Tips & Tricks

Virtual TimeClock Tips & Tricks - June 2015

Summer is almost here and that may mean changes for your business. For some, the change of season brings an increase in staff time off requests. For others, the change comes in the form of hiring and managing new seasonal workers or interns. Below, we’ll show you some quick ways to manage those vacation requests and also keep tabs on your newly expanded labor force so you can make the most of your time and attendance system when the heat hits.

Managing Vacation Requests
Managing the increase in requests for time off during the summer months can be a real challenge. Fortunately, there are some easy ways to manage these requests.

One way is for employees to use the built-in messaging system to send a vacation request to their manager. Using a subject like 'Vacation Request' and including the dates in the body of the message make it clear what the request is for. The manager can quickly enter the leave entry if it's approved and even reply to the message by adding 'Approved' or 'Denied' to the subject.

A less common option is to give employees the ability to enter their own days off. In this scenario, managers can review employee leave requests by checking the Leave Detail report. A manager can allow the entries to remain, change them to unpaid time off, or delete them. Here are the steps for allowing employees to enter their own time off.
Quick Tip:
Here's how employees can check their remaining vacation, sick, or PTO hours for the year.

Managing Temporary Employees
This is also the time of year when many businesses are looking for additional help for the summer. It's easy to set up your time clock program to handle these seasonal workers without impacting your other full time and part time employees. Add your new employees by turning on administration and choosing Configure > Users from the menu bar.

You may also want to report hours, monitor punch times, and run payroll separately for your seasonal employees. This is easy to do:

Choose Configure > Display Groups from the menu bar and create a new display group called something like "Summer" and add the new users to the group.

The new employees will clock in and out just like your regular employees but now you can run their timecards and monitor their attendance separate from your regular employees by selecting the "Summer" group from the display group filter in the bottom right corner of the administration window. When you no longer have need of the seasonal or temp employees, you simply return to Configure > Users and make the users inactive. If they come back next year, you can make the user active once again and add them back into the "Summer" display group.
Quick Tip:
Do you know the difference between deleting a user and making them inactive? This blog has the answer

Using Seasonal Activities
One of the great features of Virtual TimeClock is the ability to track time against different tasks, departments, jobs, or even locations. We call these 'Activities.' For example, you may need to keep track of a seasonal employee who gets one rate of pay for lifeguarding and a different rate for teaching swim lessons. At the end of the season, activities can be made inactive so they no longer appear in the current selection list when starting work. However, these activities will still be available for historic timecard reporting. An activity can be made inactive by choosing Configure > Activities from the menu bar and changing its status to 'Inactive.'
Quick Tip:
Here's all you need to get started using activities.

Let Virtual TimeClock help you breeze through those sometimes hectic summer months by cutting down the paperwork associated with vacation requests as well as helping you effectively manage seasonal employees and their time.