Automatch and Rounding Settings in WFM

Note:

This setting is available if it is enabled on your account and you use the SuitePeople Time Clock (previously AdiClock) app on an Android device or iPad. To know more, contact your NetSuite account manager.

With automatch, you can minimize time spent on shift approvals by setting conditions for automatic timesheet approvals.

Guidelines When Using Automatch

Note the following guidelines:

Automatch cannot be used with timesheet shifts that have additional time fields. When you run automatch, these shifts appear as exceptions. You must manually review and approve them. For more information, see Configuring WFM Time Fields for NetSuite.
When configuring automatch settings, avoid testing on real data. If you are using real data, ensure any users with approval rights at that location are aware so that employees do not have shifts approved incorrectly.
When configuring automatch settings, ensure that you check the boxes for your desired settings. If the box for the setting is cleared, WFM will not check for it even if the field contains values.

To update your automatch settings, see Updating WFM Automatch Settings

For more information about using automatch when managing shifts, see Approving Shifts with Automatch.

To know more about the available settings, refer to the following sections:

General Automatch and Rounding Settings
Shift Settings
Unpaid Meal Break Settings
Paid Rest Break Settings
Punch Events Settings

General Automatch and Rounding Settings

Review the table for the related settings.

Setting	Description	Example
Default Grace Period X minutes	Enter the number of minutes before or after a scheduled shift that WFM should consider when approving timesheets. WFM automatically matches the times that fall within the grace period. If you require more detailed shift settings, define those preferences in the Shift Settings section of this page.	If you enter 15 minutes as the default grace period, WFM will automatically approve employee times within 15 minutes of the shift start and end times.
round actual shifts to a multiple of X minutes	If you want to round actual shifts to a multiple of time, check this box and enter the base number of minutes. WFM rounds off employee times to the closest multiple of the base number. Specifies the rounding to a multiple of minutes. Times will round to the closest multiple. If you don’t want to round shift times, clear this box.	If you enter 15 minutes, WFM rounds off the approved start time to times within multiples of 15. These times include 9 am, 9:15 am, 9:30 am, and so on. If the employee start time is 9 am, expect the following scenarios: The employee punches in at 9:07 am, and the closest 15-minute multiple of time is 9 am. That time becomes the approved shift start time. The employee punches in at 9:08 am, then the approved shift start time rounds off to 9:15 am.

Setting

Description

Example

Default Grace Period X minutes

Enter the number of minutes before or after a scheduled shift that WFM should consider when approving timesheets.

WFM automatically matches the times that fall within the grace period.

If you require more detailed shift settings, define those preferences in the Shift Settings section of this page.

If you enter 15 minutes as the default grace period, WFM will automatically approve employee times within 15 minutes of the shift start and end times.

round actual shifts to a multiple of X minutes

If you want to round actual shifts to a multiple of time, check this box and enter the base number of minutes.

WFM rounds off employee times to the closest multiple of the base number.

Specifies the rounding to a multiple of minutes. Times will round to the closest multiple.

If you don’t want to round shift times, clear this box.

If you enter 15 minutes, WFM rounds off the approved start time to times within multiples of 15. These times include 9 am, 9:15 am, 9:30 am, and so on.

If the employee start time is 9 am, expect the following scenarios:

The employee punches in at 9:07 am, and the closest 15-minute multiple of time is 9 am. That time becomes the approved shift start time.
The employee punches in at 9:08 am, then the approved shift start time rounds off to 9:15 am.

Shift Settings

Review the table for the related settings.

Setting	Description	Example
length is within X minutes of scheduled	Check to define the maximum number of minutes that a shift can vary from the scheduled shift length so that WFM will still approve it.	If you enter 30 minutes, WFM will approve shifts that lasts for as short as 7.5 hours to as long as 8.5 hours.
start is less or equal X minutes before scheduled	Check to define the maximum number of minutes before the scheduled start time the actual shift should start so that WFM will still approve it. You may also round the time to the scheduled start time.	If you enter 15 minutes before the scheduled start time, which is 9 am, WFM will approve shifts punched in from 8:45 am to 9 am. A shift punched in at 8:44 am must be manually approved. If rounding is checked, approved punches will round to 9 am.
start is less or equal X minutes after scheduled	Check to define the maximum number of minutes after the scheduled start time the actual shift should start. You may also round the time to the scheduled start time.	If you enter 15 minutes after the scheduled start time, which is 9 am, WFM will approve shifts punched in from 9:01 am to 9:15 am. A shift punched in at 9:16 am must be manually approved. If rounding is checked, approved punches will round to 9 am.
finish is less or equal X minutes before scheduled	Check to define the maximum number of minutes before the scheduled end time the actual shift should end. You may also round the time to the scheduled finished time.	If you enter 15 minutes before the scheduled end time, which is 6 pm, WFM will approve shifts punched out from 5:45 pm to 6 pm. A shift punched out at 5:44 pm must be manually approved. If rounding is checked, approved punches will round to 6 pm.
finish is less or equal X minutes after scheduled	Check to define the maximum number of minutes after the scheduled end time the actual shift should end. You may also round the time to the scheduled finished time.	If you enter 15 minutes after the scheduled end time, which is 6 pm, WFM will approve shifts punched out from 6:01 pm to 6:15 pm. A shift punched out at 6:16 pm must be manually approved. If rounding is checked, approved punches will round to 6 pm.

Setting

Description

Example

length is within X minutes of scheduled

Check to define the maximum number of minutes that a shift can vary from the scheduled shift length so that WFM will still approve it.

If you enter 30 minutes, WFM will approve shifts that lasts for as short as 7.5 hours to as long as 8.5 hours.

start is less or equal X minutes before scheduled

Check to define the maximum number of minutes before the scheduled start time the actual shift should start so that WFM will still approve it.
You may also round the time to the scheduled start time.

If you enter 15 minutes before the scheduled start time, which is 9 am, WFM will approve shifts punched in from 8:45 am to 9 am.

A shift punched in at 8:44 am must be manually approved.

If rounding is checked, approved punches will round to 9 am.

start is less or equal X minutes after scheduled

Check to define the maximum number of minutes after the scheduled start time the actual shift should start.
You may also round the time to the scheduled start time.

If you enter 15 minutes after the scheduled start time, which is 9 am, WFM will approve shifts punched in from 9:01 am to 9:15 am.

A shift punched in at 9:16 am must be manually approved.

If rounding is checked, approved punches will round to 9 am.

finish is less or equal X minutes before scheduled

Check to define the maximum number of minutes before the scheduled end time the actual shift should end.
You may also round the time to the scheduled finished time.

If you enter 15 minutes before the scheduled end time, which is 6 pm, WFM will approve shifts punched out from 5:45 pm to 6 pm.

A shift punched out at 5:44 pm must be manually approved.

If rounding is checked, approved punches will round to 6 pm.

finish is less or equal X minutes after scheduled

Check to define the maximum number of minutes after the scheduled end time the actual shift should end.
You may also round the time to the scheduled finished time.

If you enter 15 minutes after the scheduled end time, which is 6 pm, WFM will approve shifts punched out from 6:01 pm to 6:15 pm.

A shift punched out at 6:16 pm must be manually approved.

If rounding is checked, approved punches will round to 6 pm.

Unpaid Meal Break Settings

Review the table for the related settings.

Setting	Description	Example
start is within X minutes of scheduled	Check to define the maximum number of minutes after a scheduled break start time the actual break should start so that WFM will still approve the shift.	If you enter 5 minutes and the scheduled break starts at noon, WFM will approve shifts with breaks starting from noon to 12:05 pm. A shift with a break starting at 12:07 pm must be manually approved.
length is within X minutes of scheduled	Check to define the maximum number of minutes after a scheduled break end time the actual break should end.	If you enter 5 minutes and the scheduled break ends at 12:30 pm, WFM will approve shifts with breaks ending from 12:30 pm to 12:35 pm. A shift with a break ending at 12:37 pm must be manually approved.
length is at least the same as scheduled	Check to only approve shifts if the actual break length is equal to or longer than the scheduled break.	If you check this box, and the scheduled break is from noon to 12:30 pm, WFM approves shifts with breaks that ran for 30 minutes or longer. A shift with a break from noon to 12:25 pm needs to be manually approved because it ran for less than 30 minutes.

Setting

Description

Example

start is within X minutes of scheduled

Check to define the maximum number of minutes after a scheduled break start time the actual break should start so that WFM will still approve the shift.

If you enter 5 minutes and the scheduled break starts at noon, WFM will approve shifts with breaks starting from noon to 12:05 pm.

A shift with a break starting at 12:07 pm must be manually approved.

length is within X minutes of scheduled

Check to define the maximum number of minutes after a scheduled break end time the actual break should end.

If you enter 5 minutes and the scheduled break ends at 12:30 pm, WFM will approve shifts with breaks ending from 12:30 pm to 12:35 pm.

A shift with a break ending at 12:37 pm must be manually approved.

length is at least the same as scheduled

Check to only approve shifts if the actual break length is equal to or longer than the scheduled break.

If you check this box, and the scheduled break is from noon to 12:30 pm, WFM approves shifts with breaks that ran for 30 minutes or longer.

A shift with a break from noon to 12:25 pm needs to be manually approved because it ran for less than 30 minutes.

Paid Rest Break Settings

Review the table for the related settings.

Important:

The Paid Rest Break section appears on the settings page only if the Rest Breaks (Paid) feature is enabled in your account. To know more, contact your NetSuite account manager.

Setting	Description	Example
treat paid rest breaks as time worked	Check to automatically approve timesheets with paid rest breaks that meet all other automatch criteria. If the round actual shifts to a multiple of X minutes box is checked, WFM will apply rounding only to the worked segments and not to the paid breaks. If rounding causes the break to extend beyond the rounded shift end time, the shift must be manually approved.	WFM will automatically approve a shift that: has one or more paid rest breaks meets all other automatch conditions In the following example, rounding is checked, causing the break times to extend and the shift to require manual approval: actual shift end time is 5:51 pm paid rest break was taken late in the shift, from 5:33 pm to 5:48 pm with 15-minute rounding, the recorded shift end is 5:45 pm the rounded shift end (5:45 pm) is earlier than the break end time (5:48 pm), so WFM skips approval.

Setting

Description

Example

treat paid rest breaks as time worked

Check to automatically approve timesheets with paid rest breaks that meet all other automatch criteria.
If the round actual shifts to a multiple of X minutes box is checked, WFM will apply rounding only to the worked segments and not to the paid breaks.
If rounding causes the break to extend beyond the rounded shift end time, the shift must be manually approved.

WFM will automatically approve a shift that:

has one or more paid rest breaks
meets all other automatch conditions

In the following example, rounding is checked, causing the break times to extend and the shift to require manual approval:

actual shift end time is 5:51 pm
paid rest break was taken late in the shift, from 5:33 pm to 5:48 pm
with 15-minute rounding, the recorded shift end is 5:45 pm
the rounded shift end (5:45 pm) is earlier than the break end time (5:48 pm), so WFM skips approval.

Punch Events Settings

Review the table for the related settings.

Setting	Description	Example
only punches with confirmed visual verification	Note: The Visual Verification package must be available on your account. To know more, contact your NetSuite account manager. Check to approve shifts only if they’ve been visually verified.	—
only punches with no notes	Check to approve shifts only if they do not have notes added.	—

Setting

Description

Example

only punches with confirmed visual verification

Note:

The Visual Verification package must be available on your account. To know more, contact your NetSuite account manager.

Check to approve shifts only if they’ve been visually verified.

—

only punches with no notes

Check to approve shifts only if they do not have notes added.

—

General Notices