Deleting & Inactivating Users

Deleting & Inactivating Users

Virtual TimeClock allows you to designate any person a User, Manager, Administrator, or Inactive. An Inactive user is a user who no longer uses the TimeClock. This includes terminated workers, temporary or seasonal workers who may or may not return to the company, and employees who will return to work after a leave of absence.

When users are no longer using Virtual TimeClock, we strongly recommend making a user inactive rather than deleting them. When a user is deleted, all of their historical time and attendance records are permanently deleted. Because of this it is important to use caution when deleting users or granting managers permission to access the Configure Users window.
 
Making a user inactive is a safe and secure alternative to deleting a user. When a user is made inactive, they are removed from all display groups. Inactive users will not show up on the TimeClock. Their password will not allow them to access the TimeClock. Because we use a powerful SQL database, you can have hundreds of inactive employees without any significant impact on the performance of your TimeClock software.

On the positive side, maintaining inactive users allows administrators immediate access to all of the inactive employee's historical timecard information should a question about their time and attendance arise at any later date. Additionally, a TimeClock administrator can quickly and easily reactivate an inactive user at any point in the future. 

How to Make a User Inactive
  1. Select Turn Administration On from the File menu.
  2. Select Users from the Configure menu.
  3. Click the user in the list on the left of the Configure Users window.
Note: If you do not see a user's name when looking by last name click Active Users in the bottom left corner and select Show All Users.
 
  1. In the Access tab change the status of a user by clicking the Status popup menu and choosing Inactive.
  2. Enter the user’s last day of employment.
  3. Click Apply to save the changes.  
Note: Importing a user from QuickBooks will by default set their status to User. If a user is set to Inactive and their information is imported again, their status will be changed back to User. Use the above steps to manually change the status of a reimported user to Inactive
 
Timecards & Report for Inactive Users
When a user is inactive all their timecard entries, leave awards, and overtime hours are recorded and accessible by an administrator.
 
Basic Edition
To view a timecard for an inactive user in Virtual TimeClock Basic edition you must reactivate the user. To reactivate the user:
  1. Select Turn Administration On from the File menu.
  2. Select Users from the Configure menu.
  3. Change the status of a worker from Inactive to User or Manager.
  4. Run timecards or reports as you would for any user.
Note: The Basic edition is limited to 3 users and an administrator. If you have reached your limit of users, you can upgrade to the Pro edition. The Pro edition has additional features and allows for an unlimited number of users. Request a discount code if you are interested in upgrading to the Pro edition.  
 
Pro & Network Editions
An administrator can easily view a report for an inactive user without reactivating the user the Virtual TimeClock Pro and Network editions:
  1. Select Turn Administration On from the File Menu.
  2. You must login as an administrator (rather than a manager). Only administrators can run reports for inactive users.
  3. Select Inactive Users from the popup menu in the bottom right hand corner of the In/Out Board Administration window. 
  4. Select your report of choice from the Reports program menu.
  5. Click the People & Dates icon in the Report window toolbar to choose the inactive worker(s) and date range desired for your custom report.
 
Reactivating Inactive Users
You can reactivate any user at any time to grant them access to the TimeClock. This is done by simply changing their status from Inactive to User, Manager, or Administrator and then assigning them to one or more display groups. To reactivate an Inactive user:
  1. Select Turn Administration On from the File menu.
  2. Select Users from the Configure menu.
  3. Select the user in the list on the left of the Configure Users window.
Note: If you do not find the user when looking by last name, change the users displayed. Click the Active Users button in the bottom left corner and click Show All Users.
 
  1. In the Access tab change the status of a user by clicking the Status popup menu and choosing User, Manager, or Administrator.
  2. Click Edit in the Display Group Member section to add the user to one or more groups.
Note: If a user's status is set to manager assign to user to the correct display group(s) they are to manage by clicking Edit in the Groups Managed section.
 
  1. Click Apply to save the changes.