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Saturday, May 19, 2012

Tech Tip: Forget Weeks and Months, Let's Talk 'Pay Periods'

Pay periods may be the unsung hero in your EMS Manager, FIRE Manager or Zanager system. And if you're asking yourself, "What are pay periods?," then all-the-more reason you should continue reading this tech tip.

At the core, an Aladtec online employee scheduling system is a scheduling platform. In the work schedule, you'll see views by day, by week and by month. In reports, you can view data by day, week, month or within any range you'd like. One great feature that is available in every system is pay period, which an administrator can set up in the setup section. This is how it works:

When enabled, you can define whatever your company's pay period is within your system. Your options are:
  • Number of weeks period
  • Number of days period
  • Specific date each month
  • Specific 2 dates each month
  • Specific day of week each month
For example, if your company pays once a month, covering the previous month from Day 1 at 00:00 to 00:00 of Day 1 of the following month, you would select the Specific date each month option and set a period start time of 00:00. If your company pays the 1st and 3rd Thursdays of every month, you would select the Number of days period, and enter "14" as your period number of days. We're confident one of these options will be able to define your system pay period and if yours isn't covered by one of these options, let us know!

Once you've defined what your pay period is, a number of things will open to you. In most date selectors, you'll now see "Pay Period" as a new option. This is a fantastic option if you want to know what your statistics were for a specific pay period rather than a week or a month. You'll also notice that in addition to being able to select pay period, you have the option to select:
  • This Pay Period
  • Last Pay Period
  • Next Pay Period
  • Specific Pay Period 

This gives you quick access to data from your previous pay period, your upcoming pay period or any past or future pay period. 

Another place you'll see pay period become an option is in the Schedule Editor. When viewing scheduled time for your employees, you can now view weekday (WD), weekend (WE), holiday (H) and total hours scheduled within the current pay period. Without setting up your system's pay period, you would only be able to see scheduled time by empirical week, month or selected year to date. Being able to view scheduled time within your current pay period gives you a better idea of not only how scheduled time is being distributed, it gives you better control over scheduled overtime. This view lets you know who is on the verge of going into overtime and who could certainly use an extra shift.

If you have any questions about setting up or using the pay period setting in your system's setup, please do not hesitate to contact our customer support at (888) 749-5550 or at support@aladtec.com. And if you do have a pay period that isn't covered by one of our options, PLEASE let us know!

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