To add a new employee to your company, please follow these steps:


  1. Go to EMPLOYEES, click Add. You can click "Save" at any time to commit the changes you make, or leave it until the end. However, if the browser crashes, or you click "Cancel", all changes will be lost.
  2. Under the General tab:
    1. Is Active - Leave checkmark in place.
    2. Employee Id - Enter an identifying code for your employee. Usually this will be the same number used to identify the employee at the clock. Please be aware that this field accepts anything you can type--letters, numbers, symbols--and does not check for duplicates. Please be sure that your entry is not already in use.
    3. First Name and Last Name - These are required. Middle Name is optional.
    4. Contact Information, Emergency Information, and Notes - These are for your own reference only. Information entered here is not used by Realtime in any way. Consider these optional.
    5. User Defined Properties - You have the option to add additional text boxes for information we don't already provide space for. To use, click "add property" and provide a Name for the information you want to store. Enter the information specific to the employee under Value.
  3. Employment tab:
    1. For each item under Policies (Pay Period Rule, Overtime Rules, Holiday Rules, and Shift Differential Group), choose the option you wish to assign to the employee. If you do not see an option appropriate for the employee, you will need to create the item by going to SETUP > RULES.
    2. Under Scheduling:
      1. Scheduling Type - Choose between Standard and Workforce. If you do not know which to use, select Standard.
      2. Schedule - Select from the list of schedules. If you do not see a Schedule rule appropriate to the employee, you will need to create one in SCHEDULES. The Schedule you select will be assigned from the beginning of the current pay period. If you want to assign the Schedule at a different date, you will need to do so after you save changes to the employee.
    3. Hire Information:
      1. Hire Date - Enter the date from which your employee will start working for your company. This may affect the employee's eligibility for Holiday pay and PTO accruals.
      2. Release Date - Leave blank. This is the last day of employment with your company, and will prevent the system from assigning automatically generated hours, e.g., salary, holidays, unused vacation hours.
    4. Accruals: If you do not use accrual plans, you can skip this section.
      1. Accrual Plan - Select the accrual plan to assign to the employee.
      2. PTO hours - Double-click each hour type to enter initial hour balance. Under Requested Accruals:
        1. As Of - Select the date for which the numbers you will submit were verified.
        2. Available - Enter the hours in the employee's bank.
        3. Total of___ hours accrued this year - Enter the hours already awarded to the employee on the As Of date. This will affect how many more hours the system will award the employee until their next anniversary date.
      3. Click Calculate.
      4. Click Accept.
    5. Default Tracking Levels - For each Tracking Level, enter the Tracking Level item to assign to the employee. Enter a checkmark under Locked if you do not want any other item assigned to the employee's entries under this Tracking Level.
    6. Compensation:
      1. For hourly employees, simply enter their hourly pay rate.
      2. For salary employees, click "Modify Salary". You can enter either the hourly rate equivalent or the salary amount.
        1. New Hourly Rate - Enter the hourly equivalent to the employee's salary each pay period. E.g., an employee making $2000 each biweekly pay period (40 hrs/wk x 2 = 80 hrs / pay period) would have a $25 hourly rate.
        2. New Salary Amount - Enter how much the employee should be paid each pay period.
        3. New Salary Hours - Enter the hours to enter each pay period, i.e., 40 for weekly, 80 for biweekly, or 86.67 for semimonthly.
        4. Effective Pay Period - Choose between "previous," "current," or "next" to indicate the pay period from which you want the salary settings to take effect.
        5. To remove salary, i.e., convert a salary employee to hourly, leave hourly rate, salary amount, and hours blank, and select the pay period from which you want the employee to be hourly.
      3. Salary Rule - Select the salary rule you want to apply to this employee. If you choose None, the employee will have all hour types included in the salary adjustment entry.
  4. Externals tab:
    1. Clock Identities - 
      1. Assigned - You will see the clock ID you assign or add here when you go through one of the steps below. Clicking on the clock ID will allow you to change the clock ID's privilege level, remove fingerprints, or add/edit/remove a password or card number associated with the clock ID.
        Clicking "unassign" will leave the clock ID at the clock, and free it to assign to another employee.
        Clicking "remove" will unassign the clock ID from the employee and delete the clock ID from the clock.
      2. Unassigned - To assign a clock ID which has already been created, select it from the dropdown box, and click "assign".
      3. User definable - To create a clock ID and then assign it to the employee, enter a numeric ID in "User definable", then select the clock group in which to create the ID. Next to each clock group name, you will see a number in parentheses. That number is the next available clock ID number, i.e., the highest used number plus one. (The system does not check for gaps between clock IDs, so there may be smaller numbers available for use.)
        Click "add".

        You can view the instructions for enrolling an employee at a color screenfingerprint clock here:
        https://sundialtimesystems.freshdesk.com/solution/articles/1000017372-color-fingerprint-clock-enrolling-employees

        You can view the instructions for enrolling an employee at a face recognition clock here:
        https://sundialtimesystems.freshdesk.com/solution/articles/1000197524-face-recognition-clock-enrolling-employees

    2. WebConnect - 
      1. Configuration - Select the WebConnect configuration you want to assign to this employee.
      2. Username - When you select a WebConnect configuration, the system will assign the employee's email address or [first name].[last name] by default. You can type in your own, or to use the default, select "DIsabled," then select the WebConnect configuration.
      3. Password, Confirm Password, and Password change required - You can assign your own password for the employee by typing it in and confirming it, or you can enter a checkmark in "Password change required" to assign the default password and require the employee to change the password at next logon.
    3. DeskPunch - Enter a password, or click "Password change required" to assign the default password and require that the employee change their password at next logon.
    4. Supervisors - This will direct the email notifications for PTO requests. If you do not use WebConnect, or do not select email notifications, this has no effect at all.