Time Clock Departments

Virtual TimeClock makes it easy to assign users to departments so you can generate reports with departmental totals for hours and wages. In fact, your time clock program already has built-in reports that separate hours by people, activity, department, and shift. All time worked by employees gets credited to the department to which they're assigned. This works great until you start having employees performing work in different departments and you're trying to maintain each department as its own cost center.

The solution is to use activities to represent the different cost centers because activities get selected when clocking in. So when Jeff from the Warehouse department works in the Call Center department, his Call Center hours will be properly accounted for. Both departments and activities can be set up in the Configure control panel.

Jeff
Tier 2 Tech Support
Redcort Software Inc.

Departments vs. Display Groups

When new users are setting up their time clock software for the first time, they often wonder about the difference between departments and display groups. They're both ways to group employees, but there are some major differences in how they're used.

Display Groups
Display groups are the program rules in use for each time clock, including what interface employees will use to open their User Status window so they can perform an action like clocking in, viewing their timecard, or reading their messages. Display groups allow you to quickly view and manage employees by location or department from the Administration window. Here are some other ways to use display groups:

• Limit what activities and out memos workers can select when recording time 
• Control user and manager access to program features 
• Choose what reports users and managers can view and print 
• Set what user names get displayed in the in/out board list for each time clock

Departments

Departments are assigned to users only for reporting purposes, and get credit for all hours worked by that user. Virtual TimeClock already has built-in timecards reports sorted by department.

Don't be surprised if some of your department and display group names overlap and share the same membership. Here's a quick cheat sheet:

Departments = reporting

Display Groups = user access, security, what the time clock looks like

Jeff

Technical Support Team

Redcort Software, Inc.