Tips & Tricks

Virtual TimeClock Tips & Tricks - March 2009

I’m sure most of you are familiar with the benefits of networking TimeClocks together. The power and flexibility of a single, centralized database means your TimeClock data is instantly available for viewing, reporting, exporting, and payroll processing from any Mac or Windows PC that is running Virtual TimeClock. This allows you to provide personal TimeClock access for workers, while providing management with full administrative access and at‐a­‐glance knowledge of each worker’s status.

Virtual TimeClock ’09 introduces a brand new function called ‘Display Groups’ that gives management a powerful and flexible way to view and manage Virtual TimeClock users by department or location when using networked TimeClocks.

Benefits of Using Display Groups
We’ve put a tremendous amount of power to configure your TimeClock directly into your hands!
  • You decide what tasks each user or group of users can use when starting work or changing tasks.
  • You can even set a different default task for each one of them.
  • You assign what out status memos each user or group of users can select when stopping work.
  • You can even set a different default out memo for each one of them.
  • You control what reports each user or group of users can view or print.
  • You can even set a different worker timecard report for each one of them.

Display Groups and Security
Security works hand-­in-­hand with the new Display Groups functionality. Managers can be limited to only accessing information and performing certain program functions for workers within their own group.

How to Setup Display Groups
Setting up display groups is a four-­step process. First, you must create the new display group from the Lists menu and assign the appropriate users, tasks, memos, and reports. Second, you must assign a manager or managers to the display group. Third, you must set what security and program functions you want to allow managers to access for other group members. Fourth, you must assign what display group is to be used by each TimeClock.

For detailed instructions on setting up Display Groups, please see the time clock FAQs on our website.

Display Group Tips

Here’s a grab bag of tips & tricks to help get you started using Display Groups.

  • Virtual TimeClock ‘09 already comes with a default display group called ‘TimeClock Users’.
  • When a new display group is created, all active users, tasks, memos, and reports are automatically assigned to the new display group.
  • Users, tasks, and memos can also be added and removed from display groups by using their respective control panels from the Lists menu.
  • Unlike departments, users can be assigned to more than one display group.
  • Users can be assigned as a manager to any number of display groups, and a display group can have more than one manager.
  • The default worker timecard report determines what timecard is used when workers print their timecards using the Timecard toolbar button.
  • If you delete a display group that’s in use, any TimeClocks that were using the display group will not show a worker list until a new display group is assigned to that TimeClock.

Next month we’ll talk about the new security functionality in Virtual TimeClock ‘09, including the new user access and management access settings. We’d also love to hear what your favorite new feature of Virtual TimeClock ‘09 is, so drop us a note!

Until next month,
Jeff Morrow