Justworks PEO: Time Tracking Onboarding Walk-Through (Admin)

This article is about Justworks PEO. What product am I using?

Follow these instructions to ensure your Time Tracking settings match your team’s needs! You should complete these steps before the beginning of your first pay period on Justworks.

Enable Time Tracking

Before getting started, you’ll need to enable the Time Tracking integration. Log in to your Justworks account, and then follow this link to access the timecards page. Click on “Justworks Time Tracking” to enable the Time Tracking integration and link your account.

1. Subscribe: Once on the Time Tracking page, click “Start Your Free Trial” to begin.
   • Best practice: Subscribe to Time Tracking by navigating to Account → Billing → Subscribe. This will end your trial period, and ensure your access will not be disrupted. You won’t be billed until after your team members get paid!
2. Click “Set up your account.”
3. Set up your preferences: Click on the person icon on the top right of your screen and select Preferences.
   • Most settings have two options: ON or OFF. Follow the guide below to customize your settings.

Customizing Your Preferences

Customize your account settings to your preferences. These settings are universal; if applied, they will be applied to all members in your account.

Time Tracking

• Manual Shifts: Allow employees to add shifts without clocking in and out. The “M” icon designates shifts that have been added manually.
• Web Dashboard: Allow employees to track time from a computer or Slack. (Geofencing will not apply to these shifts)
• Open Shifts: Allow employees to check in to more than one shift at a time. (Less Common)
• Timed Check Out: Justworks Time Tracking will automatically clock out employees who have not clocked out manually after [x] hours. The red clock icon designates shifts that have been auto-clocked out because of duration.
• Auto Approve Shifts: Justworks Time Tracking will automatically approve all shifts upon submission.

Break Rules

• Add any break rules you would like to set up on this page. 
  • Examples: Lunch Paid, Lunch Unpaid, Rest Break 

Mobile

• Set Geofence: This allows you to set how close employees must be to the work location to clock in and clock out of their shifts. 
• Restrict Mobile App: Prevent employees from using the mobile app to track time.

User Permissions

• Adding Location:
  • Choose whether to allow employees to add new locations to the account.
  • Choose whether to allow locations to be added without an address
• Editing Shifts:
  • Allow employees to edit their shifts before being approved. The flag icon designates shifts that have been edited.
  • Note: Managers will always be allowed to edit their shifts.
• Pay Rate Masking:
  • Choose whether to prevent managers from viewing employee pay rates and adding new employees. 
    • Note: employees must be added in Justworks, and will not be added to Time Tracking directly. You can disregard this language.
  • Choose whether to hide pay rates from employees in the web dashboard and mobile app.
• Managers Shift Approval:
  • Allow managers to approve their shifts.

Set Up Offices

Determine what the overtime rules and time zone will be for specific employees.

1. Click on the person icon on the top right, then navigate to → Account → Offices. 
2. Add an “office” for every timezone the employees are in, and then assign overtime rules for that office. 
   • Note: If you’d like to apply California overtime rules, please select “Use California overtime rules” within each applicable office. 

If you have remote employees in different timezones, please create multiple remote offices in your Time Tracking account so you can include appropriate timezones and overtime rules for each. You can assign the correct office to each remote employee under Manage → Members.

Set Up Locations

Determine what the overtime rules and time zone will be for specific employees.

1. At the top of your screen, click on Manage → Locations. On this page, you will create the locations where employees clock in and out.
   1. Example - 55 Water Street, Tampa, FL - Remote. 
2. Next, navigate to Manage → Members. 
3. Confirm the correct offices for your employees. Now, employees will see their clock-ins and clock-outs in the correct time zone and will automatically receive the correct overtime rules.

As a best practice and deactivate any employee or manager not using Justworks Time Tracking.

Assign Employees their 4-digit PIN

Note: This step is only necessary if you are using Terminal mode. Employees will use these 4-digit PINs to clock in and out at the designated terminal device.

1. Navigate to Manage → Members. Click into an employee's profile and go to the “Account” tab. 
2. Here, you will assign a 4-digit PIN and hit save. 
3. Repeat these steps for all employees clocking in and out via terminal mode.

Additional Terminal Mode Resources:

• How to Activate Terminal Mode
• How to Use Terminal Mode

Billing and Data Sync

Employee Data Updates

A file feed from Justworks Payroll to Justworks Time Tracking syncs every 24 hours with any updates you make to your team. You can manually refresh the file feed on your Payroll Timecards page.

Time Tracking Billing

You only pay for active employees (those who were paid that month and all managers/admins). All employees automatically appear in Time Tracking. A “Pending” status is used to identify those who haven't set up their accounts.

Disclaimer

This material has been prepared for informational purposes only, and is not intended to provide, and should not be relied on for accounting, legal or tax advice. If you have any legal or tax questions regarding this content or related issues, then you should consult with your professional legal or tax advisor.