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Comprehensive guide & FAQs

Read our comprehensive guide and FAQs on our HR module.

Updated over 6 months ago

Overview of the HR Module.

The RaceFacer HR module provides a comprehensive set of tools to manage employee work hours, payroll processing, and administrative tasks. Whether you're an employee clocking in or an administrator overseeing operations, this guide will walk you through the end-to-end configuration and usage of the HR module.

The HR module comes included with your license at no extra cost.

Enabling and Configuring the HR Module

To get started with the HR Module, you'll need to enable it and configure some basic settings, including weekday and weekend pay rates, overtime settings, and days that are considered weekdays vs. weekends.

  1. Navigate to the HR settings section

    1. Track System > Administration > Settings

    2. In the sidebar, select HR

  2. Enable the 'Payroll Processing by Hourly Rates' option to calculate payroll based on clocked-in hours

    1. On the HR settings page, locate the 'Enable Payroll Processing by Hourly Rates switch.

    2. Toggle this switch to enable payroll calculations for your FEC.

  3. Save the changes.

Configuring Overtime Settings

You can configure your overtime settings, including the overtime calculation method, the number of hours after which overtime begins, and the overtime pay rate.

  1. Navigate to the HR settings section

    1. Track System > Administration > Settings

    2. In the sidebar, select HR

  2. Choose the overtime calculation method using the 'Overtime Payments' drop down menu:

    • No Overtime

    • Daily Overtime

    • Weekly Overtime

    • Monthly Overtime

  3. Set the number of hours after which overtime begins.

  4. Define the overtime pay rate.

  5. Save the changes.

Setting Weekday and Weekend Rates

Distinct weekday and weekend rates can be configured so you can pay higher rates on weekends.

  1. Navigate to the user profile settings section: Track System > Administration > Users > Edit

  2. Open an employee's profile (you can also set these rates when creating a new user).

  3. Locate the 'Pay Rates' section.

  4. Input values for:

    • Weekday Rate (e.g., 10.50 format)

    • Weekend Rate (e.g., 12.50 format)

  5. Save the changes.

Configuring Holidays and Weekends

Holidays and weekends can be configured so you can set which days receive holiday pay, week day pay, and weekend pay.

  1. Navigate to the Holidays and Weekends settings: Track System > HR > Holidays and Weekends

  2. Select designated weekend days using the check boxes.

  3. Add holidays using the date picker.

  4. Review your saved weekend and holiday settings.

Using the HR Module

Once you've fully configured your HR module employees can clock in and out for shifts (including for paid/unpaid breaks) and view their work time summaries.

For employees to clock in or out and view their work time summaries navigate to My Worktime: Track System > HR > Holidays and Weekends. Employees can manage their shifts by performing the following actions:

  • Clocking In/Out: Enter employee credentials and start/end the workday.

  • Starting Breaks & Ending Breaks: Select break type (paid/unpaid) and confirm.

  • Viewing Shift Summaries: Filter by date range and view work hours, confirmed/unconfirmed time, orders, and sessions.

  • Viewing Detailed Worktime Entries: Expand to review shift breakdowns.

Managing & Administering Employee Shifts/Worktime Records

Managers and administrators can manage employee shifts in the Administration section of the HR module. This includes the ability to:

  1. Approve single shifts/worktime records.

  2. Approve shifts and worktime records in bulk.

  3. Manually add worktime records.

  4. Edit worktime records.

  5. Delete worktime records.

  6. Update start/end times and hourly rates for worktime records in bulk.

Below are details on how to perform each of the actions listed above.

  1. To a approve a single shift/worktime record:

    1. Click on the 'Confirm' button for the shift/worktime record you wish to approve.

  2. To approve multiple shift/worktime records:

    1. Select one or more shift/worktime records using the check boxes in the shifts table.

    2. Click on the blue 'Confirm Selected' button at the top of the shifts table.

    3. All selected shift/worktime records will be approved, which is necessary to generate payroll reports.

  3. To manually add a worktime record:

    1. Tap or click on the green 'New Record' button above the shifts table.

    2. When presented with the 'Add worktime' modal, make a selection for 'Position', 'Employee', 'Start workday', 'End workday', and 'Hourly Rate'

    3. Once finished, tap or click on 'Save' to add the record.

    4. If you wish to add breaks for the newly created shift/worktime record, tap or click on the '+ Break' button for the newly added record in the shifts table.

  4. To edit a worktime record:

    1. Locate the desired record in the shifts table.

    2. Tap or click on the 'Edit' button for the shift.

    3. Make the desired updates, including 'Start workday', 'End workday', and 'Hourly Rate' - this will allow you to adjust the length of the shift/worktime record and the hourly rate.

  5. To delete a shift/worktime record:

    1. Locate the desired record in the shifts table.

    2. Tap or click on the trashcan icon.

    3. When presented with the delete confirmation, tap or click on the 'OK' button to confirm that you'd like to delete the shift/worktime record.

  6. To update start/end times and hourly rates for worktime records in bulk:

    1. Locate the desired records in the shifts table.

    2. 'Start', 'End', and 'Hourly Rate' are each input fields in the shifts table - update these with the desired values.

    3. Click on the orange 'Save Changes' button above the shifts/worktime table.

Approving Single Shifts/Worktime Records

Approving Shifts and Worktime Records in Bulk

Manually Adding Worktime Records

Editing Worktime Records

Deleting Worktime Records

Updating Worktime Records in Bulk

Generating Payroll Reports

Once you've set up your HR Module and have approved employee shifts/worktime records, you can generate payroll reports.

To generate a payroll report:

  1. Approve employee shifts/worktime records in Track System > HR > Administration

  2. Navigate to the 'Payroll Report' in Track System > Reports > Other Reports > Payroll Report

  3. Select the desired date range for which you'd like to generate the payroll report

  4. Tap or click on the 'Generate' button

  5. A payroll report will be generated

When generated, a payroll table is generated for each user that has approved worktime records for the selected date range. Each record in the table represents a day/date the employee worked. Details contained in the table include:

  1. Date: The date of the worktime record

  2. Total Hours: The total payable hours worked for the day/date

  3. OT Hours: Total overtime hours worked for the day/date

  4. Rate: The rate at which the employee is paid for the day/date

  5. Total: The total amount earned by the employee

  6. Clock in as: The role the user was clocked in as for the day/date

Records are grouped by week (week 1, week 2, week 3, etc.)

The end of the report shows total hours worked, total OT hours, and total amounts due by roles.

Generating Payroll Reports

Payroll Report Details

Payroll Report Summaries

FAQs

Q1: How do I enable payroll processing based on hourly rates?
​To enable payroll processing based on hourly rates, Navigate to Track System > Administration > Settings > HR, and enable 'Payroll Processing by Hourly Rates.'

Q2: Can I set different pay rates for weekdays and weekends?
​Yes, you can configure weekday and weekend rates in the 'Pay Rates' section of each employee profile.

Q3: How do I generate payroll reports?
​To generate payroll reports, navigate to Track System > Reports > Other Reports > Payroll Report, select a date range, and click 'Generate.'

Note: For payroll reports to be correctly generated you must first approve/confirm employee shifts in Track System > HR > Administration.

Q4: How can I approve worktime records in bulk?
​To approve worktime records in bulk navigate to the HR > Administration tab, select multiple records and click on the 'Confirm Selected' button.

Q5: Can I manually add or edit worktime records?
​Yes, administrators can manually add/edit records in the HR > Administration section.

Q6: How do I add or set holidays for holiday pay rates?
​To add or set holidays for holiday pay rates, navigate to HR > Holidays and Weekends, use the date picker to select a date, and click 'Add Custom Holiday.'

Q7: What happens if an employee forgets to clock out?
​If an employee forgets to clock out administrators can manually adjust the clock-out time in the HR > Administration section.

Q8: Can I track employee breaks separately?
​Yes, you can track employee breaks separately. The system records paid and unpaid breaks separately in the worktime summary.

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