Tips & Tricks

Virtual TimeClock Tips & Tricks - November 2012

Some employees make it their business to know everybody else’s business (you know the ones I’m talking about). It can make for a tough work environment when some employees are more concerned about what others are doing than getting their own work done. Trust me, over the last 25 years we’ve heard all the wild tales! Some businesses would rather not have employees seeing the arrival and departure status of others. Some worry that employees with too much extra time on their hands will figure out how to gain access to other employee time, wage, or employment information. Virtual TimeClock ‘12 adds several new features that address these concerns.

So in this month’s newsletter, I want to talk about restricting access to other employee information on both group time clocks and time clocks used on individual computers.

Feature Spotlight – Display Group Interfaces

Let’s review the role of display groups first. It’s helpful to think of display groups as what program rules are in use for your time clock, including what interface employees will use to open their User Status window so they can perform an action like clocking in, viewing their timecard, or reading their messages. Here are some other things display groups are used for:

  • Limit what activities and out memos workers can select when recording time
  • Control user and manager access to program features
  • Choose what reports users and managers can view and print
  • Set what user names get displayed in the in/out board list for each time clock


Here’s a quick Tip:
Display groups are a great way to view and manage employees by location or department when you’ve got administration turned on.

Group Time Clocks
A group time clock usually has multiple employees clocking in and out from it, as opposed to an individual time clock that allows an employee to clock in and out from their own workstation. The Pro Edition always functions as a group time clock. With the Network Edition, you can set up as many group and individual time clocks as you need. Here are the group time clock interfaces.

  • In/Out Board - This interface makes it easy to tell what activity employees are working on while they're on the clock, when they're at lunch or on break, and when they've left for the day. This is the interface always used in the Administration window. The in/out board can be displayed as either one or two lists. The two list view provides a nice visual indicator of who’s in and who’s out at a glance.

  • PIN & Passcode - These interfaces provide more privacy for group time clocks. Since these interfaces don’t display a list of worker names, it’s impossible to know when other employees are coming and going. These are also perfect interfaces to use at a day care or school tutoring lab because user names are concealed. The only real difference between these two interfaces is that a PIN must be numeric while a passcode can be alphanumeric.

Here’s a quick Tip:
You can choose what columns you want to have displayed on your in/out board in the display group configuration. We also have businesses using the PIN interface on a touch screen monitor and have ditched the keyboard and mouse altogether!

Individual Time Clocks
Setting up a personal time clock is a two-step process. First, create a new display group by choosing Display Groups from the Configure menu. Call it something simple like “Personal Time Clock”, set the interface to Individual – User Status, and assign everyone who will be using a personal time clock as a member of the new display group. Second, log in to the new display group by selecting the display group name and entering your time clock password from the time clock client Login window. With the Individual interface, the User Status window will automatically open based on the user login. This means all employees can login individually to one display group instead of having to create a separate display group for each user!

Here’s a quick Tip:
You can log out of your current display group and get to the time clock client Login window by choosing Logout of Server from the File menu.

User Client
You can combine any of these interfaces with the new Network Edition User Client to create a time clock without any administrative access. This should give you extra peace of mind from knowing there’s no way a user can access administrative functions or configuration settings on a networked time clock running the User Client.

Here’s a quick Tip:
The only difference between the Pro and User Client is that the Pro Client has the option to Turn Administration On from the File menu.

Until next month,

Jeff Morrow