Tips & Tricks

Virtual TimeClock Tips & Tricks - August 2012

Greetings from sunny central California. You know August is under way when the kids are heading back to school and you can’t remember the last time the temperature was under 100 degrees!

I’d like to wind down our discussions of new time clock features from this year’s Virtual TimeClock ‘12 release with some tips & tricks dealing with reports. We’ll discuss a convenient new report feature, how to set up report access in Virtual TimeClock ‘12, and some cool Report Writer tricks you may not be aware of.

My Reports
Virtual TimeClock ‘12 has a cool new administrative feature called My Reports that allows every admin user (both administrators and managers) to maintain a list of their own report favorites. This keeps the reports you run most often right at your fingertips where they’re easy to find. Turn administration on and click the My Reports icon on the toolbar. From the popup menu choose Edit My Reports to set your own report favorites. You can choose from both Report Writer Reports and Program Reports. The difference between them is that Report Writer Reports can be customized and have new reports created from the Report Writer. We’ll talk about the Report Writer a little later on.

Here’s a quick Tip:
All reports are still available from the Reports menu for time clock administrators. Manager report access can be limited by the display group manager report access settings.

Report Access
Another thing that has changed with Virtual TimeClock ‘12 is how access to view and print reports is assigned for both employees and managers. With administration turned on, choose Display Groups from the Configure menu. Click the User Reports button to assign Report Writer Reports, Program Reports, and the default timecard for everyone using the display group. Click the Manager Reports button to assign manager report access. New Report Writer Reports can also be assigned to display groups from directly within the Report Writer.

Here’s a quick Tip:
When users run Report Writer Reports by activity, department, or shift, they’ll only see their own punch times. Managers will be able to see the punch times for all users within their group.

Duplicating Reports
I want to talk about a feature that’s not new but I suspect is pretty under utilized. I know this to be true because customers often call us when their employee timecards are suddenly not looking like they should. Someone didn’t realize that making a change to a report like Timecard Detail would affect everybody’s timecard (the guilty party is usually the business owner who doesn’t touch the time clock very often). Here’s a way to experiment with different timecard report settings and not have to worry about scaring your staff when they print their timecards.

With administration turned on, choose Report Writer from the Configure menu. Select the report you want to copy, click Add, and choose Duplicate Selected Report from the popup menu. Give the new report a name and save it. Now you have an exact copy of the original timecard and you can make all the changes you want without confusing others.

Here’s a quick Tip:
Click Preview when you’re done playing around with the report settings to see how your changes affect the report without having to exit the Report Writer to run it.

Changing Signature Text
Here’s a neat little trick for those of you who have employees print out and sign a hard copy of their timecards. In fact, a customer was asking about this just last week. They wanted employees to sign off that they took all of their mandated breaks. I suggested they edit the signature text to say what they needed in order to cover themselves.

With administration turned on, choose Report Writer from the Configure menu. Select the report you want to change and click the Report Options button and then the Signature Text button.

Here’s a quick Tip:
You can also use the timecard signature text to announce new company policies and procedures for which you need signed acknowledgement.

Time Display Format
Most payroll systems want employee hours entered as decimals, but often employees want to see their time worked in hours and minutes. It’s the difference between working 7.9 hours and 7:54. They both represent the same amount of time mathematically, but employees may be able to relate to one of them better than the other. To change the time display format, choose Report Writer from the Configure menu and select the report you want to change. You’ll see the Time Display popup menu right in the middle.

Here’s a quick Tip:
The time display format for the Entry Editor and the Accrued & Used Leave report can be changed on-the-fly when selecting what employees and date range to display.

Until next month,

Jeff Morrow