About Information Controls
Information Controls, Inc. has been in the business of helping companies control their employee's time and attendance since 1986. We have helped our clients manage almost half a million employees with easy-to-use, personalized solutions. From 30,000 employees to 50 employees, Information Controls, Inc. can help you manage your biggest expense– labor. From In-punch to electronic transmission to your payroll service, our award-winning technical support staff will be there every step of the way for the life of your InfoTronics or Attendance On Demand system.
For more on Information Controls, please visit www.icico.com
This document is to serve as a training manual during the presentation of the Introduction to Attendance On Demand (AOD) training course. It can be used as a reference document after completing the class. AOD will be referred to as “Attendance” within this document. This can be updated at anytime.
The primary audience for this document is the student attending the Introduction to Attendance On Demand (AOD) training course. Let this be an aide for the purpose of learning the basic use of the system. This document assumes you are familiar with basic Windows operations.
Logging into Attendance on Demand
Enter your URL into your browser address bar.
Your URL will be: https://___________________________________.attendanceondemand.com/operator
You will be given your Account Name and Password from either your Human Resources department or your system administrator. Type in your information and click the Login button. Your password is unique to you and should NOT be shared with anyone. Attendance tracks which users make changes for auditing purposes.
Attendance On Demand is designed for Google Chrome for the best experience. However, Attendance is also supported by the following web browsers; Safari for Windows, Mozilla Firefox, Opera, or Internet Explorer. There are minor viewing differences across these other browsers.
It is also recommended to have a PDF viewer and spreadsheet program, such as Microsoft Excel. Most reporting is viewable as either a .pdf or as an Excel spreadsheet.
Common Browser Shortcuts
Refreshes the page
Switches to Full-Screen Mode
The Header is in the top right corner of the screen. It shows the current date and allows access to the user's Preferences, Messages, ToDo List, and Timeline.
The Menu is on the left side of the windows. It is the primary method of navigation from one section to another.
The main body of the page is referred to as the View Area. This section will dynamically change its layout and information depending on the menu item selected or the links clicked within the View Area.
A Toolbar may appear at the top of the View Area, and the contents of that toolbar depend on what is displayed in the View Area. The different functions available in the toolbar for each View Area will be detailed throughout this guide.
Introduction to Employees
Personal Information consists of your employee’s Human Resources and Payroll status information. This includes their name, address, payroll identifier, hire date, etc.
The employee’s electronic Time Card. The Time Card is automatically updated when transactions are received from the time clock. The Time Card can also be edited by the employee’s supervisor or other users with Time Card access authority.
The employee’s assigned work schedule. If a schedule pattern has been assigned to the employee, the schedule updates automatically. The schedule can also be adjusted by the employee’s supervisor or other users with schedule access authority.
The employee’s attendance history. This view can be adjusted to display hours worked, dollars earned, the pay designation, and/or schedule exceptions (tardy, late punch out, and so on).
The employee’s Time Cards for previous pay periods. Time Cards can be archived for an unlimited number of years.
The employee’s benefits summary for the defined time period.
- Pages (Personal Information) – Quickly change from Personal Information to other employee items.
- Basic – Browse to the rest of the Personal Information.
With each tab and items can be edited. Change, Remove or Click in the cell and type. can be used to modify employee data, depending on your user profile’s security settings. For example, within the Workgroup tab, you can change the employee's Current Assignment
Rate of Pay
The Time Card is one of the most important pieces in ensuring employees are paid correctly. The Time Card shows an employee’s schedule, in and out times for each shift, total working hours, workgroups that the employee worked, and exceptions from the schedule. Supervisors can also correct any mistakes or add information as needed to the Time Card. Some typical supervisor edits are:
- Add a missing punch
- Add a schedule
- Acknowledge an exception (Review and Approve)
- Credit or debit hours to or from an employee
- Enter workgroup transfers
- Authorize portions of the Time Card
The bottom portion of the Time Card window displays summary information in each of the tabbed areas. The first tab is the period total summary and it displays total pay designation hours and dollars worked by each employee during the selected time period. The Daily Summary tab displays total pay designation hours and dollars worked by day for the selected period. The Adjustments tab displays supervisor adjustments for the employee Time Card for the selected period. The Time Off tab displays a three-month calendar that shows an employee benefits summary.
- Time Card -- Quickly change from Time Card to other employee items.
- Current Period – Browse Pay Period to the Time Card for current or previous periods.
- Editing Sheet—Change the time card view to another type.
- Adjustments – Review and remove supervisor edits.
- Approve – Approve Time Card. Puts the digital signature on the time card that it was reviewed.
- Print – Creates a file in PDF format.
- List of Employees – Select a specific employee.
- Preferences – Menu that allows visual changes to the time card layout.
The Time Card can be edited by entering information directly into an open cell. This can take place within the Schedule or Punches columns. Time can be entered either in AM/PM or in 24-hour format. Individual visual preferences define how the display is presented back to you. Hours can also be entered in either minutes or hundredths of hours. For example, typing “8.50p” would result in 8:30p showing on the Time Card.
All items can be edited for this tool.
Clicking on the pencil icon has all the different sections. Along with a few that can only be done from this icon:
|This can be used to add or debit time from a Pay Designation.|
Credit Additional Worked Time
If your company takes out lunch automatically, this tool can put back what was taken. Check the box to Pay Lunch Period.
Pay to Start/End
This set of options override the rounding and areas surrounding a shift.
Example the scheduled shift was from 4 am to 6 am. Actual punches were in at 3:58 and out at 6 am. If we used the Pay to Scheduled End the pay REG goes from 0:33 to 2:02 hours.
Add or remove a note in the time card. The note can be looked at in the History as well.
Add Punch Transaction
The date can be changed. For example, a 3shift employees punch would go on the next day.
Time can be entered in AM/PM, Military (24)
Hours or hundredths. Note the colon
Example 8.50 = 8:30
Adding two punches
|Adding two punches can be done by adding a comma ","|
Alter punch is a powerful tool for overriding the pay rules. Picking the punch to alter then forcing that transaction start or end. The Part of the
Workgroup Change @ Time of Day
Transfer at time of Day – Transfer an employee’s hours starting at the specified time through either another transfer or the end of the shift.
Transfer Time to another Workgroup
Reallocate Hours – Takes hours entered in “Amount” field and transfers them to the new workgroup.
Changing Visualization Preferences
|The setting has defaulted to the list below. However, each user can change the view of there own time card. Changes take effect right away.|
Pick how you want to see the Workgroup displayed.
- Date – Change the date range.
- Pages – goto more employees.
- Filter – system defined
- My Workgroups – user-defined filters based on workgroups.
- Refresh – updates data on the screen.
- Preferences – Changes the view.
Clicking on the + to add a schedule.
|Add Work Schedule|
|Make Flex on Day|
|Off This Day|
|This adds the schedule container.|
|+||This adds the schedule to that day of the week and times.|
|You will need to do to this for each day of the week.|
|Click on Unassigned or a different pattern.||Click the + plus to add them to this schedule|
|Can change the name.|
Most patterns run forever, but still, need to be reapplied.
For the Days Worth of Forward Schedules to create, we recommend changing it to 180 days.