Navigating to Supervisors Page

1. In the Main Navigation menu, open the Employee Maintenance >> Employee Assignments folder
2. Click on Supervisors page

Navigating to User Update

1. In the Main Navigation menu, open the Global Update folder
2. Click on User Update page

Updating New User

The below steps will cover most instances.  A description of fields not mentioned in these steps will follow.

1. Available – These are employees who do not have a username, password, or security credentials assigned to them.  Move an employee from the available box to the Generate User Accounts For box.  If there are employee that will be assigned the same Group Memberships(*Security Permissions), you may move as many employees over to the left as necessary to apply to multiple employees at once. *If the supervisor in question is not listted here, proceed to the section below entitled: Supervisor Does Not Have A Supervisor Level Assignment In TimeStar
2. Username Format – Default username to be assigned to employee based on selection. Option include:

• Employee Number
• First 6 Characters of Last Name + First Name Initial + Middle Initial
• First Initial + First 6 Characters of Last Name
• First Initial Last Name
• First Name + Last Initial
• First Name + Last Name
• Last Name + First Initial
• None
• Social Security Number (No Dashes)
• Social Security Number (With Dashes)
• Badge Number

3. Default Password – Leave set to Default Password if you have established one with your Delphia team, otherwise you can select from the following options:

• Lowercase Username
• Uppercase Username
• Custom Password – Will bring up a field where you can enter the password for the employee to use

4. Authentication – the authentication method of checking the employee’s password. The Options for authentication include:

• LDAP – Requires the employee to enter their Windows username and password for login
• Windows – TimeStar will automatically try login using current workstation’s username and password
• TimeStar – Unique password set up by employee upon first login
• TimeStar Strong Passwords – Same as TimeStar authentication however password rules can be set up. Password rules include:
  • Minimum Password Length
  • Maximum Password Length
  • Number of Uppercase Characters Required
  • Number of Lowercase Characters Required
  • Number of Numeric Characters Required
  • Number of Special Characters(#%!) Characters Required
  • Number of the above rules that must be met for a valid password from employee
  • Number of failed login attempts before lockout of system occurs
  • Number of minutes after lockout before employee may try login again
  • Number of days before password expires
  • Number of previous passwords that cannot be reused
  • Number of days before a password can be reused

5. Active? – Make sure this field is set to Yes
6. Force Password Change at First Login? – Set to Yes. This will force the employee to come up with their own unique password when they log in with the default password set above.
7. Company Memberships – If you have multiple companies built within a single URL, select the company that this employee would belong to.
8. Group Memberships – This field sets the employees security permissions within TimeStar. This field has nothing to do with hierarchy, but rather defines what actions an employee can perform within the system.

Group memberships can be created and customized to give or restrict actions.  There are often three basic levels of Group Memberships.  Those include Employee, Supervisor(Manager), and System Administrator levels.

The base permissions for these groups are as follows:

• Employee – Employee permissions allow the employee to only see themselves within the system. Unless specified, they will only be able to view their hours, punches, dollars, etc. and no modifications can be made.  Employee permissions can be broken out to accommodate the employee’s time tracking needs.
  • Employee (Punching) – Employee will be entering their time using a clock, whether that be virtual or physical.  This group is sometimes split into two groups that will allow one group access to only hardware clocks and the other group to only web or virtual clock.
  • Employee (Non-Punching) – Employee will not be tracking their time by clocking. Think Salary Exempt employees.
  • Employee (Timesheet) – Employee will be entering their time directly to a Timesheet within TimeStar whether that be punch times In and Out or blocks of hours. This group may still have access to the clocks if allowed.  This group is also the exception to the view only permissions mentioned above.  Depending on how time will be entered, employees will need to be given access to edit those hours, punches or both.
• Supervisor(Manager) – Supervisor permissions allow the employee to see their own data when logging in along with any employees directly assigned to them. Supervisors are normally allowed to only view their own time, just like the employee permissions.  When looking at a supervisee, they are allowed to add, edit, or delete any punches, hours or other data we may tracking.  This Group Management will also allow for approving of their employees time at the end of the pay period.
• System Administrator – System Administrator permissions give full access to the system. When logged in, all employees will be visible and add, edit, and delete permissions are available for all employees, including one’s own data.  This group also gives access to the payroll processing area, holiday and pay period setups, along with pages used to assign pay groups, security groups, and all other areas one may need access to.

9. Click Save

Definition of Fields

1. Trim Leading Zeros – If using Employee Number for Username, this will remove any leading zeros and the employee will not need to enter those when logging in
2. Default Company – If you have you multiple companies with a signle URL, you may update this field to a different company
3. Max Period View Future – This setting will be updated with the employees Group Membership(Security Credentials)
4. Max Period View Past – This setting will be updated with the employees Group Membership(Security Credentials)
5. User Lockout – Leave set to unlocked
6. Restrict Access by IP Address – Keep this set to no. If restricting, this must be set to yes and assigned under ‘User Security’ or ‘Group Security’ to have any        features restricted by IP address.
7. Generate Exceptions at Login – To have the user generate and see alerts when they log in, set to ‘Yes’
8. Access to All Companies – If you have you multiple companies with a signle URL, set to ‘Yes’ to allow employee(s) to access all companies
9. Filter Query – You may apply a ‘Filter Query’ if the users should only see certain employees other than those assigned to them (i.e. Pay Group or Department)
10. Allow Edits by User – If you do not wish for the employee(s) to edit filters, set to ‘NO’

Set Employee Supervisor Level

To set an employees supervisor level, follow the steps below:

1. Select Employee to apply supervisor level to in drop-down
2. Select the SUPERVISOR LEVEL ASSIGNMENT tab
3. Click ADD NEW
4. In the Supervisor Group field, select the appropriate supervisor level for the employee.
5. Add the effective date that the assignment should take hold.
6. Select the ‘View Limit Preference’ which determines who the employee is able to view

a. ‘Direct reports only’ allows the current user to see employees who are their direct reports

b. ‘Direct reports + 1 level down’ allows the current user to see employees who are their direct reports and one level below

c. The levels down options depend on your company setup on the Company Setup – Supervisor Level page

7. Select the ‘Alert Limit Preference’ which determines who the employee will receive alerts from
8. Click the ‘Save’ button

Navigating to Employee Update

1. In the Main Navigation menu, open the Global Update folder
2. Click on Employee Update page

Updating Supervisor for Multiple Employees

To update a Supervisor for multiple employees, follow the steps below:

In the below example, one supervisor will be replaced with a different supervisor.

1. Select the Function you wish to assign to the employee.
2. Select Replace in the Assignment Action
3. Select the Current Supervisor to be replaced(Note: The employees in the Available Box will filter down to only those employees who have selected as their supervisor. )
4. Select the New Supervisor to be assigned
5. Set the Effective Date for the change to take place
6. Select the employees who should drop existing supervisor and have new supervisor assigned and move the to the left by clicking the left arrow
7. Click Save