Tips & Tricks

Virtual TimeClock Tips & Tricks - May 2012

Thank you to everyone who sent us feedback about our new Virtual TimeClock ‘12 release. I’ve enjoyed chatting with many of you about the new release and what’s planned for future releases. In this month’s ‘Tips & Tricks’ newsletter, let’s cover the 6 most common questions we’ve received about Virtual TimeClock ‘12 so you have a handy reference tool when fine tuning your time clock after upgrading.

How do I make clocking in and out even faster?
In previous versions of Virtual TimeClock, you had to use the main toolbar to select an action, like starting work, before entering your password as part of the action dialog. If you didn’t select your name from the worker list first, then you had to reselect it from a popup menu. This was often confusing for new users. Then if you wanted to perform another action, like viewing your timecard, you’d have to enter your password again.  We’ve removed the password redundancy in Virtual TimeClock ‘12 so you can perform all user actions after just one password entry, which should be a net savings in the number of clicks.

If you don’t need extra out memos or no longer use multiple activities, then I’d suggest removing them from the display group. This will eliminate having to make a selection from the popup menus, which will keep the clock in and out process fast and simple.

Here’s a quick Tip:
You can remove out memos and activities that aren’t being used by turning on administration and choosing Display Groups from the Configure menu.

How do I turn off employee passwords after upgrading?
Virtual TimeClock ‘12 enforces some new security settings. For example, you’ve probably noticed we removed the ability for administrators to view user passwords. We did this because many of our government and educational customers were concerned that this was a potential security issue. Password protection is also turned on by default in Virtual TimeClock ‘12. This means a password is required to turn on administration features, and users will be required to create a password the first time they clock in under the new version (if they didn’t already have a password set up). If you’re one of those offices where everyone is like family, then I can help you turn user password protection off again. We can also help you turn off security completely, although I don’t recommend it.

Here’s a quick Tip:
If you don’t require passwords for punching in and out, turn on administration and choose Display Groups from the Configure menu. Requiring passwords is a setting under User Actions.

How do I change display groups in version ‘12?
The assignment of display groups was handled at the individual time clock in prior versions of Virtual TimeClock as part of the local preferences. That assignment is now handled at login by the Pro and User Client. This change should definitely help with the setup and maintenance of your time clock system, especially since display groups control what user access rules are in place for each time clock. To change display groups on Pro Client, turn on administration and then choose Server Connection from the Configure menu. This will allow you to logout of the current display group. To change display groups on User Client, choose Logout of the Server from the File menu. Once at the Login window, you can pick a different display group from the popup menu.

Here’s a quick Tip:
If you use multiple display groups in Pro Edition (maybe you have a morning shift and an afternoon shift that all use the same time clock), you’ll be prompted to pick what display group to use each time you turn administration off.

How do I create a separate in & out board list after upgrading?
I know a lot of you like the benefits of the in/out board, like improving office communication, instantly knowing what activities employees are working on, and monitoring employee punches in real-time. Since many of the local time clock preferences were moved to the display group to make managing multiple time clocks easier, the separate in & out board list is now a new display group interface. Turn on administration and choose Display Groups from the Configure menu to select a time clock interface.

Here’s a quick Tip:
When using the in/out board with one or two lists, you can decide what columns you want displayed for every time clock using the display group. Turn on administration, choose Display Groups from the Configure menu and click List Columns.

How do I print a timecard for an inactive user?
In older versions of Virtual TimeClock, you’d have to make the user active again if you needed to view old timecard hours. Now, you just have to change your display group popup to ‘All Users’ after turning on administration. This also allows you to quickly cycle through your display groups to help manage and monitor employees by department or location.

Here’s a quick Tip:
If you need to make a time clock administrator inactive, make sure you give administrative privileges to another user first because inactive administrators are unable to turn on administration. You can have more than one time clock administrator, but at least one has to be active.

How do I increase the time needed to pick an activity from the popup menu?
The timing of the User Status window has gone through a couple of changes since the first release of Virtual TimeClock ‘12. If you’re waiting too long for the User Status window to automatically close after clicking one of the punch buttons (Stop, Break, Lunch, or Start), or you don’t have enough time to pick your activity, then I’d suggest updating to the 1.3 maintenance release from a couple of weeks ago. This will give you just the right amount of time to perform a user action.

Here’s a quick Tip:
You only have to update your clients to 1.3 to get the latest auto closing functionality.

Until next month,

Jeff Morrow