Skip to main content

Positions

James Guentner
  • Updated

A "Position" is a configuration container in SchoolFront that defines how Employees assigned to that Position operate in the Attendance, Timekeeping, and Human Resource features within the platform, including:

Applicable Roles 

  • Administrator
  • HR Administrator
  • Business Office
  • HR Team

Contents

Creating a New Position

Editing a Position

[Details] Tab

[Staff] Tab

[Ancillary Jobs] Tab

[Pay Modifiers] Tab

[Position Certifications] Tab

[Position Skills] Tab

[Mobile Punch Clocks] Tab

Creating a New Position

  1. Navigate to Human Resources -> Positions
  2. Select
  3. Enter values for required fields
    • Fields with a * are required
  4. Set other values as needed (described in the Details Tab Fields section below).
    •  
  5. [Insert] to save to exit edit mode, [Insert and Add Another] to save / clear the form and remain in edit mode, [Cancel] to exit mode and do nothing

Editing a Position

Single Position

  1. Navigate to Human Resources -> Positions
  2. Select a row on the grid or the
  3. Select on the [Details] tab
  4. Populate Required Fields (Indicated with a *)
  5. [Save] to validate and save your changes.
  6. [Cancel] to exit edit mode and do nothing

Multiple Positions

  1. Navigate to Human Resources -> Positions
  2. Check the rows (positions) you need to edit on the grid
  3. Select on grid menu
  4. Confirm the count of records you are editing to continue
  5. Make your changes* (not all fields are mass editable) 
    • *NOTE: You must check the fields you want changed. The system will skip changes that are not checked.
  6. [Update] to save your changes,
  7. [Cancel] to close the pop-up and do nothing

[Details] Tab

What you set here applies to all Employees listed on the Staff tab.  Some settings can be overridden on the Staff Position record. Settings are described below:

Details Tab Buttons:

Edit

  • Edit the Position 

Delete

  • Delete the Position - NOT recommended, especially if there are active Employees that appear on the [Staff] tab
  • Contact support@schoolfront.com for assistance

Save

  • Visible when editing a Position
  • Saves your updates and closes the edit dialog

Cancel

  • Visible when editing a Position

  • Closes the edit dialog without saving changes

Details Tab Fields:

* Indicates a required field

Title*

  • Position Title

Timecard Display Name*

  • Enter an abbreviated version of the Position Title (5 Character Limit) to display on the timecard

Substitute Position

  • When checked, Employees added to the Position will appear in the substitute finding feature within SchoolFront
  • When checked, all other configurable options are hidden except for those in this section

Default Regular Hours Per Day*

  • This value is used as the default value for "Regular Hours Per Day" when Staff are assigned to the Position.  It can be overridden on The Staff Position when adding them or editing them afterwards.  "Regular Hours Per Day" defines what a "Day" is (in hours) for Absence Request accrual calculations

State Assignment Code

  • Built in list of job assignment codes used for NYS SIRS Reporting.  The enumeration is defined by the state and imported into our system.

Position Classification

  • Position Classifications are used by the optional "Appointment Management" feature in SchoolFront and are used to support NYS SIRS Reporting
  • Position Classifications are defined by your Administrator during setup in Feature Administration -> Human Resources 

Pay Period Group

  • Pay Period Groups are defined by your Administrator during setup in Feature Administration -> Employee Attendance. They define the duration of a pay period(s) used by the attendance and timekeeping features in SchoolFront
  • Select the Pay Period Group from the pull-down list to use for all employees assigned to the position

Pay Type

  • Options: Salaried, Hourly, Daily
  • Pay Type is a built-in field used by the Attendance and Timekeeping system to classify how employees are paid; it is used for reporting purposes on grids and exports

# Working Months

  • Setting this value allows the system to calculate various values (like Seniority) in the Human Resources system of SchoolFront

Export Regular Hours

  • Setting this value tells the system to include Regular Hours from an Employee's Timecard in financial system exports within the Attendance and Timekeeping system in SchoolFront.
  • By default, only overtime is exported

# of Working Days Per Year

  • Setting this value allows the Attendance and Timekeeping system to calculate daily pay rate for employees assigned to the Position

Is Sub Required

  • Default is unchecked
  • Setting this enables the Attendance System's sub finding feature for employees assigned to the Position 

Allow Staff to request a specific Substitute

  • Allows employees assigned to the Position to request specific Staff (designated as subs) 

Employee Can Override Attendance on Timecard

  • Default is unchecked
  • Checking allows Staff to override attendance information on their timecards
  • For departments that empower employees to override absence code information on their timecards

Employee Can Override Event Hours on Timecard

  • Default is unchecked
  • For departments that empower employees to override Calendar Event Hours on their timecards
  • Calendar events from the Staff Position's Work Calendar are automatically added to a timecard
  • If a Work Calendar is not assigned to a Staff Position, then this feature should be disabled as it may cause confusion as Calendar Hour overrides on the timecard will have no effect

Employee Can Override Schedule On Timecard

  • Default is unchecked
  • When checked, employees can override the schedule on their timecards

Employee Can Override Time In/Out On Timecard

  • Default is unchecked
  • When checked, employees can override In/Out Punches on their timecards and add rows (shifts)

Employee Can Override Ancillary Jobs On Timecard

  • Default is unchecked
  • When checked, employees can override Ancillary Jobs information on their timecards and add rows (shifts)

Populate Timecard From Schedule

  • Default is unchecked
  • When checked, Staff assigned to the Position will have in/out punches added automatically from their Work Schedule to their timecard nightly 

Req Pay Rate on Timecard

  • Default is unchecked
  • When checked, Pay Rate is required on the Timecard

Hide Pay on Time Card

  • Default is unchecked
  • When checked, the total pay and hourly rates are hidden on their timecard

Employee Can Override Worked Hours

  • Default is unchecked
  • When checked, employees can override Worked Hours on their timecards

Employee Can Override Lunch Hours

  • Default is unchecked
  • When checked, employees can override Lunch Hours on timecards

Regular Hours Budget Code

  • Set the default Fund / Budget Code for Regular Hours on all Staff assigned to this Position
  • The value set here can be overridden on the Staff Position records as well as the timecard 

Is Default

  • When checked, the Regular Hours Budget Code above is used as the default when Overtime, Straight Time, Straight Time and Shift Differential budget code defaults (below) are not set anywhere else (Position, Staff Position)
  • Note that you can still override the Budget code on the timecard

Overtime Hours Budget Code

  • Set the default Fund / Budget Code for Overtime Hours on all Staff assigned to this Position
  • The value set here can be overridden on the Staff Position records as well as the timecard (

Straight Time Budget Code

  • Set the default Fund / Budget Code for Straight Time Hours on all Staff assigned to this Position
  • The value set here can be overridden on the Staff Position records as well as the timecard 

Shift Differential Budget Code

  • Set the default Fund / Budget Code for Shift Differential Hours on all Staff assigned to this Position
  • The value set here can be overridden on the Staff Position records as well as the timecard (

Approval 1

  • Set one of four possible Time Card Approvers from the predefined list 

Approval 2

  • Set one of four possible Time Card Approvers from the predefined list 

Approval 3

  • Set one of four Time Card Approvers from the predefined list 

Employee Can Approve

  • Default is unchecked
  • Check only if you want the Employee themselves to approve their own timecards

Please Note: Even if an Employee can approve their own timecard, final approval is still required by the HR Admin, or Business Office user(s)

Only deduct scheduled lunch if the shift exceeds the following number of hours

  • Set the worked hours threshold after which the system will automatically deduct lunch on the timecard by the amount set below IF the lunch was set in Work Schedule

Automatically deduct lunch if the shift exceeds the following number of hours

  • Set the worked hours threshold after which the system will automatically deduct lunch on the timecard by the amount set below regardless of what's in the Work Schedule

Minutes of Lunch to deduct

  • Set the minutes to automatically deduct here
  • Note that this value is a default only; the system will only use this value if lunch was not defined in the Work Schedule

Use Time Clock

  • Enable the web clock Time & Attendance -> Time Clock for punches for staff assigned to this Position

Round To Schedule (Minutes)

  • Round punches to the scheduled in/out time when punch in time is under this threshold value set here

Punch In Rounding Rule

  • Round IN Punches to the nearest value set here
  • Options: 15 mins, 5 mins, 1 min

Punch Out Rounding Rule

  • Round OUT Punches to the nearest value set here
  • Options: 15 mins, 5 mins, 1 min

Create, Edit, Remove Punches on Time Card

  • Default is checked
  • Disable when Punch overrides on timecards should be disabled for everyone (including Administrator and Business Office users)

Minutes Punch In Before Shift

  • Set this threshold to report on** Employees that punch in prior to their scheduled Start Time by this value

Minutes Punch In Late

  • Set this threshold to report on** Employees that Punch IN after their scheduled Start Time by this value

Minutes Punch Out Early

  • Set this threshold to report on** Employees that Punch OUT prior to their scheduled End Time by this value

Minutes Punch Out After Shift

  • Set this threshold to report on** Employees that Punch OUT after their scheduled End Time by this value

Please Note: **The Time & Attendance -> Reports/Info -> "Time Card Reports" has columns for "Late In", "Late Out", "Early In", and "Early Out" that use these settings to report on the total minutes early and late for both in and out punches per user / per pay period.

Seniority Accrual

  • Overrides the Feature Admin > Human Resources > Settings which determines how seniority is calculated for Appointments**
    • **Only relevant when "Appointment Management Enabled"
  • Options:
    • "Real-Time"
    • Default - The system displays a "Seniority Date" for each Appointment adjusted for unpaid Leave of Absences
    • "Accrue Monthly - Flat Amount"
      • Requires the user to enter a "Flat Amount" integer when selected
      • The system will accrue seniority each month (in days) and adjusts the "Seniority Date" for each or the Position's Appointment accordingly by the "Flat Amount" and unpaid Leave of Absences
    • "Accrue Monthly - Scheduled Days"
      • The system will accrue seniority each month (days) and adjusts the "Seniority Date" for each or the Position's Appointment accordingly by the scheduled days within each month and unpaid Leave of Absences

[Staff] Tab

Employees listed on this tab are referred to as Position Staff.  Add active Employees to this tab to enable Attendance & Timekeeping in SchoolFront.  

KB Article "Add an Employee to a Position's Staff articulates the step by step process for adding users to Time and Attendance.

[Ancillary Jobs] Tab

Ancillary Jobs are non-primary jobs that Staff occasionally perform.  They usually have their own rate * factor and hours worked do not count towards overtime.  Ancillary Jobs listed on this tab are the default list that can be made available to all Staff assigned to this Position. The list can be added to or overridden on the Human Resources > Staff Position > Ancillary Jobs > Tab:

New Ancillary Job

  1. Select
  2. The system will pop-up the following screen

    Figure 2 - Ancillary Job
  3. Fill in (at minimum) the required fields above (marked with a *) on the pop-up
  4. [Save and Close] to save and close the pop-up, [Cancel] close the pop-up, do nothing

Edit

Delete

  • Select the to delete that Ancillary Job 

Ancillary Job Fields (* required)

Ancillary Job *

  • Select from a drop-down list of pre-defined Ancillary Jobs in the District

Fund / Budget Code *

Position Staff Job Inheritance: Use or Do Not Use This Job*

  • Select from the following Options:
    • Use
      • All Staff Assigned to the Position will have access to this Job when punching in
    • Do Not use
      • Staff with the position will not automatically be assigned this job but, it can be assigned manually 

[Pay Modifiers] Tab

Assign a Pay Modifier Group to the position on this tab.  Pay Modifiers define how the system calculates Weekly / Daily Overtime, Holiday Rate, and Consecutive Day Rules / Rates for Employees assigned to that Position. 

New Pay Rate Modifier

  1. Select
  2. The system will pop-up the following screen

    Figure 3 - Pay Modifier Pop-up
  3. Fill in (at minimum) the required fields above (marked with a *) on the pop-up
    • Fields described in the next section Pay Modifier Fields below
  4. Select [Save] to save and close the pop-up, [Cancel] to close the pop-up and do nothing.

Edit

Delete

  • Select the to delete that Pay Modifier

Pay Modifier Fields (* required)

Start Date

  • On or after this date, the Pay Modifier is active

Pay Modifier Group 

[Position Certifications] Tab

Add Position Certifications required for this Position from a subset of the NYS Department of Education's list of supported teacher certifications in NYS.  This list here is for reporting purposes only. 

  • Time & Attendance -> Reports/Info -> Position Certifications

New Certification

  1. Select to add a Certification to the list
    Figure 4 - Certification pop-up
     
  2. Select [Save] to save and close the pop-up, [Cancel] to close the pop-up and do nothing

Edit

Delete

  • Select the to delete that Certification

Certification Fields (* required)

Certification Area

Certification Level

[Position Skills] Tab

Add other non-certification Position Skills required for this Position. This list here is for reporting purposes only. 

  • Time & Attendance -> Reports/Info -> Position Skills

New Skill

Edit

Delete

  • Select the to delete that Skill

Skill Fields (* required)

Name

  • Skill Name

Description

  • Skill Description

[Mobile Punch Clocks] Tab

Setup the Mobile Punch app for all Staff assigned to this Position.

Edit

  1. Select to edit Mobile App punch settings for all Staff assigned to this Position
  2. Select [Update] to save and exit edit more, [Cancel] to exit edit more and do nothing

Mobile Punch Clock Fields

Use of the Mobile Punch Clock is Approved

  • Default is unchecked
  • Check to enable punching in/out using the FrontEdge Mobile App for all users assigned to this Position

Mobile Device Must be Connected to Specific Wireless Network

  • Default is unchecked
  • Check to require that users punching in using the mobile app be connected to a specific network
  • Select to add an IP Address / Subnet Mask to the list of networks

Request that Mobile Device Location Services be ON

  • Default is unchecked
  • Check to require that location services be enabled on mobile devices using the Mobile App

Allowed Radius (in Feet)

  • Enter a value in feet to restrict users using the Mobile App be located at the address of their primary Work Location within the specified radius
  • Select to add another location to allow locations other than the default (Worker's Staff Position Location) for mobile Punches

Track Mobile Punch Location

  • Default is unchecked
  • Check to record the Punch locations when users punch in / out

 

Related articles