Initial Setup Wizard Screens Guide

The Initial Setup Wizard helps onboarding specialists guide managers through key configuration steps for the WorkEasy platform. Each screen focuses on a specific setup area, such as company settings, payroll, scheduling, and time off policies. This guide explains the general purpose of each screen and how it prepares the system for use.

The Welcome landing page introduces new users to the onboarding process to begin the system configuration.

Company Information collects basic company details such as name and address to personalize the system setup.

Display Formats allows administrators to define how key data points appear across the system. It includes configuration options for:

• Name format: Controls how employee names are shown (for example, First name – Last name).

• Time format: Sets how time is displayed, such as 12-hour or 24-hour clock.

• Hours format: Determines whether worked hours are shown as clock time (08:45) or decimals (7.75).

• Default time zone: Sets the system's primary time zone for accurate scheduling and time tracking.

Company Structure is used to build the organizational framework by defining teams, departments, locations, and roles.

Pay Period configures how often payroll is processed and when it starts. It includes the following setup options:

• Payroll frequency: Sets how often payroll runs, such as weekly or bi-weekly.

• Start of the workweek: Identifies the first day of the workweek for overtime calculation.

• Pay period start date and time: Establishes the beginning of the payroll cycle.

• Timesheet approval deadline: Optionally adds a cutoff for managers to approve time entries.

• Grace period for closing payroll: Adds a buffer before the pay period can be finalized.

This ensures the payroll schedule aligns with company policies and legal requirements.

Reporting Hours sets rules for how employee work hours are tracked and submitted. It includes the following settings:

• Maximum shift and rest hours: Sets limits for how long an employee can work in a shift and how much break time is required between shifts.

• Clock in/out method: Allows selection between manual punch options (In, Out, Break) or automatic punch logic.

• Time reporting methods: Lets you choose how employees will report time, such as through time clocks, web, mobile app, or manual timesheets.

• Geolocation tracking: Enables or disables GPS tracking for mobile punches.

This ensures the system accurately records work time in alignment with company rules and preferences.

Overtime specifies how the system calculates standard and double overtime. Key settings include:

• Enable overtime tracking: Allows the system to identify and record overtime hours.

• Overtime rules (OT1): Sets conditions for when regular overtime applies, such as weekly limits or consecutive workdays.

• Double overtime rules (OT2): Defines additional thresholds for double overtime, such as working on a seventh consecutive day.

• Threshold values: Administrators can input the number of hours after which overtime and double overtime begin.

This ensures that worked hours beyond regular schedules are tracked and compensated according to company or regional labor rules.

Breaks outlines company rules for tracking rest, meal, and lunch breaks. It includes the following configuration options:

• Break tracking: Enables or disables the tracking of employee breaks.

• Clock in/out for breaks: Specifies whether employees must punch in and out when taking breaks.

• Break types: Offers different enforcement styles, such as:

  • Time of day: Breaks must occur at a specific time.

  • Worked hours: Breaks are triggered after working a set number of hours.

  • Floating: Breaks can occur anytime within a shift.

• Break count and duration: Allows you to define how many breaks are tracked and how long each one lasts.

This helps ensure breaks are consistently applied and compliant with labor policies.

Schedule Plan establishes how shifts are assigned and managed. Key configuration options include:

• Schedule criteria: Lets users decide how to group employees for scheduling—by location, department, or other attributes.

• Shift preferences: Enables notifications and confirmations, such as alerting employees before their shift starts or requiring them to acknowledge their schedule.

• Shift swap and drop: Provides options for allowing employees to drop shifts or swap them with coworkers.

This ensures scheduling is structured around the organization’s needs while also giving employees flexibility and clarity about their shifts.

Time Off Type categorizes the types of leave employees are eligible to take. Key functions include:

• Predefined and custom types: Users can select from default time off types such as sick, vacation, and personal, or create new ones like PTO or jury duty.

• Balance tracking: Determines whether the selected time off type tracks accrued hours and balances or is simply recorded for reporting.

• Code assignment: Each time off type can be given a unique identifier or code for internal reference.

This ensures that employee leave is categorized and tracked correctly based on organizational policies.

Policy Plan groups time off types and sets effective dates and eligibility. This step can be skipped or configured later. Key features include:

• Policy name and description: Provides a clear label for internal reference and documentation.

• Effective date: Determines when the policy will take effect for the selected employees.

• Time off type assignment: Allows administrators to link specific time off types to the policy.

• Blackout dates: Optionally defines dates when time off requests are restricted or not allowed.

This helps standardize time-off rules across the organization and ensures consistency in accruals and eligibility.

Holidays allows selecting recognized holidays and creating custom ones. Key features include:

• Holiday list: Displays default holidays that can be selected or deselected based on company policy.

• Custom holidays: Administrators can add additional holidays, such as company-specific observances.

• Holiday type: Offers options for recurring holidays (e.g., every year) or one-time events.

• Date logic: Allows for precise scheduling using calendar dates or weekday patterns (for example, the first Monday of a month).

This ensures that holiday pay, scheduling, and time off calculations reflect the company’s recognized calendar.

Review summarizes all completed steps. It is the final step before completing setup and provides an opportunity to verify and make adjustments before finalizing the system configuration.

Setup complete confirms the end of the setup process and transitions the user to the full platform to begin using system features.