Overview

Tags allow organizations to categorize and track timecard entries for employees, equipment, and hours. Tags can be used for payroll reporting, labor tracking, equipment usage, and other organizational needs.

Timecard tags are configured at the organization level and are available across all projects.

Note: All Hours tags are available on all timecards and are not project-specific.

Accessing Tag Configuration

1. Click the Organization icon in the upper-right corner of the screen.

2. Select the Tags icon from the left navigation menu.

3. Within the Tags page, you can manage tags for:

   • Timecards

   • Time and Materials

Note: This article covers Timecard tags only. Time and Materials tags are covered in a separate article.

Timecard Tag Types

Riskcast supports three types of Timecard tags:

• Hours Tags

• Employee Tags

• Equipment Tags

Each tag type serves a different purpose and is applied differently within the timecard.

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Creating an Hours Tag

Hours tags are applied directly to hours entered on a timecard.

Add a New Hours Tag

1. Navigate to Organization > Tags.

2. Under Timecards, select Hours.

3. Click the green + (Plus) button.

4. Enter the following information:

   • Tag Code

   • Tag Name

   • Tag ID

5. Select a color for the tag.

Payroll Integration Tip: If your organization uses a payroll integration, configure the tag code and naming convention to match the corresponding designation in your payroll system whenever possible.

Configure Pay Type Visibility

Hours tags can be restricted to specific pay types.

Available pay type options include:

• Regular

• Overtime

• Other

If a tag should only be available for certain pay types, select the applicable checkboxes during configuration.

Allow Timecard Hours (New Functionality)

The Allow Timecard Hours option enables users to allocate hours within the same cost code across multiple tags.

Example

Without this setting:

• 8 hours entered under a cost code can only be associated with one tag.

With Allow Timecard Hours enabled:

• 4 hours can be assigned to one tag.

• 4 hours can be assigned to a different tag.

• Both allocations remain within the same cost code entry.

This provides greater flexibility for payroll allocation and labor tracking.

Verifying Hours Tags on a Timecard

1. Open a timecard.

2. Locate the desired cost code.

3. Select the employee entry.

4. Review or apply the available hours tags associated with the entered hours.

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Creating an Employee Tag

Employee tags are assigned directly to employees rather than to individual hour entries.

Add a New Employee Tag

1. Navigate to Organization > Tags.

2. Under Timecards, select Employees.

3. Click the green + (Plus) button.

4. Enter:

   • Tag Code

   • Tag Name

   • Tag ID

5. Select a color for the tag.

Payroll Integration Tip: If payroll integration is being used, align employee tag codes and naming conventions with your payroll system where applicable.

Lock Hours Edit Option

Employee tags include a Lock Hours Edit setting.

When enabled:

• Employees assigned this tag cannot have hours entered on their timecard while the tag is applied.

Common Use Cases

Organizations often use this feature for employee statuses such as:

• Vacation

• Leave of Absence

• Administrative Hold

• Other non-working classifications

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Applying Employee Tags on a Timecard

1. Open a timecard.

2. Locate the employee.

3. Click the employee's name.

4. Select the desired employee tag.

The tag is applied to the employee record for that timecard and is not tied to specific hours worked.

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Creating an Equipment Tag

Equipment tags function the same way as Employee tags but are assigned to equipment records instead of employees.

Add a New Equipment Tag

1. Navigate to Organization > Tags.

2. Under Timecards, select Equipment.

3. Click the green + (Plus) button.

4. Enter:

   • Tag Code

   • Tag Name

   • Tag ID

5. Select a color for the tag.

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Applying Equipment Tags

1. Open a timecard.

2. Locate the equipment entry.

3. Select the equipment item.

4. Apply the desired equipment tag.

Equipment tags are associated with the equipment record and not individual hour entries.

Best Practices

• Use naming conventions that align with your payroll system when integrations are enabled.

• Use Hours tags for labor classifications and payroll allocations.

• Use Employee tags for employee status tracking and restrictions.

• Use Equipment tags for equipment categorization and reporting.

• Consider enabling Allow Timecard Hours when labor hours need to be split across multiple classifications within the same cost code.

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Additional Notes

• Timecard tags are configured at the organization level.

• Hours tags are available across all projects and timecards.

• Employee and Equipment tags are applied directly to the respective record rather than individual hours.

• The Lock Hours Edit setting prevents time entry when the assigned employee tag is active.

 

This video will show you how to set up tags that you can use for your employees and equipment on their time cards.