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Moving Remote Clients

 
 
Before moving a time clock client to a different computer at your remote office, there are a couple of pieces of information you’ll need before uninstalling the time clock from the existing computer. First, verify if the client program is...
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Future Time Clock Entries

 
 
If you have an employee that insists they clocked in but at the end of their shift it shows them clocked out already, it's probably because they have a future entry. Most future entries are made by mistake and happen...
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Allow Users to Enter Time Off

 
 
Some businesses allow employees to add their own leave entries like vacation or sick time. Although this feature is turned off by default so only managers and time clock administrators can enter time off, it's easy to turn on by...
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14R1.1 Maintenance Update

 
 
We've posted a 14R1.1 maintenance update that fixes an issue that was causing shift clock in restrictions to use the actual time rather than the shift start time for early clock ins, and shift clock out restrictions to use the...
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Are You Missing Days?

 
 
If you run employee timecards and the days of the week seem to be missing, it's probably because you've enabled a new time setting for including hours worked past midnight with the prior day totals but you didn't adjust the...
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Is Your Time Clock Slowing Down?

 
 
There's a setting within Virtual TimeClock that causes the time to be polled from a random selection of government, military, and educational sources rather than a local computer clock. We've had some recent reports of time clocks running slow when...
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End of Period Procedures

 
 
Most businesses follow the following steps to prepare employee hours for payroll processing and start a new payroll period.

Step 1: Review Employee Timecards
The Timecard Detail report allows you to quickly review the total hours...
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Setting Up California Overtime

 
 
California has some very interesting overtime provisions that go beyond those required by the FLSA (Fair Labor Standards Act). Nonexempt employees that work more than 8 hours in any workday or more than 40 hours in any workweek need to...
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QuickBooks Import Dropping WC Codes

 
 
Virtual TimeClock allows you to export a file of employee hours for easy import into QuickBooks. Apparently, QuickBooks will not automatically populate the workers compensation codes on an import, but it will on a manual entry of the employee hours....
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Tracking Rooms & Equipment

 
 
The time clock In/Out Board is a great tool for knowing exactly where your employees are and what they're working on. But it's also a great way to instantly know what conference rooms are available and if any specialized equipment...
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Auto Start Your Mac Time Clock

 
 
Did you know you can have programs you use often automatically start when you login to your Mac? It's easy to do, and especially convenient for programs you use everyday, like the time clock. If Virtual TimeClock is already in your...
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Terminating Employees

 
 
There are many operational issues involved in the termination of an employee. Whether it was voluntary or not, this can be an emotional or even volatile event. It's easy to forget things amidst all the final paperwork so here are a...
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PIN Password Ideas

 
 
Using a unique time clock PIN for each employee is a great alternative for businesses trying to prevent buddy punching but not wanting the added expense, maintenance, and unreliability of a biometric solution. We often get asked what makes a...
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Dynamic vs. Static Schedules

 
 
The schedules & shifts feature allows you to assign clock in and out rules for each employee working a static weekly schedule. This allows you to prevent people from clocking in early and clocking out late. A static schedule is...
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Year-End Leave Carryover

 
 
There seems to be no shortage of things to worry about at the end of the year. And if your employee benefits are based on the calendar year, nothing seems to concern staff more than how many vacation hours they...
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QuickBooks Payroll Items

 
 
Virtual TimeClock will export a specially formatted time clock file that allows you to import employee hours into the QuickBooks timesheet for payroll. This makes it super easy to process payroll because you don't have to rekey employee hours from...
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Hiding the In/Out Board

 
 
There are times when the time clock in/out board may not be the desired method for your employees to clock in and out. For example, if you're using a group time clock, then you may not want employees to see...
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TimeClock Clients Can't Connect

 
 

If you can't connect to the Virtual TimeClock Server, it's likely due to one or more of the following issues:

  1. The Virtual TimeClock Server is not installed or not running. Launch Virtual TimeClock Server and check the Status window...
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Opening Ports On Your Firewall

 
 
If you're setting up Virtual TimeClock for the first time on a Windows network, or perhaps you've got a new server, you may need to open up some communication ports on the server computer firewall so your time clock clients...
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Out of Licenses Message

 
 

If you receive an 'Out of licenses' message when connecting your time clock client, it's probably because you've got a new computer or you tried to move your time clock client to a different computer. Virtual TimeClock remembers all client TimeClocks...
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Backing Up Your Timecard Data

 
 
Virtual TimeClock has a built-in backup utility that allows you to easily and quickly schedule automated backups. Donʼt store backup files on the same computer as your time clock or a single disaster can wipe out all your data. You can...
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Version 5 Time Clock Upgrade

 
 
We still occasionally have customers upgrading from version 5 of Virtual TimeClock. If that's you, then you'll need to download the separate version 5 time clock data converter from the website. It takes about 30 seconds to convert the average...
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Time Clock Departments

 
 
Virtual TimeClock makes it easy to assign users to departments so you can generate reports with departmental totals for hours and wages. In fact, your time clock program already has built-in reports that separate hours by people, activity, department, and...
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Importing New Time Clock Employees

 
 
​You can import your new users into your employee time clock software by either creating a comma separated value (CSV) text file or exporting your employee list from QuickBooks. Let's talk about importing a CSV file. You can use a...
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Setting Up Manager Security

 
 
Virtual TimeClock has a pretty sophisticated 3-tiered security system. At the top of the tier you have time clock administrators, who have unlimited access to everything in the time clock program. On the bottom tier, you have employees that can...
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PIN Time Clock Entry

 
 

Virtual TimeClock has an interface that allows employees to clock in and out by using a numerical PIN. They can enter their assigned PIN using one of the following methods:

  • Use the built-in keypad on your keyboard
  • Use the...
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Scripted Time Clock Installations

 
 
The Virtual TimeClock installer can be run from a command line and accepts some parameters to assist in scripted installation. This is especially helpful when you need to install a large number of time clock clients. Here are the most...
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Port Forwarding

 
 
In order to use Virtual TimeClock at different locations over the Internet, there are a couple of one-time setup steps that need to be completed.

Static IP address
First, have your Internet service provider (ISP) update...
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In/Out Board Display Columns

 
 
​If you're using the In/Out Board interface with your time clock software, there's an additional configuration setting that allows you to set what list columns get displayed. The columns you can optionally remove are Entry Date, Entry Time, New Messages,...
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Registering Networked Time Clocks

 
 
Virtual TimeClock Network Edition is a client-server based time clock system that allows you to run time clocks on multiple computers. Licensing is based on the number of computers that need to run the time clock software, not the number...
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Time Clock for Second Location

 
 

Growth is a good thing, especially if it means your business is expanding. Virtual Time Clock is flexible enough to grow with your business. I often talk to business owners who are opening a second location and want to know...
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Rest and Meal Period Confirmation

 
 
Virtual TimeClock allows you to customize the signature line text on your employee time cards to specifically address your legal responsibilities as an employer. Here are some examples time clock software customers have shared with us in the past. Employers...
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Semi-Monthly Payroll Periods

 
 
It's easy to confuse payroll period end dates with pay days. We talk to a lot of time clock software users that are doing all kinds of gymnastics because their payroll period ends on the 15th and their payroll company...
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Setting Custom Time Card Dates

 
 
Most of your employee time card reports will default to the date range of the current payroll period. The only time this wouldn't be true is if you haven't been closing your payroll periods. Sometimes you may want certain of...
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Individual Employee Time Clocks

 
 
Over the last several time clock software releases, we've greatly simplified the way individual employee computer workstations get set up as personal time clocks by adding a display group interface that does all the work for you. Here are the...
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Assigning Time Clock Interfaces

 
 
The user status window is where employees start work, stop work, start a new activity, open their mailbox, or print their timecard. Employees can open their user status window by using several different interfaces, depending on how you want to...
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Time Clock Software Managers

 
 
In older versions of Virtual TimeClock, managers would need to belong to a display group in order to be a manager of a display group. This meant they'd need to have their user name listed in the in/out board list...
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Multiple Time Zones

 
 
Virtual TimeClock Network Edition is the perfect solution for offices in different time zones needing a centralized time clock system. The time used when punching in and out is usually provided by the time clock server computer. This prevents employees...
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Timecards for Inactive Users

 
 
We've always recommended making old employees inactive rather than deleting their user record. Deleting a user removes all of their timecard history, whereas making them inactive just removes the user name from any display groups they belong to. It's nice...
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Citrix Load Balancing

 
 
A load balancer is responsible for directing network traffic among multiple servers hosting the same applications. By balancing requests across multiple servers, a load balancer prevents any one server from becoming a single point of failure, which improves availability and...
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Silent Uninstalls

 
 
We occasionally get asked by our larger clients if there's an easy way to uninstall Virtual TimeClock when upgrading so they don't have to physically touch each computer. Here are some command line parameters that you may find helpful when...
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Premium Pay After Midnight

 
 
Some businesses pay a wage premium to employees whose shift takes them past midnight. Virtual TimeClock does allow you to set a shift differential, but it applies to the entire shift and not just part of a shift. The best...
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Time Clock Database Errors

 
 
Virtual TimeClock uses a SQL database engine that is compact, fast, and extremely reliable. The only time we ever hear of database issues is when a hard disk starts to fail. Even then, most of the time we're still able...
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Moving Time Clock Clients

 
 
When running the Virtual TimeClock Network Edition, there are times when a client time clock may need to be moved to another computer. This could be due to a number of reasons, like the computer crashed or there's been changes...
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Tracking Flexi-Time

 
 
Flexi-time in some parts of the world usually refers to accumulated overtime hours that an employee can build up and exchange for the equivalent amount of time off. Basically, you need to keep track of time worked over a defined...
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Tracking Timecard Changes

 
 
Virtual TimeClock keeps a record of events caused by both system and user activity. It automatically keeps track of when administration is turned on, when modifications to employee timecards are made, when manual and leave entries are added, and when...
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Port Forwarding on Netopia

 
 
It's easy to set up Virtual TimeClock at multiple office locations or even connect to your time clock from home or when you're on the road. As long as you've got an Internet connection, no problem. We've got instructions for...
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Port Mapping in Mountain Lion

 
 
There were some changes to the AirPort Utility in OS 10.8 Mountain Lion. Here are the steps to use when configuring your AirPort Extreme for remote time clock connectivity under Mountain Lion.

Open the Airport Utility. This...
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Viewing Time Clock User Passwords

 
 
The ability to view user passwords was removed in Virtual TimeClock ‘12 because we had a number of educational and governmental agencies that were failing security audits because of it. We’ve found that employees who use the time clock multiple...
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Missing Timecard Entries?

 
 
If you're running employee timecards and get a message that "No entries were found matching your selection request" then there are a couple of things to check before concluding that the timecard entries are missing. First, double-check the date range...
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Decimal Rounding

 
 
When new time clock software users discover 'missing minutes' on their employee time cards, they are often surprised (and sometimes skeptical) to be told the minutes only appear to be missing. The answer to the missing minutes is how numbers...
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Using Messaging Without Punching In

 
 
In older versions of Virtual TimeClock, if managers or time clock administrators wanted to use messaging then they needed to have their name listed in the in/out list of the main time clock window. This bothered some customers because these...
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Departments vs. Display Groups

 
 

When new users are setting up their time clock software for the first time, they often wonder about the difference between departments and display groups. They're both ways to group employees, but there are some major differences in how they're...
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Tracking Comp Time

 
 
What is comp time?
Comp (compensatory) time is an alternate way of rewarding overtime work. Instead of paying an hourly employee time-and-a-half for working extra hours, employers would give them an hour and a half of time off for...
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Importing QuickBooks Users

 
 
We introduced time clock payroll integration with QuickBooks earlier this year with Virtual TimeClock '12. It does require a one-time setup before you export your first round of employee hours for payroll processing. Importing your users from QuickBooks into your...
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Turning On Time Clock Administration

 
 
Both time clock software managers and time clock administrators need to turn administration on in order to perform administrative functions. When you first created your time clock company file, you were asked to create a program administrator. The time clock...
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Time Clock Software Printing Problems

 
 
A couple times a year we talk to time clock software users who are having trouble printing their employee timecards, or the timecards print but the format isn't correct, or they're just getting gibberish instead of employee hours and overtime....
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Front Reception Time Clock

 
 
Here's a time clock deployment scenario that I came across recently. A customer wanted the front desk receptionist to be able to clock people in and out because sometimes staff would make it all the way to the front door...
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Custom Out Memos

 
 
Out memos are a great tool for updating the time clock software in and out board with temporary status changes that let others know why you're clocked out. At it's simplest, when you stop work your status changes to 'Out'...
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In/Out Board Not Refreshing

 
 
If you're running your employee time clock software on a Mac and the in/out board list doesn't seem to be refreshing, it's probably the computer's energy saver settings causing the issue. There are two settings that we're concerned about. The...
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Future Timecard Entries

 
 
The time clock software in/out list always reflects the last employee punch status, whether that's in, on break, at lunch, or out. Sometimes the time clock shows an employee clocked out even though they insist they've clocked in. So they...
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Understanding Payroll Cycles

 
 
Virtual TimeClock is pretty flexible when it comes to defining payroll cycles. You can set your payroll frequency (how often you get paid) to weekly, biweekly, semi-monthly, or monthly. This covers the payroll needs for most businesses. Once you pick...
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Exporting Timecards To Excel

 
 
Virtual TimeClock allows you to export your time clock data to a text file for analysis with your favorite text editor or spreadsheet software. Employee hours can also be imported directly into several popular payroll programs that allow time clock...
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Understanding Workweeks

 
 
I want to explain the relationship between the workweek setting in Virtual TimeClock and payroll periods.

The workweek start day is a global overtime setting that tells your time clock software when to start calculating weekly overtime....
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Clock Out Even Faster

 
 
Out memos are temporary notes that are left when an employee stops working and are not included on employee timecards. Multiple out memos are great when using the time clock's in/out board interface but not necessary, especially when clocking in...
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Time Clock Preferences

 
 
Virtual TimeClock Preferences allow the time clock software user to change the name display sort when using the in/out board, change the sound the program makes when clocking in and out, and adjust the sound volume. Preferences can be found...
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Help Us Help You

 
 
Virtual TimeClock users typically contact technical support either because something isn’t working right (support) or they just don’t understand how it's supposed to work (training). Redcort Software technical support team members know that when you have questions about your time...
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Out of Time Clock Licenses?

 
 

Virtual TimeClock Network Edition licensing is based on the total number of computer connections using the time clock. Once a time clock client connects to the time clock server, it will register itself and use a license. That license still...
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Reopening a Closed Payroll Period

 
 
If a payroll period is closed early, any new time clock entries for the closed period are recorded but not totaled when employee timecards are printed. Which is great because employees can still use the time clock to record their...
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Employee Time Card Signatures

 
 
For those of you that print out your employee timecards and have employees sign off on them, you've probably noticed the text on top of the employee signature line. The default text says "I certify that these hours are a...
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Understanding Time Clock Security

 
 
The key to time clock security is enabling password protection. Once password protection is turned on, you can adjust the security settings to suit your own needs. For example, you can prevent timecards from being modified or deleted. You can...
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Lion Time Clock Upgrades

 
 
If you've upgraded your time clock server computer to OS 10.7 Lion and the daemon shows as stopped, then you need to upgrade your time clock software to Virtual TimeClock '11 Release 2.

The Basic, Pro, and...
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Did Your Remote Clients Stop Talking?

 
 
Remote time clock clients will lose their connection if you move your time clock server to a different computer and don't take a couple of important items into consideration. Remember how remote time clock clients connect: a remote client talks...
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Employee Timecard Report Dates

 
 
Have you ever noticed that when you print employee timecards for payroll that you have to change the current period dates? That's because you haven't been closing your payroll periods. The Date Range popup menu says it's the Current Period,...
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Is Your Mac Getting Sleepy?

 
 
If you're running networked time clocks and clients are unable to connect to the time clock server at random times, or clients are being mysteriously disconnected, then you'll want to check the energy saver settings on the time clock server...
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Customizing Time Clock Report Dates

 
 
The Report Writer is a great tool for customizing the different timecard reports that are built into your time clock software, or for creating new ones. You can change report options, formatting, and even what data to include. If there's...
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Troubleshooting Overtime

 
 

We've talked recently about how to track down missing overtime on your employee time cards. The steps went something like this:

  • Check employee overtime assignments
  • Check overtime rule configuration
  • Check employee salary type
  • Check the shift restart setting
...
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