This video shows how to action the worklog when the company you are working for is using biometric devices.
Biometric devices are finger print scanner or facial scanners used to sign in and out of a shift.
The video shows how to access the scan times using the Worklog as well as how to approve the entire worklog once all shifts have been actioned.
The written instructions mirror the training video; the training video and the written instructions can be used interchangeably.
Navigation: Log into the platform > select Worklog from the navigation column.
Select your venue/department.
Below the How To steps are outlined.
(1) The Relationship between Rota - Biometrics - Worklog
The worklog relies on the rota. If there is no rota in place, then you cannot confirm the worklog or use it to track any changes that you need to make.
The relationship between the rota, the biometric devices, and the worklog is as follows.
(1) The Rota = The rota is the plan of what you want to happen on a day in terms of shift type, shift duration, and which member of staff is fulfilling the shift. To learn more about how to create rotas, access the rota section on the support site or click HERE.
(2) Biometric Device = The biometric device is collecting data on the day to inform you about the comings and goings of your staff. Every member of staff who has been registered on the device can use his/her biometric data (i.e. a fingerprint) to clock into a shift and clock out of a shift again. Should a member of staff who has not originally have been scheduled to work on a day (using the rota), but then show up on the day to work (i.e. you requested your previously unscheduled staff member to cover for a sick colleague), then you can use the biometric data to not only create a shift in the worklog for the covering colleague, but you are also aided by knowing the exact times your covering colleague clocked in and out. Generally speaking the worklog helps you collect data to inform you what happened on the day.
(3) The Worklog = The worklog unites the plan from the rota with the biometric data, that shows you the comings and goings of your staff.
(2) How to Tell Whether You Are Using Biometrics
Should you be unsure whether you company is using biometrics, or whether your venue already has biometric devices set up, then you can do this:
- Check whether you can find a biometric device on the premises. They should be located either near the entrance/exit or near common staff facilities, like the kitchen, changing rooms, or break out rooms. You might be using a Facial Scanner or a Fingerprint Scanner
- Query your line manager and/or HR.
- Navigate into a worklog and right-click the shifts. Should you find Match Biometrics anywhere then your department/venue is using biometrics. Note, that you can pick a worklog from the past to investigate this.
(3) How to Make Amendments on the Worklog
To find out how to approve shifts and make amendments to the worklog view the entry called Confirm Daily Worklog and Making Changes to the Worklog.
To find out how to manage sickness and repalcement shifts view the entry on Sickness & Replacement Shifts.
(4) Confirm the Worklog
Always confirm the worklog after you are finished entering the day's details into the worklog.
Select Confirm Worklog.
A overlay window will appear. Select Confirm if you are satisfied with the changes you made, select cancel to stay on the worklog and proceed to make changes.
Every worklog that has been confirmed shows a green circle with a white check mark to signify that this worklog has been completed.
(5) Every Daily Worklog Needs to be Confirmed
Every daily worklog needs to be actioned and confirmed. Once you have done this for a week, the site worklog view of a full week should look like this:
Note, that every company has its own deadlines regarding when a the worklogs need to confirmed by. Should you want to find out about the deadlines and intervals your company requires you to follow regarding worklog confirmation please contact your line manager and/or a member of HR.
- End of instructions. -