In Virtual TimeClock, Managers are users who are granted permission to access specific features of the time clock. Manager permissions are set at under display groups. If you are new to display groups, then we recommend you review our overview of display groups Knowledge Base article to understand how display groups work and how you can utilize them.
Note: Any changes made to a particular group will only affect the managers and users of that group. Repeat the following steps if you need to make the changes to multiple groups.
To access user permission settings:
Assign Managers to a Display Group
- Select Turn Administration On from the File menu.
- Select Display Groups from the Configure menu. Choose the group you want to edit permissions for in the left column.
- Select the Managers tab.
- Save any changes you make before leaving the Configure Display Groups window.
Managers are assigned at a group level, so if you have multiple groups make the necessary changes to each group. Users can be assigned as managers to multiple groups and there can be an unlimited number of managers for a display group. To assign users as managers of a group:
- Follow the steps above if you are not already in the Managers tab of the Configure Display Groups window.
- Click Select in the Group Managers section and click to check the box for users you want to assign as managers of the group.
- Select Save Changes.
Note: Managers must have a password to log into administration mode. When they log into administration mode they do not have full administration function, they only have access to what the administrator granted them access to.
MessagingEntry Modifications Options
The time clock has an internal messaging system that allows users, administrators, and managers to talk to others in the time clock. Messaging is enabled by default for managers, but it can be disabled by unchecking the box for Enable manager messaging
. If you're interested in learning more about this feature, review our overview of messaging with Virtual TimeClock
Knowledge Base article.
The Entry Modifications section is where you can assign permissions for managers to add or edit entries for users in the display group. If granted permission, managers can perform the actions by selecting the Entry Editor, Add Entry
, or Add Leave
icons in the toolbar of the In & Out Board when logged into administration mode. Any entry modification options enabled can be performed for entries in the current payroll period or for future dates.
If an entry is added or modified by a user, manager, or administrator the entry will be annotated to the right of the report. There will be an ‘A’ to signify an entry was added or an ‘M’ for modified.
Managers can be granted additional access to administrative functions in the Administration
- Close Payroll Periods: Managers can close a payroll period.
Note: Managers can only do this if they are a manager of a group that includes all time clock users, including themselves.
Access to Features
- Perform Data Backups: Grant permission to do a manual backup. This is only available for Pro Edition managers.
- Export Payroll Data: Managers can export payroll data for past payroll periods from the Payroll Approval window.
- Export Report Data: Managers can export data for all reports they have access to for current and past payroll periods.
Managers can be granted permission to access and edit time clock settings in the Manager Configure Access
section. For example you may want to allow managers to add leave awards or activities for their users, but not be able to edit overtime rules or edit report settings.
- Follow the steps at the top of this article if you are not already in the Managers tab of the Configure Display Groups window.
- Click Select in the Manager Configure Access section and click to check the setting(s) you want manager(s) to have access to.
- Select Save Changes.
Note: Giving managers access to the Configure Users window allows them to see personal information and to permanently delete a user. Use caution when granting access to this setting.