10 ways to track time! Part 2

Good to see you back. In Part 1 of this blog, we explored the four ways in which you can track time inside Salesforce. Today, we’ll move on and explore how you can track time on the web and on the Time Tracker mobile app. Remember that in all these cases, all your time tracking data is still safely within Salesforce.One other thing to remember is that users who use the Time Tracker on the mobile or on the web, do NOT need to be Salesforce users.

On the Web
There’s two ways to track time on the Time Tracker Web app. You can track time by checking in time for multiple tasks/activities or you can use a timer that you can Start/Stop as you do your work.

Check In/Out: Checking In/Out on the Time Tracker web page means that you are Starting / Ending a timer as you work on a Project / Task (or whatever has been configured for you). You do this by selecting

Check in Timer on the Web
Check in Timer on the Web

the Check-in button on the top right hand corner of your screen when you login to the Time Tracker Web. You simply select the Project / Task that you are working on. Key in any notes that you want your manager/supervisor to see and click on the Check-in button. This option tracks time as you are working on a Project/Task. When you are done working, click on the Check-Out Now button, if you want to Check out at the current time. If you forgot to Check-Out at the time that you actually finished your work, you can put in the actual hours and minutes that you worked on the task and click on the Checkout button. This will work as long as the Check-in time plus Hours Worked is less than the Current Time.

Multi Check In: Use the multi check-in option, when you want to add timesheet entries for Project / Task that you worked on each day from

Multi line timesheet entry on the Web
Multi line timesheet entry on the Web

the drop downs, Add any information that you need on the additional fields configured for you. Fill in the Start and End times for the activities that you worked on. You can enter up to 10 different activities on this screen. When you are done, click on the Submit button. If you have more activities that you need to add in, you can do so.

A Manager/Supervisor can also Approve / Reject timesheet entries put in by people that report to her.

Time Approval on the web
Time Approval on the web

On the Time Tracker Mobile app

The Time Tracker mobile app works on both iOS and Android devices.There are four different ways that you can track time on the mobile app. Checking in/out as you work on an activity OR manual entry after you’ve completed the activity. We also have a Kiosk mode that you can use as a replacement for a punch clock. This is really useful in a factory/warehouse/office setting where you want all your employees to Clock In and Clock Out as they start and end their work for the day The Time Tracker Team mode allows a Team Lead/Supervisor to Clock In/Out individual team members and then Check In all Clocked in team members.

Check In / Out: As in the other cases, Check In/Out means that you are starting a

Check in on the mobile
Check in on the mobile

timer for work that you are currently working on. There are two ways that this works. If you are set up as an Individual User, you can check in/out of Projects / Tasks on your mobile device. This is a good option for Exempt employees who need to track time for billing/invoicing. If you are set up as a Personal User, you can clock in at the Start of your work day and Check In/Out of multiple Projects/Tasks with different check-in types. Some check-in types that our customers currently use include options for Job, Travel, Loading, Cleanup, etc. This option is good for non-Exempt employees for whom you need to track hours and breaks for payroll purposes. On the mobile, you can configure the app to collect GPS locations at specific transactions. Users can also take pictures at the jobsite and add them in.Users on the mobile can get notifications, when they are assigned a project or when anything changes on their projects.

Manual Entry on the mobile: Sometimes, you may want to enter your time

Manual Time Entry - Mobile
Manual Time Entry – Mobile

details after the actual work is done. You may have forgotten to enter the time, your phone could have been out of charge or perhaps you left your phone at home, Whatever the reason, you may not have been able to Start/Stop the timer as you worked. In such a case, you do have the ability to add the Project / Task that you worked on along with the Start and End Times for the work done. You can add multiple manual entries. You could use this mode of timesheet entry, if you are adding all of your timesheets after completing the work. In general, we suggest that you do this at the end of the day, so you don’t forget things that you have worked on.

Team Mode check ins for entire team

In the Team mode, only the Team Lead needs to have the Time Tracker on his/her mobile phone. The Time Tracker configuration in Salesforce lets you set up Teams with a Team Lead. When you set up Users in Salesforce, you can assign

Team Mode options
Team Mode options

them to specific teams.

When the Team Lead of a specific team logs in, she sees the names of all the people on her team. The Team Lead can Clock In each member of the Team as they arrive for work. When the Team Lead clicks on the Start Job, Start Travel or Start Loading buttons, all Clocked in Team Members are checked into the Selected Project and Task for that Check in type. When the Team Lead clicks on Stop on the previously Started Check in type, all checked in Team Members are automatically checked out of that Project / Task. This is a great option for teams working together on Construction/Landscaping/Installation type of work. GPS locations and photos can be configured to be collected at the jobsite.

Team members can be transferred between teams for better utilization. A Team Lead can Release a Team Member from her team, if needed. Another Team Lead can “Add” the released Team member to their team, as needed.

Kiosk mode Check In / Clock In

The Kiosk mode can be used in a factory/warehouse/office to replace the

Kiosk Check in and Clock in
Kiosk Check in and Clock in

traditional punch card / bio metric time clock. With the Time Tracker in the Kiosk mode, the big advantage is that all time tracking data is in Salesforce and can therefore be used for analysis. Depending on how your Users are set up in the configuration, Users may be able to Check In/Out OR Clock In and then Check In/Out of individual projects. We suggest using an iPad or an Android tablet for the Kiosk. Since multiple people will need to use the same device. The app works just as well on a phone, but the larger format is useful, when you need multiple people to access the device.

So that covers all ten ways of tracking time using the Time Tracker for Salesforce. Whether you want to track time in Salesforce on a web app or on a mobile device, you’ll be hard-pressed to find a solution as configurable and as user-friendly as our Time Tracker for Salesforce.

 

 

10 ways to track time! Part 1

Yesterday, we had a long and interesting demo of the Time Tracker with a fairly large group of people at a new prospect. During the demo, one of the people commented “So you have four different ways of tracking time inside Salesforce”. It struck me that I had never thought about it that way. Perhaps, when you work with the product every day, you gloss over some of these facts.

In any case, this morning, I decided that I’d make a list of all the ways

10 ways to track time
10 ways to track time

that you could track time with the Time Tracker. It turns out that there are 10 different ways in which you can track time with the Time Tracker for Salesforce. See my list here on the right. That’s 4 ways within Salesforce, 4 ways on mobile devices and 2 ways on the Time Tracker web app. Pretty cool, huh?

Based on my list, here’s a short description of each of the ways of time tracking and where you could use it.

Within Salesforce

Within Salesforce, you can track time by Check-in, checking in time for multiple tasks using the Multi Check-in, tracking time automatically to specific Salesforce whenever you are on that record in Salesforce and manually entering the time for a specific task when you are on that record.

Check in: Checking in to work within Salesforce means that you

Check In/Out in Salesforce
Check In/Out in Salesforce

are tracking time to a specific project/task (or whatever has been configured for you). You do this by selecting the Track Time button on the Salesforce Utility Bar. Clicking on the button, pops up a configured window that lets you choose your Project/Task from drop-downs. You can also enter in any notes that you may have. In this case, you are tracking time for an activity as you work on it. So you Check in when you Start on the activity and Check out when you are done.

Multi Checkin: Use the Multi Check in option when you want to

Multi checkin in Salesforce
Multi checkin in Salesforce

add multiple activities in a time-sheet format. You may choose to add in all your activities for the day at the end of the day or maybe at the end of the week. We suggest doing this on a daily basis, because chances are you’ll have forgotten something important that you did on Tuesday by the end of the week. 🙂 You select the Project / Task / Worktype fields from drop-downs. Fill in the Start and End times or the number of hours that you worked on each activity. By default, you’ll see 5 lines on this screen. Once you click on the Submit button, you can add your next set of activities.

Automatic Time Tracking: This is a great way to track time for

Automatic time tracking in Salesforce
Automatic time tracking in Salesforce

people who spend most of their time inside Salesforce. You do NOT need to Start / Stop a timer like you do with the Check in process. Every time you go to records in Accounts, Contacts, Opportunities, Cases or any other Salesforce object, an Automatic Timer starts right away. It keeps tracking time until you move away from that record. If you move to another Opportunity, the Auto Timer starts tracking time to the new Opportunity. The Auto Timer can be added to all the objects that you want to be able to track time to.

Single record time tracking: This feature again allows you to easily

Single time tracking in Salesforce
Single time tracking in Salesforce

track time to specific records in Salesforce. But it’s meant for use when you do NOT want time to be tracked automatically. This is meant for users who want to be able to track time to specific Accounts, Opportunities, Cases. But if the users work primarily outside Salesforce using other tools like AutoCAD, drafting and design tools, then this is a great way to track time. These users can go to the specific record where they want to add their time to. A Salesforce component allows you to add the task and the time that you spent on the activity; while the main Opportunity / Case is automatically selected.

So that’s 4 ways to track time just inside Salesforce. Checkin, Multi Checkin, Automatic Time Tracking and Single record time tracking.

Phew! that was a lot. Next week, we’ll talk about the different ways of tracking time on the Web and on the Time Tracker mobile app. Until then, auf wiedersehen!

Zero Touch Volunteer Check-ins.

As the shelter-in-place rules are lifted, most nonprofits are beginning to see some volunteer activity start again. But with Covid-19 still raging, all our thoughts are on how to make every process safer for everyone. With that goal in mind, we are very excited to roll out the new “zero-touch” volunteer check-in process in V4S Mobile. With just a quick scan on any iOS or Android phone/tablet, your volunteer check-in data is safely and reliably in Volunteers for Salesforce.

Background

The idea for the zero-touch solution came from requests from several of our nonprofit customers. We had detailed discussions with them on what would make sense for nonprofits and their volunteers. Everyone was concerned with the safety of multiple volunteers checking in a shared Kiosk device. As a stop-gap arrangement, we offered V4S Personal free to all our existing V4S Kiosk customers. While that worked for a few customers, a lot of our nonprofits wanted a central solution that was at their location but could still be used safely.

While we had introduced a scanning mechanism in our V4S Kiosk Events add-on, we had not done that with the volunteer check-ins. For two main reasons:

  • Most of our nonprofits had a lot of walk-in volunteers who had not previously signed up
  • With Events, there was an urgency to check-in people quickly, which wasn’t as much an issue with volunteer check-ins.

Now with COVID-19 rampant, most of our nonprofits had decided to do away with walk-in volunteering. Our discussions revealed that over 60% of nonprofits had decided that there would be no walk-in volunteers for at least the next one (1) year. Several had decided that for the next two (2) years.  And most nonprofits could not have a Volunteer Coordinator available to check-in volunteers on her device. This was especially true for our nonprofits handling pets and animal shelters, where volunteers came in from early in the morning to late at night to feed, clean, and exercise the animals. They were very clear that volunteers would need to check themselves in.

The zero-touch solution for V4S Kiosk.

With this background, we decided to add an automated scanning solution for volunteers. We added a QR Code field to Volunteers for Salesforce’s Vol Hours object. We also added a QR Code field to the Contact object in Salesforce. This way, our nonprofits have the flexibility to either have a unique QR Code based on each Volunteer’s Vol Hours record OR a unique QR Code for each Volunteer’s Contact ID.

Here is a short video that shows what the QR Code looks like on the Vol Hours record in Salesforce.

If you are setting up QR Codes by Vol Hours ID, then you’ll need to make sure that you send out an email with the QR Code it to each Volunteer for every Job/Shift that she has signed up for. You will need to send out such an email for every time that a volunteer has signed up for a Job/Shift.

Here’s a video that shows what such an Email would look like:

If you are using QR Codes on the Contact, then you could send a single email to the Volunteer with their Contact QR Code in it. They could use that same emailed QR Code for checking in every time that they came in for a signed up Job/Shift. Alternatively, you could print a badge for each volunteer with their contact QR Code on it. This way, the volunteer can scan their badge whenever she comes in for Job/Shift.

Automated Check-ins.

We suggest that you put the iOS / Android device that you are using for check-ins in the single app mode so that the device is not accidentally turned off or switched to a different app.  Within V4S Kiosk, we suggest that you select the Scanning to be in Continuous mode. Also, select whether you want the Front or Back Camera to be used. We suggest using the front camera because the volunteer would be able to see confirmation of their check-in on the screen.

Here is a video that shows how a volunteer could hold up their Shift confirmation email and get Checked-in to that Shift.

If instead, you chose to use the QR Code on the Contact ID, then potentially you could send that QR Code to the Volunteer once and she would just scan the same QR Code every time that she came in for a Job/Shift that she was signed up for that day. The V4S Kiosk app looks to check if the Contact with that QR Code has signed up for any Job/Shift on the current day and scans the Volunteer in.

If a Volunteer signs up for more than one Job/Shift per day, then she would necessarily need the QR Code related to the Job/Shift. You would not be able to scan the Volunteer with the QR Code on the Contact. Because in that case, the app would only find one of the multiple Jobs/Shifts signed up for.

As nonprofits start to open up and volunteers come back to help, we urge you all to maintain social distancing. Keep those masks on and stay safe, everyone!

 

 

 

 

 

 

 

Hassle-free email marketing within Salesforce.

Have you ever dealt with the struggles of email marketing when your data is in Salesforce, but your email tool is elsewhere? The endless issues with importing and exporting data, not seeing how successful your campaign was, where your contact data is.

Set up your email content
Set up your email content

Your hassles are a thing of the past now. Introducing PK4Connect Email Campaigns. The easiest, fastest and most effective way to send mass email campaigns from within Salesforce. No more export/import, no more dealing with connectors and integrations. Everything you need for email marketing in one place – right WITHIN Salesforce. How cool is that?

  • Send out 1-click email campaigns to existing Campaigns
  • Use Salesforce List Views to send out your email campaigns
  • Use Campaigns. Contacts. Leads or any other standard or custom object
  • Use our beautiful Starter Templates or design your own with our easy drag-and-drop block editor. No more HTML to deal with
  • Schedule your Campaigns for the time that you want it to go out
  • Get over the Salesforce per-day email limitations
  • Get complete statistics within Salesforce – Delivers, Opens, Click-throughs, Unsubscribes, Bounces
  • Everything you need for Email Marketing – in one simple package!

Give it a whirl and see how easy email marketing can be. And within Salesforce too. Get it Now from the Salesforce AppExchange. All this at an absolutely incredible price. Perfect for nonprofits.

Note: We’re in early release at this point, so you’ll notice that it’s a private listing on the AppExchange.

How to Recruit College Student Volunteers

Have you ever tried to recruit college student volunteers? Are you ready to reach out to a local university? Engage a new group of student volunteers using these volunteer recruitment tips. Enjoy the buzz and the fresh energy that these young students bring to your non-profit.

College Student Volunteers
College Student Volunteers

College students make great volunteers. If they believe in your cause, their enthusiasm and spirit can bring new meaning and urgency to your cause and mission. Their class schedules are often flexible, which means you may have volunteers to work your hard-to-fill slots. And with tech-savvy college students, you’ll be able to fire up your social media and web-related work.

So what factors do you need to consider and how do you go about recruiting college volunteers?

Think of volunteer transportation

Many college students do not have their own transportation. So you may need to find ways to provide transportation. Perhaps you could team up with an organization that can provide transport. Or if you are close to public transportation, then that would work. The key is that it doesn’t make sense to get college student volunteers, if they can’t get to you.

How to find college student volunteers

Find students at Job Fairs

There’s always students at Job Fairs. College students are looking for internships and jobs after graduation. Job Fairs are a great place for them to find and network with future employers. Sign up for a small booth at local job fairs. You’re guaranteed to meet loads of students looking for jobs. Reach out to them, remind them that volunteering looks great on their resumes. You don’t want that to be the only reason why they choose to work with you, though. 🙂  Make sure that you have a signup sheet where interested volunteers give you their email IDs and phone numbers. Give out a small give away such as pen or pencil with your organization’s name on it.

Talk to Professors about your needs

Professors often have a very good idea of their student’s skills and needs. If you are looking for a volunteers for a fund raising Marathon, talk to a Professor in the Sports Management Department and find out how to recruit volunteers. They may have physical and electronic notice boards where they can post your requirement. Or they may be willing to send out an email to all the students in the department on your behalf. You may get lucky and have professors and other faculty volunteering too.

Use the Fraternity/Sorority system

Fraternity & Sorority List
Fraternity & Sorority List

Sororities and Fraternities often look for local charities to partner with on social projects. Most sorority/fraternity websites will give you details of past projects that they’ve worked on. Find sororities/fraternities that have worked on projects similar to yours and get in touch with them. Sororities/fraternities can find you large numbers of volunteers. So if you have a high demand event, like a Marathon, this is a great source of college student volunteers.

Speak to Hobby Groups

Universities are filled with special interest groups and clubs. Whether they are programmers, culinary enthusiasts, or love to read, most groups love getting their name out in the community. Most clubs and groups are listed on the university website. Reach out to them to find volunteers specific to your projects.

Talk to Church Groups

Religion-based groups are always looking for ways to give back to the community. One simple way to recruit college student volunteers is to speak at informal church gatherings. Explain your volunteer requirements and why they should sign up. Make sure that you collect email IDs and phone numbers.

Whichever way (s) you use to find your volunteers, make sure that you get in touch with them within a week of contact. Students have multiple demands on their time and short attention spans. So you want to get them when you still have top of the mind recall.

Tap directly into what motivates students

Students are busy people, but they do indeed have time to volunteer. So think of the reasons why students volunteer. Here are a couple of easy ones – a) to gain work experience b) to have fun with their friends. So find opportunities that help students gain skills directly related to their field of study. Communicate clearly what they can hope to gain (what they can put on their resume, who they will meet and be able to network with…). If there’s a way to give credit for the volunteer hours and service, make sure that happens.

Get Social

Use your web pages and social media handles to share photos and videos about volunteering opportunities and the achievements of your student volunteers. Post before and after pictures, interviews with the volunteers. Use your tech-savvy college volunteers to set up a You Tube channel, an Instagram account, a Facebook page and any other social media accounts that you want. Partner with the college radio station or newspaper to pump up your social media community.

Give Swag

Most people like free stuff, especially young people. Give away t-shirts for example, when your volunteers complete a certain number of hours. If you don’t have the budget for it, get local businesses that appeal to the student demographic to sponsor your shirts. To widen the appeal, hold a student t-shirt design contest and use the winning design for your non-profit’s signature shirt. Get a “cool” t-shirt and it can help brand your volunteer program.

Give volunteers easy ways to sign up

Sign up on V4S Personal
Sign up on V4S Personal

Young people are busy with a million things. Give them easy ways to know when you have opportunities for them to volunteer with you. If you use Volunteers for Salesforce, you can post your Jobs and Shifts calendar on your website and allow volunteers to sign up there. With the V4S Personal, you can be on your college student’s mobile device where they are always on. You can let your student volunteers’ sign up for Jobs and Shifts directly on their mobile phones.

Volunteering is a great option for college students because it costs them only a few hours of their time. It also gives them the time to bond with other students and make lasting friendships. Use these tips to draw and engage bright, smart college student volunteers for your organization.

Automatic Meal and Rest Breaks – An Employer’s Guide

Breaks
Image by Engin_Akyurt from Pixabay

Different forms of rest breaks are important for your employees’ physical and mental well-being. When structured properly, they can have a positive impact on health and safety and also improve the productivity in your workplace.

Workday Breaks 

Breaks during the workday allow employees to rest during the workday. They could be in the form of rest breaks, coffee breaks and meal breaks.

Meal and Rest Breaks
Meal and Rest Breaks

Most national and EU regulations require specific breaks based on the number of hours worked. Depending on the country, some or all of these breaks could be paid or unpaid.

Break Times

Meal breaks and rest breaks are essential for workers during a long work day.  The U.S. Fair Labor Standards Act (FLSA) does not mandate an employer to offer meal or rest breaks to employees. But several states have their own laws that obligate employers to give paid and unpaid breaks to employees.

Whether it is mandatory or not, many employers do allot paid /unpaid time for lunch and other breaks. Federal law does designate what time is considered paid and unpaid.

Tracking Break Times

Lunch and rest breaks can be tricky to track. Some employees may forget to clock out. Others may forget to clock back in, when they start working in. This leads to either minutes being added to employee timesheets or being reduced from their time worked. This means that the timesheets are inaccurate and therefore payroll is inaccurate too. In order to make timesheets more accurate, many employers choose to implement automatic time deductions for meals and rest breaks. This ensure that employees get their daily breaks automatically deducted. This is great for employers who want to ensure that they are paying employees accurately. But many people still question the legality of automatic meal and break deductions.

Are Automatic Break Deductions Legal?

Yes! According to the U.S Department of Labor (DOL) and FLSA, it is legal for employers to automatically deduct lunch breaks. As long as the employee actually takes the lunch break. A legal meal break has to last at least 30 minutes according to the FLSA. The key is that employers need to communicate meal periods unambiguously to employees.

Unpaid Meal Breaks

States that enact meal break laws require a half hour break if the employee’s work day is longer than 5 or 6 hours. These meal breaks must be at least 30 minutes long, according to the FLSA. Meal breaks are uncompensated as the employee does not perform any work duties during this time.  If an employee works during the meal break, she has the right to be paid for that time.

Paid Rest Breaks

Rest periods are smaller breaks that are 5 to 20 minutes long. These breaks are compensated as they are considered normal working time. Some states require 10-minute break times for every 4 hours of an employee’s shift. These short breaks are generally considered to promote better productivity.

You can find more information about which hours are considered paid and unpaid.

Keeping Track of Breaks Automatically

Configuring Automatic Breaks
Configuring Automatic Breaks

You can keep track of your employee’s work times by implementing an easy-to-use time tracking app in your operations. With the Mobile Time Tracker’s Auto Breaks feature, you can automatically deduct time from employee timecards, based on the specifications that you have set up. You can add as many break rules as you need to ensure that your employees break times are properly accounted for.

Why use the Auto Breaks Feature?

Managers and Administrators have a lot on their plates when it comes to tracking employee times. Week after week, they need to make sure that all employee work and break time is recorded automatically. The Time Tracker’s Auto Breaks feature does the heavy lifting for you. It can automatically apply the break rules, based on the rules that you have set up.

Make sure that you are complying with all federal and local laws concerning break times. That way you avoid trouble with employees, DOL and FLSA. And you make sure that your payroll is accurate.

 

Have you converted Volunteers to Donors?

Convert Volunteers to Dono

Looking to grow your donor base? A fantastic place to start is to convert your Volunteers to Donors. According to Abila’s Donor Loyalty Study, 75% of those who volunteered say they are more likely to donate. That is an overwhelming statistic and one that nonprofits should leverage. Studies also show that volunteers donate 10 times more than non-volunteers.

So how do you convert volunteers to donors for your nonprofit? Here are five best practices to help you convert volunteers to donors.

Acknowledge Volunteers like you do Donors

Treat your volunteers right. They may not make monetary contributions.  But the time that they donate to your nonprofit has a tangible monetary value. According to the Independent Sector, the  value of Volunteer Time in 2019 was $ 25.43 per hour. So a volunteer who spends 10 hours with you, has made a contribution of over $ 250 to your nonprofit.

Are you telling your volunteers how much you appreciate their time and effort? Try and do that at as many opportunities as possible. If you can, try to quantify their activity into how much money or time they’ve saved your organization.

For example, “The supporters that you brought to the Annual Walkathon helped us raise an additional $ 5000 this year. This will help us serve another 100 people. Your time and effort helped make this possible!”

Track all volunteer activity

Do you track all volunteer hours diligently? Do you have reports that tell you how many hours a volunteer spent with you this year vs last year? Can you track volunteer retention rates?

Tracking each volunteer interaction gives you a better understanding of the volunteer’s engagement with your organization. And, if you don’t know how the volunteer helped, how can you appropriately thank them?

Tracking all the volunteer hours spent with your organization provide great statistics for grant requests too.

Acknowledge Volunteer Milestones

Volunteer Awards Report
Volunteer Awards Report

Tracking all volunteer hours lets you keep track of specific volunteer milestones. Set up simple acknowledgements or rewards for when volunteers complete specific hour-based or time-based milestones. For example, a volunteer reaches 50 hours this year or completes 3 years of volunteering with you. Reach out to the volunteer. Make a public gesture. Show them that you are aware of their effort and interest in your cause.

Give your volunteers opportunities to share their experiences

Social media share
Social media share

Give your volunteers easy ways for them to share their experience on social media. Use their experience quotes on your website, in a newsletter. Talk to your volunteers about why they do what they do. They can become great ambassadors for your cause. And that may inspire their friends to become donors to your nonprofit.

Ask your Volunteers

Finally, just get down and ask your volunteers for donations. Communication is key, whether it’s with volunteers or donors. According to the Institute for Fundraising, 8 out of 10 people donate after being asked to do so. Don’t assume that your volunteers know your cause and therefore will donate automatically. Maybe they don’t know that your organization needs the money; they may just know that you need volunteers. They may not even know the best or easiest way to donate.

So a simple , straight forward ask may suffice. Perhaps you could set up a way for volunteers to donate a small amount every month. Think of it as a SIP donation plan for volunteers. They could give you $ 10/20/50 every month. That may be easier for some volunteers.

Have you already converted some volunteers to donors? How did you do it? Do share your stories with us.

Automatic Case Time Tracking in Salesforce

Assume that your Customer Support gets a Case that comes in late Friday evening. It doesn’t get worked on until Monday morning. While your Support Team spends just 10 minutes working on the Case, the Case Age calculation tells you that it took almost 3 days to close! Throws your Case handling metrics completely out of whack, doesn’t it? So how do you find the actual time spent on the Case?

With the Mobile Time Tracker version 1.52, we’ve introduced a new Lightning Component to automatically track time. You can select the Objects that you want to automatically track time for. Your Salesforce Administrator can set up the Lightning Component for any/all objects that you want automatic time tracking  for. In this specific case, your administrator sets up and activates the Track Time component for Cases.

The Track Time Lightning Component

Automatic Time Tracker component
Automatic Time Tracker component

Now, every time an agent opens the Case View page for a specific Case, the timer automatically tracks time spent viewing the Case. If the agent closes the view page or navigates away to a different page, we automatically update a Time Detail log. Let’s say your agent navigates to a specific Case multiple times, then we create a Time Detail log each time. Assume different agents access the same Case, then each agents’ time is tracked against that Case. And your agents do not need to click on a timer or do anything special. All she does is View the Case that she’s working on. Finally, a simple Salesforce report gives you a summary of all the time that has been spent by one or more agents on that Case.

Increased visibility

Case Time Report
Case Time Report

Your Case metrics are no longer skewed by night times, weekends or holidays. You get clear insight into actual time spent by agents on Cases. You no longer need to guess why some Cases take longer than others. The data and statistics are clear and compelling.

Accountability

Your staffing decisions, reports, stats to leadership and service bills to customers all have solid data to back them up. Respond to questions about time spent with confidence.

Native Salesforce component

The Track Time component integrates seamlessly into your Salesforce Lightning environment. All time tracking data is safely stored in Salesforce. That makes integration with billing and payroll systems simple and effective. And with Salesforce, it’s easy to create any additional reports you need.

More uses of the Track Time component

Assume that you set up the Track Time component on your Salesforce Accounts object. Law firms can easily use the Track Time component to track time that lawyers and paralegals spend on specific customer accounts. Now you can manage billable time with minimal effort.

Set up the component on Opportunities or Leads.  You get complete insight into how much time your Salespeople are spending on each Opportunity.

Set up the component on Projects. Now you have a view of the time your operations team spends on Projects.

The possibilities are endless with automatic time tracking.

5 ways to manage your business while on vacation!

—Pngtree—fresh sea travel graduation tour_912789Vacation time isn’t just a perk for employees – business owners and entrepreneurs need a break just as much, if not more. They are a time for spending much needed time with your family and/or friends as well as for de-stressing and revitalizing yourself, while refreshing your mind with new ideas. But not only is it common for small business owners to not take vacations, they are known to worry when they do take one.

But the fact is that a vacation is one of the best things that you can do for yourself, your business and your customers:

  • A vacation gives you a physical and mental break.
  • You’ll learn that your employees and customers can live without you for a few days. Perhaps, you’ll even discover a key employee who can be your trusted lieutenant.
  • You’ll come back with a refreshed perspective and new ideas for your business
  • Most importantly, you’ll avoid burnout and resentment that can destroy employee and customer relationships.

With all the technology available today, you can thwart vacation anxiety and go on a relaxing vacation with things running smoothly in your absence. Here are some tips to get rid of vacation anxiety while you’re away, whether you’re relaxing on the beach, hiking up those mountains or chasing animals on safari.

  1. Choose the right person to hold the fort for you: The absolute first thing that you should do is to select a trusted employee to stand in for you. Make sure that it’s someone who knows your business well. Ensure that you transition smoothly by going over routine and unexpected tasks with her/him. Figure out what issues constitute an emergency where s/he should get in touch with you right away.
  2. Communicate with your customers and staff: Problems arise if customers expect you to be around but can’t get in touch. Tell them about your vacation plans in advance. Remind them before you leave. Let them know who’ll be in charge and what they should expect. Make sure you tell your employees too. Keep them informed of how much/little time you plan to spend on work-related matters. Clarify your expectations, so that your team knows how and when to reach out to you.
  3. Set boundaries for yourself: Just as you set boundaries for your customers and employees, set boundaries for yourself. Forty percent of travelers agreed that their smartphone was the most important thing that they take on vacation. And that they check work emails often. But let’s face it, it’s not a vacation if you stay glued to your phone all day. If you’ve committed to staying in touch via email every day, pick convenient time slots and stick with it. If you plan on spending an hour every day on work, ideally pick a 30-minute slot in the morning when the rest of your vacation group is getting ready and a 30-minute slot in the evening when you can check emails, calls, chats. Avoid the temptation to check in more frequently.
  4. Manage your phone and email: You may be on vacation, but the rest of your world isn’t.
    • Set up an email auto-responder and a voice mail message clearly stating the dates that you will be out of reach
    • Tell people that you will get back to them after you return if it is a non-urgent matter
    • Make sure that the message has details of who they should get in touch with for urgent matters
    • If there is an issue that you need to deal with, do it in the time that you’ve set apart for work
    • Only respond to critical matters. Make a note of the other matters, so that you can deal with them after you get back
    • If there is something really urgent and critical, then a face to face meeting with your stand-in or other employees or customers may be necessary. Use Facetime. Google Hangouts, Google Duo or Skype for a live video-chat.
  5. Stay in the loop with collaboration tools: If your team uses a web-based collaboration tool such as Trello, Asana, Slack or Evernote, use it to stay in the loop – but within the boundaries you’ve set for yourself. If your team uses project management or time tracking tools, you can check your daily/weekly reports. Again, within the time boundaries that you’ve set for yourself. With access to tools like this, you’ll realize that you can troubleshoot in real time, without being tied to your office desk. And that your business is running just fine.

Running a business on vacation, may be a challenge. But it’s definitely something that can be done. All it needs is some planning and preparation and making use of technology to stay in touch. So if you’re off on a vacation, go on. Have a great time!

 

6 Top Time Clock Rules for Hourly Employees

As an employer, you have many responsibilities but perhaps the most important one is complying with government rules and regulations. Recently, the time clock rules for hourly employees have changed and you need to make sure that you  comply with the Fair Labor Standards Act (FLSA). You need to be compliant in recording work hours, breaks, overtime and calculating wages for hourly employees.

The Department of Labor (DOL) is very strict about enforcing time clock rules. If you break these rules,  your company can be penalized with substantial fines for every lapse. The best way to ensure that you fulfill federal and state time clock rules is to use a good time tracking software system.  Ensure that the system tracks employees clocking in and out at the beginning and end of their workday. And lets them check in and out of specific jobs/projects.

Hourly Vs Salaried Employees

When understanding the FLSA rules, the most critical thing is the difference between salaried and hourly employees.

A salaried employee receives pay based on an annual sum or salary. As the employer, you decide the pay period – weekly, bi-weekly or monthly. A salaried employee is not obligated to complete a time sheet, though you may use one for project management or other tracking purposes. The salaried employee’s pay is based on the salary as a whole, rather than on the actual hours worked. So, if a salaried employee works a little over or under the normal 40-hour work week, the employer doesn’t need to keep track of their work hours.

An hourly employee, gets paid by the hour for the number of hours that they worked. As the employer, you decide how many hours your hourly employee must work. Some US states and cities have authorized predictive scheduling laws that mandate that hourly employees be given a specified  amount of notice of the hours they need to work.

An hourly worker is obligated to record their working hours through a timesheet or timecard system that the employer must verify.

Time Clock rules for Hourly Employees

To help you with your FLSA obligations with hourly employees, we reviewed the important rules that you need to keep in mind. These rules are for your hourly employees clocking in and out and tracking their work hours. Here are the top 6:

  • Time tracking system
  • Reported Hours Rounding
  • Maintaining time sheet records
  • Clocking in and out
  • Confirming hours
  • Clarifying time tracking policies

Time Tracking System

The FLSA does not obligate you to use any specific kind of time tracking system.

Mobile and web time tracking
Mobile, web & Salesforce time tracking

You are free to choose any type of system to track employee time as long as it is accurate. It’s important that the system that you use tracks actual hours worked including any breaks.

dftly’s Time Tracker app is used by many businesses to track time for individual employees and teams. It works on mobile devices, on web pages and within Salesforce, with all time tracking data securely inside Salesforce, regardless of what device it was recorded on. Click here to see how your employees can record their time easily and accurately, wherever they may be working.

Rounding work hours.

The FLSA allows you to round your employees’ reported time to the nearest specified increment. You are permitted to round your employees’ time up or down. For example, if you are rounding off in 10-minute intervals and your employee finishes work at 5:16 p.m., the time should be rounded up to 5:20 p.m.

You need to round up and down fairly. If you are always rounding down (where minutes are deducted), you may be breaking overtime and minimum wage laws.

Make sure that your time tracking system automatically rounds up or down to ensure accuracy and fairness. If the rounding up has caused your employees to be entitled to overtime, then you are obligated to pay that overtime, based on the overtime laws for your state/city.

Maintaining time sheet records

Employers are required to keep time cards (or other records) that demonstrate how your hourly employees wages were calculated for a period of at least two years. The two-year period is required by the US Department of Labor and you are required to provide access to the Wage and Hour Division access to inspect your records when necessary. So make sure that your time tracking software can store timesheet records for as long as necessary. With the Time Tracker, since all records are stored securely in Salesforce, you can always maintain time records for the necessary time-frames.

Clocking in and out

As the employer, you can decide whether your hourly employees are allowed to clock in early or clock out late. However, it should only be a few minutes and not hours. With the Time Tracker, you can easily add a limit on clocking in early and clocking out late. In addition, you can configure the Time Tracker to automatically log out or check out an employee after a certain number of hours or minutes for mandatory break times.

Confirming hours

Your hourly workers should have the opportunity to confirm their hours at the

Employees verify worked hours
Employees verify worked hours

end of every pay period. Although a good time tracking system would have recorded the work time accurately, your hourly employees should be able to review and verify their hours,

Your time tracking system should give you or a designated supervisor/manager with the functionality to approve time cards. In addition, you or the manager should receive emails notifications if there are any anomalies in the time cards.

Clarifying time tracking policies

Use photos to avoid buddy punching
Use photos to avoid buddy punching

As the employer, you must inform all hourly employees of the policies and procedures regarding your time clock rules. We suggest that you include it as part of your employee handbook and provide training on how to use the time tracking system. Policies that should be explained include:

  • What happens if employees are caught tampering, or attempting to tamper with the time tracking system
  • The consequences if employees are caught trying to commit time theft
  • What happens if employees are caught buddy punching (trying to clock in and out for their colleagues).

Make the right choice for your business

Given the importance of adhering to time clock rules, it may be impossible to adhere to state and federal requirements, with just manual time cards. Investing in a good, accurate time tracking software system is the right choice for most businesses. It’s not just about potential legal and compliance problems, but you could be losing money on payroll, if you are not correctly calculating work hours with overtime and rounding.

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