Tips & Tricks

Virtual TimeClock Tips & Tricks - April 2009

Last month’s newsletter showed you how the new Display Groups feature helps you manage users in Virtual TimeClock ’09. As I mentioned last month, Display Groups work hand-­in-­hand with Security.

This month we’ll explore some of the useful new Security features. Virtual TimeClock ‘09 has an all new security management module with more intuitive access settings. We’ve added more than 20 new security settings to enable you to fine-­tune your program access for both workers and management.

Program Access
The new Security tool window consists of five panels of similarly grouped functions, with separate access settings for workers and management. Some program functions verify the user password against the selected worker name. This prevents workers from viewing other worker’s timecards, and only allows managers access to timecards for workers within their display group. For other program functions, users are allowed complete access if they meet the minimum security access requirements.

Here’s a quick overview of each panel:
  • File – This security panel allows you to set global access to perform such functions as importing and exporting, or performing database backups on Pro Desktop.
  • Actions – These access settings apply to each individual worker and to other group members for managers. For example, this allows you to set whether workers can add leave entries for themselves, and whether managers can add leave entries for other group members.
  • Reports – These new access settings allow you to set user access for the Report Writer, default and custom timecard reports, and all built-­in program reports.
  • Lists -­ This security panel allows you to independently control access to each of the list windows from the Lists menu.
  • Tools – This security panel allows you to control access to payroll period settings, closing payroll periods, program logs, and preferences.

Here’s a quick Tip:
TimeClock administrators can access all program functions regardless of display group membership.

Worker Access

As I mentioned before, some of the worker security settings are applied globally. This allows access to the program function by all workers. Other worker security settings only allow workers access to their own information. Here’s what the different worker settings mean:

  • No Password – Completely turns off password protection for the program function
  • Require Password – Requires a valid worker password to access the program function or individual worker information.
  • No Worker Access – Prevents all workers from accessing the program function.

Here’s a quick Tip:
If no password is required, then the management access setting for the same program function is automatically disabled.

Management Access

In the same way, some of the manager security settings are applied globally, allowing access to the program function by all managers. Other manager security settings only allow managers access to information for workers within the display group of which they have been assigned as a manager. Here’s what the different management access settings mean:

  • Allow Manager Access – Requires a valid manager password to access the program function or information for other group members.
  • Administrators Only – Allows access to the program function only by users who are allowed to administer the TimeClock program.

Here’s a quick Tip:
Manager access is assigned to display groups from the Users list window.

Changing Passwords
User passwords can now be changed by workers without needing direct access to the user record. You may have a company policy that requires user passwords to be changed every thirty days, or perhaps a user feels that his or her password has been compromised and wants to change it.

Here’s a quick Tip:
It’s easy for users to change their passwords at anytime from the Tools menu, but each password must be unique.

Administrative Mode
For those times when you need to perform several administrative functions, we’ve provided a new Administrative Mode. Normally, as you switch from modifying timecards, closing payroll periods, and printing monthly management reports, you’re required to enter your password for each new function. Putting your TimeClock in Administrative Mode allows you to perform all of these functions, and more, with only one password entry.

Here’s a quick Tip:
Enter Administrative Mode from the Tools menu. You will no longer be asked for a password for as long as the program is running. Password protection is reactivated by exiting Administrative Mode from the Tools menu or quitting the Virtual TimeClock software.

Next month we’ll explore the brand new Virtual TimeClock Server and Server Manager program. Until next month,

Jeff Morrow