Tips & Tricks

Virtual TimeClock Tips & Tricks - July 2014

Change is often difficult, so it's nice when you can find business tools with some built-in flexibility. Virtual TimeClock allows you to group and sort your time clock data in lots of really useful ways, which means you can adapt your time clock software to your office workflow, rather than having to change your office workflow to align with your time clock. And display groups are the perfect tool for adapting the time clock to meet your business needs.

Display Groups Overview
Display groups can sometimes be a mystery to new Virtual TimeClock users. It may be helpful to think of them as the program rules that 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 and out. Display groups are also used to control what employees can use each time clock, to customize your time clock interface, and set what program features users and managers have access to. Display groups are really powerful when combined with the Network Edition, especially when setting up group time clocks in different departments or locations.
Here's a quick Tip:
If you'd like to keep track of how much time your employees spend at each location, here's a blog on how to set up your time clock to do just that.

Using Display Groups to Manage Employees
Once you create your different display groups, you can quickly sort through them by using the popup in the time clock administration window. Once the in/out board list has been filtered for a particular display group, then any reports or exports you run will only include the users assigned to that group. We've seen display groups used for sorting based on:
  • Hourly vs. Salary employees
  • Different business locations
  • Different work shifts
  • Departments
  • Full time vs. Part time staff
  • Interns and volunteers
Here's a quick Tip:
Since time clock users can be members of more than one display group, you'll need to assign display group membership when creating the new user or they won't be able to use the time clock.

Setting Up Personal Time Clocks
New Network Edition users often comment how the in/out board is nice for managers and administrators, but they only want employees to see their own status when using the time clock from their individual computers. Once again, display groups are the answer. The way to handle this is by creating a new display group and changing the interface to Individual so each user's status window will automatically open based on their login.

Here's a quick Tip:
You'll want to keep the original display group called 'TimeClock Users' so you have a display group that contains all your employees. Here's a blog with instructions for setting up a personal time clock.

We'd love to hear about other unique ways our customers are using display groups. Please drop us a note if you'd like to share.