Time and Attendance (Part 4/31): Profile setup


You create profiles to determin the users actual working times (Human Resources > Setup > Time and attendance > Time profiles > Profiles). You can do this in so many different ways that it is could be a dauntfull task to attack. I’ve got my own way of doing it and I’ll show you my way and some other methods of creating this. There is a lot to say here, but jump to: “Create a standard profile” and do that to quickly get started or read all to become a wiz.

Note: Name these based on function or department (Production, Administration, 50%, Day Shift, Night Shift, Flex daytime…) and not on users(eg. Jhonny, Frank, 105, FRS…).

Profile types:
You can configure the profile types at Human Resources > Setup > Time and attendance > Time profiles > Profile types. Durring the wizard execution we got some standard profile types, but to get the full functionality you will need atleast:

  • Break
  • Clock in
  • Clock out
  • Overtime
  • Paid Break
  • Standard Time
  • Flex +
  • Flex –

Create a standard profile
A standard profile has expected clock-in and clock-out records and could looks like this:

Standard Profile

Before 07:00 the user gets Ovetime. After 07:00 they have standard time untill a paid break for 15 minutes at 09:00 and a break at 12:00 for 30 minutes. The clock out is at 15:30 and time after this is overtime. The profile has tolerances for 5 minutes before and after clock-in/out making the rounding within the clock-in/out times.

After creating one day, you can copy this to the rest of the days in the week by using the copy function.

Note: Always check the “Profile time day:” to see the total work hours for that day

Microsoft has some great information and examples on this on MSDN: Click here

Profiles that need overtime approval
As I don’t want the system to automatically give the users overtime if they register before or after clock-in/out because this has a great economic impact. I use switch codes and secondary profile type to introduce a approval step for this action. The user can clock in early, but they have to enter a switch code to get the overtime. The switch codes are set up with the approval parameter active.

AX2012_Approve_switchcode

This is a standard setup for the profile that I use.

AX2012_Default_Profile

Note: The final record goes past 24:00 on to Tuesday because a user can then work past 24:00 and still get paid. The calculation is for the profile date and it only looks at the day it is activated. It does not look at the next day after 24:00.

Create a profile without clock-in/out constraints
The simplest profile type is the one without clock in or out times. This solution is pretty quick to set up and covers anyone who clocks in at any time of the day. It is mostly used for “Contractors” (external workers/hired help) and part time workers that is paid hour by hour. It will not prompt the user for absence codes.

Note: This type require users to register in and out from breaks.

AX2012_Profile_Open

Notice that the lines are chronological, and since the first line lasts untill 24:00 the second line last untill 23:00, but on the day after. This way anyone can clock in durring the entre day from 00:00 to 23:59 and work untill 23:00 the next day without any issues. It is important to check the “Profile time day:” to controll this.

Same type with approval for overtime:

AX2012_Profile_Open_Overtime

Flex time profiles:
We will cover is in Flexi time section later.

Prepair for work planner:
While creating profiles. Select a color for the profile. Try grouping them logically, so you can look at the color and kind of an impression on the type of profile.

My standards are:

  • Green for day shifts
  • Amber/orange for evening shifts
  • Red for night shift
  • Grey for generic profiles
  • Yellow for reduced times
  • White for free or NA
  • Blue for flex profiles

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