Namely Time Toolkit

This comprehensive toolkit will assist administrators, managers and even employees with understanding how to use Namely Time. This all in one toolkit will provide basics as well as troubleshoot techniques on how each tier interacts with the system. Namely Time is one of our time platforms powered by our third-party partners at Timeclock Plus. An alternate time platform is timesheets which is housed within Namely Payroll

OVERVIEW

Manage your hourly workforce with confidence - with Namely Time! This guide provides a high-level overview of how Namely Time is implemented and then used by you, your managers, and your employees. Below is a summary of how this time platform can work for you!

GETTING STARTED

Namely Time is installed on a cloud server, so no installation is required. If you decide to sign up for Namely Time, we'll create a database where your company's hours will be stored. We will then link Namely Time to HRIS.
Once Namely Time has been successfully linked administrators and managers can select Manage Timesheets from their HRIS springboard to manage employees' hours.

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Employees will use the My Timesheets link on their HRIS springboard to clock in and out. Punches are immediately recorded in the database.
 
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After the time is approved, data is exported using a Period Export which can be used to process payroll. 

 

Namely Time vs Timesheets

Namely Time and Timesheets are both powerful time-keeping solutions. Continue reading below to see a breakdown of the differences between the solutions.  

Namely Time

Timesheets

Powered by our third-party partners at Timeclock Plus

Powered by Namely Payroll

Includes automated features such as holidays, accruals, overtime rules, and schedules. 

Does not include automated features

For more information on the similarities and differences between Namely Time and Timesheets please read our article Namely Time & Timesheets Comparison.

 

Setting up Namely Time

These articles will help you get started in Namely Time.

  1. Namely Time Employee Roles – Employees must be assigned to a Namely Time Employee Role from their HRIS profile. Once assigned, employees will appear in Namely Time within 30 minutes.

  2. Setting Up User Roles – Administrators, managers and/or timecard approvers will need to be assigned to a Namely Time Manager Role from their HRIS profile. User roles must be created in both HRIS and Namely Time. It will take approximately 30 minutes for users to appear in Namely Time as well. 

  3. Assigning Employees to Managers – This article explains the process by which employees can be assigned to managers in Namely Time. By default, new users will have access to all employees unless assigned a filter or specific employees. 

  4. Adding a Job Code – This article explains the process of how to add a job code in Namely Time. Job codes are how employees clock in/out in the Time platform and can also include time offs such as PTO and sick time.

  5. Setting up Accruals and Time Off Plans – Accruals are used to configure time off plans in Namely Time. Examples of accruals include PTO, sick, and floating holidays. Accrual rules help govern the system how time-off by calculating and posting time off hours. Accrual banks house the accrual rules for the prospective time off plan.

 

Namely Time Sync

Namely Time will sync with various parts of Namely based on roles, permissions, and other fields. The articles below will help you understand the sync and help you troubleshoot any issues.

  1. HRIS Profile Fields that Sync to Namely Time – Several profile fields from an employee's profile sync directly over to Namely Time. It's important to know which fields from HRIS transfer to the time platform.

  2. Namely Time Employee Roles – Employees must be assigned to a Namely Time Employee Role from their HRIS profile. Once assigned, employees will appear in Namely Time within 30 minutes.

  3. Namely Time Manager Roles – Managers, administrators and/or timecard approvers must be assigned a Namely Time Manager Role from their HRIS profile. Once assigned, the user will appear under the User Profile section in Namely Time. 

  4. Syncing Hours From Namely Time to Payroll – Worked hours can be synced directly into payroll seamlessly. 

 

USING NAMELY TIME

In the next sections, we'll break it down by how administrators, managers and employees may utilize Namely Time respectively. Each section will have links and helpful guides to assist with everyday use. 

 

ADMINISTRATORS

Admin Overview

The articles below will you get a better understanding of how administrators can leverage Namely Time.

  1. Admin Dashboard – Overview of the Namely Time dashboard from an administrator or manager view. 

  2. Individual Hours Overview – Get an understanding of the Individual Hours section of Namely Time, and find out how to make common adjustments to hours.

  3. Sync Hours Directly into Namely Payroll – Learn how to sync your employees worked hours directly into payroll without downloading the export file. 

  4. Approving Worked Hours and Exceptions – A video explaining how an administrator and/or timecard approver can approve timecards for employees in Namely Time. 

  5. Namely Time Reports – Use this article to understand how to access reports located within Namely Time.

  6. Using the Mass Hours Feature –  Find out more about our Mass Hours Features. This feature enables the adding, editing, and deletion of segments for multiple employees simultaneously.

  7. Using the Global Modification Tab

  8. Approving Time Off for Employees

  9. Using the Employee Filter

  10. Assigning Time Off Notifications for Managers

Daily Tasks

Find out how to execute typical daily tasks as an administrator with the articles below.

  1. Assigning Employees to Managers/Users

  2. Creating Time Off Plans 

  3. Adding a new Namely Time Employee Role

  4. Configuring IP Restrictions

  5. Creating Holiday Hours Worked Job Code

  6. Setting up Period Export Filters

  7. Deleting an employee profile

  8. Setting up Daily and Weekly Overtime Calculations 

  9. Closing weeks in Namely Time

  10. Using the Audit Log Feature 

  11. Setting up Geofencing

  12. How to Create a Clock Configuration

FAQ

How do I fix my Period Export errors?   

Why is the manager not receiving time off requests?

How do I delete an employee profile in Namely Time?

How do I restrict employees from clocking in from their phones?

Can managers receive timecard approval notifications? 

How can I add a new job code?

Where can I set up additional period exports?

If an employee works on the weekend or holiday, how do I ensure overtime hours are calculated?

Why is the job code not visible to be assigned?

 

 

MANAGERS

Manager Overview

The articles below will you get a better understanding of how managers can leverage Namely Time.

  1. Manager Dashboard – Overview of the Namely Time dashboard from an administrator or manager view. 

  2. Namely Time Manager Overview – This tutorial explains how a timecard approver can access Namely Time, approve hours, time off request, and other relevant tabs within the time platform.

  3. Using the Audit Log feature

  4. Using the Global Modification Tab

  5. Approving Time-Off for Employees 

  6. Manager Reports

  7. How to Use the Employee Filter Feature

  8. Using the Mass Hours Feature

EMPLOYEES

Employee Overview

The articles below will you get a better understanding of how employees can leverage Namely Time.

  1. Employee walkthrough -  This video shows how an employee will log into Namely Time from HRIS. 

  2. Employee Time Punch – A guide for how employees can use a Time Punch to clock in, in real-time, instead of manually entering their previously worked hours. 

  3. How to Request Time Off  – If you utilize Namely Time for accruals, this video will explain how an employee can input a leave request such as PTO, sick, and other requests.

  4. Employee Approving Hours – Here's a detailed view of how employees will approve their work hours in Namely Time. 

 

TROUBLESHOOTING

If something goes wrong - no sweat! We've got you covered. Here are some solutions to issues we've seen. 

  1. Adding a New Namely Time Employee Role – The role must be created in both Namely Time and HRIS. This is a two-step process since employees must sync from the HRIS platform to the Time platform.

  2. Period Export Errors – When exporting hours from Namely Time, clients may experience errors. Click on the link to see examples and solutions of such instances in Namely Time.

  3. Accrual Rules in Namely Time – Accrual rules and banks are used to configure time off plans in Namely Time. Examples of accruals include PTO, sick, and jury duty. 

  4. Adding Holiday Hours in Namely Time – How to set up and assign holiday hours in Namely Time.

  5. Setting up timecard notifications for managers and/or timecard approvers - You can set up email notifications for timecard approvals within Namely Time.

  6. How do I delete an employee profile in Namely Time? – If an employee has been terminated over 30 calendar days or if a profile in HRIS was removed without being terminated, our time partners at Timeclock Plus will need to delete the profile in Namely Time. 

  7. IP Restrictions in Namely Time – You may want to restrict employees from clock in/out from various locations. 

  8. Period Export Filters in Namely Time – You can set up a period export filter in order to separate employee hours that are exported into Namely Payroll.

  9. Adding a Job Code in Namely Time – This article explains the process of how to add a job code in Namely Time. Job codes are how employees clock in/out in the Time platform and can also include time-offs such as PTO and sick time.