YMCA OF THE GREATER TWIN CITIES GUIDE: KRONOS MOBILE FOR EMPLOYEES

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1 We are excited to announce Kronos Mobile for Employees. The Mobile App is the latest option made available to team members to make time management and HR self-service tasks more convenient. To get started, here s what you need to use the Mobile App Apple or Android smart phone or mobile device A Workforce Central username and password (contact for assistance) A printed copy of the My Active Positions* page (to use when punching in) Review Payroll Time Reporting Practices* Review Mobile Device Policy* A Mobile Employee license print and complete Kronos Mobile User Agreement*, obtain supervisory approval, scan and approved form to * Links available in Workforce Central under the Mobile menu This document contains step by step instructions for the basic functionality available within the Mobile App. TABLE OF CONTENTS Getting started Page 1 WFC >My Active Positions Page 2 Where to get the app Page 3 App Setup Page 5 Logging in Page 6 My Tasks Punch Page 8 In Punch or Transfer Page 10 Out Punch Page 17 My Tasks Timecard Page 18 Review Punch Map Page 21 My Tasks Accruals Page 22 My Tasks Pay Page 24 Signing Out Page 27 Settings Page 28 Last updated: October 11, P a g e

2 Donald Duck has an iphone and will be recording time as a Water X Instructor at Eagan MY ACTIVE POSITIONS Buzz Lightyear has a Galaxy Edge and will be recording time as a SAC Program Staff at Shoreview MY ACTIVE POSITIONS Both MUST log in to Workforce Central from a PC and print the Mobile >My Active Positions page before using the Mobile app to record time NOTE: On My Active Positions page, Mobile License Assigned? will show Yes once Mobile User Agreement and Authorization form has been processed 2 P a g e

3 Open the App Store Open the Google Play Store Search for Kronos Mobile and get/install the app on your device NOTE: There are multiple applications with the Kronos name, so be sure to select Kronos Mobile (NOT Kronos Tablet or Kronos Mobile for ) 3 P a g e

4 Launch the Kronos Mobile app Android users will also have a second icon Settings; initial set-up can be configured through the Kronos Mobile app as outlined in this document 4 P a g e

5 REQUIRED Server address this information will be stored in the App: Troubleshooting Tips If you cannot connect to the server Central, it may be because: You did not enter the server address correctly; Check your entry and try again App may not work if WiFi connection is Y-Team, but you can use Y-Guests The device cannot obtain a signal, you are not connected to a network, or the server is down If you still cannot connect, contact 5 P a g e

6 Enter the log on credentials (username and password) that you normally use for Workforce Central Tap Log On Troubleshooting Tips If you cannot log on to Workforce Central, it may be because: The device cannot obtain a signal, you are not connected to a network, or the server is down App may not work if WiFi connection is Y-Team, but Y-Guests should work You don t have a Workforce Mobile Employee license If you still cannot connect, contact 6 P a g e

7 REQUIRED: As a condition of use, you must Allow the app to access your location NOTE: GPS location is recorded at the time of the punch for punches made using the Mobile app This setting will appear after tapping Punch for the first time 7 P a g e

8 When the device successfully connects to Workforce Central, the My Tasks menu displays Under My Tasks, you ll have access to various Timekeeping and HR/Payroll Self Service options So let s dig into what the app can help you do, starting with Punch 8 P a g e

9 This setting would have appeared just after logging in for the first time REQUIRED: As a condition of use, you must tap Yes to allow the app to access your location NOTE: GPS location is recorded at the time of the punch for punches made using the Mobile app 9 P a g e

10 FOR IN PUNCH or TRANSFER Tap the barcode symbol to initiate the device camera, where you can take a picture of the QR Code for the appropriate position NOTE: QR Codes must be printed from Workforce Central >Mobile >My Active Positions (as described on page 2) 10 P a g e

11 Scanned QR Code will be translated to a position and will appear in the Transfer field When a Work Rule is applicable, tap the Plus just under the barcode symbol When a Work Rule is not applicable, skip to page P a g e

12 Tap [Add a] Work Rule to see the list of all available Work Rules 12 P a g e

13 When you tap a Work Rule, a check mark will appear beside it to show what s been selected Must tap the check mark at the top of the screen to confirm selection and return to previous screen Selecting a Work Rule will automatically return to the previous screen, no confirmation required 13 P a g e

14 When Job Transfer (position) and Work Rule (if applicable) information is correct, tap check mark to proceed with your selections 14 P a g e

15 The Transfer will now display your position and work rule selections If correct, tap Punch to record the In Punch or Transfer NOTE: Transfer field should ALWAYS contain at least the position when recording an In Punch or Transfer 15 P a g e

16 A pop-up after the punch will indicate whether the punch is successful/accepted or if the punch was rejected 16 P a g e

17 FOR OUT PUNCH Tap Punch to record the Out Punch NOTE: Transfer field should ALWAYS be empty when recording an Out Punch 17 P a g e

18 Next option under My Tasks we ll explore is Timecard 18 P a g e

19 Tap on any date to drill down into the Day Details for that day Time Rounds to the Tenth of the Hour In Mobile: In WFC: display in minute format (HH:mm) display in decimal format (HH.hh) 1:18 in Mobile = 1.3 in WFC 19 P a g e

20 APPLE Tap the Map to see the locations where Mobile punches were recorded Tap, then Punch Map to see the locations where Mobile punches were recorded 20 P a g e

21 NOTE: The Punch Map for any team member using the app will also be viewable by Mobile Managers and Human Resources Team members may report time only for themselves and only from work locations approved by their supervisor. Team members and/or supervisors found improperly reporting time and attendance information are subject to disciplinary action up to and including termination. For all reporting guidelines, go to: > yshare > Human Resources > Published Documents > Forms, Tools, and Resources > Payroll > Payroll Time Reporting Practices.pdf 21 P a g e

22 Looking for up-to-date time off balances? Check out Accruals 22 P a g e

23 Default balance is as of today s date, but the date can be moved forward by adjusting the Balance As Of date 23 P a g e

24 We ve also added a few of the more commonly used options found in WFC Self Service As more Self Service options become available on the Mobile App, we ll add them Since you are most likely already familiar with how these options work, we won t go as in-depth For now, let s take a quick tour of Pay 24 P a g e

25 Select the applicable year from the drop-down list to view pay dates for that year; default view is current year, but historical pay information is available for up to three years Tap on a pay date to drill down into the Pay Details for that day 25 P a g e

26 Use the Pay: drop-down to view pay details for a different date Tap View Advice or View Check to navigate to the direct deposit or paper check image Toggle between selected pay period and YTD details to view totals There is no print or forward feature within the app, but a screen pic could be sent via text/ if needed 26 P a g e

27 APPLE Before exiting the app, be sure to tap Sign Out; this closes the connection to the server which keeps your data secure Tap Exit icon Tap, then Sign Out 27 P a g e

28 While you will be required to type in your password every time you log in, much of the other information required to connect will be stored in Settings To review/modify stored values Tap Settings ; Scroll down and tap KronosMobile Tap Settings 28 P a g e

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