Getting Started with Time and Attendance

This guide provides a high-level overview of the initial setup and configuration process for MYP Time & Attendance. It outlines the foundational steps to get started, ensuring your organisation is equipped to manage staff schedules, attendance, and compliance efficiently. Whether you're operating in the NDIS, aged care, or allied health sectors, this guide serves as a starting point for implementing Time & Attendance in your organisation.

Step 1: Setting Up Teams and Permissions

Before creating rosters, establish a clear structure for access and responsibilities:

Create a Roster Manager Team:
- Assign permissions to the team instead of individual users.
- Link rosters to the team so changes to staff (e.g., adding or removing members) automatically update access.
- Use the recommended Time & Attendance permissions to ensure Roster Managers, Administrators, and Support Staff have the correct access levels.
Assign Permissions:
- Ensure Roster Managers can:
  - Create and edit rosters and templates.
  - Manage staff availability and leave.
  - View and address shift warnings.
- Administrators should have global access to configure settings, permissions, and payroll integration.

Step 2: Configuring Roster Templates

Roster templates provide a foundation for scheduling:

Create Roster Templates:
- Access templates through the Time & Attendance menu.
- Define key details:
  - Shift start and end times.
  - Assigned participants (for NDIS or client-based rosters).
  - Staff positions and mandatory attributes.
Set Recurring Shifts:
- Use recurring shift options for predictable schedules, such as Supported Independent Living (SIL) or group programs.
Customise Templates for Specific Needs:
- Tailor templates for different roster types:
  - 1:1 Roster: Focused on individual client needs.
  - Group Roster: Includes multiple participants and shared supports.
  - Administrative Roster: Designed for internal teams without client assignments.

Step 3: Creating a New Roster

Once templates are configured:

Create a Roster:
- Select a template and apply it to a specific date range.
- Add or adjust shifts as needed to accommodate staff or participant requirements.
Publish the Roster:
- Choose between:
  - Normal Publish: Only publishes shifts without warnings.
  - Force Publish: Publishes all shifts, highlighting those with warnings for review.
Send Notifications:
- Use automated SMS or email notifications to inform staff of their shifts.

Step 4: Managing Staff Availability and Leave

Accurate staff availability ensures smooth scheduling:

Weekly Availability:
- Set recurring availability for staff using the availability calendar.
- Ensure Roster Managers can edit availability for their team.
Leave Management:
- Use the leave calendar to track staff leave requests.
- Automate behaviour for shifts affected by leave (e.g., reassigning staff or marking shifts as open).

Step 5: Reviewing and Approving Shifts

Before shifts go live:

Check for Warnings:
- Review warnings such as overlapping shifts, unavailable staff, or invalid roles.
- Address warnings directly within the roster interface.
Validate Compliance:
- Ensure shifts meet NDIS or organisational standards, such as staff-to-client ratios.

Step 6: Generating Timesheets and Invoices

Streamline payroll and billing processes:

Generate Timesheets:
- Timesheets are automatically created from staff check-ins/check-outs.
- Review and approve timesheets before exporting.
Create Invoices:
- Link timesheets to GENIUS or your integrated accounting system (e.g., Xero or MYOB) to generate accurate invoices.

Best Practices for Getting Started