Most Time and Attendance (TAA) customers cannot update employee records themselves; instead, employee profile changes are entered into your payroll system, and then their records will be modified in TAA when the employee data file is next imported (which is usually done nightly).

Note: The setup for the import of the file provided by your payroll company is part of the TAA implementation process.
 
For information about TAA, go to An Introduction to Time and Attendance. For details about the TAA user interface, see Navigating the Time and Attendance Module.

If you are one of the few Synovia customers who do NOT have employee records imported from your payroll system, you can manually edit an employee's record as follows:

Warning: If your employee records ARE imported and you change an employee's information via the steps below, you'll find after your next import that your modifications never happened, as the imported employee file overwrote all your employee records. If you use an import, you MUST instead edit the employee's profile by providing their data to your payroll company.

  1. Click  >> Employees.
     
    Your first employee record will appear, alphabetically by last name.
     
    Note: The fields you see on the screen depend on your organization's TAA setup and will likely vary from what is in the preceding figure. Below you will find guidance for the sections all customers will have: General, Punch ID Assignment, Employee Type History, Employee FTE, and Status.
  2. Select the employee's name at the top left of the screen, type part of the name of the worker whose data you need to update, and click the name in the short list that appears.
    Note: Alternatively, you can click the drop-down arrow to the right of the employee's name at the top left of the screen, scroll through the list, and select the name you want.
    The General section is for basic employee information, such as last name, first name, and email address. The fields with red asterisks are required.
     
  3. Type in the updated data you have for the employee in the General fields.
    Note: The Primary Email Address field is used only if the employee whose profile you are editing is both a user of the Synovia software and a worker who will be clocking in and out using the Synovia app. (This will NOT be the case for most users; usually leave Primary Email Address empty and skip on to step 4.)
     
    If the employee is already a linked user that you need to unlink, click Unlink User and then Yes in the confirmation dialog box.
     
    If you are linking the employee to a Synovia user, follow these steps:
     
    1. Type the email address the user uses to log in to the app for Primary Email Address. (This often will be the same as the value in the Email Address field.)
       
    2. Click Link to User.
       
      The Choose the Synovia Fleet User dialog box will appear.
        
    3. Click the drop-down arrow and select the user of the Synovia software to link the employee to.
       
    4. Click Next.
       
      The details of the employee/Synovia user link will appear.
        
    5. If the correct pairing is displayed, click Yes. 
  4. To change the password the employee uses to clock in via the mobile data terminal (MDT), TAA Portal, or Synovia app, follow the steps in Changing an Employee's Clock-in Password.
     
  5. In the Punch ID Assignment section, you can update the employee's punch ID as follows:
      
    1. Type the new punch ID in the Enter New ID to Assign field.
       
    2. Click Update ID.
       
      A confirmation dialog box will appear.
       
      Caution: Read the warning in this dialog box carefully. If you are attempting to assign a punch ID that already belongs to another employee, the message will be similar to this:
        
      You should check the other employee's record (perhaps on a new tab — see Viewing Employee Records if needed) before continuing, as they will no longer be able to clock in using the punch ID they have been accustomed to if you proceed.
    3. Click Yes.
       
      By default, the effective start date for the new punch ID will be set to today's date.
       
    4. If you need to specify a different date for this punch ID to take effect (such as the beginning of the current pay period), follow these steps:
       
      1. Click the ID Effective Start Date calendar picker and select the new date.
         
      2. Click Update Effective Start Date.
         
  6. If you need to change the employee type, follow these steps:
      
    1. Click the Employee Type drop-down arrow and select the new type from the list.
       
    2. Click the Start Date calendar picker and select the beginning date of the pay period the new employee type should take effect. (This is usually prior to today.)
       
    3. Optionally, you can click the End Date calendar picker and select a day the worker will no longer have the new employee type.
      Note: This is often used for temporary employees. For most employees, you will leave the End Date field blank.
    4. Click Add.
       
  7. If you need to change the employee's FTE (full-time equivalent) value, follow these steps:
    Note: The FTE value denotes what percentage of a full-time week the employee works. For example, if your organization has a 40-hour work week and the employee works 20 hours, their FTE value will be 50; a full-time employee will have 100.
     
    1. Type the employee's new full-time equivalent value in the FTE field.
       
    2. Click the Start Date calendar picker and select the beginning date of the pay period the new FTE should take effect. (This is usually prior to today.)
       
    3. Optionally, you can click the End Date calendar picker and select a day the worker will no longer have the new FTE.
      Note: Usually, you will leave the End Date field blank.
    4. Click Add.
       
  8. To change the employee's status, click the Employee Status drop-down arrow and select either Active or Inactive, as needed.
    Note: The status is the employee's current work state — Active if they are working for your organization now and Inactive if they are a past worker whose records you need to retain.
     
  9. Make any other required changes in any custom sections your organization has.
     
  10. After you are finished modifying the employee's record, click  at the top right of the screen.
     
    A success message will appear at the top right, saying your changes have been saved.