In the HR Admin, go to TimeTrack → Team Members.

Tick the checkbox next to the Team Member(s) you want to sync to the Biometric Device, then click on the Multi Action button and select Send Members to Biometric Device.

Choose the Device(s) the selected Team Member(s) will use to clock in/out.

Click on 'Update' to finish.

Note: Please ensure the Biometric Devices are Online before performing this action.

In the HR Admin, go to TimeTrack → Team Members.

Tick the checkbox next to the Team Member(s) you want to remove from the Biometric Device, then click on the Multi Action button and select Remove from Biometric Device.

Choose the Device(s) the selected Team Member(s) will no longer use to clock in/out.

Click on 'Update' to finish.

Note: Please ensure the Biometric Devices are Online before performing this action.

In the HR Admin, go to TimeTrack → Clocking In/Out.

Use the Filter Options to set your search criteria, then click Query.

Click the Action button and select Recollect Attendance From Devices.

Choose the From Date and To Date for the period you want to recollect missing punches.

Click on 'Submit' when finished.

Note: Please ensure the Biometric Devices are Online before performing this action.

If a Team Member was unable to Clock In/Out or forgot to do so, you can manually add a record to their timecard.

In the HR Admin, go to TimeTrack → Clocking In/Out.

Use the Filter Options to set your search criteria, then click Query.

Click the Action button and select Add Record

Select the Date, the Team Member, and enter the Time-In, the Time-Out and a Note for reference the reason the record was added manually.

Click on 'Update' when finished.

Alternatively, you can view the Timecards for a specifc Team Member by going to TimeTrack → Team Members.

In the HR Admin, go to TimeTrack → Clocking In/Out.

Use the Filter Options to set your search criteria, then click Query.

Go to the Unverified Records tab tick the checkbox next to records you want to verify, then click on the Action button and select Verify Record(s).

Confirm the action then click on 'Update'.

The records will then move to the Verified Records tab.

Alternatively, you can view the Timecards for a specifc Team Member by going to TimeTrack → Team Members.

In the HR Admin, go to TimeTrack → Clocking In/Out.

Use the Filter Options to set your search criteria, then click Query.

Go to the Verified Records tab tick the checkbox next to records you want to verify, then click on the Action button and select Unverify Record(s).

Confirm the action then click on 'Update'.

The records will then move to the Unverified Records tab.

Alternatively, you can view the Timecards for a specifc Team Member by going to Time Track → Team Members.

Note: Only records that are not part of a Draft, Submitted, or Executed Paysheet can be Unverified.

If a team member clocked in/out but only worked for a short period and you do not want to include that time in the Paysheet, you can mark the record as Not Approved while still keeping it in their time records.

In the HR Admin, go to TimeTrack → Clocking In/Out.

Use the Filter Options to set your search criteria, then click Query.

Go to the Unverified Records tab tick the checkbox next to records you want to verify, then click on the Action button and select Mark as Not Approved.

Confirm the action then click on 'Update'.

Alternatively, you can view the Timecards for a specifc Team Member by going to TimeTrack → Team Members.

In the HR Admin, go to TimeTrack → Team Members.

Tick the checkbox next to the Team Member(s) you want to update, then click the Multi Action button and select Overtime Method.

In the popup, choose the Overtime Method and enter the number of hours after which overtime begins.

Overtime Methods:

• Weekly: Overtime is calculated after a set number of hours worked in a single week. (e.g., 40 hours)

• Shift Method: Overtime is calculated after a set number of hours over a period. (e.g., 90 hours)

• Daily: Overtime is calculated after a set number of hours in a single day. (e.g., 9 hours)

• None: No overtime is applied.

Click 'Update' when finished to save.

In the HR Admin, go to TimeTrack → Today's Clock-Ins.

Here, you can see all Team Members who have clocked in for the current day.

While the interface is slightly similar to the TimeTrack → Clocking In/Out (which is where you can make edits to Team Members’ timecards), the only action available in Today’s Clock-Ins is Add Record, allowing you to add a clock-in/out for any Team Member who forgot to do so today.

In the HR Admin, go to TimeTrack → Biometric Registration.

You’ll see two tabs: Registered and Pending.

• Registered Tab: Shows all Team Members who have successfully completed biometric registration on the device. You can also see whether their face and fingerprint have been registered.

• Pending Tab: Lists all Team Members who have not yet been registered on the biometric device.

In the HR Admin, go to Documents → Company Documents.

Click on the the folder you wish to upload the file into.

Click the Action button and select Upload New Document.

• Select a File
• Enter an Attachment Description
• Click "Upload" to finish

Note: Files should be in .jpeg, .jpg, .png or .pdf file format.

In the HR Admin, go to Documents → Personnel Files.

Click on the the Team Member folder you wish to upload a file for.

Select the folder where you want to upload the file.

Click the Upload Documents button.

• Select a File to Upload
• Enter an Attachment Description
• Click "Upload" to finish

Note: Files should be in .jpeg, .jpg, .png or .pdf file format.

In the HR Admin, go to Documents → Company Folders.

Click on the Add Folder button.

• Enter a Folder Description (The name of the Folder)
• User Access - The Team Members that will have access to this Folder
• Department Access - The Department that will have access to this Folder.

Note: If you select only User Access, only those specific users will have access. If you select only Department Access, only that department will have access. You may also select both to give access to both users and the department.

In the HR Admin, go to Documents → Personnel File Folders.

Click on the Add Folder button.

• Enter a Folder Name
• Select whether a Team Member is able to view the contents within the folder via their Employee Self Service

In the HR Admin, go to Documents → Generate Letters.

Use the filters to narrow down your selection:

• Office – Choose the office location of the team member.
• Department – Select the department the team member belongs to.
• Team Member – Pick the individual for whom you want to generate the letter.
• Letter – Select the type of letter you wish to generate from the available templates.

Note: If no Letters are available, create the letters in Settings → Letter Templates.

Link: Creating Letter Templates

In the HR Admin, go to Documents → Requested Documents.

Tick the checkbox next to the Record you want to Approve/Deny, then click the Multion Action button and select Approve Request

• Select the appropriate folder where this letter should be saved in the Team Member's Personnel Files . This helps ensure the document is stored in the correct folder for future reference.
• Approve or Deny the Request
• Click "Update" to finish.

The Team Member will recieve an email to notify them of the Approval or Denial of their Requested Letter. They can then view and download the letter in their Employee Self Service.

In the HR Admin, go to Attendance → Absent Type.

Click the New Absent Type button.

Enter the name of the absent type (for example, No Call or No Show).

Click 'Save & Continue' to add another absent type or 'Save & Close' to finish.

In the HR Admin, go to Attendance → Absent Form.

Click the Enter Absent Record button.

Select the Team Member, choose the Absent Type, pick the days absent, and add any notes if needed.

Click the 'Save & Close' button to finish.

In the HR Admin, go to Attendance → Absent Form.

Under the Absent Records tab, tick the checkbox next to the record you want to convert.

Click the action button and select either Convert to Vacation, Convert to Sick Leave, Covert to Other Time Off, Convert to Deduction.

• Convert to Vacation:

Select "Yes' to transfer the record and convert it to a vacation leave. The record will then appear under the Transferred Records tab.

• Convert to Sick Leave:

Select whether the sick leave is Certified or Uncertified, then choose 'Yes' to transfer the record and convert it into a sick leave. The record will then appear under the Transferred Records tab.

• Convert to Other Time Off:

Select the time off type, then choose 'Yes' to transfer the record and convert it into a other time off. The record will then appear under the Transferred Records tab.

• Convert to Deduction:

The Team Member will be deducted their daily rate for each day absent, based on the number of days that were selected. The record will then appear under the Deduction Records tab.

In your web browser, navigate to your company's version of NeoPeople.

At the login screen, enter your username and password. Click the reCAPTCHA verification and then Login.

NOTE: If this is your first time logging into your account, a username and default password should've been sent to your email address. You will then be asked to create a new password upon your login.

At the login screen, if you have forgotten your password, simply click "Forgot my password", enter your email address and then click Reset Password.

A new password will be sent to the email address entered.

In the HR Admin, go to People Center → Add Team Member.

Work through the available tabs in order, entering the required information for each section.

Click on 'Save' to finish.

The Team Member will now be visible in the People Center → Team Members.

In the HR Admin, go to People Center → Team Members.

Tick the checkbox next to the Team Member, click the Multi Action button and select Make Team Member Inactive.

In the popup, fill in the following details:

Inactive Details:

• Inactive Category - The main category of offboarding.
• Inactive Reason - The reason for the offboarding.
• Effective Date - The final day the Team Member worked.
• Notes - Additional notes for the reason of offboarding.
• Rehire Eligibilty - Define if the Team Member is eligible to be rehired or not.

Final Payment Details:

• Include in Upcoming Paysheet - Select 'Yes' if the Team Members is to be included in the Paysheet or 'No' if to exclude the Team Member.
• Paysheet Period - Select a day within the Pay Period you will pay the Team Member
• Final Payment Date - The final day the Team Member worked.

If you are including any Severance or Vacation Pay, select 'Yes' then enter the amount. If there is none then select 'No'.

Click on 'Update Record' to save.

The Team Member will then be moved to the Archives.

 In the HR Admin, go to People Center → Team Members

To offboard a member:

• Select the employee(s) to be offboarded
• Click "SINGLE ACTION" or "MULTI ACTION"
• Click "Offboarding"
• Fill out the form
• Once done, click "UPDATE RECORD"

In the HR Admin, go to People Center → Team Members.

Tick the checkbox next to the Team Member, click the Multi Action button and select Update Department.

Select 'Yes' if a department tranfser for the system to keep a log of this change. If you don't wan to log the change, select 'No'.

Select the new department of the Team Member.

Click 'Update' to save.

In the HR Admin, go to People Center → Team Members.

Tick the checkbox next to the Team Member, click the Multi Action button and select Update Job Title(s).

Select the new Job Title of the Team Member.

Upload a document if necessary.

Click 'Update' to save.

In the HR Admin, go to People Center → Team Members.

Tick the checkbox next to the Team Member, click the Multi Action button and select Update Office.

Select 'Yes' if a branch tranfser for the system to keep a log of this change. If you don't want to log the change, select 'No'.

Select the new office of the Team Member.

Click 'Update' to save.

In the HR Admin, go to People Center → Team Members.

Tick the checkbox next to the Team Member, click the Multi Action button and select Update Team Manager.

Select the Team Manager of that Team Member(s).

If a Team Member holds the highest position in the organization (e.g., Chairman) and does not report to anyone, set their Team Manager as Root. This ensures the organogram starts with them and displays them at the top of the hierarchy.

Click 'Update' to save.

Note: Alternatively, you can update the Team Manager in the profile of the Team Member.

In the HR Admin, go to People Center → Team Members.

Tick the checkbox next to the Team Member, click the Multi Action button and select Update Supervisor

Select the Supervisor of that Team Member(s).

Click 'Update' to save.

Note: Alternatively, you can update the Supervisor in the profile of the Team Member.

In the HR Admin, go to People Center → Team Members.

Tick the checkbox next to the Team Member(s), click the Multi Action button and select Email Paystubs.

In the popup, select the Payer, Year, Process Type and the Period you are emailing the payslips for.

Confirm the action then click 'Email Payslips'.

In the HR Admin, go to People Center → Notifications.

Click the New Notification button.

In the popup, enter the following:

• Start Date and End Date - The dates of the notification.
• Subject - The subject of the notification.
• Body - The text that will be displayed within the notification.
• Attachement - Upload a file that is viewable to the Team Member.

You can choose to share the notification with specific departments, individual Team Members, or a combination of both.

Click 'Save & Close' to finish and share the notification.

In the HR Admin, go to People Center → Team Members.

Click on the name of the Team Member to acccess their profile.

Navigate through the available tabs to edit or update their information.

After making changes, be sure to click Update on the current tab to save your changes. Unsaved edits will be lost if you navigate away.

In the HR Admin, go to People Center → Ogranogram to see the organizational structure.

When you update the Team Manager for a Team Member, the system will automatically reflect this in the organogram.

Once all Team Managers have been assigned, you can view the full structure in People Center → Ogranogram.

Note: Click the link below to learn how to assign a Team Manager to a Team Member.

Link: Assign Team Managers

In the HR Admin, go to Time Off → Apply for Time Off.

This feature allows you to submit a time off request on behalf of a Team Member who either does not have access to, or is unable to use their Employee Self Service.

Click the icon for the leave type you want to apply for.

Vacation Leave:

In the popup, select the Team Member and choose the days they are taking off. Under the Selected Days section, specify if each day is a Full Day or Hourly. If Hourly, enter the number of hours for that day.

Add any leave notes if needed.

Click "Save & Close" when finished to save the application.

Sick Leave:

In the popup, select the Team Member and specify whether the sick leave is Certified or Uncertified, and select the days they are taking off. Under the Selected Days section, specify if each day is a Full Day or Hourly. If Hourly, enter the number of hours for that day.

Add leave notes and upload an attachment if required.

Click "Save & Close" when finished to save the application.

Special Leave:

In the popup, select the Team Member and choose the Time Off type, and select the days they are taking off. Under the Selected Days section, specify if each day is a Full Day or Hourly. If Hourly, enter the number of hours for that day.

Add leave notes and upload an attachment if required.

Click "Save & Close" when finished to save the application.

In the HR Admin, go to Time Off → Time Off Requests.

Click the icon for the leave type applications you want to view. This will display all applications for that leave type, where you can review and approve any application.

To approve an application:

• Stay under the tab Pending Applications
• Select the request to be approved
• Click "Action"
• Click "Approve Application"
• Select "Approve" 
• Once done, click "Update"

In the HR Admin, go to Time Off → Time Off Requests.

Click the icon for the leave type applications you want to view. This will display all applications for that leave type, where you can review and deny any application.

To deny an application:

• Stay under the tab Pending Applications
• Select the request to be denied
• Click "Action"
• Click "Approve Application"
• Select "Deny"
• Enter a reason for denying
• Once done, click "Update"

In the HR Admin, go to Time Off → Holiday Calendar.

Click the New Holiday Calendar button.

In the popup, select the date of the holiday, enter the holiday name, and set the payment factor.

If you are using biometric devices: Hourly and Daily Team Members who work on the holiday will be paid at their regular rate multiplied by the payment factor when payroll is processed.

In the HR Admin, go to Time Off → Team Member Journals

To add days accrued:

• Click "Vacation Leave Journals"
• Select the employee that will receive the days accrued
• Click "Actions"
• Click "Add Earned Days"
• Fill out the form
• Once finished, click "Submit"

In the HR Admin, go to Settings → Vacation Policies → Vacation Policies.

Click the Add Vacation Type button.

In the popup, fill in the required information.

Click 'Save & Continue' to add another policy or 'Save & Close' to finish.

In the HR Admin, go to Time Off & Leave → Vacation Leave Tracking

To manually enter accrued days:

• Select the Employee
• Click "ACTIONS"
• Click "Add Earned Days"
• Fill out the form
• Once done, click "SUBMIT"

In the HR Admin, go to Time Off → Time Off Tracking.

Click the Vacation icon to open Vacation Tracking.

Tick the checkbox next to the Team Member, then click the Action button and select Assign Vacation Type.

In the popup, select the correct vacation policy the Team Member is entitled to.

Click 'Submit' to save.

In the HR Admin, go to Settings → Vacation Policies → Non-Accural Time Off.

Click the Add Non-Accrued Timeoff button.

In the popup, fill in the required information.

Click 'Save & Continue' to add another policy or 'Save & Close' to finish.

In the HR Admin, go to Time Off → Vacation Blackout Dates.

Click the New Blackout Dates button.

In the popup, select the dates you want to restrict for vacation requests.

Click 'Save & Continue' to add more dates or 'Save & Close' to finish.

Tip: This feature is useful during peak periods when the organization requires full staffing and cannot allow time off.

On the Biometric Device, press the Menu button, then select User Management → User View. A list of all Team Members assigned to the device will be displayed.

Note: Do not manually add Team Members directly on the device. All Team Member records must be synced through NeoPeople. See Send Team Members to Biometric Device for details.

On the device, select the Team Member from the User View list, or use the search options to locate them—either by ID Number (from NeoPeople under TimeTrack → Team Members) using the Find button, or by Name using the Find Name button and entering part of their name.

After selecting the Team Member to enter their profile, select Face to begin registration. The Team Member should place their face within the frame, remain still, and look directly at the camera located at the top of the device. The camera will capture the image, after which you can tap Enroll to save the photo or Change Photo to retake it.

If difficulties occur, it may be due to the subject not being properly aligned within the frame or from glare caused by surrounding lights. To ensure the best recognition results, the Team Member should stand directly in front of the device, face the camera, and make sure their full face is visible in the frame.

Once the photo is saved, tap the ESC button in the top left corner of the device to confirm and store the changes.

On the Biometric Device, press the Menu button, then select User Management → User View. A list of all Team Members assigned to the device will be displayed.

Note: Do not manually add Team Members directly on the device. All Team Member records must be synced through NeoPeople. See Send Team Members to Biometric Device for details.

On the device, select the Team Member from the User View list, or use the search options to locate them—either by ID Number (from NeoPeople under TimeTrack → Team Members) using the Find button, or by Name using the Find Name button and entering part of their name.

After selecting the Team Member to open their profile, choose FP to begin fingerprint registration. The Team Member must place the same finger on the scanner three (3) times to complete the registration.

Example: If registering the index finger, that same finger must be placed on the scanner three (3) times.

Note: Do not switch fingers while registering a single fingerprint.

Each Team Member can have up to three (3) different fingerprints saved.

Example: You can register the index, middle, and ring fingers so that alternative options are available if one finger is not recognized properly by the scanner.

Here are some tips to ensure proper handling and longer device life:

• Do not connect the power while installing the device.
• Avoid placing the device in direct sunlight or humid enviroments.
• Do not install the device in areas exposed to water or excessive dust.
• Clean the screen only with a soft microfiber cloth for the safest and most effective results.

In the HR Admin, go to Scheduling → Create Member Shift

To create a new shift/schedule:

• Click "Create from Template"
• Fill out the pop up form with data to your preference
• Once finished, click "Save"

In the HR Admin, go to Scheduling → Create Member Shift

To assign a shift to an employee, you must first select an employee's schedule

To do so:

• Filter by the department and office in which you want to see the schedule of the employee(s)
• Select the dates in which you want to see the schedule
• Once chosen, click "Query"

Once done, you can now assign the shift:

• Select the member's schedule
• Click "Action"
• Click "Assign a Shift"
• Fill out the form to your preference
• Once finished, click "Submit"
  
• Click "Save Schedule"

In the HR Admin, go to Scheduling → Team Members

Steps to give up a shift:

• Click on the employee who's shift will be given up
• Select the schedule/shift
• Click "Action"
• Click "Give Up Shift"
• Select the shift to be canceled
• Once finished, click "Submit"

To publish a schedule:

• In the HR Admin, go to Scheduling → Unpublished Member Shifts
• Select a schedule
• Click "Action"
• Click "Publish Schedule"
• Check the "Confirm Action" box
• Once finished, click "Publish"

To approve a claim on an available shift:

• In the HR Admin, go to Scheduling → Available Shift Slots
• Select the shift to be claimed and approved
• Click "Action"
• Click "Approve Change Request"
• Check the "Approve Request" box
• Click "Submit" when finished

To deny a claim on an available shift:

• In the HR Admin, go to Scheduling → Available Shift Slots
• Select the shift to be claimed and denied
• Click "Action"
• Click "Deny Shift Swap Request"
• Check the "Confirm Deny Request" box
• Click "Submit" when finished

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In the HR Admin, go to Performance Management → Manage Appraisal Forms

To send the Emails:

• Select the appraisal form you would like to send.
• Click "Action"
• Select "Email Employees"
• Check whoever you would like to receive the appraisal form
• Check the box "Confirm Action"
• Click "Send Email"

In the HR Admin, go to Performance Management → Development Plan (Add/Edit Courses)

Here you see training courses that have been made to assist employees

To create a course:

• Click "Add Training Course"
• Fill out the form to your preference
• Once finished, click "Save and Close" to end or click "Save and Continue" to create another course

In the HR Admin, go to Performance Management → Development Plan (Sessions & Participants)

To assign an employee to a course:

• Select the training course you would like to assign them to
• Click "Action"
• Click "Add Participants"
• Select the employees you would like in the course
• Once finished, click "Update"

To create a form:

• In the HR Admin, go to Performance Management → Manage Appraisal Forms
• Click "Add New Form"
• Six tabs will pop up
  1. Form Details
  2. Grading Scale
  3. Instructions
  4. Core Segments
  5. Job Role Segments
  6. 360 Segments
• Go through each tab and fill out the information
• Once finished, click "Save Performance Review"

In the HR Admin, go to Performance Management → Development Plan (Sessions & Participants)

To create a training session:

• Click "Add Training Session"
• Fill out each field on the popup form
• Once finished, click "Save and Close" to end
• Click "Save and Continue" to create another course

In the HR Admin, go to Settings → Email Templates

To edit a template:

• Select any template you would like to edit
• This will take you to a new page
• Alter the email template to your preference
• Once finished, click "Update Template"

In the HR Admin, go to Settings → General Settings

Go to the Company Details tab on the left to enter or update your company information, such as: Company Name, Address, Phone Number, Email, etc.

Click on 'Update' to save any changes.

To update your Company Logo, click the Logo tab on the left.

Click on the Edit button to choose an image from your files or click the Delete button to remove the logo completely.

In HR Admin, go to Settings → General Settings

Click the Team Member Settings tab on the left, then select the Department icon

On the Departments page, click the Single Action button and choose Merge Department.

Select the two departments you wish to merge.

Note: The first department you select will be merged into the second department.

Click "Merge Records" to finish.

In HR Admin, go to Settings → Letter Templates.

Click on the New Letter Template button.

• Enter the Letter Name
• Upload a blank PDF File if you wish to use a custom letterhead

Use the available Variables (e.g., First Name, Last Name, Date, Weekly Salary ) to insert placeholders in the Letter Body that the system will automatically fill in when generating the letter.

Save the Template once complete.

Tip: Keep your template general and let the system fill in Team Member details using variables. This helps ensure consistency and reduces manual editing.

In HR Admin, go to Settings → Forms Workflow.

Click on the Add Form Flow button.

• Form - Select the form you want to create a workflow sequence for.
• Stage Role - Define the role responsible for this stage in the workflow.
• Stage Sequence - Choose whether this stage comes Next in the sequence or Before another role that has already been set.

Click on 'Save & Close' when finished.

Repeat the steps to add additional stages to the same workflow as needed.

Tip: Continue Workflows for all Forms until all roles in the approval or review process are included in the correct sequence.

In HR Admin, go to Settings → Forms Approvers.

Click on the Add Form Approver button.

• Role: Select the Team Member(s) who will act as approvers for the roles such as HR Group, HR Admin, or Finance.
• Department: Narrow down your search for the Team Member(s).
• Team Member: Select the Team Member(s).

Note: There is no need to assign the role of Supervisors or Managers here, as those roles are configured in the People Center → Team Members when updating Team Managers and Supervisors of the Team Members.

In the HR Admin, go to Settings → Biometric Devices.

Check the Status column to see if each device is Online or Offline.

Tip: This feature allows you to quickly check the device status without needing to go to the physical device.

In the HR Admin, go to Settings → Biometric Devices.

Add New Device:

Click the New Device button add a new device, then fill in the details.

Edit a Device:

To edit a current device info such as Device Name or Device location, click on the Edit button next to the device record.

Note: Do not change the Device Service Number, as this is how the system recognizes and connects to your device when the device is Online.