Dayforce – Training Your Employees
Before training begins
Roles need to be set up for all employees under System Admin>User>Employee Name>Scroll down
Employee’s manger should be assigned: MyHR>Employee Name>Work Assignment>Scroll down
Secondary Work Assignments need to be set up for employees who work in multiple jobs; they also need the Manager assigned – because of system restrictions, the primary manger will need to be the manager for the secondary position for approving time & time off requests.
Preparation – Presenter;
· Check PC sound – for MyPath videos – of you are using them during your training.
· Be sure Silverlight has been downloaded to employee & training PCs.
· System Administrator>User>your name Scroll down to see your Roles & add “Employee-Timeclock” & “Manager with WFM”, if you don’t have those 2 roles
Login as: Employee Timeclock
Reset your employee Favorites bar if needed – for editing – You will show your employees how to edit their Favorites bar during training. Move timeclock & time off to bottom - Log Out.
Scope of Meeting:
Part I – Train Employees
Part II – Train Managers
1. Explain the Employee View: for Hourly & Salary employees
a. Salary Exempt Employees – do not need to punch, but will need to request time off, view earning statements & yearend tax documents. They will also need access to Benefits for future changes.
b. Hourly & Salary Non Exempt Employees - need to punch the timeclock and request time off, view earning statements & yearend tax documents. They will also need access to Benefits.
c. Important Dates you need to know
a. - Dec 20th Wed (or 23rd Sat for Bi-weekly) – Trained Employees can begin to Login to Dayforce & Punch the Clock
2. Explain the Manager View: for Supervisors
a. Managers will need to approve employee punched time with in the Timesheets feature & time off requests with MyDay>Time Off Request Manager.
b. Managers may want to monitor employee time worked to limit overtime.
c. Smart Phone App
LET’S GET STARTED – FOR THE EMPLOYEE – Mention or Use the MyPath Employee Guide
Day in the Life of an Employee – Getting Started for the Employee (refer to the Custom MyPath but don’t pull it up yet)
1. Ask employee to Log in
i. Password standards – Min 6 characters; (3 of the following 4 - upper, lower, number, special) – can be a challenge for some users
2. You, as the presenter, should Log into Production as “Employee Timeclock”
3. Tour the home screen:
i. Point out blue favorites bar with 6 favorites – edit later to quickly access function
ii. Hamburger menu (upper left) to find all functions
iii. Top right icons
1 Search (magnifying glass symbol) to search topics; for example calendar
2 Messages (envelope symbol) Discuss that when forms or request has been submitted or approved, messages will be logged to their Dayforce Inbox.
3 MyPath (? symbol) for access to training videos
4 Account Options (Silhouette symbol) to view profile, change roles or log out
4. Edit favorites
i. On the Home screen - Click Edit at bottom right of Blue bar
ii. Move 2 icons down: Profiles & Documents
iii. Move up: Time Clock, Time Away List, Calendar & Forms – icons that will be used frequently (Salary Employees will not need the Time Clock)
iv. Save
5. Clocking for work – for Non-Exempt employees (Click the Clock icon and explain punches; In, Meal Start, Meal End, and Out)
i. Discuss reminders – sticky notes & smart phone reminders
ii. Discuss who to contact for a correction
iii. Understand your own Learning Curve – be patient; you may need to ask for missed punches to be added or punches to be corrected.
6. Time Away - Should be entered by employee before they take time off. A time away request can also be made after time off is taken (sick time), per dept. of Labor.
a. Calendar icon – You can view if there is a pending request in your Calendar or make a time off request from your calendar.
b. Time Away icon - Requesting Time Away from work
i. Point out balances at right of request screen
7. Earnings Statement – Hamburger>Earnings or access Earnings icon from Favorites bar
a. Select Statement date
b. Select “Statement” – point out “Print” in upper right
i. Point out data; including vacation & sick balance at bottom
8. MyPath Intro
a. upper right click ? (to open MyPath tab)
b. The Logic is similar to Windows folders- Open the Book by clicking the + next to the book
c. Videos (the symbol is the page with the yellow splat)
d. Click Employee Training
i. Click A Day in the Life of an Employee
ii. Click Clocking for Work
1. Try it
9. FORMS - Update your personal information with forms
Access Profile & Settings under name or FORMS from Favorite Bar
Always Add data do not delete data history
i. Address
ii. Contact Details (Enter business Email to Reset future passwords)
iii. Emergency Contacts
iv. Point out Tax Forms
10. Profiles & Settings>Security>Update Security questions
a. Security questions must be completed so the employee can be sent a link to reset their own password, if/when needed.
Point out that a lot of what you have done as an employee in Dayforce during this training is one time setup
i. Learning to login
j. setting up your favorites
k. updating your forms & security questions
Day to day you will do only a few actions
i. Log in & Punch the clock (if you are hourly)
ii. Request time off
iii. Check your earnings statement
l. Using the Dayforce Mobile App
a. Subject to manager approval
b. Recommend: employees & managers use the PC version of Dayforce for a while.
c. I phone vs. Android vs. Microsoft Phone vs. Google phone; each a bit different
d. Considerations
i. Hourly Employees will use – Clock, Time Away & Timesheet
ii. Salary Employees will use – Time Away & Timesheet
LET’S GET STARTED – FOR THE MANAGER – Mention or Use MyPath Guide
Day in the Life of a Manager – Getting Started for Managers
1. Log-in as Manger with WFM or use MyPath Video “Getting Started for Managers”
2. Home screen
i. Edit favorites
ii. Describe Their Employee listings on the Home screen – (Managers will see their employees listed on their manager Home screen.)
iii. Point out messages in top right – Employee requests will be logged in MyDay and also be messages in their Dayforce Inbox.
2. MyDay – Time Off Request Manager – to approve Time off requests
Per Dept. of Labor - Employee should be the one to generate the time off request vs the manager doing this for the employee.
Sick or Vacation
Personal Time Off (is used mainly by teachers)
Also Bereavement, Jury Duty, etc.
i. Expand Time Off Request Manager quadrant – Load, filter & refresh
1. Mention Adding time off (should be done by employee)
2. Editing time off (should be done by employee)
3. Approving time off – by Manger – Time Off must be approved for payroll by approval deadline date
a. Email reminders will be sent
3. Timesheets & Resolving a Timesheet problem
Favorites>Timesheets>Organization/Location name>Load
i. Adding Time worked – Add punch
ii. Editing a Timesheet – Add punch or shift
iii. Authorizing a Timesheet (check & double check that punches make sense)
1. By Individual date
2. By day for all employees
3. Or by employee name
4. MyHR – to see more detailed Employee information (Be careful of private data as you show these screens). Can use MyPath Video “Getting Started for Mangers” – you can go through the entire video or use parts. (Preview the video before training the managers).
i. Point out Employee personal & professional information; Base Rate, Annual Rate, Work hours, Work assignments, etc.
5. YOUR ACCOUNT (Show MyPath) – Under Profile & Settings for Manager
1. MyPath - Delegating your Role (Use MyPath Video)– you will be away from the office and want to assign limited access to your manager role
i. CAUTION: RESTRICT PRIVATE INFORMATION
1. PII - Pay Information & Personal Information
6. USING THE DAYFORCE HCM mobile app for a manager
1. Suggestion – Use the PC version of Dayforce for a couple of weeks to learn functions.
2. Managers will frequently approve Attendance (Time punches) & Time off requests
i. Different Terminology in the App
1. Attendance vs. Timesheet
2. Time Off vs. Time Away
Show MyPath video from main screen – Attendance (click V in lower right of video) – warning she’s a fast talker. You can watch the videos at any time & multiple times.
ii. Authorize stamp symbol is at the bottom for I phones
iii. Authorize choice may be top right for other phones
Train the Trainer – Who, What, When, Where & How
1. WHO? Evaluate the technical skill of the employee
2. Determine WHAT training resources are available to them
a. What device they have to train on; Laptop, Desktop (don’t forget Silverlight)
b. WHERE they should train
i. Will they need to be near you
ii. Christ the King, Topeka example ( set time each week & set place in the office)
3. HOW should they train?
Individual employee or small group
Be a positive coach; encourage, reassure & point out the positive (& Industrial strength patience)
i. Employees can view MyPath videos on their own
ii. Employee can view MyPath videos in your area
1. View a video and try the function, then view another video
iii. You can show employees how to use the system
1. Home screen/favorites
2. Contact Details (profiles – forms)
3. Clocking in (Hourly)
4. Time Away
5. Earning Statements
4. WHEN should they train?
i. Before 1st punch
ii. Before authorization date for managers
iii. Benefits later; before open enrollment in October
5. Train your Pastor at some point – patiently work with the individual technical ability
a. Manager level – for approvals of time away & timesheets
b. Location Administrator level training – for authorizations
· Call us for guidance, ideas & help - Patty Dickinson 913-647-0363