Tips & Tricks

Virtual TimeClock Tips & Tricks - June 2014

We often hear from customers about how easy it is to get started using Virtual TimeClock. Even though the default settings work in most business situations, it's a good idea to revisit some of the more advanced time clock features to see if they need to be adjusted. For example, Virtual TimeClock comes with a 3-tiered security system that allows you to to start using the time clock with very little initial setup. This makes it easy to get started right away, but at some point you may want to adjust the built-in security settings to match your business workflow.

Time Clock Administrators
At the top of the tier you have time clock administrators, who have unlimited access to everything in the time clock program. You were asked to create an administrative user when you first set up your time clock. You can create other administrative user accounts by either increasing the access of an existing user or creating a new one. Just remember that time clock administrators have no restrictions in the program.

Here’s a quick Tip:
If one of your time clock administrators also needs to use the time clock to punch in and out, you'll need to add them to one of the display groups.

Time Clock Managers
Managers make up the middle tier. They can view the current status of all employees within their groups, view and edit timecards for their employees, and add manual and leave entries. You can adjust manager security to give them more or less access to other time clock features. For example, you may want managers to be able to edit employee timecards but not add new timecard entries.

Here’s a quick Tip:
You can assign a time clock user to be a manager of more than one display group. In fact, they can be a manager of one group while being just a member of another group.

Time Clock Users
On the bottom tier, you have employees that can clock themselves in and out, view their hours, and send internal messages to other time clock users. Of course, you can give employees more or less access to some of the other time clock features based on your business workflow. For example, some offices allow employees to enter their own vacation and sick days.

Here’s a quick Tip:
You can prevent employees from changing their own passwords by turning off that feature in the Configure Security panel. This is especially useful when using the SSN for their time clock PIN.

Security Configuration
User and manager access can be configured in the Configure Display Groups panel. Here are some things that can be customized for your business.
  • User Actions – enable and disable access to different program functions, like whether or not employees use break tracking or messaging. 
  • User Reports – sets what report writer and program reports employees will be able to view and print. 
  • Manager Actions – contains many of the same actions as users, plus some others 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.

With this much flexibility, it's easy to control access to just about every time clock function and feature.