Employee Setup and Rule Assignment for Time Tracking

Purpose

Employees get onto Time Tracking in three ways: you add active employees manually, you pre-assign new hires during onboarding, or, when the auto-add setting is on for your account, overtime-eligible employees are enrolled automatically the moment they qualify. This guide covers all three, plus removing employees and changing their overtime rule (one per employee) and break rules (several per employee).

Who can do this: users with permission to manage Time Tracking settings (typically the Employer Admin).

Prerequisites

• The employee's pay group must have an active payroll calendar. Adding an employee whose pay group has no calendar is blocked with an error. Set up the pay group's periods first: Understanding and Setting Up Pay Groups.
• Overtime and break rules exist (Overtime Rules Setup and Compliance Controls, Break Rules Setup).

Adding active employees

1. Open Time Tracking > Time Tracking Settings and select the Employees tab. (The tabs are Employees / Overtime Rules / Break Rules / Geofence / Schedule / Time Clocks, plus Cortex Integration on DSP accounts.)
2. Click Select Employees. A list of active employees not yet on time tracking appears.

[Screenshot: Employees tab with the Select Employees dialog; use demo data]

1. Check the employees to add (search by name if needed) and click Save.

The Employees grid shows each selected employee's Name (with an employment-type badge such as "Hourly | Non-Exempt"), Work Location, Manager, Break Rules (several allowed, for example "Meal Break, Rest Break"), Overtime Rule (exactly one; None is possible), and an Actions menu.

The added employees can now track time on the platforms enabled in your Time Clocks settings. If a kiosk exists, they receive their kiosk PIN by email and SMS at this point.

Automatic enrollment of overtime-eligible employees

When the auto-add setting is on for your account, UZIO enrolls overtime-eligible employees into Time Tracking automatically. No Select Employees step is needed. The rules it follows:

• Your removals are respected. If you deliberately removed someone from Time Tracking, auto-enrollment does not add them back.
• It waits for setup. Auto-enrollment stays suppressed until your first-time Time Tracking setup is complete.
• Rehires flow through the same trigger. A rehired overtime-eligible employee is auto-enrolled under the same rules, including the two guards above.

After an auto-enrollment, open the employee's Actions menu and check the assigned overtime and break rules. Do not assume the rules you expect were applied.

Pre-assigning new hires during onboarding

While setting up a prospect's self-onboarding journey in the Hire section:

1. On the Time Tools page of the workflow, turn on Enable Time Tracking for the hire.
2. Select an Overtime Rule (one) and assign Break Rules (several allowed, for example one meal and two rest breaks).
3. Save the journey.

The assignment is stored in advance. Time tracking activates automatically on the start date; a prospect cannot record time before then.

Removing an employee from time tracking

1. Go to Time Tracking Settings > Employees.
2. Find the person in the Selected Employees list.
3. Open the Actions menu (three dots) and choose Remove Employee.
4. Confirm.

Access ends immediately. Existing time entries are kept and remain visible on the Employees Timesheet page. Re-add the employee at any time with Select Employees.

What happens when an employee is terminated

You do not need to remove a terminated employee from Time Tracking. When the termination is processed, UZIO clocks out any running entry, rejects any pending employee change requests, approves their open pay periods as the system user, and deletes their kiosk PIN. Their approved hours still need to be synced to payroll with the rest of the period. Details: Approving Timesheets and Syncing Hours to Payroll.

Changing rules for an employee

From the same Actions menu:

• Overtime Rule: pick a different rule from the list. The change applies to future days only; past entries keep their original calculation.
• Break Rules: select and assign several break rules at once.

Expected outcome

Added employees appear in the Selected Employees list, can punch on the enabled platforms, and their hours calculate under the assigned overtime and break rules.

Common problems

Why did this employee appear in Time Tracking on their own?

Auto-enrollment. When the auto-add setting is on for your account (the default on Amazon DSP accounts), overtime-eligible new hires and rehires are enrolled automatically. Nothing is wrong. Verify their overtime and break rules from the Actions menu, and remove them if they should not be tracking time. A removal sticks; auto-enrollment will not re-add someone you removed.

Why can't I add an employee?

The most common blocker: the employee's pay group has no active payroll calendar. The add is rejected until you set up the pay group's periods (Understanding and Setting Up Pay Groups). If the employee does not appear in the Select Employees list at all, check that they are an active employee (prospects cannot be added; pre-assign them in onboarding instead) and not already on Time Tracking.

Still stuck?

If you want auto-enrollment turned on or off for your account, or an employee who meets the prerequisites still cannot be added, please reach out to us at support@uzio.com or call +1-571-601-1752. Give UZIO Support your company name, the employee's name or ID, their pay group, and the exact error text.

Related articles

• Overtime Rules Setup and Compliance Controls
• Break Rules Setup
• Understanding and Setting Up Pay Groups — the payroll-calendar prerequisite
• Controlling How Employees Clock In and Out
• Working-Hour Limits for Delivery Associates