job titles and departments
- Start dates
- Manager/reporting relationships
Setup Order
Section titled “Setup Order”Follow these steps in order - each builds on the previous:
1. Locations & Rooms → 2. Working Patterns → 3. Time-Off Policies → 4. Employees → 5. Payroll (optional)Step-by-Step Setup
Section titled “Step-by-Step Setup”1. Locations & Rooms
Section titled “1. Locations & Rooms”What you need: Location addresses, room names
What to create:
- Locations (e.g., “London Office”, “Manchester Clinic”)
- Rooms within locations (e.g., “Surgery 1”, “Reception”)
Why this matters: Employees must be assigned to a location
2. Working Patterns
Section titled “2. Working Patterns”What you need: Standard working hours for different employee types
What to create:
- “Full-Time 37.5 Hours” - Mon-Fri, 9am-5:30pm
- “Part-Time 20 Hours” - 3 days per week
- Custom patterns as needed
Why this matters: Employees must have a working pattern to calculate timesheets
3. Time-Off Policies
Section titled “3. Time-Off Policies”What you need: Annual leave allowances for different employee groups
Two calculation types:
Fixed Allowance - Set amount per year
- “Head Office 33 Days” - 33 days annually
- “Standard 224 Hours” - 224 hours annually
Hours Worked - Accrues as they work
- “Zero Hours Policy” - 12.09% per hour worked
Why this matters: Employees must have a policy to request time off
4. Add Employees
Section titled “4. Add Employees”What you need: Employee list with names, emails, job titles, start dates
What to do:
- Create employee records
- Assign location, working pattern, and time-off policy
- Create user accounts for system access
- Set up manager relationships
Why this matters: This is your team in the system
5. Payroll Management
Section titled “5. Payroll Management”What to configure:
- Pay period dates and schedule (monthly/weekly) Note: This is optional and can be done later. Not required for time tracking and scheduling.
Getting Started Tips
Section titled “Getting Started Tips”Start Small, Then Expand
Section titled “Start Small, Then Expand”First:
- Create 1-2 locations
- Add 2-3 working patterns
- Create 2-3 time-off policies
- Add 3-5 test employees
Then:
- Test timesheets and time-off requests
- Verify everything works correctly
- Add remaining employees
- Roll out to the team
Test Before Going Live
Section titled “Test Before Going Live”Create test scenarios:
- Submit a timesheet as an employee
- Request time off
- Approve requests as a manager
- Check reports and dashboards
Common Mistakes to Avoid
Section titled “Common Mistakes to Avoid”- ❌ Adding employees before creating working patterns
- ❌ Forgetting to assign time-off policies to employees
Important Notes
Section titled “Important Notes”Can I change settings later?
- Locations, working patterns, and policies can be updated
- Changes to working patterns and policies affect future accruals only
- Employee assignments can be changed anytime
What if I make a mistake?
- Most settings can be edited or deleted
- Test with sample data first to avoid issues
Next Steps
Section titled “Next Steps”Once your setup is complete:
- Learn the interface - Understand how to navigate
- Train your team - Help employees get started
- Start using the system - Begin with timesheets and time-off requests
Need help? Contact your account manager for onboarding training.