Tips & Tricks

Virtual TimeClock Tips & Tricks - February 2009

I know many of you have had a chance to upgrade to Virtual TimeClock ‘09. We’ll be covering many of the great new features and functionality in detail in future editions of this newsletter. For those of you who have yet to upgrade, this month’s ‘Tips & Tricks’ Newsletter will get you headed in the right direction. If you’ve already upgraded to Virtual TimeClock ‘09 you’ll find some valuable tips to ensure your new Virtual TimeClock software runs as smoothly as your previous version.

Upgrade Steps
Virtual TimeClock ‘09 is a major upgrade so the process has a few more steps than usual. You’ll find step-­by-­step instructions for upgrading at Time Clock Software Upgrades. Please take a few minutes to review the upgrade process prior to upgrading. It will make the upgrade process and conversion of your data much quicker.

Here’s a quick Tip:
The new TimeClock Data Converter program can be launched directly from the Help menu on both Virtual TimeClock Pro and Virtual TimeClock Server.

Schedule Your Backup
You’ll want to make sure you setup a new backup schedule. For the new Virtual TimeClock Server, click the Backup toolbar button. Choose your backup folder and then schedule your daily or periodic backup. For Virtual TimeClock Pro, from the File menu choose Backup and select the Schedule tab.

Here’s a quick Tip:
Unlike a manual backup, scheduled backups are unattended so success or failure messages are not immediately visible. The backup logs will give you a written record of attempted and successful backups.

Check Your Firewall
If you are unable to connect your new TimeClock Pro Clients, you may need to setup an exception in your firewall or antivirus software to allow communications between the TimeClock Server and TimeClock Pro Clients.

Here’s a quick Tip:
Virtual TimeClock uses TCP port 56777 and UDP port 56778 by default for all network communications.

Review Security Settings
With the addition of new program functions and enhanced security access, you’ll want to review the new Security tool window. Each program function is listed, along with worker access settings and management access settings. Some program functions verify the worker password against the selected worker name, which prevents workers from viewing other worker’s timecards. Likewise, some program functions only allow managers access to information for workers within the display group of which they are a manager.

Here’s a quick Tip:
Your existing security settings will be converted for compatible program functions.

Reset Timecard Export Settings and Selections
If you use exporting, you will need to reset all timecard export settings and selections. The new export settings are global, meaning they are available to all TimeClock Pro Clients after this one-­time setup.

Here’s a quick Tip:
Don’t forget to checkout the new Leave Detail and Leave Summary exports!

Update TimeClock Preferences
With the addition of new menu items and toolbar buttons, you’ll need to update any special TimeClock preferences you have setup on each TimeClock. This includes name sorting preferences and separate In & Out list displays.

Here’s a quick Tip:
If you had TimeClock clients setup to only display certain workers, then you’ll need to create new Display Groups to assign to each TimeClock Pro Client. From the Lists menu choose Display Groups to get started. We’ll discuss the power of Display Groups in more detail next month!

Get An Additional Client License
You will need to contact us for an additional TimeClock Pro Client license if you currently use the TimeClock Server computer as a TimeClock station. The new TimeClock Server has been completely separated from the TimeClock interface to allow it to run securely in the background.

Here’s a quick Tip:
The new TimeClock Pro Client can run on the same computer as the TimeClock Server if you wish to continue using it as a TimeClock station.

Next month I’ll show you how to view and manage TimeClock users by department or location with new Display Groups.

Until next month,

Jeff Morrow

PS – Daylight Saving Time (DST) Begins Soon

Don’t forget that DST begins the first Sunday in March. As long as your computer handles the time change automatically, Virtual TimeClock will always record the correct time for you!