Overview: Just like Locations, Department Codes are labels for time. You can create as many Department Codes as needed, assign them to employees, and then employees can punch in and out of these codes. You can also assign them to shifts if scheduling is enabled. Your reports will reflect the time spent working under each code.
Web Instructions:
App Instructions:
How to Create Department Codes (Web)
1. To set up Department Codes, start by clicking Settings in the top navigation, followed by Department Codes:
2. Once on the Department Codes page, click +Add a New Department Code:
3. You'll then be prompted to enter the name of your Department Code and assign employees. Please check to ensure that the Active box is checked, and then Save once done:
4. You'll be taken back to the Department Code page, where you'll find your newly created Departments.
How to Link Department Codes and Locations (Web)
If you need multiple levels of tracking, you can use Locations and Department Codes together. Department codes nest under Location codes and function the same way.
If you've already created your Location codes, please follow the steps below. If you haven't yet created your Location codes, please click here for instructions on how to set them up.
1. Start by clicking Settings in the top navigation, followed by Locations:
2. You'll then want to click Edit next to the Location you want to link to Department Codes to:
3. On the Edit Location page, you'll find all active Department Codes. Check the box next to the Department Codes you'd like to link to this Location:
4. Click Save once done. When employees punch in, they will now see their assigned Location codes and any Department Codes associated with those Locations.
What Employees/Managers Will See (Web)
Below you'll find examples of what an employee or manager might see when punching in from the Buddy Punch website based on different account setups:
| Examples |
Department Code Only | |
Location & Department Code | |
Department Assigned to Shift | |
Location & Department Assigned to Shift |
How to Create Department Codes (App)
1. To create Departments from the Buddy Punch app, log in and start by clicking the three-dashed menu in the top left. (Left image below)
2. The side menu will open, where you'll then want to click Settings. (Middle image below)
3. From the Settings page, click Department Codes. (Right image below)
4. Click the + button in the top right-hand corner. (Left image below)
5. You'll then be prompted to enter details for the Department, including its:
Name
Payroll code (used for some payroll integrations)
Active status
Along with its Billable status. (Right image below)
6. When assigning employees, you can either select all or select individual workers. (Left image below)
7. After entering the required details, click Save. (Right image below)
How to Link Department Codes and Locations (App)
If you need multiple levels of tracking, you can use Locations and Department Codes together. Department codes nest under Location codes and function the same way.
If you've already created your Location codes, please follow the steps below. If you haven't yet created your Location codes, please click here for instructions on how to set them up.
1. To link Department Codes and Locations, start by logging into the app and clicking the three-dashed menu in the top left. (Left image below)
2. The side menu will open, where you'll then want to click Settings. (Middle image below)
3. From the Settings page, click Locations. (Right image below)
4. Click the Location you want to assign to Department Codes. (Left image below)
5. And then click the Department Codes for this location dropdown. (Right image below)
6. You can quickly assign all departments or select individual departments. (Left image below)
7. Save your changes once done. (Right image below)
What Employees/Managers Will See (App)
Below you'll find examples of what an employee or manager might see when punching in from the Buddy Punch mobile app based on different account setups:
| Examples |
Department Code Only | |
Location & Department Codes | |
Department Assigned to Shift | |
Location & Department Assigned to Shift |
Video
FAQs
Q: Why can't I delete my Department Codes?
A: You can only delete a Department Code if it hasn't been applied to an employee's time card or a published shift. More information on how to delete an unused Department Code here.
Q: Can Managers create or edit Department Codes?
A: No, at this time, only Administrators can create or edit Department Codes. Once created, Managers can assign and unassign Department Codes from within employee profiles for those over whom they have permissions.