Employee Portal

Overview

The Employee Portal can be used to provide employee access to Time Portal information on a mobile device.  Depending on how the system has been configured, each employee can use their personal portal to view piece counts, hours, pay and other information for the current and previous pay periods as illustrated.

Employees may gain access using any web browser such as the one on their personal cell phone.   

• If the employee has a valid phone number entered in their profile, Time Portal can send a text message with instructions via SMS. The employee can simply tap on the included hyperlink to log into their Employee Portal.
  
  
• Alternatively, employees can log into the Employee Portal once they are provided the portal's URL (web address) as well as their employee number and an access code.

Benefits

By reducing manual paperwork, this feature provides real-time updates, allowing employees to view essential information directly. With Employee Portal, employees receive a digital record of their daily activities in the field, ensuring greater accuracy and accessibility.  For organizations looking to eliminate paper-based processes, this feature enables employees to access digital copies of their daily activity logs and personal data. It also provides a self-service platform for employees, allowing them to view work hours, task summaries, and more, without the need for physical paperwork. This can potentially eliminate the need for field-based printers and manual paperwork handling.

Getting Started

On the My Company screen, please select the section titled "Employee Portal Options" and then Edit to turn on the "Enable Portal" option as illustrated.

Note. If the Employee Portal Options tab is not available, please contact Support to have it enabled.  The Employee Portal was initially released for selected customers and will be gradually made available for all customers but we'll be happy to make it available to you right away.

Configuring the Employee Portal

Once in the My Company screen, with the Employee Portal Options tab selected, please notice the screen appears as illustrated below.  The Edit button can be used to enable editing and the Preview panel lets you see how the portal will look once you've saved your changes.

As mentioned above, the portal must be enabled in order for any employee to gain access.

• If you choose to -not- Require Access Code, employees can access their personalized portal by simply tapping a hyperlink that is sent to them via text message.  If you are concerned that hyperlinks can be easily shared amongst workers, you may choose to set this option to "yes" and require that each employee enter an assigned 4-digit code.  
  
  
• Options to Show Pay Period Totals, Piece Counts, Piece Pay, etc. are fairly self explanatory.  Please feel free to toggle these off/on as desired.
  
  
• The Time Sheet Statuses option can be used to determine which point in your process that employees should be able to see wage and productivity information.  For example, "Approved, Complete" would only include information from Time Sheets that have been marked as Approved (ready to submit to payroll) and Complete (submitted to payroll.)  If you include the "Uploaded" status, employees would be able to see (potentially incomplete) information which has been uploaded from various mobile devices.

Granting Employee access to the Employee Portal

Once the Employee Portal system has been enabled, each employee's access to their portal can be controlled within the Employee Detail Screen by enabling/disabling their Employee Portal and by changing their Access code. 

• Please note that Time Portal will have already assigned a random Access Code to each employee which they would not know unless you've previously provided it to them.  The Access Code is also used by certain employees such as Crew Leaders who may have been granted permission to use the Android/IOS mobile app to collect time and productivity information.
  
  
• While Employee Portal Access can be enabled for an individual employee as illustrated above, the Bulk Edit feature, on the Employee List, can be used to enable/disable the Employee Portal for groups of Employees.
  
  
• Although a Phone Number is not normally required by Time Portal, Employees with a phone number can be sent instructions and credentials via text message.  Time Portal's Import Spreadsheet feature provides a convenient way to update many employee phone numbers at one time.

Inviting Employees to use the Employee Portal

Employees whose profiles include a cell phone number can be sent a text message containing instructions and a hyperlink to the portal.  Notice the "Employee Portal" tab near the bottom of the Employee Detail Screen includes a Send Invitation option which will send a text message to the employee.

For each sent message, Time Portal will track whether the message was successful and also the number of times that the employee tapped on the embedded link.  This is a great way to know whether your employees are using the tool.

Employee Portal invitations can also be sent to multiple employees at one time. As illustrated below, use the "More" option on the Employee List Screen to select "Bulk Edit" then select one or more Employees and click "Invite for Employee Portal" 

Time Portal will send a text message to each selected employee that appears as illustrated below.

When the employee taps on the hyperlink within the message, Time Portal will display the Employee Portal Login screen.  As illustrated below, your settings may require an access code or allow the Employee to sign in by simply tapping the "Sign In" button.

Manually accessing the Employee Portal

If your employees are unable to receive SMS text messages, they can still access the employee portal by navigating to the Employee Portal Login page at the following address:

https://app.timeportal.io/portal

You will have to provide each of them with their Employee Number and Access Code which they would enter into the login screen as illustrated below.

Using the Employee Portal

Once Logged in, the employee may simply select a pay period from the drop-down list to review the information for that pay period.  As illustrated, a link is available to toggle the language between Spanish and English.