Tips & Tricks

Virtual TimeClock Tips & Tricks - April 2014

Many businesses are looking for ways to improve communication between staff without increasing their exposure to junk email and spam. Your time clock may be able to help with this challenge. For those of you unfamiliar with the built-in messaging module, it’s a great productivity booster. It can become your spam free, self-contained email alternative if you’re looking for a method of interoffice communication without the risk of opening up your network to outside influences. After talking with thousands of time clock users over the years, we know that messages tend to flow in one of three directions.

Employees to management
The messaging module is a great way for employees to request days off. To make vacation requests easy to track, use a subject like “Vacation Request” and include the dates in the body of the message. Managers can approve the vacation request by replying and adding “Approved” or “Denied” to the subject. Many businesses also have employees use messaging to notify managers of missed punches that need to be corrected or to override clock in and out rules. Since each message will be stamped with the date and time, you’ll know exactly when it was sent.

Here's a quick Tip:
For other ideas on how to handle time off requests, take a look at this support blog.

Management to employees
Managers love being able to notify employees of accomplishments, scheduled meetings, or changes in office protocol through the time clock because they know employees will be alerted each time they clock in or out. You can verify employees have read important notices by requiring they reply back with the word “OK” appended to the subject line. You can even set up groups of employees so you can target your messages to just the Sales or Customer Service department.

Here's a quick Tip:
If you'd like to keep a record of important messages sent to employees, make sure you include yourself in the message distribution.

Employees to other employees
Employees can use the messaging module to ask other employees for assistance with projects, ask to trade shifts, or let colleagues know about special milestones like staff birthdays or employment anniversaries.

Here's a quick Tip:
In Virtual TimeClock 14, you can change the font size of messages in your mailbox or for any open messages from the View menu.

I hope these ideas will get you started exploring a powerful and often underused tool built right into your existing time and attendance system. It's secure, it's easy to use, and it's part of the software you use everyday.