ExakTime Terminology

When using the ExakTime system, you may come across unique terms or terms that can be misunderstood. Understanding the common ExakTime terminology found throughout our system helps the general use of the system and when speaking with ExakTime support staff.

Categories

"Categories" are used to categorize multiple entities to help with organizing information in ExakTime Connect. For example, a category can be used to quickly filter your employees for reports, sort your employee list based on the category in AccountLinx, or quickly add time in bulk to a category of employees.

For more information about setting up categories, you can refer to the following article.

Connect Clock

Connect Clock is a feature within ExakTime Connect that allows an employee to clock in/out from the ExakTime Connect website.

For more information about setting up and using Connect Clock, you can refer to the following article.

Cost Codes

"Cost Codes" refer to what your employees are doing throughout the day. You may refer to them as activities or job codes. Similar to locations, you are free to enter as many cost codes to track the varied activities your employees are performing.

By default, we have included two cost codes in the system, "In" for your employees to start their day and an "Out" cost code for an employee to stop tracking their time. The "In" cost code cannot be removed but can be renamed. If renaming the "In" cost code, we recommend a name that will never change as changing the name of an entity will change all historical references as well. 

Crews & Groups

"Groups" is an organizational method for employees, locations, cost codes, and equipment for ExakTime Mobile and Employee viewsets. "Crews" is commonly used for employee groups. With ExakTime Mobile, it will let you group up employees, locations and/or cost codes to make it easier for your employees to find the information that matters to them. For Employee viewsets, employee groups are used to  it lets you specify the employee viewsets based on the employee group.

For more information about crews and groups, you can refer to the following article.

Employees

"Employee" is how we refer to the people that are using the ExakTime Connect system in any fashion. You may also consider an employee a "User" in the system. This applies to the Administrator that is managing everything in the system, the Owner of the company that wants to check the time cards once in a while, down to the supervisors and the employees they manage. In short, if someone is interacting with the ExakTime system, they can be considered an "employee" and their "security role" determines what they can do. 

ExakTime Connect

ExakTime Connect, sometimes referred to simply as Connect, is our web-based application that all of our supplemental products, such as ExakTime Mobile and AccountLinx, rely on. From ExakTime Connect, you would set up the entities necessary to track your employees' time, calculate their hours, set up your time tracking apps or hardware, and more.

ExakTime Mobile

ExakTime Mobile is our companion iOS and Android app whose primary function is for employees to clock in/out, review their time, allow supervisors to review other employees' time, send field notes, and more. ExakTime Mobile cannot be used or set up on it's own and requires some setup in ExakTime Connect. 

For more information about ExakTime Mobile, you can refer to the following section that houses a variety of Admin and Employee centered resources

ExakTime Mobile Forms

ExakTime Mobile Forms are questions/prompts when an employee clocks in/out on ExakTime Mobile that your employees will answer. The questions can range from self-screening questions for COVID-19 when clocking in or if an employee was injured or took any breaks when clocking out.

For more information about Mobile Forms, you can refer to the following article.

FaceFront

FaceFront is an option for ExakTime Mobile where the front-facing camera of a phone/tablet is used to take a photo of the employee clocking in/out to confirm that it is actually them.

For more information about setting up and using FaceFront, you can refer to the following article.

Field Notes

Field Notes is an option for ExakTime Mobile that allows employees to send pictures, notes, or audio recordings that are associated with an employee, location, or cost code to ExakTime Connect.

For more information about Field Notes, you can refer to the following article.

GeoFence

The GeoFence is used to denote the relative area for a location. When the GPS coordinates have been set for a location, a circular GeoFence can be established to help determine if an employee was on-site when clocking in/out. 

For more information about setting up and using a GeoFence, you can refer to the following article.

GeoTrakker

GeoTrakker is an option for ExakTime Mobile that allows it to track the movement of the mobile device while an employee is clocked in.

For more information about GeoTrakker, you can refer to the following article.

JobClocks

JobClocks refer to hardware that we offer that allows your employees to clock in/out with a set of keytabs at a location where ExakTime Mobile cannot be used or is not preferable. Every JobClock is assigned to a location in ExakTime Connect so when an employee uses a JobClock to clock in/out, the ExakTime administrator will know where they working. The JobClocks we currently offer are:
  • JobClock/EX or LE - A small weather-resistant JobClock that offers Bluetooth connectivity so records can be collected and sent with ExakTime Mobile on an Android or iOS device.

    For more information about JobClock/EX and LEs, you can refer to the following article.

  • JobClock Hornet - A JobClock that offers Bluetooth and Cellular connectivity so records can be sent with cellular activity or collected and sent with ExakTime Mobile on supported devices.

    For more information about JobClock Hornets, you can refer to the following article.

Keytabs

Keytabs are color-coded keys assigned to your employees with a cost code to clock in/out on a JobClock. An employee would "tap" their keytab to the touchplate of a JobClock to clock in/out, indicating who it is and the cost code they are performing.

Locations

"Location" is how we refer to where your employees are working or what they are putting in time for. You can consider a location a job, jobsite, worksite, etc. The types of locations you enter into the system help determine how detailed you want your time tracking to be, but you must have at least one location in the system for it to properly function.

The number of locations you add will depend on the needs of your company. If you only care that the employees have started working, then having a single location such as the "Office" may be enough. If you need a lot of detail, you can add in as many locations as your employees will be working at such as a client's home or work site. Or maybe you're in the middle where you have some employees that work in a warehouse while you have others that are visiting client's throughout the day.

Map View

Map View is a page of ExakTime Connect that allows a user to review where employees were when they clocked in/out on a map or view the GeoTrakker data for an employee.

For more information about using Map View, you can refer to the following article.

Policies

Policies are a set of options and rules that automate certain time card functions such as how regular/overtime/doubletime is calculated, time is rounded, lunch deductions, and tracking travel time.
  • Employee policies apply to an employee. For more information, refer to the following article.
  • Location policies apply to any employee that worked at a location. For more information, refer to the following article.
  • Shift policies are used for any employee that would work a specific shift and can help calculate work hours that span between days or work weeks. For more information, refer to the following article.

SiteHub

SiteHub is an option for ExakTime Mobile that lets users see recent activity for a location such as employees clocked in to a location, nearby restaurants/hospitals, and directions to/from a location.

For more information about SiteHub, you can refer to the following article.

SyncLinx & AccountLinx

SyncLinx is a companion application to ExakTime Connect that allows you to import data from supported accounting/payroll applications and allows you to quickly set up and maintain your ExakTime system.

AccountLinx is a companion application that allows you to export time data from ExakTime Connect into preformatted files to import into supported accounting/payroll applications or import time data directly into supported accounting/payroll applications. 

For more information about SyncLinx or AccountLinx, you can refer to the following section which houses a variety of resources

Team View

Team View is an option for ExakTime Mobile that allows you to see where were employees were at the time of them clocking in.

For more information about Team View, you can refer to the following article.

Time Punch

A time punch is a single clock in or out typically made by employees via ExakTime Mobile, Keytabs & JobClocks, or Connect Clock. The ExakTime system can use these singular clock in/outs to create a time record for the employee's time card.

Time Record

A time record is the end result of your employees creating their time punches in the field or office. For a complete time record, there must be a start and stop time (clock in and out) to calculate an employee's hours. If the time record is missing a start or stop time, it is considered incomplete and requires a time punch from the employee to complete, if possible, or with a manual time edit on ExakTime Connect. 

Viewsets

Viewsets are used for employees or locations to limit certain associated information.
  • Employee Viewets - Limits the employees that an employee can view and interact with. This is typically used for supervisors and their direct reports. Your standard employees would have their viewset set to only view themselves.

    For more information about employee viewsets, you can refer to the following article.

  • Location Viewsets - Limits the cost codes that can be used for a location. This can help you and your employees if you have a unique set of cost codes to track for your locations, such as a standard set of cost codes for regular work and a set of prevailing wage cost codes for certified locations. 

    For more information about location viewsets, you can refer to the following article.

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