TABLE OF CONTENTS

• On-Boarding Overview
• Access to the Employees reference
• Add Employee to System
  • FCX Onboarding with External Sync
    • HR Field Mapping: QB to FCX
    • HR Field Mapping: Paylocity to FCX
    • HR Field Mapping: Empower Prism to FCX
  • Add Employee to External System First
    • Info External System Syncs to FCX
  • Add Employee Info to FCX after Sync
    • General Info Tab
    • Contacts Tab
    • Roles Tab
  • Adding an Employee if Your Company Does Not Use FCX Payroll / HR Sync
    • Create New Employee Card
• Add Resource Card if Applicable
  • Manage Employee availability for dispatch
• Add Employee Cost Card
• Add Time Keeping Employee Configuration Card
• Mobile App Access Setup
• Add Employee Cards & Accounts
• Add Employee Home Location
• Add Employee as Allowed-to-Allocate to Overhead BPs
• Special Considerations for Non-Field / Salary Employees
• Add Employee Certificates
• Create Web Doc Portal User if Applicable
• Request Main System User from Support if Applicable
• Test Your Understanding!

On-Boarding Overview

Because FCX can manage many business processes across your company, it usually makes sense to use it as your primary HR system as well.

For those companies who use an HR system separate from FCX, it is still necessary to onboard employees in FCX as their data is needed for various processes.

It is necessary to onboard any new employee into FCX, even if the employee in question will not directly interact with FCX in their day-to-day work. There are many reasons for this but one is that their labor is important to a company’s Job Costing and will need to be captured somehow.

These directions are focused on onboarding direct, or “W2,” employees. Contractors are different and may need to be onboarded in certain circumstances. Reach out to support@fieldclix.com for more information on this.

To onboard an Employee in FCX you will simply create and fill-out the fields on several Reference Record “cards” These instructions will detail the recommended order of operation and how to fill-out all fields.

Access to the Employees reference

All Users can view the reference, except the several tabs in the Employee card.

HR Managers user group have full access to the reference and Employee card. 

Tabs access in the Employee card:

Add Employee to System

The actions one needs to take to onboard an Employee are different depending on whether your FCX is integrated with a payroll system. The options are:

• FieldCLIX does NOT sync any HR data with another system: In this case you will use FCX-Only Onboarding
• FieldCLIX syncs HR data with another system: In this case, you will use FCX Onboarding with External Sync

When FCX syncs HR data with another system, the onboarding process is mostly the same regardless of the system in-question, but there are some exceptions.

FCX Onboarding with External Sync

HR Field Mapping: QB to FCX

FCX QB Sync is controlled by the QB Connector which operates on your QB Server and has its own configuration and rules.

In many companies, QB HR sync is configured to occur automatically on a schedule. However, in some companies, a team member should manually trigger sync.
If you are unsure how your sync works, reach out to your HR Manager. Further help can be acquired by contacting support@fieldclix.com.

Read about QB Sync field mapping in this article. 

HR Field Mapping: Paylocity to FCX

Full details about Paylocity Sync field mapping can be found in this article.

HR Field Mapping: Empower Prism to FCX

Prism FCX Sync is very similar to Paylocity sync. More info coming soon.

The FCX connector API auto-creates, fills-out and keeps updated a number of HR-related fields common between the 2 systems. This reduces double-entry of data.

Add Employee to External System First

FCX HR Relationship with External System

In the HR Sync Relationship, the external system is predominate and FCX subordinate, and the sync is one-way: If HR data is changed in the external system, this syncs to FCX, but changes in FCX do NOT sync to the external system.

For on-boarding, you will therefore start by adding the new Employee’s info to the external system first and will add additional into to FCX after sync.

A Note on Employee Configuration in QB Desktop for FCX Payroll

Info External System Syncs to FCX

Various types of HR data can sync from the external system to FCX. Which fields do sync is partially configurable, and therefore may vary from company to company.

Below is a summary of available synced data, followed by sections detailing how each piece of info is managed:

• Employee ID
• Name/Name Parts 
• Gender
• Date of Birth
• Status (Active or Closed/Inactive)
• Work/Main Email
• Main/Cell Phone Number
• PTO/Vacation and Sick time balances:
  • Hours currently available
  • Hours used to-date

Employee ID

Employee ID is the key value linking the records between FCX and the external system.

Please note, it is strongly advised your Employee ID entered in the external system not have leading zeros. It can be up to 10 digits long and contain alpha-numeric characters.

Name/Name Parts

• In most cases, where Employee data is being synced from the external system, payroll data is also being synced with it.
• For payroll and accounting, names must often be represented in "Last-First" format.
• We must therefore break down Employee names into name parts. Below are some guidelines on entering these name parts. 

Note that in almost all cases it is essential the name be entered and formulated exactly as it appears in official tax records.

First or Given Name

In most cases this will be a single word except in certain "combination names" like those seen in the southern US like "Mary Jane."

Note that the shortened version of a name, like "Jim" for "James" or "Bob" for "Robert" should usually not be used unless that is how the name appears in official tax records.

Note that even if an employee "goes by" his or her middle name, the official first name should be entered here.

Middle Name or Initial

FieldCLIX will NOT automatically add a period after this name part.

Last Name, Surname or Family Name

Cultural name guidelines:

• Combination last names, like those common in Latin America should both go in this field, you should generally NOT put one in the "middle" name field.
• Similarly, hyphenated last names should be entered here with the hyphen and no spaces.
• Eastern European last names that feature the "Patronic" name may or may not need to include it, depending on what is on official government tax records.
• Most Arabic "lineage" last name combinations are shortened to only the current generation last name on US tax documents.

Gender

This is not a required field in FCX. Currently FCX only offers binary options for this field.

Date of Birth

Not a required field in FCX.

Status (Active or Closed/Inactive)

IMPORTANT

An Employee's status as Active or Closed/Inactive means something different in FCX than it does in payroll systems.

In FCX, an Employee can be Closed as soon as he or she no longer needs to take any action in the system, either via the mobile or desktop app.

In payroll systems, however, employees may need to remain "active" until a tax period closes.

In most sync configurations, employee status in FCX is disconnected from their status in the external system: You can Close Employees in FCX even if they must remain "Active" in the external system.

Work/Main Email & Mobile/Cell Phone Number

FCX only has one "active" email and phone field per Employee, but many external systems have more. It can therefore be tricky to make sure the right fields are syncing to FCX. In some cases, companies choose to disable email/phone sync to FCX and maintain separate records in both systems. If you are unsure of your company's configuration, reach out to your FCX Implementation manager.

In most cases the email field synced is "Main Email" and the phone number synced is "Mobile."

Phone Number Details

Note that phone number format is not important in FCX, so you can use the format required by your external system. That said, currently only US phone numbers can be used for FCX txt notification services.

PTO/Vacation and Sick Time

PTO/Vacation and Sick Time balances can be synced from QB Desktop to FCX and from Empower Prism to FCX. This sync is not currently supported by the QB Online or Paylocity APIs.

Note that PTO/Vacation and Sick Time data in FCX is read-only, does not enforce any policy (does not prevent approving Time-Off for low balances) and is updated based on info in the Payroll system when you closeout each Payroll Period. Between period closures, FCX maintains a local 'guess' regarding hours consumed and remaining. You can override this 'guess' in your payroll system.

Employee Cost Rate Sync from QB to FCX 

Employee Cost Rates are needed in FCX to calculate dollar labor costs for Job Costing. We can sync this data to FCX to reduce double-entry of data.

Some companies who have Payroll Sync do not sync Employee Cost rates.
Additionally, Cost Rate sync can be turned on or off for different Employee Categories. For more info on how this works at your company, reach out to your HR manager. Further help can be found via support@fieldclix.com.

Employee Cost Rates get updated in FCX from the Payroll System after a Payroll Period is marked Paid in the payroll system. This action sends a Payroll Summary report to FCX which is used to recalculate Cost Rates.

Note that Payroll Sync is not currently supported by QB Online API.

Add Employee Info to FCX after Sync

Sync takes care of some of the data entry for Employees in FCX. The rest must be manually added to FCX afterward.

Here is what an Employee card will look like in FCX after sync if all applicable fields were filled-out on the Payroll system's side:

As you can see, there are a number of fields left to fill out. The most important ones, covered in these instructions are as follows.

General Info Tab

The General Info tab contains key Employee information. The Employee Category will pre-fill the Roles tab with some Roles. The Roles tab, discussed below, controls system access for the Employee.

Office Department

Office Department performs several functions:

• It can be used to determine Class for a BP being generated by an Emp. in that Dept.
• "Non-Work" BP has been moved to the Employee TK Configuration card.
• It determines the "Ship-To" address applied to a Vendor Invoice (Bill) for which the employee is "Responsible."
• It can determine which Time Keeping Administrator is responsible for finalizing the employee's Time Cards.
• Office Department also has a function in TC Reviewer determination:
  • FCX tries to determine Time Card Reviewers based on the Build Plan associated with hours.
  • If a BP cannot be determined, it defaults to the “Supervisor” field on the Employee card.
  • If no Supervisor is entered, it will default to the Head of Department for the Office Department on the Employee card.

If no suitable Office Department exists for your Employee, you can create a new one:

As best practice, always specify a Head of Department on new Office Departments. Note that a Shipping Address is required.

Supervisor

A supervisor acts as the default Time Card Reviewer for this Employee if a Reviewer can not be determined based on BP:

Job Title

Job Title is informational. The one exception to this is for the Warehouse Manager. A WH Mgr for a Market can be subscribed to certain Inventory Control-related notifications.

If no suitable Job Title exists for your Employee, you can create a new one:

Employee Category

The Employee Category may be the most important field to fill-out on the Employee card because it controls a number of things, including how TK works for the Employee and their access.

Common practice is to select the same Employee Category as found on other Employees with the same duties / Job Title.

IMPORTANT
Some Employee Categories may be set to auto-generate Time Cards and hours for their employees each day. Since onboarding usually happens before the employee's first day of work you want to prevent hours from being generated before this. To do this:
 - Find the "Status" drop-down menu and temporarily change it to "Closed."
 - Remember to return the Status to "Active" before they start! You can do this at the end of the last workday before their first day.

If you want to learn more about what each of these fields does, see the following Article.

Home Market

Home Market is mainly informational but is recommended as a reference for making other configurations for your employee.

If you need to add a Market, it is recommended you consult with your in-house FCX manager or your Implementation Manager at FCX because the Region/Market structure has implications for Job Costing.

Payroll State – Fixed or Dynamic

Payroll State feeds the Payroll Export and should therefore be set according to your accounting tax strategy.

Only leave “Fixed” unchecked if you want the Payroll State to vary based on the physical location where the Employee worked during a given period.

Default Financial Accounts

Default FAs have been moved to the Employee TK Configuration card.

Payroll Period Type

Payroll Period Type is the Payroll Schedule according to which an Employee is paid.

Most companies have just one Payroll Schedule but if you have more than one you can specify here the one that applies to this Employee:

Contacts Tab

The Contacts tab features an expandable table in which you can record emergency contacts for your Employee.

This tab can also be used for alternative contact numbers for the employee if you record the Relation as “Self.”

To add a new line, click the “>” icon next to the last row and select “Add.” You can also place your cursor in the bottom row and press the down arrow on the keyboard.

You can add as many rows as you like:

Roles Tab

Usually assigning the correct Employee Category takes care of assigning the correct Roles to the Employee.

If you want to learn more about what each of these Roles does, and how you can tweak their assignment for an Employee, see the following Article.

Adding an Employee if Your Company Does Not Use FCX Payroll / HR Sync

If your company does not use FCX HR Sync you need to fill-in a few more fields on the Employee card.

Fill-in these fields first, then move on to all the items listed above under “Adding an Employee if Your Company Uses FCX QB HR Sync.”

Create New Employee Card

1. Create a new Employee Card via the Employees Reference.

2. Fill-Out Person Tab

The new Employee card automatically opens the Person tab.

The Name parts you enter on the Person tab will be automatically combined to form the Full Name on the main tab of the card. The Preferred Name will also be carried over.

It is important to enter the Name parts so that FCX can properly display the name in the “Last, First” format required by many payroll systems.

3. Switch to the General Tab and fill out Employee Category, Payroll State, Payroll Period Type and other additional fields like Office/Department, Job Title and so on (see above about these fields).

Enter Employee ID, Phone # and Email. FCX will auto-generate an Employee ID by default but you can overwrite it here with the one from your payroll system. Phone # and Email are essential for Notifications.

4. Save the record.

Add Resource if Applicable

The Resource makes  the Employee visible as an option to Dispatch. Having an assigned Resource also makes an employee's approved Time-Off visible on the Dispatch Calendar. For this reason, many companies choose to add Resources for all employees, including those who will not be dispatched.

Deleting a Resource removes the Employee from being able to be dispatched.

Open the Employee Card → switch to the Resources tab → add a Resource. Note that Resources are Region-specific, meaning they only allow an Employee to be Dispatched in the chosen Region. This filters the list of available Resources for Dispatchers which is useful in large companies to prevent Dispatchers from accidentally assigning someone who is not physically accessible to the Region.

While the Region field on the Resource tab is required, the Market field is optional.
We recommend you do NOT assign a Market to Resources. This is because Telecom field service often requires travel across state lines. If you assign “IL” to a Resource Market field, for instance, that Resource cannot be dispatched to “WI” unless you add another Resource line for the WI Market.

In the event your Employee needs to work in multiple Regions, you need to add another Resource to make them available for Dispatch in the other Region. 

Manage Employee availability for dispatch

Select:

1. Suspended = No. It's default value, means that the Employee is available for dispatch if Resource is set up for them (configured Region).

2. Suspended = Yes. That makes the Employee unavailable for any dispatch. You will not see a suspended resource in a list of available Employees in the Dispatch Calendar. If you are suspending Employees, you will be prompted to remove them from all future dispatches.

3. Suspended = Limited. It designates that the Employee is restricted from regular activities because of expired certificates, injury, etc. The Employee is still available for dispatch, but you should contact HR Manager before scheduling. The system will warn you if you add limited resource to a dispatch.

Add Employee Cost Card

The Employee Cost card can be a source of Labor Cost Rates for FCX Job Costing.

Most Labor Cost Rates are acquired through Payroll Sync, but for Per Diem and things like Per Diem (Mileage or Travel Bonuses paid at flat rates through payroll), you need to put them in the Employee Cost card.

Also, if your company does not use payroll sync, you can put employee cost rates here to get labor calculations for Job Costing.

Here is how to add an Employee Cost card to a new Employee:

• Click the blue "Create Employee Cost" hyperlink at the bottom of the Employee card
• Enter a Weekly Cost Rate if applicable
• In the table at the bottom of the window, click-into the table to add a row
• For each row, specify a Wage Type (reg, OT, DT or PW) and/or a Payroll Item and the rate the employee is paid for it per hour (or per "unit" for Per Diem type items)
• Usually you only need to specify Wage Type OR Payroll Item, usually not both

Read about Employee Cost Card here.

Add Time Keeping Employee Configuration Card

The TK Config card sets defaults for how an employee's hours will charge and be coded for payroll. It also controls their options for taking lunch breaks in the Mobile App.

The TK Config will be auto-filled-out based on their Employee Category, but you can customize settings at the Employee level.

Learn more about Employee TK configuration here.

Mobile App Access Setup

Most employees need access to the FieldCLIX Mobile App. Even if they will not use the App to Check-In or Clock-In/Out. They may need to use the App to submit Time-Off or Per Diem requests or submit COD Receipts for reimbursement.

There are 2 steps HR should take to get a user set-up in the Mobile App during onboarding: One is required and the other is optional.

Assign Employee Mobile App PIN

• On the Employee card, Main Content pane, General tab, in the Access section, click "Enable" next to "Mobile" to enable their mobile access.
• You will be prompted to enter their PIN. We suggest the last 4 digits of their phone number.

We recommend against starting a PIN with a zero - leading zeros can cause issues in some devices / operating systems. We suggest replacing a leading zero with a one.

When setting up the App, users need to take 3 steps that can be confusing for some of them:

• They need to grant correct permissions
• They need to change the Server URL in the App Settings to connect to your instance
• They need to authenticate with their phone number and PIN.

For the Server URL, they need your "Server URL" (Ex. "fxapp.yourco.fieldclix.com" where "yourco" is replaced with a one word version of your company name) as well as their PIN to complete the process.

To deliver this info, use "Send" option  on setting up a PIN.

See here for our App Setup article with embedded videos.

Add Employee Cards & Accounts

Employee Cards and Accounts allow employees to submit COD purchase Receipts/Reimbursement Requests through the Mobile App.

To add these, from the Employee card:

• On the ribbon More tab, click Bound Records and select Cards & Accounts
• Create and fill-out new record

More about Card and Account (VIM) here.

Add Employee Home Location

FCX presents maps of GPS movement of field employees to Time Card Reviewers to give them as much situational awareness as possible while reviewing the data.

GPS data is enriched by 2 types of physical locations that can be recorded in the system: Sites and Locations.

Sites are work Sites which have their own Reference type called "Sites (FSM)." The are managed in a special way since they determine Job Costing.

Locations can represent anything other than a Site, like Offices, Warehouses, Material Suppliers, Hotels and Employee Home locations.

By entering an employee's Home Location into the system, you enable 2 things:

• The Home location is shown on the GPS map to TC Reviewers if the employee moves in its vicinity.
  • This helps you know if they are Clocking-In/Out at home, which may or may not be permitted under your company policies.
• Certain TK "Audit Rules" can detect stationary time at and travel time to an employee Home and take some action on that time, like flagging it (or even automatically adjusting it).

Here's how to add an Employee Home Location from the Employee card:

• From the ribbon More tab, in the Navigation group, click Bound Records and select Locations
• Create and fill-out a new record.

Add Employee as Allowed-to-Allocate to Overhead BPs

Many employees may be permitted to allocate COD Receipts to Overhead under certain conditions. To allow this, the employee should be added as "Allowed-to-Allocate" to the relevant Build Plan. This is done on the Build Plans card.

Several factors may determine to which overhead BPs you should add the Employee. If you are unsure where they need to go, reach out to your HR manager. Additional help can be found by contacting support@fieldclix.com

To add the employee as Allowed-to-Allocate:

• From the FCX Explorer / Home screen, on the ribbon Home tab in the Run group, click Quick Launch
• Search for and double-click "Build Plans"
• Locate the Overhead BPs, there may be several of them under the Overhead Project and Scenario(s)
• Open the BP's card and locate the "Allowed Allocation Employee" table in the lower-right corner of the Main Content pane, General tab.
• If there are no entries yet:
  • Click-into the table, just below the column headers to add the first row
• If there are other entries:
  • Click the tiny grey button just to the left of the last row and chose "Add" to add a row

• Type-in the employee's name and hit Enter to add him/her
• Save and close

Special Considerations for Non-Field / Salary Employees

Onboarding of new non-field and/or salary employees usually does not happen often, but when it does, the setup of these employees in FCX requires more steps to ensure they have correct time recording, WO allocation and access. The knowledge needed to manage this is covered in our Advanced HR Training course, which can be accessed here Advanced HR Training Presentation.

Add Employee Certificates

Employee Certificates hold information about employment-related records like licenses, certifications, training completions, etc.

While FCX is not as robust as some Certificate management systems, it can be convenient to keep this info in FCX so all your data is in one place.

For more info on Certificates, see this article Employee Certificates.

Create Web Doc Portal User if Applicable

Please note that “Web” Access referenced on the Employee card applies to NEITHER said employee’s Mobile App Login nor their FCX main system user (often referred to as their “Desktop” user), where applicable.

“Web” Access instead grants access to a special portal used by field resources to view Site-related documents and upload Document deliverables for COP Checklists. Find more about type of FCX Users.

If you think this employee needs a Web User, reach out to your HR manager or contact support@fieldclix.com.

Request Main System User from Support if Applicable

To add a new Employee as a User of the FCX main system, click "Enable" next to "Desktop" in the Access box on the Employee card.

This will email support@fieldclix.com with their info and FCX will create a User for them and let you know when it's complete. We request you finish filling-out all other employee info before requesting the User as we will use this info to determine what access they need.

Test Your Understanding!

All trainees are requested to take our quiz to assess their understanding of this training.

Passing the quiz earns you a Certificate of Competency proving your understanding.

Some companies may require a completion Certificate from their employees as proof of their competency.

Use the below link to take the quiz:

FCX HR Basic Onboarding Quiz