Time reporting

Flex HRM Time

FORMsoft AB 2016
Course material Flex HRM Time 2

Table of Contents
INTRODUCTION ...............................................................................................................................3
ICONS (SHORTCUTS) .......................................................................................................................................................... 3
FUNCTIO N BUTTONS – UPPER BUTTON ROW .............................................................................................................. 5
MESSAGES ........................................................................................................................................................................... 7
PROCESSING…..................................................................................................................................................................... 7
FORGOT YO UR PASSWORD TO HRM? ............................................................................................................................ 8
OVERVIEW OF THE TI ME REPORT .......................................................................................................9
BUTTONS A ND VIEWS ..................................................................................................................................................... 11
TIME REPORTING – DAY REPORTING................................................................................................. 16
REPORT PRESENCE THROUGH MA NUAL INPUT ......................................................................................................... 16
REPORT ABSENCE............................................................................................................................................................. 16
REPORT O VERTIME .......................................................................................................................................................... 19
Course material Flex HRM Time 3

Introduction
HRM is a cloud service, which means that you can access the system via a web browser.
Flex HRM works with the web browsers Chrome, Firefox, and, for Mac computers, Safari.
Recommended versions for optimal performance:
 Chrome, latest version
 Firefox, latest version
 Microsoft Edge
 Safari, latest version

Lowest screen resolution is 1280 x 1024. However, a higher resolution is recommended.

Icons (shortcuts)
The system functions are distributed among a number of icons that you can find on the left
part of your screen.
Under the other icons you will find functions connected to each subsystem respectively.
Which of these are available depends on which subsystem(s) is/are included in your licence
of the program.
The name of each icon is displayed when you mark the icon. You open the function by
clicking the icon.
Course material Flex HRM Time 4

Description of the icons:

Home. Here you will find useful shortcuts, reminders

concerning e.g. time reports or travel expense claims, your
calendar with schedule and absence, and much more.

Travel. This is where registration and management of travel

expense claims is carried out.

Staffing. If you have the module for staffing, you can manage
settings for scheduling, shift notifications etc. in different
views that can be accessed through this icon.

Time. Here you will find the functions Time report, Calendar,
Auditing of time report, etc.

Employee. Here you can manage settings for the employees,

that is, personal data, employee data, reporting method and
time group, schedules, etc.

Reports. Here you will find all reports of the system.

In the upper right corner, you will find four other icons. Their
functions are described below:

Log out

Help

Personal settings – change password, change language and personal

details.

Select company
Course material Flex HRM Time 5

Function buttons – Upper button row

The upper button row in the registration view is general for the whole travel expense claim.
If you, for instance, click on the button Save, the whole travel expense claim will be saved.
Below you will find a description of the upper button row:

Yes / No: These buttons are used for saving registered information.
Cancel: With this button, you cancel the function that you are working
with without saving the information.
New: This button is used when input of new information is made in the
system, for example when registering new users and companies, when
filling out a travel expense claim or when registering new account codes
in the register. When clicking here, all fields on the input screen are
blanked out, allowing you to make your entries.
Save: This button saves registered information in the different parts of
the program. In case you would forget to save your entries in, for
instance, the travel expense claim function or the employee register, you
will receive a warning message before closing the function.
Copy: With this button, an identical copy of an existing travel expense
claim is created.

Print: This button is used for printing travel expense claims, time reports
and other reports.

Filter: This function allows you to make selections based on, for instance,
employees and account codes in the different overviews of the system,
allowing you to retrieve just the kind of information you need. When red
colour fills up the funnel symbol this indicates that a selection was made.

Add row: This function is used for adding a row in an input field, allowing
you to make new/more entries.
Delete row: This function removes a row in the input field (thereby
deleting the corresponding entry).
Search: When entering information, you can use this symbol instead of
typing it in manually. When clicking the symbol, the entries in the system
are displayed, for instance a record of employees in the employee
register or a list of account codes used in the company. Mark the desired
option in the list in order to retrieve it to the input field.
Calendar: This button opens a calendar that can be used for overviewing
a certain time frame or retrieving a specific date.
Course material Flex HRM Time 6

Tip: If you’re not quite sure about the function of a certain button, you can hover the cursor
over it. Then a so-called tooltip is displayed, that is, a small text box explaining the function
of the button.

Example of a tooltip:
Course material Flex HRM Time 7

Messages
Message boxes are shown in the lower right corner of the screen image. These come in
three different types: Information, Warning and Error. Click the arrow in the upper right
corner of the box to show/hide it.

Information
Information messages are shown with a blue coloured information symbol and blue text.
They appear when some kind of action has taken place in the program, confirming that the
action was completed without errors.

Warnings
A warning appears when an action was carried out, however, the actual result may deviate
from the expected result, e.g. if absence is created on a day on which time was previously
registered. The absence itself will be saved but it will not be generated in the time report.

Error
Error messages are displayed with a red exclamation mark and red text. They are activated
when you try to save an entry (by clicking the disc icon) and the necessary conditions aren’t
fulfilled. Correct the error according to the information given by the system and then try to
click Save again. You can also click the underlined text. This text works as a link to the
function that needs to be corrected.

Processing…
If you, for instance, make a large selection, it may take some time for the system to retrieve
all data. In this case, you will see this indication in the upper right corner:
Course material Flex HRM Time 8

Forgot Your Password to HRM?

If you forgot your login,

you can request a
temporary password
directly from the login
page. Just click the text
Forgot login.

Enter your user name

(or, if possible, your
email address, and click
Send. An email will now
be sent with a randomly
generated temporary
password to the email
address/addresses
registered on the user.
Course material Flex HRM Time 9

Overview of the Time Report

In the time report, the user themselves can (to a certain extent) adapt the amount of
information shown. Calendar, day information, period information and the graphical time
rows can be hidden in order to maximize the space for the time report when reporting.
Day and period information fold in from the right side when displayed, as shown below.

The calendar as well as the day information and period information fold in from the right
side when displayed, according to the image below:

In each information panel respectively, you can show/hide details concerning unspecified
time and unspecified time (if any) by clicking
Course material Flex HRM Time 10

Graphic time rows can be displayed at the top of the time report to allow a more visual
presentation of the reported time. Place the cursor over Schedule to display schedule times
for the day, and click the information icon to see a key of colours used in the overview.
Course material Flex HRM Time 11

Buttons and Views

There are a number of fixed buttons in the upper menu bar. Most of them are self-
explaining, however they will be briefly described below.
Save – Saves the changes in the time report. When a new view is to be loaded, changes in
the existing one must be saved. This also applies when changing the date, which means that
every day must be completed and saved before the next one can be initiated.
Print – Used for printing out the monthly view of the time report, which is the same thing as
printing out the report named Time report.
Day view – For users who report their worked hours day by day, so called day reporting, the
entire time reporting is performed in this view. For users with period reporting, this view
isn’t displayed at all.

Weekly view – Regardless of your payroll period, you can get a summary of reported time
per week.
Course material Flex HRM Time 12

Monthly view – Overview of the entire month to allow a total picture of the reported time of
the month. Grab the column Sum and pull it to right or to the left to decrease or increase the
number of days that should be displayed without the need for scrolling.
The row selected is marked with a light blue frame.
At the bottom, summaries per month and day are shown.
Course material Flex HRM Time 13

At the bottom of each date, you can see a colour

indication for discrepancy or unspecified
time.
When clicking on a date in the weekly or
monthly view, you can choose to jump to
the day view for that day, submit the day
directly from the overview, or show the
day information for the date selected.

When a day has been audited, the auditing icon below each date
changes colour.

If there’s a comment to the entry in the time

report, this is indicated with a blue marking in the
corner of the cell.

Overview – A graphic representation of your time

report (and the time reports of the employees you are
authorized to) and the way it is reported the selected day.
The blue vertical line indicates the current point in time. All time rows reported are
displayed as a graphical, horizontal timeline. The details displayed are absence, change of
account code, time punchings, etc.

Place the mouse cursor on a section to view all details from the time report.

To aid you in interpreting the different symbols and colours, there is a colour key.
Course material Flex HRM Time 14

Click the key to see a description of the items currently

displayed in the overview (note that the content of the
index may differ depending on which details need to be
explained).

Allowances – In this view, automatically generated rows

are displayed, which can be hidden if you want to make it
easier to identify manually registered allowances or time codes.

Absence – See the section Report Absence

Clock in/out – Use the clocking functionality in the time report to clock in/out in real-time
Today – Click here to come to today’s date or the current period, depending on which view
you are using.
Filter – Selection that allows you to specify which persons should be displayed in the list of
employees.
Balance adjustments – Even if you have no authorization for adjusting balances, this button
is displayed to ensure transparency when it comes to actions affecting your balances.
Course material Flex HRM Time 15

Account code allocation – See the section Assigning Account Codes

Course material Flex HRM Time 16

Time Reporting – Day Reporting

Day reporting means registration of exact times for each day.

Report Presence through manual input

1. If you are not able to clock your hours through clocking “Clock in/out”, you will be
able to report your worked hours through manual input. Put the cursor in the field
Time code. Press Tab, and the time code for working time will automatically be

retrieved. Enter the time of arrival to work in Start time and the time of leaving work
in To time.
2. When saving, the default times for break will be generated in the time report.
3. If the break length doesn’t match the actual break times that day, this can be
corrected by adjusting the break times. Also remember to adjust the working time.

4. Save.

Report Absence
1. Click on the absence manager:
Course material Flex HRM Time 17

2. If the absence includes just a part of the day, specify the date and time and select a
reason for leave of absence:

3. If it is a whole day, just specify the date, and the system will suggest times according
to the current schedule:

4. You can leave a message describing the absence:

Course material Flex HRM Time 18

5. Save.

6. If the absence needs approval, it will get the status Applied for and be forwarded to
your manager. As soon as the absence is approved, it will be generated in the time
report.

7. If the absence doesn´t need approval, it will get the status Registered and it will
appear in your time report immediately.
Course material Flex HRM Time 19

Report Overtime
1. Specify the hours worked.
2. Once the day has been saved, overtime is generated according to the current rules.
Course material Flex HRM Time 20