Tips & Tricks

Virtual TimeClock Tips & Tricks - July 2013

The blazing heat wave of the last few weeks in the western states has certainly made me thankful for air conditioning. It’s amazing how we become so dependent on technology that we take it for granted until something interrupts its smooth operation. I’m sure many of you feel the same way about your employee time clock software, not realizing how much you depend on it until something happens that reminds you what it’s like to do without.

In last month’s ‘Tips & Tricks’ newsletter, we talked about ways to keep your Pro Edition time clock secure. So this month we’ll focus on the Network Edition.

How Virtual TimeClock Network Edition eliminates time tampering
Using a server-client based time and attendance system is 100% effective for eliminating time tampering because the time clock server computer provides the timestamp for all clock in and outs. So changing the time on the time clock client computers has no effect on the actual time that’s recorded.

Here’s a quick Tip:
See last month’s newsletter for ideas on preventing access to the computer’s clock if you run the time clock server on a computer that also has a time clock client installed for clocking in and out.

How an Internet time server keeps time clocks in different time zones on track
Since the time clock clients get their timestamp from the time clock server computer, this can be a problem if you have time clock users scattered across the country. Virtual TimeClock has a setting that allows your employee time clock software to get the timestamp for punches from an impartial Internet time server. Virtual TimeClock will use the computer time zone settings from each time clock client to determine the appropriate offset to use. The time source setting can by changed in the Time & Rounding Configure panel of your Pro Client.

Here’s a quick Tip:
You’ll need to quit and re-launch your time clock clients if you make changes to the Time Source settings.

How changing your time clock interface ensures user privacy
I mentioned this last month in our discussion about the Pro Edition, but it’s important enough to bear repeating. If you’re more concerned about employee privacy or use your time clock in a confidential environment like a day care or tutoring lab, then you’ll want to experiment with some of the interface options available within Virtual TimeClock. If you like the In/Out Board but don’t like employees being able to see what time staff members are arriving and departing, then remove the Status or Time columns from the display. If you need absolute privacy and confidentiality, then try using the PIN or Passcode interface. These settings can by changed in the Display Groups Configure panel.

Here’s a quick Tip:
Some businesses don’t want employees wasting time entering a password to clock in and out. User passwords can be turned off by going to the Display Groups Configure panel and clicking User Actions.

How assigning a Display Group password protects time clock logins
There are a couple of security features built into the Network Edition that ensure employees aren’t accessing unauthorized time clock features or functionality. Display groups control what program rules are in use for each time clock, including which employees can use a particular time clock. Adding a password to each display group prevents users from switching between display groups to gain more features or install a time clock client on an unauthorized computer. Go to the Display Groups Configure panel and click Group Password. Another added security feature is that only a time clock administrator can log a time clock client off the time clock server.

Here’s a quick Tip:
Combining the User Client with the Individual time clock interface gives you a personal time clock on each employee’s computer workstation without any administration access.

How licensing prevents unauthorized time clock access
Virtual TimeClock remembers every time clock client that has successfully connected to the time clock server. For example, if you have a license for a Server + 10 Client computers, only those specific 10 computers that have registered themselves can connect. All others will receive a message stating that all the time clock licenses have been used up.

Here’s a quick Tip:
If you need to move a time clock client to a different computer, then you’ll need to remove the old computer’s client registration from the Licenses panel in the Virtual TimeClock Server Manager.

As you can see, the Network Edition has some great built-in security features that help keep employees accountable for actual time worked.

Until next month,

Jeff Morrow