15.1 BackOffice: Glossary

Updated Jul 30, 2020

This glossary defines many of the common terms used throughout the TrackTik User Manuals. Use it as a reference and to navigate the manual. Refer back to it often as you learn about BackOffice Suite features and best practices.

Live Schedule: From the Live Schedule, you can get an overview of shifts across your organization. Create new shifts, view and approve shifts, assign guards, distribute schedules and more.

Lone Worker: With TrackTik's Lone Worker feature, you can ensure the safety of guards who work alone by scheduling regular check-in calls.

BYOD: This stands for Bring Your Own Device. It allows guards to use their own mobile devices to perform actions for which they would usually use site or zone licenses. Generate a license at a department and department licenses can be used to clock in for and work shifts anywhere the guard is scheduled.

Split Shift: A shift is one that is divided between more than one guard. One example of when a shift might be split is when a guard goes home sick half way through a shift and a different guard is selected to work the rest of the shift. Shifts can be split from within a shift tile on a schedule or on the Live Schedule in the BackOffice.

Shift Notes: Shift Notes can be either system or user generated. They can be viewed and added from within shift tiles and under Schedules and Attendance under Shift Notes. Some examples of system-generated shift notes include time approval, changing a guard or setting a shift to vacant, and manual shift acknowledgments.

Vacant Shifts: Shifts to which no guard is assigned.

Batch Time Clock: A schedules and attendance feature that allows administrators to employees in and out.

Unconfirmed Shifts: Shifts of which guards have been notified, but which they have not confirmed via email.

Proposal Queue: A schedules and attendance feature that allows administrators to punch guards in and out for their shifts.

Unplanned Shifts: Shifts that were worked, but that did not appear on a schedule.

System Exceptions: System-generated tickets that are created when unplanned events occur. Some examples of events that create system exceptions include late lone worker check-ins, GPS disabled on device, and uncovered shifts.

IVR: An abbreviation for interactive voice response. This TrackTik Scheduling feature allows you to select a number that guards can call to clock in and out, take breaks and be transferred to a supervisor.

Attendance Watch: A TrackTik Scheduling and Attendance feature that allows you to track, in real time, late shifts, shifts in progress, lone worker check-ins and shift-related system exceptions.

Payrun: A way to generate payroll-ready data in TrackTik. Each payrun will be processed according to a given pay schedule, overtime and holiday rules and other parameters that you set.

Contract: The basis from which you may invoice your clients. Each contract is set up at a site and can be used to bill for patrols, dispatches, hourly services, and/or for recurrent fixed charges.

Bill Items: Items that you place on contracts and invoices. They represent the services for which you bill your customers.

Payment: When your customer pays their invoice, you can enter the amount as payment. Receivables are reduced when a payment is entered.

Credit Note: A negative invoice that is used to cancel or partially credit an invoice. You may enter credit notes against invoices directly, or ad hoc.

Batch: Preparing invoices in batch is way to prepare multiple invoices at once, saving you time.

 

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