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Yesterday, the 19th of August, TimeClick hosted a live webinar on PTO, vacation, and sick tracking. Grant Esser, the Marketing Manager at TimeClick, presented the webinar with a live walkthrough of the accrued time feature in the TimeClick software.
You can watch the recorded webinar video below.
In this webinar, Grant began with an introduction to PTO tracking and then dove into tracking PTO within TimeClick. The details of his presentation are as follows:
Objectives:
1. Give you an understanding of TimeClick’s accrued time system
2. Help you become knowledgeable enough to make business decisions
Agenda:
1. What is PTO/Accrued Time?
2. TimeClick’s PTO System
3. Live Q&A
Questions:
To begin facilitating viewer interaction, Grant asked several questions for the viewers to answer in the chat.
1. On a scale of 1-5, how important is PTO to your business?
In working with our customers, we’ve seen many different business situations. Some TimeClick users have less than ten employees, while some have more than 100 employees. PTO may be crucial to some businesses, and some companies may not use PTO at all.
However, the majority of those who answered this question in the webinar valued PTO at a 4-5. This means PTO is generally very important to employees, employers, and managers.
2. On a scale of 1-5, how important is tracking PTO correctly?
Almost all businesses that offer paid time off to their employees prefer to track it correctly. In fact, the majority of the answers to this question during the webinar was 5.
But why is it important?
Tracking time off can be a nightmare of complications if you don’t know exactly what you’re doing. And if you mess it up, the stress can be overwhelming. Luckily, if you know how to use TimeClick’s accrued time feature, it’s easy to track PTO correctly.
3. Your #1 issue with PTO tracking?
This open-ended question received several responses, the majority of which being accuracy. Again, that can be a huge worry for those managing paid time off within their company. However, the more comfortable you get with TimeClick’s accrued time system, the more comfortable you will be with accuracy.
A few other concerns brought up included keeping employees updated and managing different accrual schedules for different employees.
Benefits of PTO:
Next, Grant briefly covered the benefits that come from offering PTO at your company. Here are the benefits that he outlined:
1. Employee Hiring
When you’re looking to hire a new employee, offering paid time off can greatly increase your applicant numbers. This can improve your chance at success in hiring the right employee for the job at a much faster rate.
2. Employee Retention
Employee turnover is extremely costly and should be avoided as much as possible. Giving your employees the time off they need can motivate them to stay at your company for longer.
3. Compete With Other Businesses
Hiring new employees can be stressful and take a very long time. However, like the first benefit, offering your employees PTO allows you to compete with other businesses that are also hiring. If you offer 80 hours of paid time off, you’re more likely to be chosen than a business that offers only 40 hours.
4. Work-Life Balance
The topic of work-life balance has been increasing in popularity over the past few years. Employees have recently been using their PTO less and less due to the demands of the job industry.
All employees, though, need to have a balance between their personal lives and work. Giving them paid time off allows them to worry less about their pay and more about how to balance their own personal lives and their jobs.
5. Attendance
Surprisingly enough, paid time off can increase attendance in the work place. This is because employees have the flexibility to take care of their personal issues without missing days of work that they’re expected to be present.
6. Productivity Boost
With the flexibility that time off gives to employees, they are more motivated to be productive while they are at work. Therefore, you can expect to see more valuable work completed as you give the time employees need off.
TimeClick Accrued Time
After discussing paid time off as a general topic, Grant then dove into the accrued time feature within TimeClick. He demonstrated each step to setting up the tracker properly.
1. Setting Up Categories
A category is a rate of how much time off an employee earns and when they earn it.
TimeClick allows you to create an unlimited amount of categories with these different accrual schedules:
- Annual
- Monthly
- By Pay Period
- Hourly
All of these categories will begin accruing time as soon as you set them up and assign them to employees. They will all calculate automatically except for the hourly category type.
Because errors can occur with clock ins and outs, you must award hourly accrued times by clicking a button. That way, TimeClick can check for any missed actions within the time frame and allow you to fix them. This process is quick and ensures complete accuracy in your calculations.
2. Setting Up Piggy Banks
The accrued time balance, or as we call it, the piggy banks, show the amount of paid time off an employee has left.
Employees can view their accrued time banks by navigating to their options menu. You can restrict this view from them at any time within admin options.
An administrator can also view an employee’s bank, modify the balance, and even set a cap to how much time they can accrue. A cap is a common method to get employees to use their time off more often.
3. Requesting and Using PTO
Within TimeClick, there are a few ways employees can use their PTO. The first and easiest method is submitting time requests. This can be done within the employee options. It will send a message to the administrator, from which they can approve or deny the request.
The second method of using time off is for the administrator to add the time manually in administration mode. All they need to do is go into the “Modify Times” tab and add the time on the day the employee wants to use PTO.
Finally, if you have a large company with employees submitting time requests every day, the deduction approval can be a useful feature for you. There, you can view all time requests and approve or deny all in one place.
4. Reports & Managing PTO
One of the most important parts of PTO in TimeClick is the Accrued Time History Report. It’s a comprehensive report that can show you anything from accruals to balances and deductions.
This report is extremely useful if you want to know who is using their time off. If you haven’t seen the report, give it a try and customize it to your needs.
Q&A
The final section in the webinar was a live Q&A session. Grant answered questions from the chat and covered a few more features within TimeClick, such as custom time actions and mass entries.
If you have any questions about the webinar or TimeClick’s accrued time feature, feel free to contact us at (435) 753-4102 or support@timeclick.com.