Tips & Tricks

Virtual TimeClock Tips & Tricks - June 2012

Summer is definitely here in the central valley of California. Kids may be out of school, but my free time is quickly gobbled up with pool parties, vacation, and other summer activities. As my calendar starts to fill, I’m always looking for shortcuts to save time and effort.

We apply the same philosophy to our design of Virtual TimeClock. For example, to make it easier to configure your time clock, we’ve moved user access settings from local preferences to display groups. Security settings have also been moved to display groups to provide more granularity when setting up rules for your employees and managers. Remember, It’s helpful to think of display groups as what program rules are in use for your time clock. We’ll talk about Virtual TimeClock ‘12 security and preferences in this month’s newsletter. We’ve also got a summer special that I’d like to pass along for those of you looking for a convenient payroll solution.

Time Clock Security
Like I mentioned earlier, the individual security settings have been moved to display group configuration. The remaining Security control panel allows you turn off password protection for administration, contains the setting to allow users to change their password from their own User Status window, and lists all active administrators and managers, along with their display groups. Access to program features and functions is now controlled at the display group level. Since manager security settings are no longer global, you can give different managers access to different program functions, giving you a ton more flexibility when assigning time clock roles and responsibilities. Here’s a quick overview of some of the new display group settings.

  • User Actions – allow you to enable and disable access to different program functions, like whether or not employees use break tracking or messaging.
  • User Reports – allow you to enable and disable what report writer and program reports employees will be able to view and print. This is also where you can set the default timecard for the group.
  • Manager Actions – you’ll find some of the same actions as you did for users, plus some other actions that are unique to managers, like closing payroll periods and exporting payroll hours.
  • Manager Reports – this is the same list of report writer and program reports that regular employees have access to, with the exception that managers can view timecards for other users in their group.

Here’s a quick Tip:
When users have access to any of the report writer reports, they’ll only be able to view punch times for their own entries.

Time Clock Preferences
Local time clock preferences have always allowed you to change the look and feel of your time clock, like removing menus and toolbar buttons that you don’t use. These user access settings have also been moved to display group configuration to provide a more consistent interface. Since user access settings were previously mixed with time clock display settings, if you gave users the ability to change how user names were displayed on their time clock or what sound to use when clocking in, you also gave them access to view menu items and toolbar buttons that you may not want them using. Of course, they couldn’t open the menu items if they didn’t have a high enough access level, but why provide the temptation?

Since you had to visit each computer time clock to make changes, it made it inconvenient to deploy the same settings across multiple time clocks. Now you can make those changes at the display group level and they’ll filter down to all the time clocks using the display group. This makes it a breeze to configure all or several of your time clock computers at once.

Here’s a quick Tip:
In Virtual TimeClock ‘12, we’ve also moved the column display settings for the in/out board from a local preference to the display groups control panel so they can be quickly applied to multiple time clocks.

SurePayroll®1 Summer Special
This summer, run your payroll from the beach, the backyard or wherever you want to spend your time. Use your smartphone, tablet or laptop to run payroll anytime, anywhere while you enjoy some downtime. Enroll now and get 1 month of free payroll processing and special pricing. Must run first payroll by August 31, 2012. Learn more at Time Clock Payroll Integration.

Until next month,

Jeff Morrow