Tips & Tricks

Virtual TimeClock Tips & Tricks - September 2008

Does spam drive you crazy? I’m not talking about the canned meat product, or a comedy sketch by Monty Python. I’m talking about unsolicited and undesired electronic messages. They are relentless in their pursuit of us. Every time I ratchet up my spam or junk mail filters, I get a few days of partial relief and then the spammers come up with a different method to scale my defenses.

Virtual TimeClock can help your business avoid the cost of spam when needing to communicate with fellow employees. This edition of our ‘Tips & Tricks’ newsletter will get you started using Virtual TimeClock’s Messaging feature.

In 2007, Nucleus Research Inc. conducted a study to determine what spam was costing businesses. Here are some of the highlights. You may find some these figures interesting, surprising, or even downright appalling.
  • Two out of three email messages are spam.
  • The average user receives 21 spam messages per day.
  • The average user spends 16 seconds per message reviewing and deleting spam.
  • The average annual cost of spam is $712 per user.
  • The US workforce loses more than $71 billion a year in lost productivity to managing spam.

Can you believe that?! 66% of email messages getting into your inboxes are spam. I know some of you are thinking, “That sounds low, you should see my inbox!” My favorite part of the report is what survey respondents thought should be done to spammers. Some of their responses include the death penalty, slow hanging, public flogging, psychological assessment, and other suggestions “that are inappropriate to print.” If you’re interested, you can read the full report at Spam, the Repeat Offender.

What is Messaging?
In Virtual TimeClock, Messaging functions like a simple, self-­contained email system. Because workers use Virtual TimeClock at predictable times each day, Messaging provides a unique and easy way for workers to send and receive notes or information. Workers can use Messaging as a convenient tool to notify management of a missed clock in or request a day off. And management can respond to requests, ask for information, and notify workers of accomplishments or scheduled meetings.

Here’s a quick Tip:
Because mail recipients can be easily selected by department, use Messaging to quickly send targeted messages to only those employees in your department.

How do I setup Messaging?
There’s not much to it. Every active user is automatically provided with a mailbox. Just make sure the minimum access level to use Messaging isn’t set too high in the Security control panel, and that Messaging access hasn’t been totally removed from your TimeClock by checking the User Access panel in Preferences.

Here’s a quick Tip:
Managers and owners can be easily added to the TimeClock so they can send and receive mail by marking them as ‘Active’ in the Users control panel.

How do I use Messaging?
A small envelope icon with the number of unread messages is displayed next to the worker’s name in the main TimeClock window when new mail is waiting for them. Opening the Mailbox window provides the user with a list of received messages. Users can create and send new messages, as well as, read, print, reply-­to, forward, and delete received messages.

To open your mailbox, select your name from the list of workers and then click the Messages toolbar button. Then just enter your password to display all of your read and unread messages. That’s all there is to it!

Here’s a quick Tip:
Owners can open a mailbox for any user and read all messages.

Until next month,

Jeff Morrow

PS ‐ Don’t forget the upcoming Virtual TimeClock 6.0 beta program!
If you’re interested in being part of our Virtual TimeClock 6.0 beta program, then let us know.

PPS ‐ Payroll Survey
A big thanks to everyone who provided feedback on last month’s payroll survey. We appreciate all of the responses!