Purpose
The Personnel module in TRUE serves as the central repository for employee and contractor information. Personnel records store essential HR data including contact information, employment details, payroll configuration, time clock access, and assignment to cost centers. Each Personnel record can be linked to a User account for system access and can be assigned to Divisions, Facilities, and specific Contracts or Jobs for time tracking and resource management.
Important Setup Requirements: Personnel records are the foundation for TRUE Time mobile time tracking, payroll processing, and resource scheduling. At minimum, each record requires a name and position history. For time clock access, a four-digit PIN and enabled Time Clock checkbox are required.
- Calendar Integration: Personnel First + Last Name must exactly match the Calendar resource name for schedule-based punch-in to work correctly.
- PIN Recommendation: Using the last 4 digits of the employee's Social Security Number is a common practice for easy recall while maintaining uniqueness.
List View
The Personnel List View displays all active personnel records. Use search and filter options to locate specific employees or contractors, or create new records using the + icon.
Use the search field to quickly locate Personnel records by name or identifier.
| Field | Description |
|---|---|
| Search Field | Performs partial text search across personnel names and identifiers. Type any portion of a name to filter the list. |
Access additional filtering options by clicking the ⚙️ icon. Advanced filters allow searching by fields not included in the standard search.
| Person | Filter by employee name or identifier |
| User | Narrow search by associated user account |
| External ID | Filter by external identification numbers |
| Payroll ID | Search by unique payroll identifier |
| National ID | Filter by government-issued identification numbers |
| Date of Birth | Filter records based on employee birthdates |
| Time Clock PIN | Search for employees using their 4-digit PIN for time tracking |
| Phone / Email / Address / Website / Social Media | Search using various contact information fields |
| Payroll Type | Filter by classification (Employee, Independent Contractor, Temporary Worker) |
| Work Anniversary | Filter employees by their work anniversary dates |
| Vendor / Subcontractor | Search for personnel associated with specific vendors or subcontractors |
| Supervisor | Filter employees by their assigned supervisor |
| Group | Filter by assigned groups or teams within the organization |
| Default Cost Center | Filter employees by their assigned default cost center |
| Default Activity | Search based on primary activity assigned to personnel |
| Default Cost Code | Filter employees by their default cost code assignment |
| Division | Filter by company division or department |
| Facility | Filter based on assigned work facility or location |
| Company | Filter records by company affiliation |
| Position Date | Search based on date an employee started a position |
| Position Name | Filter by job title or position name |
| Position Occurrence | Search based on frequency or instance of a position held |
| Position Rate | Filter employees by their pay rate for a specific position |
| Position Salaried | Filter to show salaried positions |
| Overtime Exempt | Filter employees based on overtime exemption status |
| Fringe Offset Name | Filter based on fringe benefit offset categories |
| DL State | Search by state of issue for driver's licenses |
| DL# | Filter using driver's license numbers |
| DL Status | Search based on current status of employee driver's licenses (valid, expired, suspended) |
| Insurability | Filter employees by insurability status or classifications |
| Screening Date | Search by dates of employee screenings or background checks |
| Screening Type | Filter records by types of screenings conducted |
| Screening Results | Search based on outcomes of employee screenings |
| Training ID | Filter by unique identifiers for training programs |
| Training Name | Search for employees based on specific training courses completed |
| Training Issued | Filter by date when training was provided to employees |
| Training Expiration | Search for personnel whose training certifications are expiring |
| Training Expired | Filter for employees with expired training certifications |
| Gear Description | Search records by descriptions of assigned equipment or gear |
| Gear Type | Filter employees based on types of gear or equipment they use |
| Gear S/N | Search by serial numbers of assigned gear or equipment |
| Active | Filter to show only currently active employee records |
| Archive | Filter to display archived or inactive employee records |
| Time Clock | Filter employees by time clock enabled status |
| HR List | Filter within specific HR-generated lists or categories |
| Files / Emails / Notes | Filter records based on associated documentation or communication |
| Action Date | Search based on dates of specific HR actions or events |
| Action Type | Filter records by types of HR actions performed |
| Attendance Reason | Search based on recorded reasons for attendance issues |
| Attendance Date | Filter records by specific dates of attendance events |
| Attribute Name | Filter by custom attributes assigned to employee profiles |
| Attribute Field | Filter based on custom attribute values in employee profiles |
| Internal ID | Search using company-specific internal identification numbers |
Actions available from the Personnel List View for creating, importing, exporting, and managing records.
| Button Bar | |
| + Icon | Create a new Personnel record |
| ↻ Icon | Refresh the list with any new Personnel information or records |
| Export Icon | Export all active personnel records in the current found set to Excel |
| PDF Icon | Open the Reports menu. Reports run against the active/found list of Personnel records shown in the current list view (see Reports table below) |
| Gear Icon | Access Advanced Filter, CSV Template, Import Records, and Show Archived (see Gear Icon table below) |
| Row Menu (≡ Icon) | |
| ≡ Icon | Hover a personnel row to reveal this icon. Opens a menu of actions for that specific record |
| Email Capture | Generate an email capture code for the selected Personnel record |
| Omit | Hide the Personnel record from the current "found" set of data |
| Record Access | Modify access permissions for specific users to open this Personnel record |
| Delete | Permanently delete the selected Personnel record |
Gear Icon
| Advanced Filter | Search through active and archived Personnel data using a wider set of criteria (see Advanced Filters above) |
| CSV Template | Download a spreadsheet template for bulk importing Personnel records. Fill out one row per Personnel record, with data entered into the respective columns |
| Import Records | Import Personnel data from a completed CSV Template into TRUE, creating the corresponding Personnel records |
| Show Archived | Reveal Personnel records that have been archived |
Reports (PDF Icon)
Each report is generated from the personnel records included in the current active list (found set) in the List View.
| Address Label Sheet | Prints mailing address labels for every active Personnel record in the found set |
| Actions | Lists the Action items logged on each Personnel record (see Actions Tracking), such as documented incidents of an employee arriving late to work |
| Benefits | Details each benefit allotted to each Personnel record in the found set |
| Issued Gear | Lists company-owned equipment ("gear") issued to each Personnel record |
| Payroll Information | Summarizes anniversary date, time in service, employee/subcontractor/independent contractor type, position history (date, position type, occurrence of pay, rate of pay), salaried vs. hourly status, and fringe offset — used for worker's comp reporting |
| Positions | Lists current positions and rate of pay for every Personnel record in the found set |
| PTO | Details paid time off utilized per Personnel record |
| Screenings | Lists screenings and their results per Personnel record (e.g. CDL certification, drug test screenings) |
| Summary | Summarized personal information and basic root-level Personnel record details |
| Withholding | Lists each withholding associated with each Personnel record, used for payroll facilitation and journal entry creation |
| Training | Lists trainings conducted per Personnel record along with history, timelines, and associated dates |
Selected Record View
When you select a Personnel record, detailed employee information is displayed across multiple tabs. Each tab organizes specific categories of HR data.
The Overview Tab displays contact information, profile picture, digital signature, alert settings, and custom attributes.
| Contact Information | |
| Phone / Email / Address | Add or edit employee contact information including phone numbers, email addresses, and physical address |
| Picture | Add or remove employee picture for visual identification in system |
| Signature | Add digital signature to store for use in eForms and document signing |
| Settings | |
| Alert Settings | Set up notifications for non-system users. Used when utilizing features such as "Notify Crew" |
| Attributes | Custom fields useful to categorize the personnel record in unique ways or create custom identifiers for filtering. Modifiable within the Attributes module |
The Details Tab contains basic employee information, time clock configuration, scheduling access, and document management.
| Basic Details | |
| Name Fields | Edit employee first name, last name, and middle name |
| User Account Connection | Link Personnel record to TRUE user account for system access and TRUE Field mobile app usage |
| External ID | External identification number from other systems for integration purposes |
| Payroll ID | Unique identifier used for payroll processing and reporting |
| National ID | Government-issued identification number (e.g., Social Security Number) |
| Date of Birth | Employee birthdate for HR records and age verification |
| Time Clock Configuration | |
| Time Clock PIN | 4-digit numeric code used for TRUE Time mobile app authentication. Must be unique across all personnel records. System prevents duplicate entry. Workers enter this PIN to access time clock features on mobile devices. |
| Time Clock Checkbox | Enable this checkbox to grant employee access to TRUE Time mobile app for punching in/out |
| Additional Features | |
| HR List Checkbox | Include the employee in HR-generated lists and reporting |
| Schedule | Add the personnel record to the Scheduling module for resource planning and TRUE Field/TRUE Time schedule access |
| Archive | Archive or unarchive personnel records to remove from active list while preserving historical data |
| Files / Emails / Notes | Store digital documents, email capture records, and text notes associated with the employee |
| Activity Log | |
| Activity Log | Timestamped history of changes made to the Personnel record (field updates, eForm activity, etc.), including which user made each change. Use the New field at the top to add a manual note |
| Expand Icon | Expand the Activity Log to a full-size view |
| Icon Row (Files / Emails / Notes / Checklists / Calendar) | Icons along the bottom of the Activity Log panel with badge counts — jump directly to that record's Files, Emails, Notes, Checklists, or Calendar items |
The Payroll Tab manages employee classification, hire date, overtime exemption, position history, and fringe offset rates.
| Classification | |
| Type | Choose between Employee, Independent Contractor, or Temporary Worker for payroll classification and tax purposes |
| Contractor | Assign associated account for Independent Contractors to link vendor/subcontractor relationship |
| Employment Information | |
| Anniversary & Time in Service | Set hire date and view total employment duration. System automatically calculates time in service |
| Overtime Exempt | Indicate if employee is exempt from overtime pay under labor regulations. When checked, TRUE will not calculate standard overtime and overtime-2 payments for this employee |
| Default Costing | |
| Default Cost Center | Rarely used. Only applies when an employee works exclusively in a fixed overhead capacity (e.g. a shop/facility, not a job or contract). Most users leave this blank so the employee makes the cost center selection at punch time |
| Default Activity | Used so TRUE has an activity to apply when a user punches into a cost center that doesn't yet have one defined — for example, an estimator punching time to a Bid or Quote before it has been upgraded to a Job or Contract. Once the Bid/Quote is upgraded, TRUE reassigns the recorded time to the resulting Job/Contract using this default |
| Default Cost Code | Works with Default Activity to classify time recorded before a cost center exists (e.g. field measurement time recorded by estimating staff prior to a Bid/Quote becoming a Job/Contract) |
| Position & Rates | |
| Position History | Add and manage position titles and pay rate records (Date, Position, Occurrence, Rate, Salaried). Track historical changes in roles and compensation. At least one Position History record must be marked Primary — this is required for TRUE to calculate job costing and accrue hours/dollars to jobs and contracts |
| ≡ Icon (Position History Row Menu) | Hover a Position History row to reveal this icon. Opens a menu with Set As Primary and Delete |
| Fringe Offset | Indicate different pay rates for prevailing wage jobs. Used for government contracts requiring certified payroll reporting |
Track and assign company equipment and "gear" to individual employees including tools, vehicles, safety equipment, and technology.
| Gear Assignments | Record all company-owned equipment issued to employee. Track type, description, serial numbers, and assignment dates |
Displays any eForms generated for the Personnel record including digital forms requiring employee signature.
| Search Field | Search eForms associated with this employee |
| All (Filter Dropdown) | Filter the eForms list by type or status |
| + Icon | Initiate a new eForm for this employee |
| eForms List | View all electronic forms associated with this employee (Type, Date, Description). Access completed forms or initiate new form workflows |
Displays training courses completed by the employee including certification dates, expiration dates, and training status.
| Training Records | View all associated training items including course names, completion dates, expiration dates, and renewal requirements |
Selecting Advanced opens a dedicated detail screen for the Personnel record with its own top tab bar: Accounting, Actions, Attn, Benefits, Time Off, Payroll, Salary, Screenings, and Unions. A gear icon in the top-right of this screen opens Email Capture, View Transactions, and Delete for the record.
ℹ️ Note: The Employee Details fields (Division, Facility, Brand, Internal ID, Group, Supervisor, Driver's License Information, Bank Information) are shown together on the left side of every one of these sub-tabs — they are not a separate section you navigate to.
| Division | Broader organizational unit or department to which employee belongs (e.g., Office, Execution, Shop) |
| Facility | Specific location or building where employee primarily works. Links to GPS-tagged facilities for time tracking |
| Brand | Company brand or sub-brand associated with employee's role, if applicable for multi-brand organizations |
| Internal ID | Unique identifier assigned to employee within organization's internal systems |
| Group | Classification or team designation for organizing or filtering employee records |
| Supervisor | Name or ID of employee's direct supervisor or manager |
| DL # | Employee's driver's license number, typically required for roles involving driving |
| DL State | State that issued employee's driver's license |
| DL Status | Current status of employee's driver's license (e.g., valid, expired, suspended) |
| Insurability | Information related to employee's insurability, often for roles requiring specific insurance coverage |
| Account Name | Name on bank account used for direct deposit |
| Bank Name | Name of financial institution where employee's account is held |
| Account Type | Type of bank account used for direct deposit (e.g., checking, savings) |
| Routing | Routing number of bank, used to identify financial institution for electronic transfers |
| Account # | Employee's bank account number for direct deposit purposes |
| Wages Payable Account | Liability account used to record wages owed but not yet paid (e.g., 20400 Salaries Payable) |
| Wages Expense Account | Expense account used to record cost of wages (e.g., 60100 Salaries and Wages) |
| Wage Expense Account - Jobs | Specific expense account used for job-related wages (e.g., 60111 Wages - Jobs) |
| Wage Expense Account - Contracts | Specific expense account used for contract-related wages (e.g., 60112 Wages - Contracts) |
| Split Expenses for Jobs and Contracts | Checkbox to enable separate tracking of job and contract-related expenses for detailed cost allocation |
| + Button | Add new pay types (e.g., Regular, Overtime, Holiday, PTO) |
| Wages Payable Account | Account for recording wages owed per pay type (e.g., 20400 Salaries Payable) |
| Wages Expense Account | Account for recording wage expenses per pay type (e.g., 60113 Wages - Holiday) |
| Job Costing Checkbox | Enable more detailed cost tracking for specific jobs with this pay type |
| + Button | Add new withholding types (e.g., Federal Tax, State Tax, Benefits) |
| Payroll Liability | Account for recording payroll-related liabilities |
| Payroll Expenses | Account for recording payroll-related expenses |
| Split Expenses for Jobs and Contracts | Enable separate tracking of job and contract-related expenses |
| Payroll Expense Account - Jobs | Specific account for job-related payroll expenses (e.g., 5010 Labor) |
| Payroll Expense Account - Contracts | Specific account for contract-related payroll expenses |
| Type | Type of HR action (e.g., Promotion, Disciplinary, Performance Review) |
| Date | Date on which specific HR action was taken |
| Description | Rationale behind the HR action with detailed notes |
| + Button | Add new HR action record |
| Date | Date of attendance-related event |
| Reason | Cause or explanation for attendance event (e.g., Late, Absent, Early Departure) |
| Duration | Length of time the attendance event lasted |
| Approval | Indicates whether attendance event was approved by management |
| + Icon | Add new attendance record |
| Export Icon | Export all attendance records for this employee |
| PDF Icon | Generate attendance report in PDF format |
| Gear Icon | Additional attendance settings/options for this record |
| Per Diem | |
| Full Day | Per diem rate for a full day of work or travel |
| Half Day | Per diem rate for a partial day of work or travel |
| Hourly | Per diem rate calculated on an hourly basis |
| Type | Classification of per diem (e.g., meals, lodging) |
| Travel Pay | |
| Hourly Rate | Rate paid per hour for travel time |
| Commute (Minutes) | Standard commute time in minutes, often used to determine eligible travel pay |
| Benefits Summary | |
| Total Weekly Employer Contribution | Total amount employer contributes to benefits weekly |
| Total Weekly Employee Contribution | Total amount employee contributes to benefits weekly |
| Total Hourly Employer Contribution | Employer's benefit contribution calculated on an hourly basis |
| Total Hourly Employer DBA Offset | Hourly rate at which employer contributions offset Doing Business As (DBA) rates |
| Precedence | |
| Travel Pay | Sets which rate takes precedence when calculating travel pay for this employee |
| Per Diem | Sets which rate takes precedence when calculating per diem for this employee |
| Benefits | |
| Benefits List | List of benefit records assigned to the employee, with date and benefit name. One record can be marked Primary |
| + Icon | Add a new benefit record |
Lists the employee's time off entries (type, hours, status, and effective dates). Hover a row to access its ≡ row menu. A gear icon in the top-right of the panel provides additional time off settings/options for this record.
| Time Off Type | Category of time off (e.g., PTO, vacation, sick leave, personal day) |
| Accrual Profile | Rate at which employee earns time off based on hours worked or tenure |
| Begin Date | Date from which time off accrual starts |
| Anniversary Date | Date used to reset or adjust time off balances annually |
| Gear Icon | Additional time off settings/options for this record |
| W-4 Information | |
| Exemptions | Number of exemptions claimed for tax withholding purposes |
| Marital Status | Employee's marital status for tax purposes |
| Additional | Additional amount to be withheld from each paycheck |
| Tax Exempt | Indicates whether employee claims exemption from federal income tax withholding |
| Earnings to Date | |
| Earnings to Date | Total earnings for employee in current tax year |
| Gear Icon | Options for adjusting or resetting the employee's Earnings to Date figure |
| Overtime Calculation | |
| Do Not Calculate | When checked, excludes this employee from automatic overtime calculations |
| Payroll Periods | |
| Payroll Periods | List of specific pay periods for which the employee has been or will be paid |
| Work Comp Information | |
| Work Comp Code | Numerical code identifying type of work employee performed for insurance classification |
| Work Comp State | State in which Work Comp coverage applies |
| Work Comp Rate | Weekly pay rate for employees under Work Comp for premium calculations |
| Costing Information | |
| Cost Center | Associated cost center record in TRUE for job costing allocation |
| Cost Code | Associated cost code for labor cost tracking and reporting |
| Date | Date when screening was conducted |
| Type | Kind of screening performed (e.g., drug test, background check) |
| Reason | Purpose or cause for screening |
| Results | Outcome of screening |
| + Button | Add new screening record |
| Union | Union affiliation. Modifiable in Categories module |
| Skill Level | Employee's skill classification within union (e.g., apprentice, journeyman, foreman). Modifiable in Categories module |
| + Icon | Add new union membership record |
Access Permissions
Configured in Settings → Users / Access.
| Access ID | Permission | Description |
|---|---|---|
| 18 | Module Access — Personnel | User can access the Personnel module in the HR workflow. |
| Access ID | Permission | Description |
|---|---|---|
| 36 | Delete Personnel Records | User can delete an Personnel record. |
| 1006 | Modify ID (Personnel) | User can modify ID records within the selected personnel record. |
| 1310 | Generate Reports (Personnel) | User can generate any report for the selected personnel record. |
| Access ID | Permission | Description |
|---|---|---|
| 1526 | Access to National ID | Ability to view and modify Personnel's National ID |
| 1395 | View Bank information | Allows user to see and edit bank information inside the personnel module. |
| 271 | Modify Record Access (Personnel) | Can modify which users can view a record in this module. |
| Access ID | Alert | Description |
|---|---|---|
| 1324 | Alert for New Hire Warning | Receive an alert notification is created when personnel reach the number of days as set Company Preferences. This is commonly used to alert when a new hire is approaching the end of a 90 day probation period. |
| 594 | Alert for Personnel Birthdays | Receive an alert notification when personnel have a birthday. |
| 588 | Alert for Personnel Work Anniversaries | Receive an alert notification when personnel have a work anniversary. This is based on the "Anniversary" field in Personnel module. |
| 589 | Alert when Training Expires | Based on the "Expiration" field in the Training section of the Personnel module. Alert can be sent ahead of time by adjusting offset in "Company Preferences". |
Frequently Asked Questions
Common questions about creating and managing Personnel records in TRUE.
Personnel Setup
Personnel records are created in the HR module and can be added individually or imported in bulk via CSV.
- Navigate to the HR module in TRUE
- Select the Personnel tab
- Click the + icon to create a new record
- Confirm the creation prompt
- Enter the employee's first and last name in the Person field (required)
- Fill in contact information and other basic details
- Navigate to the Payroll tab
- Set the Type (Employee, Independent Contractor, or Temporary Worker)
- Enter the start date in the Anniversary Date field
- Add a Position History record (required for payroll)
- Save the Personnel record
Note: For bulk imports, export a CSV template from the Gear icon menu in the Personnel module, fill it out with employee data, and import the completed file.
The minimum required fields depend on how the Personnel record will be used in your organization.
- Person field: First and last name
- Position History record in Payroll tab (for payroll processing)
- User field: Linked to a user account created in Gear icon → Users / Access module
- Time Clock PIN: Four-digit unique PIN
- Time Clock checkbox: Must be enabled
Tip: Additional fields like External ID, Payroll ID, Division, and Facility are optional but helpful for reporting and organization.
Personnel records can be assigned to Divisions (departments) and Facilities (locations) for organizational reporting and time tracking purposes.
- Open the Personnel record in the HR module
- Click the Advanced button in the header to reveal additional fields
- Locate the Division field dropdown
- Select the appropriate division (e.g., "Office", "Execution", "Pre-Construction")
- Locate the Facility field dropdown
- Select the appropriate facility (e.g., "Main Office", "Warehouse DC")
- Save the Personnel record
Note: Divisions and Facilities must be created first in the HR module → Gear icon menu before they can be assigned to Personnel records.
Personnel can be assigned to specific Jobs, Contracts, or Work Tickets for project-specific work tracking and scheduling.
- Open the Personnel record in the HR module
- Navigate to the Details tab
- Locate the Cost Centers section
- Click to add a new cost center assignment
- Select the Job, Contract, or Work Ticket from the dropdown
- Save the Personnel record
Tip: Cost center assignments determine which projects appear in an employee's TRUE Time app for punch-in. Without assignments, all enabled contracts/jobs will be visible.
The Attention tab serves as a digital HR filing cabinet for documenting employee-related notes, performance reviews, disciplinary actions, or other important information.
This is an open-ended field where HR personnel can record:
- Performance review notes and dates
- Disciplinary actions or warnings
- Training completions or certifications
- Accommodation requests or approvals
- Internal notes about employment status changes
- Any other employee-specific documentation
The Attention tab is for internal use only and is not visible to the employee.
External ID and Payroll ID fields allow you to link Personnel records to employee identifiers in external systems.
Used to store employee IDs from other business systems such as:
- Legacy HR or payroll systems
- Time clock hardware systems
- Third-party scheduling software
- Badge or access control systems
Specifically used for payroll system integration:
- Links to employee ID in external payroll software (ADP, Paychex, QuickBooks, etc.)
- Ensures accurate data transfer when exporting time entries for payroll processing
- Maintains consistency across payroll reporting
Note: These fields are optional and only necessary if you're integrating TRUE with external systems or maintaining cross-reference data.
Time Clock Setup
Time clock PINs are required for employees to use the TRUE Time mobile app. Each PIN must be unique across all personnel records.
- Navigate to Personnel module
- Open the employee's personnel record
- Click Details tab
- Check the Time Clock checkbox to enable time clock access
- Enter a 4-digit number in the Time Clock PIN field
- If PIN is already in use, system displays error: "The pin is already used"
- Choose a different PIN if duplicate error appears
- Click Save
- Use Last 4 of SSN: Ensures uniqueness and easy recall for employees
- Document PINs Securely: Maintain secure record of PINs for admin reference
- Change if Compromised: Admin can change PIN if security issue arises
- Enable HR List: Check "Include in HR List" checkbox for reporting inclusion
Note: The Time Clock checkbox must be enabled for the employee to appear in the TRUE Time app. The PIN field alone is not sufficient—both the checkbox and PIN are required.
Personnel records and user accounts serve different purposes and are created in different modules. Understanding the distinction is critical for proper system setup.
- Location: HR → Personnel module
- Purpose: Employee HR data and time clock configuration
- Contains: Name, SSN, start date, wage, time clock PIN, position history
- Required For: All employees, especially time clock users
- Time Clock: Contains the 4-digit PIN for TRUE Time app
- Location: Settings → Users & Access module
- Purpose: System access and login credentials
- Contains: Username, password, permissions, TRUE/TRUE Field access
- Required For: TRUE Time access, TRUE Field access, scheduling, system assignments
- TRUE Time Users: All employees using the TRUE Time mobile app
- TRUE Field Users: Foremen and supers using the field app
- Scheduled Workers: Workers assigned to schedules
- System Assignments: Workers assigned to records
Tip: Create the user account first in Users & Access, then link it to the personnel record using the "User" dropdown field. The dropdown only shows existing user accounts.
Linking personnel records to user accounts is required for TRUE Time and TRUE Field access, as well as schedule assignments and resource management.
Steps to Link Personnel and User:
- Click Gear Icon (Settings) in upper right
- Select Users & Access
- Click + (Plus) icon to create new user
- Enter Username and Password
- Check TRUE checkbox if full system access needed
- Check TRUE Field checkbox if field app access needed
- Click Save to create user account
- Navigate to Personnel module
- Open employee's personnel record
- Click Overview tab
- Click User dropdown field
- Select the user account you just created
- Click Save
Note: If the User dropdown is empty, no user accounts have been created yet. You must create the user account first in Users & Access before it will appear in the personnel record dropdown.
Time clock PINs can be changed at any time by administrators with access to Personnel records.
- Navigate to Personnel module
- Open the employee's personnel record
- Click Details tab
- Clear the existing PIN in the Time Clock PIN field
- Enter a new 4-digit PIN
- If new PIN is already in use by another employee, system displays error
- Choose a different PIN if error appears
- Click Save
Tip: Change PINs promptly if an employee reports their PIN has been compromised or if you suspect unauthorized time clock usage.
Time clock access can be disabled for employees who no longer need to use the TRUE Time mobile app, such as terminated employees or those who have changed roles.
- Navigate to Personnel module
- Open the employee's personnel record
- Click Details tab
- Uncheck the Time Clock checkbox
- Click Save
What Happens After Disabling:
- Employee will no longer appear in TRUE Time app
- Their PIN cannot be used to punch in/out
- Previous time entries remain intact
- PIN is preserved: Can be re-enabled later without re-entering PIN
Note: Disabling time clock access does not delete the personnel record or affect other system functions. To fully deactivate an employee, consider also disabling their user account in Users & Access.
Payroll Configuration
Position History tracks an employee's job titles, pay rates, and employment timeline within your organization.
Position History records document:
- Job title or position name
- Pay rate (hourly or salary)
- Start date for this position
- End date (if the employee changed positions or left)
- Active vs inactive status
Why it's required:
- Payroll processing requires an active wage record
- TRUE uses the active Position History to calculate labor costs
- Maintains historical record of pay changes and promotions
- Supports job costing and project budgeting accuracy
Tip: When an employee receives a raise or changes positions, add a new Position History record with the new rate and end-date the previous record to maintain accurate historical data.
The Type field on the Payroll tab is a required field — TRUE needs it populated to process payroll for that Personnel record. By default, base copy TRUE ships with three values; this list can be modified via the Categories module.
- Most common personnel type — paid directly through TRUE payroll processing
- Selecting this type enables the Contractor field, used to link the personnel record's associated Vendor/Subcontractor account
- Used for short-term or seasonal labor
Company Preferences & Configuration
System-wide time clock settings are configured in Company Preferences and apply to all Personnel records and time tracking.
- Navigate to Settings (Gear icon) → Company Preferences → Time Review section
- Configure settings as needed for your organization
Key Settings Include:
- First Day of Payroll Week: Sets default view in Time Review and when overtime resets
- Time Clock Interval: Sets time increment accuracy (6 or 15 minutes)
- Auto Determine Cost Center: Uses GPS to assign closest Job/Contract/Facility
- GPS Accuracy: Distance in meters for location matching
- Auto Unpaid Break: Automatically adds unpaid lunch breaks based on hours worked
- Default Activities & Cost Codes: Sets default values for work, travel, and per diem punches
Note: Changes to Company Preferences affect all employees immediately. Contact your TRUE administrator before modifying these settings.
When Auto Determine Cost Center is enabled in Company Preferences, TRUE uses GPS coordinates to automatically assign employees to the nearest Job, Contract, or Facility when they punch in.
- Employee opens TRUE Time app and punches in
- App captures GPS coordinates from mobile device
- System compares location to all active Jobs, Contracts, and Facilities with GPS coordinates
- If a cost center is within the GPS Accuracy radius (default 100 meters), it's automatically assigned
- If no match is found, employee selects cost center manually
- GPS Accuracy: Distance in meters (default 100m). Increase for rural areas, decrease for dense urban sites
- GPS Time Out: Seconds to wait for GPS signal (default 10s). Increase in areas with poor signal
- Site Type: Default to "Onsite" or "Offsite" for all punches when GPS matching isn't available
Tip: To use GPS-based assignment, Jobs, Contracts, and Facilities must have GPS coordinates entered. Set these in the respective modules' location fields.
Auto Unpaid Break automatically deducts lunch breaks from employee time when they work more than 6 hours in a day, ensuring compliance with labor regulations.
In Company Preferences → Time Review, set:
- Auto Unpaid Break Start Time: Default is 12:00 PM (noon)
- Auto Unpaid Break End Time: Default is 12:30 PM (30-minute break)
- Apply Unpaid Break Automatically: Check this box to enable the feature
- Employee works more than 6 hours of "Work" and "Travel Between" time in a single day
- Administrator runs Error Check in Time Review module
- System automatically inserts unpaid break during configured time window
- Break time is deducted from total hours worked
Manual Override:
Users with Auto Unpaid Break permission can manually add unpaid breaks to any employee's timesheet in the Time Review module.
Important: Auto Unpaid Break only triggers during Error Check. It does not automatically apply when employees punch in/out. Run Error Check daily to ensure breaks are applied.
Default activities are automatically assigned to time punches when employees don't specify an activity, ensuring all time is properly categorized for job costing.
- Applied to standard work punches when no activity is selected
- Used during Error Check in Time Review to fill missing activity data
- Common default: "Management" or "General Labor"
- Paired with Default Cost Code for complete job costing
- Applied when employees log "Travel Between" time in TRUE Time app
- Common default: "Mobility" or "Travel"
- Paired with Default Travel Between Cost Code
- Can be configured to prompt user or skip prompt based on Prompt for Travel Activity setting
- Prompt for Travel Activity: "Skip" = auto-apply default, "Prompt" = ask employee to select
- Default Travel Pay Cost Code: Cost code applied to travel pay compensation
- Default Per Diem Cost Code: Cost code applied to per diem punches
Note: Default activities and cost codes are configured in Company Preferences and apply company-wide. Activities must be created in the Categories module before they can be selected as defaults.
Time Clock Interval sets the rounding increment for time punches, determining how precise time entries can be.
- 1 minute: Most precise, no rounding applied. Time punches recorded to the exact minute
- 6 minutes: Rounds to nearest 6-minute increment (0.1 hour)
- 15 minutes: Rounds to nearest quarter hour (default if left empty)
- Punch at 8:07 AM → Rounds to 8:00 AM
- Punch at 8:08 AM → Rounds to 8:15 AM
- Punch at 4:52 PM → Rounds to 5:00 PM
- Punch at 4:53 PM → Rounds to 4:45 PM
- 1 minute: Salaried employees, precise project tracking, professional services
- 6 minutes: Government contracts requiring decimal hour precision
- 15 minutes: Standard construction and field work, simplifies payroll processing
Tip: The interval setting affects how time displays in Time Review and on timecards, but the actual punch time is always stored for reference.
Access permissions control which users can view, edit, and manage Personnel records and time tracking data. These are configured in Settings → Access Permissions.
ℹ️ Note: Personnel-module permissions (Module Access, Delete Personnel Records, Modify Record Access, Modify ID, Generate Reports, View Bank Information, Access to National ID) and Personnel alert permissions are documented in the Access Permissions section above. This FAQ covers the related Time Review permissions that also affect what a user can do with Personnel time data.
Related Time Review Permissions (11):
| Permission | Function |
|---|---|
| Manager Access for Time Review (ID #88) | Allows managers to view all employees and perform advanced functions (auto-unpaid breaks, travel, per diem) |
| New Time Punches (Time Review) (ID #133) | Create new punch records in Time Review module |
| Delete Punches (ID #142) | Delete time punch records |
| Approve Time Punch (ID #145) | Approve employee time punches for payroll processing |
| Auto Unpaid Break (ID #221) | Add auto unpaid break deductions in time clock module |
| Auto Time Punch Calculations (ID #752) | Automatically calculate auto fill gaps, travel between, travel pay, and per diem amounts |
| Delete Activities (Time Review) (ID #754) | Delete activity entries within punch records |
| Lock and Unlock Punches (ID #756) | Lock/unlock time punches to prevent editing |
| Recalculate (Time Review) (ID #1041) | Update overtime calculations for personnel records on selected week |
| Check for Errors (ID #1075) | Perform Error Check to validate and auto-correct time data |
| View Supervised Personnel Only (ID #1637) | Only show personnel who have this person as their Supervisor |
Time Review Alert Permissions (2):
| Alert | Trigger |
|---|---|
| Alert for Unfinished Time Clock Punches (ID #239) | Receive alert at start of day if there are unfinished punches from yesterday |
| Approaching Overtime Alert (ID #1480) | Receive alert when personnel has total hour count over 30 hours in a week |
Note: Access permissions are assigned to individual user accounts, not Personnel records. A user must have both a Personnel record (for time clock) and a User account (for system access and permissions). Training expiration alert offset is configured in Company Preferences → Alerts.