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.

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.

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.

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'.

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 not Letters are avaiable, 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 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 selecg 'No'.

Click on 'Update Record' to save.

 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).

Click 'Update' to save.

Note: Additionally, 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: Additionally, 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 then choose

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

When on this page you will see two sections, one with icons and the other being quick links. The icon section is where you can submit a request for time off.

You have five options: 

1. Enter Vacation Leave
2. Enter Fractional Vacation Leave
3. Enter Sick Leave
4. Enter Maternity Leave
5. Enter Other Time Off
6. Enter Other Time Off (fractional)

Click on one of the options listed above and fill out the information required

Click "Save and Continue" to save and fill out another form immediately

Click "Save and Close" to save that form only

In the HR Admin, go to Time Off → Time Off Applications

To approve a request:

• 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 Applications

To deny a request:

• 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

To create the holiday:

• Click "Holiday Calendar"
• Here you will see a list of national holidays
• Click "New Holiday"
• Fill out the form
• Click "Save and Continue" to save and add a new holiday immediately
• Click "Save and Close" to save and close the pop up

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 Time Off & Leave → Time Off & Leave Settings → Vacation Policies

To create a vacation type

1. Click "Add Vacation Type"

2. Fill out the form.

3. Once done, click "SAVE & CLOSE"

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"

Press the Menu button on the Biometric Device, select User Management and then select User View. A list of all Team Members assigned to this device will be displayed.

Choose a Team Member’s name from the list. You can also search for the Team Member by the ID Number within NeoPeople (Found in Time & Attendance -> Team Members) by pressing the Find button or by their name by pressing the Find Name button then entering a part of their name.

After selecting the Team Member, you will select Face to begin face registration.

The Team Member must place their face within the frame, keep still, and look at the camera positioned at the top of the device.

The camera will capture a photo of the Team Member. Tap on Enroll to save the current photo or Change Photo to retake the photo.

Difficulty may occur due to the subject not being within the frame properly or to glare from surrounding lights.

NOTE: Please stand directly in front of the device, face the camera, and keep the entire face displayed in the frame in order to maintain a good face recognition effect.

Press the Menu button  on the Biometric Device, select User Management and then select User View. A list of all Team Members assigned to this device will be displayed.

Choose a Team Member’s name from the list. You can also search for the Team Member by the ID Number within NeoPeople (Found in Time & Attendance -> Team Members) by pressing the Find button or by their name by pressing the Find Name button then entering a part of their name.

After selecting the Team Member, you will select FP (Fingerprint) to begin registering fingerprint.

The Team Member must then place their finger three (3) times on the scanner so the device can register that same fingerprint.

I.E.: The fingerprint of the index finger must be placed three (3) times to register the fingerprint of the index finger.

NOTE: Do not change fingers when registering a single fingerprint.

A Team Member can have up to three (3) different fingers saved.

I.E.: The fingerprints of the index, middle, and ring finger can be saved in the event one finger is not being read properly by the scanner.

Do not operate with the power during installation.

Do not install the device in direct sunlight or in a humid place.

Avoid installing device near areas that will get wet or dusty.

The safest and most effective way to clean the screen is with a microfiber cloth.

In the HR Admin, go to Time & Attendance → Biometric Devices

To add a Biometric Device:

• Click "New Device"
• Fill out each field
• Once done, click "Save & Close"

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.