Month: May 2017

How to see what edits have been made (aka how to view audit logs)

99% of events like clock ins, clock outs, and breaks are created by your employees and never edited. Sometimes, edits need to be made and SYNCrew keeps a log of the original times in case there is ever a reason you need to view the original times.

To see if changes have been made, follow these instructions:

  1. Run a Work Block Report
    1. go to the Settings menu and select “Work Block Report”
    2. Select the person(s) and date range you want to view
    3. Click “Run”
  2. At the far right side of the Work Block report, you will see a column that contains either who created the event or an “Audit” button. For the rows with just text, there have been no edits made and all events are original. Additionally, you can see whether the Worker, a Manager, or an Admin user made. In the image below:
    1. The first and last rows below have had edits made, as indicated by the “Audit” button
    2. Rows 2 and 3 were created by a Worker (Named John iphone) on their phone and no edits have been made
    3. Row 4 was created by an Admin user (name John Admin) and no edits have been made since
  3. To view the edits, click on the “Audit” button to see the changed made. In the example
    1. Example 1: start time was changed from 2:25pm to 10:25am on the same day. Note that “John Smith Admin” was the person who made the change and the change was made on 5/22/17 at 2:26pm.
    2. Example 2: This example has two changes. The clock in time was changed from 3:13pm to 2:13pm and the start break time was changed from 3:13pm to 2:13pm. Here, John Admin made the change at 2:26pm on 5/22/17 at 2:26pm.

To view edits made to projects, users, and other settings, please contact your SYNCrew account manager or support@syncrew.com as that information is available, but not visible to you just yet.

How to delete events (delete clock out, delete clock in, etc.)

SYNCrew is a management tool but it also serves as a valuable archive of all activities. As such, events cannot be deleted. In most cases, the issue can be resolved by editing the time to be a few seconds which effectively makes the time disappear. By editing, instead of deleted, the record is kept intact so that the editing history is complete and nobody can be accused of deleting information at a later date.

In certain circumstances, SYNCrew staff can delete things but it is typically limited to:

  • Events that were added by administrators
  • Events created for testing purposes by either SYNCrew or company administrators
  • Profane or pornographic images

Late Clock Out

Every so often, a Worker forgets to clock out at the end of the day. When that app believes that has occurred, it gives the Worker an opportunity to clock out at an earlier time to prevent their being clocked in for 24 hours or longer. The app alerts the Worker that it believes they forgot to clock out and asks the Worker to enter the time and date that they stopped working and explain what happened.

Since this happens after-the-fact, there is no photo taken and SYNCrew places the image below in place of the picture so its easy to see when this occurs. The GPS coordinate is taken from where the employee is at the time the late clockout is entered.

Worker Type: Manager

The “Manager Worker” is a user type for onsite managers who need to add time for other employees. They manage their own time as they go (just like an Hourly Worker) and then they can add time for any Managed Worker. Note that Managers are NOT able to add hours for Hourly Workers, Non-Hourly Workers, or other Managers.

  1. Manage their own time: Most Manager users start their day by clocking in, taking breaks, and snapping photos.
  2. Add hours for others:
    1. Identical time to their own: Each time they clock out or change task, they have the opportunity to add time for others. As they clock out, the app will ask who worked with them and the Manager can then select as many Managed Workers as they had that day.
                 
    2. Add any other hours: The Manager can add hours for Managed Workers who worked at a different project, performed a different skill, or worked different hours. By using the “add time” option from the menu, these hours can be added from the app in just a few seconds.
               

 

Related posts:

Worker Type: Managed Worker

“Managed Worker” accounts are for employees who do not use the app and have their hours entered by an administrator or a Manager Worker. They are not able to log into the SYNCrew app to take photos or log hours. They may be given a login to the Worker Portal where they can view their hours and the system is able to generate timesheets for them. Because these users do not need to log in, the only information required to create an account is their name.

All Manager Workers and Admin users can create hours for any Managed Worker.

Related posts:

Worker Type: Hourly Worker

“Hourly Worker” is the standard Worker type and is automatically selected since this is how the majority of SYNCrew Workers are set up. Hourly workers use a specific phone to clock in, clock out, take meal breaks, snap pictures, and view their hours worked. This user type is typically used by hourly employees but some companies use it for contractors who find it convenient to see their time worked.

Below are examples of how the SYNCrew app looks for Hourly Workers and some notes about how it differs from other user types:

  1. Pick a project screen: This is the screen where the Worker selects the project they are going to start working at. Note the red at the bottom to note this Worker is clocked out and the clock showing no time has been worked today. A clocked in worker will have a green bar indicating that they are traveling between jobs, but still on the clock. A meal break can be taken from this screen by clicking the three orange bars at the top left.
  2. Clocked in screen: This is the screen that hourly workers see when they are clocked into a project. Again, we see that the time worked clock is prominently displayed for this user. The take break button is prominently displayed to remind Hourly Workers to take their required meal periods
  3. My Time screen: Hourly workers can view their hours worked for prior days and the current pay period.

 

Related posts:

 

Worker Type: Non-Hourly Worker

“Non-Hourly Worker” is selected for Workers who will use the mobile app primarily to collect photographs and share their current location. They are not able to see their time worked, take meal breaks or change tasks to track mileage and travel time. Some companies prefer to use the Non-hourly Worker type for managers or sub-contractors who are not paid hourly.

Below are examples of how the SYNCrew app looks for Non-Hourly Workers and some notes about how it differs from other user types:

  1. “Check In” Screen: In the Non-Hourly Worker app, there are no clocks and the langues is based on “checking in” rather then “clocking in”
  2. “Checked in” Screen: After the Non-Hourly Worker selects a project, the screen below is what they see while on-site. Again, there are no clocks and the options to take a break are removed since these Workers are not logging those details.

 

Related posts:

Reset password for Worker app (also how to resend the app download link)

In the event that an employee forgets their password, it can be reset in one of the following two ways:

Reset from Admin portal: In most cases, Workers will just reset their password using the link in the app (described below). If they do not see that or it does not work for them (most often because the phone number in SYNCrew does not match what they are entering), they may ask an Admin to reset their password and this is how to do it:

  1. Click “Settings” in the left navigation panel and then click “Manage Users” from the sub-men.
  2. Find the user you wish to reset the password for. For larger companies, we use the browsers search feature (usually CTRL+F) and type the name.
  3. Click on that users name to open their profile.
  4. Click “Reset Password” at the bottom of the page (you may need to scroll).
  5. Type the same password in both fields on the next page and click “Save”
  6. A text message with the new password will be sent to the Worker automatically with the link to download that app and their password.

Reset from the app: Workers can reset their password directly form the app. On the login screen, there is a “reset password” button. When they click this button, the app will ask them to enter their phone number. If the phone number is assigned to an active worker they will receive a text back with a new password to log in with.

Add a new user (add a new worker; add a new admin)

ONLY FULL ADMIN ARE ABLE TO ADD USERS. If you are not a full admin, please contact an HR or IT administrator for additional help.

To add a worker or admin user do the following:

  1. Go to the Settings option in the left navigation
  2. Select the sub-option to “Manage Users”
  3. Click on either “add new worker” or “add new admin,” depending on which you wish to add (circled in red below)
  4. Fill in the required forms on the add user page that comes next and click “Save.” When you click save, an email will be sent with the login information and for Worker accounts, it will also send a text message with the login info