Configuration

Setup your employees, activities, teams and clock templates to start.

Employee Roles

On the online portal only administrators and farmers can add clocks for employees that are visible to them.

When clocking employees on the device, the following user and employee roles have access to the time and attendance module:

  1. User Administrators

    1. Users with the administrator role can log in on the device by using their email and password.

  2. Employees with the following roles:

Clock templates

Please refer to the introduction section on shifts and clock templates for more information.

To get started with clock templates in Agrigistics, navigate to Manage > Employees and select the Clock Template tab. Here, you can either edit an existing template or create a new one to suit your team's needs.

Please refer to our Best Practices section for tips and tricks on how to get the most out of your clock template setups.

Click on "+ Add clock template" to create a new template, or click on an existing clock template in the table to make changes.

When creating a new clock template:

Assigning teams

Each employee must be linked to a clock template. This linkage is key because it tells the system which set of rules (the clock template) to apply when interpreting an employee's clock-in and clock-out data.

A clock template can be linked to one or multiple teams.

Provide a name that will describe the clock template that will be created.

If all employees on the farm have the same shifts and flex parameters. Create only one clock template and link all the teams to the single clock template.

Set up working hours

Working hours are where you configure your shifts for each day of the week.

  1. Uniform Weekdays: Typically, Monday to Friday have the same working hours, reflecting a standard workweek.

  2. Variable Weekend Hours: Saturday and Sunday might have different working hours, accommodating weekend-specific schedules.

Days of the week

Choose one or more days of the week to apply specific shift times. It's important to note that you cannot set up more than one shift per day.

Optional Working Hours

In Agrigistics, when a shift is marked as "optional working hours," it indicates that working on these days, typically weekends like Saturdays and Sundays, is not compulsory for employees. This designation has important implications for how employee attendance and budget hours are managed.

  1. No Obligation to Work: On days marked as optional, employees are not required to work.

  2. Optional Work Days Don't Count as Leave: Choosing not to work on these optional days is not the same as taking a leave. It's just a day off that doesn't affect leave balances.

  3. Ordinary Working Hours: Budget hours on optional days to not contribute to the total ordinary working hours for a week.

  4. Attendance Record: When an employee doesn't work on an optional day, it won't be marked as an absence in the system.

Types of Shifts

Select between Start & End Times and Fixed Duration:

  • Start & End Times: Fixed start and end times for a shift on a work day.

    • Specify the start and end time of the shift

    • Optional: Add one or more breaks

  • Fixed Duration: Flexible shift where only the total hours required to work is specified.

    • Specify the duration of the shift

    • Optional: Add the duration of the breaks.

Only specify a break for a Fixed Duration shift if employees do not clock out for lunch / tea breaks.

For more information on the difference between these two types of shifts refer to:

Optional Clock template settings

Here you adjust several types of other Clock template settings. These are all considered optional.

Monthly repeat

One has the ability to specify which months a template is active for. This is useful for seasonal setups. If not configured, the Clock template will be active for the entire year.

Overtime & Short Time Flex

These flex settings are applicable across the entire template. If Flex was configured within a shift, those settings will take precedence over these for that shift.

Default to shift end

If it is not possible for someone to clock out, this setting will automatically assign 'n clock out for all employees working against this template. The clock out will default to the end of shift.

Weekly and Period Overtime Aggregation

When configuring clock templates in Agrigistics, you can also set up how overtime for a period will be calculated. By default, the hours worked each day can be divided into normal hours, short hours, and overtime hours, depending on whether they are more or less than the budgeted hours. However, South African law allows employers to average out hours worked by employees on either a weekly basis or over the entire pay run period.

Please consult your labour lawyer about averaging overtime hours, as it depends on your implemented contract and bargaining councils.

A basic overview of how the aggregation method works: you configure which hourly components need to be included in the aggregation. All the hours are aggregated over each week and the entire pay period. If the aggregated hours exceed the required working hours within the week or period, those hours are classified as overtime. Required working hours are calculated by aggregating all budgeted hours on days that are not marked as optional working days in the clock template.

When averaging overtime hours, you need to specify which hours will be used.

The hourly components that can be included in the weekly and period aggregation:

  • Weekday Normal Hours βœ…: All hours worked Monday to Friday that are less than the budgeted hours each day.

  • Weekday Overtime Hours βœ…: All hours worked Monday to Friday that exceed the budgeted hours each day.

  • Saturday Hours βœ…: All hours worked on Saturdays.

  • Sunday Hours: All hours worked on Sundays.

  • Leave Hours βœ…: All annual, sick, and family responsibility leave taken.

  • Public Holiday Clocked Hours βœ…: All hours worked on a public holiday that is part of the selected hourly components.

  • Public Holiday Budget Hours βœ…: Budgeted hours on a public holiday that is part of the selected hourly components, provided it is not an optional day. Please note that this will increase the total required working hours for the week or period and will affect the overtime calculation.

By default all checked βœ… items are included in the configuration.

It is advisable not to include any public holidays in your weekly or period overtime calculations. Please consult your labour lawyer and review employment contracts before including public holidays in your aggregated overtime calculations.

Employee Activities

In Agrigistics, the time and attendance module is closely integrated with employee activities to ensure accurate tracking of work performed in the field. Once activities are set up, employees can clock in on these activities through their devices. If measurement units are specified, foremen can also record these units during field operations. This functionality not only allows for precise tracking of time spent on each activity but also enhances the measurement of productivity through additional units.

Here’s how you can add and manage activities:

Setting Up Categories

All activities must be linked to a category. Categories helps you to differentiate between activities in the field and on the reports.

Navigate to Management / Employees and select the Activities tab.

  1. Select the Categories tab and click on "+ Add".

  2. Provide a name and description for the category. You can modify these details later if needed.

  3. If activities under this category are specific to packhouse supervisors, ensure to mark this accordingly.

  4. Click on "Save"

Setting up Activities

Navigate to Management / Employees and select the Activities tab.

  1. Click on "+ Add".

  2. Select the category you want the activity to belong to.

  3. Provide a descriptive name for the activity. This name should clearly indicate what the activity involves.

  4. Code: Assign a code that may be used for additional identification, such as costing codes for later job costing.

  5. Define Measurement Units (optional):

    • Measurement Unit: Specify the unit in which this activity is measured (e.g., rows, hours, kilograms). This unit will be prompted on the device when capturing information.

    • Unit Factor: If you need to convert this unit to another (e.g., converting rows to meters), specify the conversion factor (e.g., 20 meters per row).

    • Calculated Unit: Define the final unit of measurement after conversion (e.g., meters, abbreviated as 'm').

  6. Click on "Save".

Archive Activity

If an activity is not used anymore they can be archived. You will not lose any data that was linked to this activity. All archived activities will be hidden on the devices.

Navigate to Management / Employees and select the Activities tab.

  1. Click on the activity in the table that you want to archive

To reactivate an activity:

  1. Click on the specific activity in the list

  2. The activity will now be visible on the devices

Proceed to the next section to start clocking people in on activities.

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