Organizing workers into specific groups in Fareclock helps streamline time tracking, manage shifts, and assign tasks more efficiently. By categorizing workers based on roles, departments, or teams, you can improve the tracking of work hours, simplify report generation, and enhance overall workflow management.

In this guide, you’ll learn the purpose of each group type, where to find them in the Admin Console, and how to configure them to best suit your organization’s needs.

Note that Job Costing and Punch/Shift Custom Fields are different because workers choose them when they clock in, while the other fields are assigned by the admin.

Groups Assigned by Admin

1. Org units

Org Units are used to group workers based on your organization’s structure—such as locations or branches. They help you manage workers more efficiently by allowing you to filter data, run reports, and assign permissions or schedules by group. You can also group devices using Org Units, which is particularly useful if you deploy multiple time clock devices across different teams or sites.

Sample Org Unit

This is especially beneficial for larger organizations with multiple locations. You can find and set up Org Units by going to Settings > Organization.

Setup:

Step 1: Go to the Fareclock Admin Console and go to Settings. Under ‘Settings’ find and click ‘Organization’.

Step 2: Click on the "Org Units" tab.

Step 3: To create a new one, click the "+ Add Custom Field" button in the top right corner.

Sample Org Unit

Related Articles:

• How to control Administrator permissions?
• Can I control which time clocks an employee is allowed to use?

2. Departments

Departments are used to categorize workers based on their specific roles or functions within the organization, such as Sales, HR, or Operations. This grouping helps in organizing time tracking, assigning jobs, and generating reports more efficiently. By assigning workers to departments, administrators can easily filter data, monitor attendance, and manage scheduling based on departmental needs. You can view and manage Departments by going to Settings > Organization.

Setup:

Step 1: Go to the Fareclock Admin Console and go to Settings. Under ‘Settings’ find and click ‘Organization’.

Step 2: Click on the "Departments" tab.

Step 3: To create a new one, click the "+ Add Departments" button in the top right corner.

Sample Department

3. Pay Classes

Pay Classes are used to group employees based on how they are compensated, such as hourly, salaried, or weekly. This grouping helps streamline payroll processing by applying the correct settings to each group. By assigning employees to specific Pay Classes, administrators can ensure accurate payroll runs, manage pay frequency, and reduce manual adjustments. You can view and manage Pay Classes by going to Settings > Payroll.

Setup:

Step 1: Go to the Fareclock Admin Console and go to Settings. Under ‘Settings’ find and click ‘Payroll’.

Step 2: Click on the "Pay Classes" tab.

Step 3: To create a new one, click the "+ Add Pay Class" button in the top right corner.

Sample Pay Class

Related Articles:

• How to Setup Salary Calculation
• How to generate Pay Runs

4. Labels

Labels are a flexible way to tag users, jobs, and shifts in Fareclock. They allow you to create custom categories that suit your organization’s specific needs. Once labels are assigned, you can easily filter punches by these labels and even define pay rules based on them. This makes it easier to manage and analyze time tracking data, especially when working with varied job roles, special projects, or unique scheduling requirements. You can view and manage Labels by going to Settings > Organization.

Setup:

To learn more about Labels and how to set them up, refer to this help article.

Related Articles:

• Pay Code Rules
• Shift Class Setup
• Editing Time Cards: A Comprehensive Guide

Sample Label

5. Teams

Teams are used to group workers together for scheduling purposes. With the Teams Schedule, managers can assign workers to specific teams and manage their schedules collectively, rather than individually. This higher level of organization makes it easier to visualize, create, and adjust shift schedules across entire groups. Using this helps streamline scheduling, especially for larger organizations or departments with rotating shifts. Instead of assigning shifts to each worker one by one, you can manage the whole team’s schedule at once. You can view and manage Teams by going to Manage > Schedule.

Setup:

To learn more about Teams and how to set them up, refer to this help article.

Related Articles:

• How do existing users switch to new Schedule Teams?
• Schedule Setup

Sample Team

Groups Chosen by Workers

1. Job, Job Phase, and Cost Code

Jobs, Job Phases, and Cost Codes are used to track labor costs and time spent on specific tasks or projects.

• Jobs -  The main work assignment or project location (e.g., Packaging).
• Job Phases - A specific task or stage within a job (e.g., Receiving).
• Cost Codes - A category that defines the type of work being done (e.g., Sorting/Labelling).

They help businesses monitor productivity, manage budgets, and generate accurate job costing reports. You can find and manage these under Settings > Costing.

Setup:

To learn more about setting up Jobs, Job Phases, and Cost Codes, please refer to this help article.

Related Articles:

• Locking a Device to a Specific Job
• Job Transfer
• How to restrict Administrator access to certain jobs?

2. Custom Fields

Custom Fields allow you to create personalized data fields for users, punches, or shifts, giving you greater flexibility in how you track and manage information in Fareclock. You can choose from different field types—such as checkboxes, text, numbers, or multiple-choice lists—and configure settings based on your organization’s needs. You can set up and manage Custom Fields by going to Settings > Organization.

Setup:

To learn more about Custom Fields and how to set them up, refer to this help article.

Related Article:

• How to configure Induction for new Workers