Namely Time - How to use Employee Filter for Period Export, Hours, and Employee Profiles

Learn how the Employee Filter can help you navigate employee data for period exports and more.

OVERVIEW

The Employee Filter is a helpful feature for period export template configuration. It locates specific employee hours and profiles, simplifying the navigation of a number of settings in Namely Time.



If an administrator only needs to view certain hours for an active employee, this filter will come in handy. A period export template is commonly used if you have multiple EINs or pay groups and want to make sure each are separate when exporting hours into the payroll platform.

Refer to this video- How to use Employee Filter for Period Export, Hours, and Employee Profiles

EMPLOYEE FILTER TABS

Below are descriptions of the main tabs within the Employee Filter feature:

  • *Employee Status: This is always turned on and hides employees who are suspended and terminated. It can also hide employees who are salaried, full time, or part-time. If a client needs to view terminated or suspended employees, simply deselect these options.

  • *Employee ID: This filter can include specific employees.

    • The ID can be entered by hand (highlight 1-9999999999 and type over it). 

    • Typing 1-3 would show IDs 1, 2, and 3

    • Typing 4,12 would show IDs 4 and 12

    • Generally you won’t know the employee ID so you can use the Select button to search and choose from a list of names. Several filters include a drop-down list: Include or Exclude. So you can choose to focus on specific employees or focus on everyone except specific employees.

  • Job Code: This filter can include employees who were assigned specific job codes. There is also an option to include employees who have a specific default job code.

Categorizing Employees

These next three filters are different ways to categorize an employee. Each of these may be defined in the Information tab of the Employee Profile or Role:

  • Classification: This filter can include employees in a specific classification. This option is rarely used.

    • *Department: This filter can include employees in a specific department. Using department as a filter is commonly used for the period export configurations and creating filters for specific users such as managers. 

    • Location: This filter can include employees who work out of a specific office. This is another option used for period exports as well as user filters.

  • *Employee Role: This filter separates certain employees by the roles. If a client only needs to see a certain group of employees, this is highly preferred especially with period export configuration. 

    • Manager: This filter can include employees who report to a specific manager. The manager may be defined in the Access tab of the Employee Profile or Role.

    • Hire Date: This filter can include employees who were hired within a specific date range.

    • Days Employed: This filter can include employees who were hired for x number of days. 

      • Think of Start and End as a Minimum and Maximum. If Start = 7 and End = 14 then it would show employees who started on any date that is from 7 days ago to 14 days ago. If Start = 0 and End = 2 then it would show employees who started on any date from today to 2 days ago.

  • *Custom Fields:  A specific filter that can be used is PayGroup. Select Paygroup from the custom field options and enter the name in the value field. Then click Save.

* represents commonly used tabs.

How to set up a period export template:

Select the following tabs:

  • Hours 

  • Period Export

  • Select Export Format: Namely (API) (7.1.7.13)

  • Click Employee Filter

  • Configure the filters accordingly (selecting applicable tabs). Clients can use multiple filters if needed. For example, a template can include specific employee roles, departments and/or custom fields. 

  • Click Filter.

  • Select Save As. Enter a name for the new template. Make sure to checkmark: Make public, Save employee filter & Save current options. Note if this template needs to be default, checkmark Default.

  • Click Save

  • The new template is now housed under the Load tab in the upper right corner.