Basic settings > Company's basic information

The following explains what Company's basic information includes and how to change settings.

There is an instruction video about the topic here: Company's basic information - Tuntinetti

The content of the page

Company's basic information tab contains the basic information of the company's Tuntinetti account. There it is possible to change many basic settings concerning company communication, booking work shifts and clock card settings, billing, reporting and vacations.

Employer's basic information

The obligatory basic information

• Company name

• Company business id

The voluntary basic information

• Address information
• Phone number

• The company logo

  Company logo is located in the top left corner of Tuntinetti and it will be visible for everyone working for the company. The maximum size of the picture is 400x40 px and 250 kB.

• Email address

  Email address can be updated in the "New email" field. It comes into effect when it has been verified.

Messages that are send automatically

Here are the messages that are automatically send during salary period. Supervisor messages are send at 12am and employee messages are send at 9am and 3pm.

Messages send to supervisors

• If employee forgets to report or approve hours the supervisor gets a reminder ("Työntekijä on mahdollisesti unohtanut kirjata työtunteja tai hyväksyä kauden."). This reminder can be turned off by "Notify manager about forgotten work time entries (or organization email):"
• After salary period has ended the supervisor get reminder to approve unapproved reports ("Please remember to approve possibly unnaproved reports:").

Messages send to employees

• End of each work week employee gets reminder to report hours ("Work-week ending - please remember to report possibly missing hours").

• Last day of salary period employee gets reminder to report hours ("Salary period is ending - please remember to report possibly missing hours") or if employee approves own hours he/her gets reminder to approve hours ("Salary period is ending - please remember to approve possibly unnaproved hours").
  

Other settings

In other settings there are many functions of a company that you can modify. Here is a list of the settings in the company's basic information:

• Work shift cycle start dates
  • • You can change the work shift cycles. Every cycle needs a "valid from" date and a "start" date. You should also write down the length of the cycle if it isn't included in the collective labor agreement.

• • • The default length for the workshift cycle is set by labour agreement. Typically, the length on the labour agreement level is 1, 2 or 3 weeks. When you need to set deviant workshift cycles, the lengths of the period is set in: the company's basic information for company level, the unit settings for unit level and in employee's contract settings for employee level. Settings are inherited from the unit's settings to unit's employees, either on the grounds that the employee is positioned to the unit in question or that the unit has been selected in the "Work time cycle group" in the additional settings of the employee's contract.
    • The start date of a work shift cycle is the date which is underlined in the work time report.

Selection lists by employee last name

• Tells if the employees are listed by last name.

Send notification to supervisor about vacation plans

• Tells if creating new vacation plans or modifying vacation plans will send a notification to a supervisor.

The employee can see his/her own Payslips/Paystubs

• You can either let the employee's see their Payslips/Paystubs, or hide them if necessary. This way employees can view their own payslips in the Own salary calculations tab within their own Tuntinetti account. This requires that the Payslip delivery additional feature is activated and Online is selected as the delivery method in the user's contact information.

Notify manager about forgotten work time entries (or organization email)

• Tells if info about forgotten work entries is sent to manager. If not, the info goes to organization mail.

Notify supervisor of customer approval

• Tells if customer approval notifies a supervisor.

Employees will approve hours

• Tells if employees must approve hours.

Employee approval to customer first

• If set Yes, a report of employee approval can be sent to be approved by a representative of the customer and to the supervisor of the employee which is assigned in Tuntinetti. Otherwise the report must be directed to the customer through the supervisor of the employee.
• When this is active, a new tab, Hour reports, will appear under the Time reports tab. In the Hour reports tab you can create hour reports that are transfered directly to payroll after employee, employer and client have approved it.

You can also approve the reports weekly

• Tells if it is possible to approve reports weekly.

Work hours computed automatically

• If set Yes, an employee can report his or her work time in parts (for example 2h+3h or 8-10, 13-16) and let Tuntinetti calculate the hours. If set No, the employee must calculate the hours too which increases reliability but means more work.

Unpaid absences will be deducted from the monthly salary

• Tells if unpaid absences will be deducted from the monthly salary.

Export employee's unit ID always to Fivaldi

• Tells if employee's unit ID will always be exported to Fivaldi. This only concerns Fivaldi users.

Allow parallel contracts

• Tells if parallel contracts are allowed.

Labour agreement warnings

• Tells if work shift scheduling warns if the limits of collective labor agreements are crossed for example evening time, night time or holiday extras' limits.

Can the employee alter the shifts he/she has reserved

• Here you can choose how and in what conditions an employee can alter the shifts he o she has reserved.

Everyone can view shifts

• Tells how many weeks in advance shifts are visible for everyone.

The client's name's length on printed work shifts list

• Tells the length of the employee's name on a printed work shifts list.

Warn missing skills in workshifts

• Tells if a warning appears when handling a work shift if the project is missing an employee with the skills that the project needs.

Employee can record work induced sick leave

• Tells if an employee can set the reason for a sick leave as "Work induced sick leave".

Criteria for an employee's validity

• Here you can choose the criteria for an employee's validity.

Criteria for a project's validity

• Here you can choose the criteria for a project's validity.

ID to be transfered into payroll

• Here you can choose the employee's ID that transfers into payroll.

Other settings

• Here you can set other miscellaneous settings. For example you can choose if an employee is notified about vacation calendar changes.

• • • • _{All day types are visible to managers on hours editor panel.}
      • _{Allow employees to record time only for default customers.}
      • _{Allow manager to lock employees' vacations.}
      • _{Autologin link in hour report reminders.}
      • _{Compensation unit editor via wizard only.}
      • _{Do not notify employee via email about changes made to their vacation calendar.}
      • _{Enforce employee ID to be a valid social security number.}
      • _{Hide 'Your vacation plans' -tab from employees (not including managers and unit managers).}
      • _{Hide private customer creaton link from project settings panel.}
      • _{If needed, the supervisor can create a new user password and print it.}
      • _{In absence of unit managers, send notification to organization email instead of administrator.}
      • _{New sick leaves will be created as 'without certificate'}
      • _{Notify maintenance about new projects.}
      • _{Notify maintenance when new employees are added or their basic information is edited.}
      • _{Remind only once per deadline.}
      • _{Require strong passwords (upper and lower case letters, and numbers combined).}
      • _{Send reminders via sms if available.}
      • _{Show customer details to employees in hour reporting and work shift confirmation messages.}
      • _{Show HTML-name in skill/skill group information.}
      • _{Show project ID and customer ID always.}
      • _{Suggest selecting customer by project's name.}
      • _{The overtime assignment considers all hours beyond full work day.}
      • _{The overtime assignment considers the period's working time until regular working time.}
      • _{Unit management rights restrict also customer visibility.}
      • _{Use advanced employee notes.}
      • _{Use separate approval functionality for the travel allowance entry.}
      • _{Work time recording enabled in detailed work hours reporting form.}

Holidays are earned

• Tells if midweek holidays are earned according to the collective labor agreement, only for the employees with standard working hours or not paid at all.

Midweek holiday is compensated

• Here you can choose how the midweek holidays can be compensated.

Automatically compensate work time reduction (except percent based)

• Tästä valitaan, millä periaatteella lyhennysvapaan automaattinen korvaus toimii

Additional salary settings

• Here you can choose additional salary settings. You should take a look at each of them separately to learn what each setting does.
• _{All except paid absences equivalent to work time, on holidays, disable paid holidays.}
• _{Calculate paid vacation salary according to vacations reported.}
• _{Do not include garnishment dues in SEPA salary payment.}
• _{Do not includelabour union dues in SEPA salary payment.}
• _{Do not warn about missing salaries when browsing reports.}
• _{Elaborate monthly salary portion of absences onto their own salary categories.}
• _{Export also number of days worked (and absences) statistics to payroll.}
• _{For employees with montly salary, use the partial month salary formula given in labour agreement, instead of actual working days in month.}
• _{Full time employee monthly salary is calculated as if contract was 5days/week.}
• _{If employment just started and normal averaging period cannot be used, average over the existing employment.}
• _{Partial absence for monthly salary employee is always deducted from monthly salary instead of flex time.}
• _{Percent based vacation compensation paid with every salary.}
• _{Percentage based work time reduction is to be paid automatically with every salary.}
• _{Prefill a monthly salary contract's hourly salary according to monthly salary divider.}
• _{Salary report at the end of employment contains paid vacations.}
• _{Salary report at the end of employment contains remaining worktime reduction hours.}
• _{Salary report at the end of employment has monthly salary adjusted by flex saldo.}
• _{Saturday vacations are exported with own salary code.}
• _{Task specific replacing hourly salaries are ignored if monthly salary.}
• _{The garnishment dues should appear itemized on bank account statement.}
• _{The labour dues should appear itemized on bank account statement.}
• _{Truncated overtime period will take into account only work days from a truncated week.}
• _{Vacation days created in Users->Earned vacations-screen are recorded to salary.}
• _{When an employee's contract does not state standard work day length, the labour agreement standard day is used for work time reduction day length.}

Reporting settings

Here you can choose additional reporting and booking settings. For example can an employee approve a report before the supervisor and if there will be a printed report. You should take a look at each of them separately to learn what each setting does.

• _{50% of sick leave is to be deducted from working hours.}
• _{Activate notifications based on project unit rather than employee unit.}
• _{Approve hours automatically when transfering to salary calculation.}
  
• _{Approve notes separately.}
• _{Customer can approve hours regardless of supervisor approval.}
• _{Do not ask for a confirmation when a superior is approving hour entries.}
• _{Do not notify employees about report changes.}
• _{Do not notify supervisors (or organization email) when employees omit reporting.}
• _{Do not show flextime saldos on reports.}
• _{Do not warn about the missing overtime assignments when browsing work time reports.}
• _{Earned saldo limits marking of (saldoed) vacation days..}
• _{Elaborate travel allowance entry journey using street address and district precision.}
• _{Highlight missing work time entries during work days on Time reports for payroll.}
• _{Minimum work shift settings apply only to billing, not stamped work times}
• _{Notify supervisor (if not directly customer) when employee approves hours.}
• _{Notify supervisors for all time report changes made by employees.}
• _{Omit empty days from the start and the end of report view display.}
• _{Only admin can un-approve reports.}
• _{Print customer approval info on reports.}
• _{Remind also supervisors to approve their employees' reports.}
• _{Send notifications only at the end of a reporting period.}
• _{Show billing reference on billing reports.}
• _{Show paid vacation salary estimates even if user has no permissions to see salary information.}
• _{Show sick leaves and holidays also on reports exported to customers.}
• _{Show the employee's alternate ID on salary calculation work time report.}
• _{Show time stamps also on customer approval reports.}
• _{Show today's flex saldo in reports instead of yesterday's saldo.}
• _{The work time reduction saldos are visible only to managers.}
• _{Unlimited amount of profitability graphs (if using).}
• _{Use the set reporting period also for the employees that have a monthly salary.}
• _{When lunch break is deducted automatically, deduct it also if the day has other breaks.}

Default salary period

• Default salary period affects on time reports default "Quickselect period option" -selection as well as "Select period" -selections. The selection also affects the time range in the hour sheet filled every pay cycle.

• •  Salary periods can be added and modified by "Edit salary periods" -link.

    Notice that only administrators can edit salary periods

•  Salary periods can also be deleted from "Edit salary periods" -link but only if that salary period is not in use. Editing salary period will affect regressively on salaries that are calculated using that salary period.

Vacation calculation preferences

• Here you can choose vacation calculation preferences. You should take a look at each of them separately to learn what each setting does.
• _{Manually added paid vacations have no effect on vacation saldos.}
• _{Monthly salary paid during paid vacation also when it has no effect on vacation saldo.}
• _{Percent-based vacation compensation with every salary for employees with non standard work time.}
• _{Separate summer and winter vacations in paid vacation calculations.}
• _{Use rounded salary sum for calculating percentage based vacation compensation paid with every salary.}

Calculate paid vacations automatically

• Here you can choose if company's every employee's vacations will be calculated automatically and what is the starting year. Notice that the feature must be activated in the Tuntinetti's paid features. You should also remember that settings in the unit and user levels may cause exceptions.

Billing settings

• Here you can set additional billing settings. You should take a look at each of them separately to learn what each setting does.
• _{Allow manually setting billing seed number.}
• _{Create new projects by default as vat exempt.}
• _{Don't show warning of project's missing billing settings.}
• _{Hide customer name from bill rows.}
• _{Show bill -button regardless if there is anything to bill.}
• _{Transform overtime to normal hours when billing.}
• _{Use project settings hourly price as default price even when using pricing lists.}
• _{When billing like salary, include into effective hourly salary all personal extras that behave like hourly salary.}

Billing correction (minimum billing)

• Here you can choose the minimum length of the billable work time. You can set it on company, on project or on customer level.

Unit cost default setting

• The setting can be determined to apply on the level of company, unit or if needed on the employee's work agreement. 

Work shift settings

• Here you can set additional work shift settings. You should take a look at each of them separately to learn what each setting does. For example you can set a supervisor to be notified with an email if a user that makes only orders makes a new work shift. You can also set the last name of an employee to be shown on the work shift list even if the employee has been given a nick name.
• _{All employees can confirm/select all planned shifts.}
• _{Arrange anonymous work shifts on top.}
• _{Do not print breaks into printouts.}
• _{Do not show breaks in work shifts.}
• _{Do not suggest replacement work shifts for sick leave in work shift editor.}
• _{Do not warn exceeding budgeted limits when using work shift editor or browsing billing reports.}
• _{Employee's last name first on work shift lists.}
• _{It is possible to add a sick leave even if the cost center is not approved.}
• _{Notification wanted also for failed work shift auctions.}
• _{Notification wanted for successful work shift auctions.}
• _{Notify supervisor if employee attempts to pick offered tasks.}
• _{On work shift sheets sort regular workers before temporary.}
• _{Planned work shift sets the earliest clock in time.}
• _{Print also customers' details onto work shift sheet.}
• _{Print work shift color codes also into work shift print out sheets.}
• _{Recurring bookings should match to confirmed work shifts regardless of taskgroup.}
• _{Recurring work shifts are matched to employees also in pieces.}
• _{Replace customer name with unit name on work shift lists.}
• _{Show an employee's last name on a work shift list even when the employee has been given a nickname.}
• _{Show the employee's first name only.}
• _{Email notification to supervisor if user that usually makes only orders adds a work shift.} 
• _{The employee which has been offered a shift can also see all other shifts offered for the same day and for the same project and can select also them.}
• _{The employees can see the task's description instead od the name, if given.}
• _{Work shift wishes per week.}

Default entry view for a new employee

• Here you can choose if a new employee will have the simple view of the time management or some other kind of view.

Shifts visibility to employees

• Here you can choose if employees can see only their own shifts on the work shift list or if they can see the shifts of other employees' working in the same project as well.

Default setting for work time compensations

• Here you can choose which work time compensations will be specified in the time report for payroll. 

Cost center display mode

• Here you can choose the order that customer, unit and project are shown.

Auto-Focus in text fields

• Auto-Focus means that moving the mouse cursor on a field makes that field active.

Lunch break heading name

• Here you can choose what the lunch break is called. Basically you can use a name that suits the company's policies.

(Lunch)break field setting

• Here you can choose how the lunch break will be marked in the lunch break column. For example it can be marked as a time or a check-box. It can also be disabled.

Lunch break is deducted automatically

• Here you can choose if a lunch break is automatically deducted from the work time while writing down the work time. Unit and project level settings concerning lunch breaks can cause exceptions.

Automatic lunch break when workday exceeds

• Here you can set the minimum length of a work day that will automatically have a lunch break deducted.

Lunch break's default length

• Here you can set the default length of a lunch break. Notice that 30min = 0,5h and 15min = 0,25h.

Deviant lunch break length

• Here you can set the deviant length of a lunch break and a time period when it's applied.

Bank account number and other billing information

• Here you can modify the billing information of the company (For example pension insurance) and the Netvisor user id and user key.

Payment ID

• This is used when tranfering salaries to the bank. Contact Tuntinetti's customer service about using payment ID.

Employee pension insurance number

• Employee pension insurance number is for insurance claims. The maximum length is 11 characters. How to save an employee pension insurance number that is more than 11 characters long.
• If there is need to update reports with old employee pension insurance number then it either has to be manually changed to the reports or insurance number has to be temporary chaged to the old number for the duration of regressive changes. This applies to the incomes register reports made from HourSmart One-click payroll.

Work hours log view greeting

• Here you can modify the message that shows in the "Note" in the Time management tab.

Employer page contents

• Here you can enter the content of the company's own page. The content is entered in HTML and the page is shown under its own tab in the Time management tab.

Vacation calendar visibility

• Here you can select if employees can view each others' vacations:
• _{The employees cannot see each other's holidays}  
• _{Employees may view each other's vacations}  
• _{The employees can see only the holidays of those in the same unit} 

Billing notes

• Here you can add notes to bills for example the clauses the company is using that is needed by a collection agency.

Annual leave effect on employee's work time saldo

• Here you can change the length of annual leave in work time saldo, although it's not recommended. Usually annual vacation day length is recommended to be calculated like the length of a midweek holiday. If annual vacation day length needs to be calculated by dividing standard weekly work time by six (as stipulated for example by Vartiontiala labour agreement), that should be defined with labour agreement setting: Length of one paid vacation day equals one sixth of the length of a normal work week. If it's defined by using this pull down menu setting standard weekly work time divided by six, that calculation method is used on all employees, regardless of labour agreement settings.

Vacation types for salary calculation

• Here you can choose the vacation types used for salary calculation, like flextime for example.

Vacation types

•  You can open the Vacation type menu by pressing the (+) icon. In the menu the available vacation types for your company are shown. According to your needs you can rename vacation types to match your terminology. On "Available on hours editor" column the chosen vacation types are available at employer time reporting view. The narrowed down vacation types don't come into effect at "Your vacation plans" view unless the "Vacation types restricted also in vacation planning" setting below is set.

Vacation types restricted also in vacation planning

•  Do the restricted vacation types in time reporting also apply for vacation planning.

Allowed sick leave types

•  Choose sick leave types that are available in time reporting:
•  Child sick
•  Leisure time accident
•  Repeating sickness
•  Sick leave
•  Sick leave own notification
•  Work induced illness
•  Work time accident

Password

• To save changes made in the basic settings you need to enter your password. After entering your password changes can be saved by clicking the "Save"-button.

Saving an employee pension insurance number that is more than 11 characters long

For example Tapiola's insurance number is 380-540xxxxxx-x.

This is entered without the starting digits (380-) and adding a hyphen after two next digits, so it would be entered like this: 54-0xxxxxxx.

Clock card settings

There are some clock card settings in the basic information also. You can find more information about these settings in the Clock card settings in Tuntinetti - Clock card settings in the basic information guide.

Integration of the Text Messaging Service with Tuntinetti

Message delivery service providers include, for example, Kuulalaakeri.fi, LinkMobility.fi, and TextMagic.com, and the connection must be made on both Tuntinetti's and the message delivery service provider's end.

Once you have chosen a text message delivery service provider, please contact our customer service to enable text messaging functionality.

Enter your Text Messaging Service username and password, which you will receive from the Text Messaging Service provider, into the respective fields Text message gateway ID and Text message gateway password.

Note that if you are using TextMagic service, you need the crendentials under the "API v2" tab.