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Realtime guides

Personnel and employees

How to manage your people in Realtime, from adding a new employee to assigning the RFID cards and fobs they use to clock in.

1

Assigning an RFID card or fob to an employee

Enrol a card or fob against an employee under Enrolment: enter the RF Card ID, apply, then send the details to the terminals.

Before you start

  1. Make sure all clocking-in terminals are powered on and connected to your network.
1

Open enrolment

  1. Go to Personnel, then Manage Employees.
  2. Click Employee Registration, then Enrolment.
2

Enter the card or fob

  1. Click Edit.
  2. Enter the card or fob number in the RF Card ID box. Ignore any leading zeroes, for example enter a card numbered 00001234 as just 1234.
  3. Click Apply.
  4. Click the Send Details button to send the enrolment to the terminals.

You will need the right access level to enrol cards. If the Edit or Enrolment options are greyed out, check your user permissions.

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2

Adding a new employee to the system

Add a new employee under Employee Registration: create a blank entry, fill in their details, assign a work schedule, then apply to save and send them to the clocking terminal.

1

Open employee registration

  1. On the left-hand menu, go to Personnel, then Manage Employees.
  2. Click Employee Registration.
2

Create a new entry

  1. At the bottom right of the screen, click the New Employee button.
  2. Blank fields appear at the top of the screen for you to complete.
3

Enter the employee's information

  1. Fill in each field, such as name, payroll number and department.
  2. Select the required Work Schedule from the drop-down menu.
  3. To add a profile picture (optional), click the image icon above the form to upload or select one.
4

Save the record

  1. Once all fields are complete, click Apply to save.

Saving sends the new employee's data to the clocking-in terminal, if one has been installed.

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3

Giving an employee clock supervisor access

Give an employee supervisor access to the clocking terminal menu by setting a privilege level and a numerical password under Enrolment.

1

Open enrolment

  1. Go to Personnel, Manage Employees, then Enrolment.
  2. Click the Edit button at the bottom right of the window.
2

Set supervisor access

  1. From the Privilege Level drop-down, select Supervisor.
  2. In the Password box, enter a numerical password of up to five digits.
  3. Click Apply at the bottom right of the window.

This sends a command to any connected terminals and assigns supervisor access. The next time the employee accesses the terminal menu, they will be asked for a User ID and the password you just set. The User ID is shown just above the Privilege Level box.

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4

Uploading documents to an employee's file

Add a document to an individual employee's file, either as a general document or one tied to a specific section such as a driving licence or return to work form.

1

Open the employee's record

  1. Open Realtime and click Personnel on the left-hand side.
  2. Select the employee you want to upload a document for from the list.
2a

Upload a general document

  1. Tab across to Personal Information, then Documents and Files.
  2. Upload the document and give it a name.
2b

Upload a document tied to a section

  1. If the document belongs to a particular section, for example a driving licence or a return to work form, select the corresponding tab and upload it there instead.
3

Save

  1. Once uploaded, click Apply, then Save and Close.

You need Realtime HR to use this feature.

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5

Setting up HR Portal access for an employee

Give employees a login to the HR Portal in two stages. First create HR groups, which control what members can see on the portal, then give each employee a username, password and group.

1

Create your HR groups

  1. Open Realtime and select Settings on the left-hand side.
  2. Go to Configuration, then the HR Portal subsection.
  3. Under HR Group, create each group you need.
  4. For each group, choose what its members can view on the portal.

Name groups by role or access level, for example Managers or Staff, so they are easy to pick later.

2

Open the employee

  1. Go to Personnel and select Manage Employees.
  2. Open the employee who needs portal access.
3

Enter their portal login

  1. Go to the Employee Information subsection, then Portal.
  2. Enter the employee's username and password.
4

Assign their group

  1. At the bottom, under Add/Edit Group, select the group or groups with the permissions they need.
  2. Repeat Steps 2 to 4 for every employee who needs portal access.

If a group is missing from the Add/Edit Group list, go back to Step 1 and create it first.

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