Special Events

Certain events, such as concerts, poker tournaments, or boxing matches, may have specific labor requirements that need to be defined and tracked for the employees that work the events.

Using Special Events, you can configure:

  • The devices (timeclocks) that are specifically setup and enabled for a Special Event.
  • The specific start time and end time for the event.
  • The labor category entry for the special event.
  • The jobs that can be worked for the event.
Note: If a special event has a higher or premium rate for the employees that work the event, you can create Adjustment Rules to accomplish this. Adjustment Rules can change the base rate for the employee by using triggers based on Business Structure Location types, jobs, or Labor Categories. For more information, see Adjustment Rules .

Labor Category for Special Events

One labor category in the main system must be reserved for Gaming Special Events. The labor category entries that are assigned to that labor category are available for selection when you configure a special event. The labor category and labor category entries assigned to Gaming and the Special Event appear in the employee's timecard when they work the special event and can be used for reporting purposes.

For information about creating a Labor Category and Labor Category Entries, see Labor Categories and Labor Category Entries .

Once the Labor Category is created, assign it in Gaming Configuration ( Administration > Gaming Configuration > Labor Category). All of the labor category entries assigned to that labor category are available for selection when configuring a special event. When employees use the assigned device to punch in for the event, the labor category entry assigned to the special event is used in their timecard and the employee does not need to perform a labor category transfer at the device.

Configure a Special Event

  1. Within the Gaming application, go to Administration > Special Events.
  2. Click New to create a new Special Event or select an existing event and click Edit .
  3. Enter a Name.
  4. Select a Company. This is typically the property where the event takes place.
    Note: The options for this selection come from the Business Structure type selected in Gaming Configuration. The label for this option matches the name of that Business Structure type, for example Company or Property.
  5. Enter a Description.
  6. Enter the:
    • Start Date and Start Time— The date and time the event starts or the earliest time employees need to work the event.
    • End Date and End Time— The date and time the event ends or the latest time employees need to work the event.
  7. Select the Labor Category Entry associated with the Special Event. See Labor Category for Special Events for more information.
  8. Select Set Location, navigate to the location on the Business Structure for the event, and click Save.

    The Event Location is the location on the Business Structure that determines the jobs that can be worked at the special event.
  9. Optionally, select Allowed Jobs. The list of jobs available for selection comes from the location selected in Set Location.

    This allows you to refine the list of jobs that can be worked at the event, if necessary. If jobs are not selected in this list, then any job that is available for the location selected in Set Location is allowed to work the event.

    Note: If an employee's primary job is not in the list of Allowed Jobs, then they will need to perform a job transfer at the clock to work the event. The job they are transferring to must be in their employee job transfer set.
  10. Optionally, select the Allowed Business Structure Nodes.
    Note: To use this option you must select jobs from the Allowed Jobs list.

    This allows you to restrict transfers to the special event to the specific Business Structure nodes specified in this step. For example, if you have bartenders and waitstaff for several cafes but you only want the transfer that appears on the timecard for this special event to be from Cafe A, then you would select the Business Structure node for Cafe A in this step.
  11. Click Save.

Special Event workflow

For Special Events, devices (clocks) are often installed at the venue and are disabled prior to the event date and enabled before the event starts. The general workflow for a special event is:

  1. Configure the Gaming Special Event.
  2. Install devices at the venue and disable them using the Disable Clock Smart View transaction.
  3. When the special event is scheduled to start (the time configured in the special event), enable the device and start the event using the Enable Clock and Special Event Smart View transactions.
  4. Employees that work the event use the clock to punch in, transfer, declare tips, or punch out and their work is tracked to the event (via the labor category entry defined in the special event configuration).
  5. When the event is complete, use the Special Event Smart View transaction to stop the event.

Special Event Smart View transactions

The Smart View transactions for Special Events include:

  • Enable Clock— Enables the clock prior to starting the event
  • Disable Clock— Disables a clock used for a Special Event. Employees cannot use the clock until it is enabled and the Special Event is started.
  • Special Event— Starts the special event or stops the event if it has already started.
Note: If multiple devices are used for one special event, each device and event must be enabled and started individually.

Additionally, these Smart View transactions have some Special Event specific settings:

  • Punch In— For special events, this Smart View transaction also validates if the employee is allowed to work the event (that is, they are able to work a job that is allowed for the event). If they are not permitted to work the event, the punch is rejected.
  • Punch Out and Transfer— For special events, these Smart View transactions apply the Special Events labor category entry to the transfer in addition to any overrides of the Business Structure location type configured for the special event.

Special Event reports

You can create reports for special event data using the core system reporting features — creating Dataviews with Hyperfinds that use the special event labor category.

For recurring events that have the same labor category entry, you can report on specific events by selecting the date range for the event.