Frequently Asked Questions (FAQ)

Getting Started

What is Vyki?

Vyki is hh2's AI Payroll Assistant. She lives inside hh2 Time Tracking as a chat window. Her job is the prep work between time tracking and payroll: finding missing time, checking entries for overtime problems, chasing approvals, and reminding employees who have not submitted. Ask her in plain language and she does the work. See What is Vyki.

Do we need to install anything?

No. There is no separate app, no new login, and no integration to set up. Once Vyki is enabled for your company, she is in the header.

Where do I find her?

Look for Ask Vyki in the page header on the hh2 home page and on Time Tracking pages, including Time Sheet, Time Record Entry, and Time Approval. See Opening the Vyki Chat Window.

Does Vyki work on a phone?

Yes. The header adapts to small screens, so you can open hh2 in a phone browser and check on a pay period from the field.

Do I have to learn special commands?

No. Talk to her the way you would talk to a coworker. "Approve the Birch project time sheets," "Sign off on Birch this week," and "Mark the Birch time sheets approved" all get you to the same place.

What if she does not understand what I meant?

She asks. For example, if you have two projects named Birch, she will ask whether you meant Birch West or Birch East before she does anything.

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Access and Roles

Who on my team can use the chat window?

Payroll Managers. Everyone else takes part by receiving notifications. Project Managers, GL Account Managers, Group Managers, foremen, and field employees get a text or an email when something needs their attention, but they do not see the chat. See Who Vyki Is For.

I have the Payroll Manager role and I still do not see her. Now what?

Check two things with your administrator. First, that Vyki is enabled for your company. If Ask Vyki is in the header but locked, she has not been added to your account yet, and your hh2 Account Executive can take care of that. Second, that the Payroll Manager role is actually on your user record. Role changes take effect at your next login.

Can more than one Payroll Manager use Vyki at the same time?

Yes. Each person has their own conversation. There are no shared or group chats. When automations run, the status summary email goes to every active Payroll Manager.

How do we keep Vyki from contacting one specific person?

Clear the phone number and email address on that user's hh2 record. Vyki then has no way to reach them and skips them. The person keeps their hh2 access. See Manage User Access to Vyki.

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What Vyki Can and Cannot Do

What can she change on a time sheet?

Hours, pay codes, daily comments, and unit descriptions. She can also set any coding on an entry: job and cost code, category, GL account, department, certified class, shift, and union, union local, and union class. See Update Time Entries and Daily Comments.

Will she change something without asking me?

Not unless you turn on Auto Correct Time or Auto Approve Time. With those off, she tells you exactly what she is about to do and waits for you to confirm. With them on, she acts on her own and emails you a summary of every change before payroll runs.

Can she work on punch clock time?

No. Vyki reads and acts on time sheet data only. If your question depends on punch clock data, she tells you so instead of guessing.

Can she edit time we already sent to payroll?

No. Once time is exported to your ERP or to hh2 Payroll, it is locked. That applies to everyone, including admins. If you ask her to change a mix of locked and unlocked time, she updates what she can, skips the rest, and names the entries she skipped. To check first, ask: "Is there any time that has not been sent to payroll yet?"

Can she answer how-to questions about hh2?

Yes. Ask her something like "How do I create a new Approval Group?" and she answers from the hh2 knowledge base and links the article she used.

Can I get a list out of the chat?

Yes. Ask for "an Excel of that" or "that as a PDF." The file holds the complete result, not the summary you see in the chat. She can export up to one month of data at a time, and the file takes a moment to build, so stay in the conversation while it generates.

Does she leave out terminated employees?

Yes. Inactive and terminated employees are left out of every list by default. If you want them included, say so: "include inactive employees too."

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Overtime Review

What overtime rules does she check?

Federal FLSA overtime, plus daily and double time rules in the states that have them, including California, Alaska, Colorado, and Oregon public works. She tells you which rule triggered each flag. See Review Time Sheets for Compliance.

What about employees who work in more than one state?

She applies the rule of the state where the work was performed, not where the employee lives, and checks each job location separately.

Does she know our union rules?

No. Union and collective bargaining agreements can set their own overtime thresholds, shift differentials, holiday rates, and consecutive day premiums. Vyki does not evaluate them. If your locals drive most of your overtime, keep running your own checks on those hours.

Does she check city or county rules?

No. She works at the federal and state level only.

Does she check meal and rest breaks?

No. She does not check break rules and does not calculate break premiums or penalty pay.

Does she work for our Canadian jobs?

No. Her rules cover United States federal and state law. She has no Canadian provincial rules, so do not rely on her overtime review for Canadian hours.

Does she know who is exempt?

Yes. She factors an employee's exempt or non-exempt status into her overtime review.

Will she tell us whether a pay practice is legal?

No. She reports what her rules found and which rule fired. She will not tell you which state's law governs an employee, whether your company has to apply a rule, or whether a practice is legal. Those questions go to your CPA, attorney, or HR professional. Your company owns its compliance decisions.

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Pay Periods and Schedules

Where do our pay period settings live?

On the VYKI Assistant tab under Time Tracking, Time Tracking Configurations, Time Tracking Settings. Set Pay Period End Day, Pay Period Length, Bi-Weekly End Date if you run biweekly, and Payroll Run Date. Vyki builds her whole schedule from these, so set them before you turn on automations. See Enable Vyki for Your Company.

What if we run more than one pay schedule?

Vyki works from the one pay schedule on the VYKI Assistant tab. If your field crews are weekly and your office staff is biweekly, her period math follows the schedule that is set, so results for the other group can land on the wrong dates. If you run mixed schedules, name the exact dates in your question and check the period on any list before you act on it.

Should I say "this week" or give her dates?

Give her dates. "The week of June 2" gets a better answer than "this week."

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Automations

Are the automations on when we start?

No. All three are off by default. Turn them on when your team is ready. See Configure Vyki Automation Settings.

Which one should we turn on first?

Most teams start with Auto Notify, because it only sends reminders and changes nothing on a time sheet. Once you are comfortable with what she is sending, add Auto Correct Time, then Auto Approve Time. You can turn any of them back off.

When does she run?

Four points each cycle: the end of the pay period, two days before your payroll run, the day before, and the morning of. See How Vyki Automation Works.

What if an auto correction looks wrong?

Open the summary email, find the entry in the changes log, and fix it manually in hh2 before you process payroll. Every change is logged, and every change is reversible the same way a manual change is. See Review Your Payroll Status Summary Email.

Can I still ask her things while automations are running?

Yes. Your prompts take priority over the background schedule. You can ask her to do any automated step yourself at any time.

Does she stop working after hours?

She does not, but her outbound messages do. Vyki works around the clock. Notifications to employees and managers only go out during your company's defined hours of operation.

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Notifications

What do employees actually get?

A short, plain message asking them to do one thing: enter time, approve a time sheet, or confirm hours. It comes from a phone number and email address assigned to your company, so it reads like a normal company message. See Understanding Vyki Notifications.

Does the message say it is from Vyki?

No. The message does not mention her by name.

Text or email?

She uses the contact information on the user's hh2 record. Cell phone gets a text. No cell phone, and she texts the primary phone. No phone at all, and she sends an email. No phone and no email, and the notification cannot be delivered.

Can someone reply to the message?

Replies come back to your account, not to Vyki. Recipients do not have a conversation with her. They take action in hh2.

Why did someone not get a reminder?

Usually one of five reasons. They already handled it, and she checks before every send. They have no phone number and no email on file. Auto Notify is off. It is outside your hours of operation. Or she has not reached the next scheduled point in the cycle yet.

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Trust, Accuracy, and Records

Can she see time sheets I cannot see?

No. She works inside your existing hh2 permissions at all times. She cannot read, edit, or approve a time sheet you could not reach yourself, and every action she takes is logged under your user identity.

Can she approve time above my approval level?

No. If a time sheet needs a higher level approval, she tells you which one and stops.

Is every action recorded?

Yes. The audit log is a permanent record of what changed, for which employee, when, why, and which Payroll Manager's session started it. It is visible to administrators and reachable from the summary email. See Vyki Audit Log and Session History.

How long is my conversation saved?

24 hours. After that the session expires and she does not remember it. Every action she took is still in the audit log. If you need a record of a result, export it while the conversation is still open.

She gave me a number that looks wrong. What should I do?

Ask her to show her work. "Where did those numbers come from?" and "Which time sheets did you use to get that total?" She cites what she read. If it still looks off, start a New Chat from the three dot menu to clear her session context and ask again. Report it so we can look at it, and use the Troubleshooting article for the full steps.

Should I check her work before payroll runs?

Yes. Treat her lists as a way to narrow the work, not as a final answer. Spot-check totals before you approve, especially for employees whose time is spread across several jobs, and read the summary email before you process payroll. You are still the one signing off.

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When Something Goes Wrong

She says she cannot update a time sheet. Why?

She names the reason. The common ones are no access to that time sheet, time above your approval level, no edit permission, an Approval Group without access to the coding, or time that has already gone to payroll. See Troubleshooting for what to do about each one.

She applied a change I did not intend.

Ask her to undo it: "Undo the last change you made." If she cannot, make the correction manually in hh2. Then send a note to our product team with the Feedback button in the Vyki panel.

Her answer got cut off.

Ask her to pick it back up: "Please continue where you left off." Your conversation history is kept even when the stream is interrupted.

How do we tell you Vyki got something wrong?

Use the Feedback button in the Vyki panel. It goes straight to our product team, and it is the fastest way to get a problem in front of the people who can fix it. For anything blocking a payroll run, contact hh2 Support.

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Still stuck? Contact hh2 Support and we will help you sort it out. To add Vyki to your account or change what is turned on, talk to your hh2 Account Executive.