Virtual TimeClock Gets New Website

I hope you've found the information in this Virtual TimeClock support blog helpful over the years. I'm pleased to announce that Virtual TimeClock has a new and improved website so you can find future time clock support blog entries directly on our Virtual TimeClock software website.

Jeff
Tier 2 Tech Support
Redcort Software Inc.

Version 5 Time Clock Upgrade

We still occasionally have customers upgrading from version 5 of Virtual TimeClock. If that's you, then you'll need to download the separate version 5 time clock data converter from the website. It takes about 30 seconds to convert the average size data file and you get to maintain all of your timecard history from prior versions of Virtual TimeClock. The data converter will even locate your current version 5 data file for you. If it finds more than one, it will ask you to select the file you want to convert.

Database conversion failures are very few and far between. If you get a conversion failure notice on Windows, it's probably because you didn't quit your version 5 Virtual TimeClock program. Simply quit the time clock and run the conversion again.

Jeff
Tier 2 Tech Support
Redcort Software Inc.

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.

Importing New Time Clock Employees

You can import your new users into your employee time clock software by either creating a comma separated value (CSV) text file or exporting your employee list from QuickBooks. Let's talk about importing a CSV file. You can use a spreadsheet program like Excel and Numbers, or a text editor like Notepad and TextEdit to create and format the import file. You accounting program may also be able to export a list of employee names. Each line within the file represents a user and each comma within a line represents a field for that user. Fields are imported in the following order:

Last Name, First Name, Middle Name, Address, City, State, Zip Code, Home Telephone, Employee Number, Social Security Number, Password, Wage, Department Name

Unused fields may be empty as long as each line contains exactly 12 commas separating the 13 fields. Passwords must be unique. Virtual TimeClock will check the import file for duplicate passwords and compare passwords in the import file to the passwords for existing time clock users. If you're importing users into departments, the departments must already be set up in Virtual TimeClock with the exact department name.

Happy importing!


Jeff
Tier 2 Tech Support
Redcort Software Inc.

Setting Up Manager Security

Virtual TimeClock has a pretty sophisticated 3-tiered security system. At the top of the tier you have time clock administrators, who have unlimited access to everything in the time clock program. On the bottom tier, you have employees that can clock themselves in and out, view their hours, and send internal messages to other time clock users. Of course, you can give employees more or less access to some of the other time clock features based on your business workflow. Managers make up the middle tier. Again, there's a ton of flexibility here. Managers can quickly view and edit timecards for employees in their display groups. You can also grant managers more or less access to other time clock features. For example, you may want managers to be able to edit employee timecards but not add new timecard entries.

All this can be configured in the Display Groups Configure panel, including manager actions, access to configuration panels, and what reports managers can run. Manager settings can even be different for each display group.

Jeff
Tier 2 Tech Support
Redcort Software Inc.

PIN Time Clock Entry

Virtual TimeClock has an interface that allows employees to clock in and out by using a numerical PIN. They can enter their assigned PIN using one of the following methods:

• Use the built-in keypad on your keyboard
• Use the mouse to click the onscreen keypad
• Combine a touchscreen monitor with the onscreen keypad
• Replace manual PIN entry with an RFID reader
• Replace manual PIN entry with a barcode scanner

If you're using the PIN interface on a group time clock, you may want the program to launch in a maximized window so the rest of the desktop is hidden. Right mouse click the Virtual TimeClock desktop shortcut and click Properties. Click the Shortcut tab and change the Run popup menu to Maximized.

This will only work on Windows and the PIN window will revert back to its regular size if you turn admin on and back off.

Jeff
Tier 2 Tech Support
Redcort Software Inc.

Tracking Labor Costs at Different Locations

Do you use a time clock at different stores or office locations? Do you need to keep track of how much time employees spend at each of your locations? If the answer to either of these questions is "Yes" then you need to consider using activities.

Activities are used to track all time on the clock, whether paid or unpaid. Activities can be anything you want to track time for, and can be named whatever you want. Your time clock software has a default activity called ‘In’ that gets used each time you start work. As soon as you create a new activity, employees will be prompted to pick one from a list as soon as they start work for the day. They can continue to switch from one activity to another with the click of a button. If you have multiple retail locations, you'll want to create an activity representing the name of each store so you can determine your total labor costs per cost center by running the built-in activity reports.

New activities can be created and assigned to specific display groups from the Configure control panel.

Jeff
Tier 2 Tech Support
Redcort Software, Inc.

How to Import QuickBooks Time Clock Users

Rather than having to maintain two separate entry points when you hire new employees, Virtual TimeClock allows you to import QuickBooks time clock users. This means you only have to enter the new employee information one time before importing the new data into your time clock software.

First, export your QuickBooks employees. Go to the File menu of QuickBooks and select Utilities, Export, Lists to IIF Files. Check Employee List and OK. You may change the file name, but you must keep the .IIF extension.

Next, import your QuickBooks users. Choose Configure from the administrative toolbar of Virtual TimeClock and open the Users control panel. Click Add, Import Users and follow the instructions for importing a QuickBooks IIF File.

Existing Virtual TimeClock users will be updated with the personal information from QuickBooks if a matching social security number is found. For users with no social security numbers, you’ll be prompted to merge records for those users with the same last name. If you don’t import your QuickBooks users before performing your first time clock export, QuickBooks may create blank or duplicate employee records if it doesn’t find a name with an exact match.

All the steps needed to integrate QuickBooks with Virtual TimeClock can be found in our QuickBooks Payroll Integration Guide.

Jeff
Tier 2 Tech Support
Redcort Software, Inc.

Scripted Time Clock Installations

The Virtual TimeClock installer can be run from a command line and accepts some parameters to assist in scripted installation. This is especially helpful when you need to install a large number of time clock clients. Here are the most common parameters.

/SP-
Disables the This will install... Do you wish to continue? startup prompt at the beginning of installation. The parameter includes the trailing dash ( - ).

/SILENT, /VERYSILENT
Instructs the installation to be silent or very silent. A silent install does not show the wizard or the background window. It does display the installation progress window. A very silent install doesn't show the progress window in addition to the two windows suppressed by the SILENT parameter. In either case, any error messages that occur during installation are displayed. /SILENT and /VERYSILENT do not suppress the startup prompt (above).

/SUPPRESSMSGBOXES
Suppress message boxes during installation. Only has an effect when combined with /SILENT and /VERYSILENT. Any message boxes that would have been displayed are responded to in the following fashion:

• Keep newer file? = yes - newer files are kept
• File exists, confirm overwrite. = no - files are not overwritten
• Abort or Retry? = Abort - process is ended
• Retry/Cancel? = Cancel - process is canceled
• Warnings about low disk space, directories existing (or not), exit the setup program, confirmation of uninstallation, etc. = Yes - continue the operation
• Setup or uninstall completed, and restart needed = Yes - restart the computer

Examples
Here are some examples of these parameters in action that you may find useful. These examples are using the Pro Client installer.

Install the program without displaying any of the standard prompts, i.e. install location, but still show the progress, and verify the user wants to perform the install: TimeClockProClientSetup.exe /silent

To avoid asking the user to confirm, but still show progress: TimeClockProClientSetup.exe /SP- /silent

Confirm that the user wants to perform the install, but show no other progress: TimeClockProClientSetup.exe /verysilent

Skip the confirmation, and don't show any other progress: TimeClockProClientSetup.exe /SP- /verysilent

Jeff
Tier 2 Tech Support
Redcort Software, Inc.

Port Forwarding

In order to use Virtual TimeClock at different locations over the Internet, there are a couple of one-time setup steps that need to be completed.

Static IP address
First, have your Internet service provider (ISP) update your Internet service to a static IP address. Make note of the static IP address they assign you and have them update the router configuration at your time clock server location to use the new static IP address.

Port forwarding
Second, open a port on the router at your time clock server location. This is commonly known as 'port forwarding' or 'port mapping'. Since every router is a little different, you'll need to consult the user's guide that came with your router for the exact steps to set up port forwarding. There's a website call Portforward.com that I've found really helpful for setting up port forwarding on different routers and modems. It's not comprehensive, but it's rare I can't find the router I'm looking for.

Jeff
Tier 2 Tech Support
Redcort Software, Inc.

In/Out Board Display Columns

If you're using the In/Out Board interface with your time clock software, there's an additional configuration setting that allows you to set what list columns get displayed. The columns you can optionally remove are Entry Date, Entry Time, New Messages, and Status. This allows you to take advantage of the real-time monitoring of whether employees are clocked in, out, at lunch, or on break without displaying some of the more personal information of when they started those activities.

I had a customer recently who removed some of the list columns so they weren't visible in user mode but then didn't want those same columns missing in admin mode. He wanted the managers to have the full in/out board when they turned on administration. Here's what we did so he could have the minimum amount of columns displaying in user mode and all of the columns displaying when the managers logged in.

We left the current display group with the columns removed alone and created a new one. We called the new display group something like "TimeClock Users - Managers", set it to the In/Out Board interface, and left all of the list columns selected. Next, we removed the managers from the original display group and added them to the new display group.

Now when managers walk up to a user time clock, the list columns are removed but when they turn on administration with their manager passwords, all of the list columns are displayed.

Jeff
Tier 2 Tech Support
Redcort Software, Inc.

Does Your Time Clock Admin Need to Punch In and Out?

When you first create your time clock software company database, you're also required to create an administrative user account. This time clock administrator account is not automatically added to the time clock list for punching in and out. So if this initial admin user needs to use the time clock to punch in and out, you'll need to add them to the list. We don't recommend creating a second non-admin user with the same name to use when clocking in and out because that could be confusing. Instead, you'll want to add the admin user to a display group.

Go to Configure, then Users, select the admin user name and click Groups. Select the display groups that you'd like the admin user to be a part of, like TimeClock Users. Now the name of the admin user will appear on the In/Out Board list so they can clock in and out like everyone else.

Jeff
Tier 2 Tech Support
Redcort Software, Inc.

Tracking HR Compliance and Employee Discipline

Employee time clock software is a great way to keep track of your employee HR compliance and discipline issues. You can centralize just about any kind of employee related information. This includes things like wage history, annual review dates and outcomes, safety and other job related training, dates and types of professional credentials or certification, and dates of disciplinary actions. And since only an administrator can access the Users Configure panel, you know this sensitive information is always electronically secure.

Launch your Virtual TimeClock software, turn administration on and go to Configure, and then Users. Select a user and click the Notes tab.

Jeff
Tier 2 Tech Support
Redcort Software, Inc.

Registering Networked Time Clocks

Virtual TimeClock Network Edition is a client-server based time clock system that allows you to run time clocks on multiple computers. Licensing is based on the number of computers that need to run the time clock software, not the number of users. This allows you to deploy time clocks on individual computer workstations or as time clock kiosks that allow a group of employees to clock in and out from a particular computer.

When you receive your Network Edition license email from us, it will have a Program License Key and a Client License Key. You only have to enter your registration information one time. The most common place to register your employee time clock software is from the Help menu of one of your time clock clients. This will update the time clock server so you DO NOT need to enter the license information on the other time clock clients. You can also register your time clock software from the Licenses panel of the Virtual TimeClock Server Manager.

Jeff
Tier 2 Tech Support
Redcort Software, Inc.

Time Clock for Second Location

Growth is a good thing, especially if it means your business is expanding. Virtual Time Clock is flexible enough to grow with your business. I often talk to business owners who are opening a second location and want to know what they need for an employee time clock. We go through several questions to come up with the best solution.

1. Is the second location a separate business entity? A good clue is if it has a unique tax ID. If it does, you may want to run another Pro Edition that's independent of the time clock at the original location.
2. Will employees be working at both locations? This is an important question because if employees work at both locations, you'll want a single employee time card. Otherwise, weekly overtime totals won't be correct. This means the best solution would be networked time clocks.
3. How's the Internet access? If both locations have stable Internet then the Network Edition is the way to go. If not, it might be less frustrating to go with stand alone time clocks.

Just asking these simple questions about your business will help determine which time clock will best meet your time & attendance needs.

Jeff
Tier 2 Tech Support
Redcort Software, Inc.

Rest and Meal Period Confirmation

Virtual TimeClock allows you to customize the signature line text on your employee time cards to specifically address your legal responsibilities as an employer. Here are some examples time clock software customers have shared with us in the past. Employers shouldn't use these or any other statements for their employee time cards without the advice of their legal counsel.

Rest Period Confirmation
I understand that I am entitled to rest periods each workday at the rate of 10 minutes net rest time for each four hours of work or major fraction thereof.  I hereby certify and declare that I have received all my rest periods in accordance with this requirement during each workday that occurred within the pay period covered by this time card.

Meal Period Confirmation
I understand that I am entitled to a meal period whenever I work more than five hours in a workday.  I hereby certify and declare that I have received all my meal periods in accordance with this requirement during each workday that occurred within the pay period covered by this time card.

General Time Acknowledgement
I hereby certify and declare under penalty of perjury that (1) I have received all the rest periods and meal periods that I was legally entitled to on each workday within the pay period covered by this time record, (2) this time record fully and accurately reports all the time that I have worked during the covered pay period, and (3) I am making this declaration freely and voluntarily.

To change your time card confirmation statement, go to Configure, then Report Writer, select your employee time card and click Signature Text.

Jeff
Tier 2 Technical Support
Redcort Software, Inc.

Electronically Sign Time Cards with Preview

Virtual TimeClock allows you to save employee time cards as a PDF so you can store them electronically or email them as an attachment. Mac OS X Preview will even let you electronically sign PDFs. Using your Macs built-in iSight camera to capture your signature, Preview will let you create an electronic signature which can then be used to sign PDFs of your employee time cards. This works in OS X Lion and Mountain Lion. Here's how:

1. Launch Preview, and from the Preview menu select Preferences.
2. Click on Signatures and then Create Signature.
3. Sign a piece of white paper and hold it up to the camera so it looks straight on the blue line and watch the Signature Preview pane until you're satisfied.
4. Click on Accept to capture the digital signature.
5. Open the PDF of your employee time card.
6. Click on the Annotations button (pencil icon) followed by the Signatures button.
7. Now click where you want the signature to appear.

Jeff
Tier 2 Technical Support
Redcort Software, Inc.

Electronically Sign Time Cards with Adobe

Saving employee time cards as a PDF makes it easy to store them electronically or email as an attachment to managers or your payroll processor. Adobe Reader X will even allow you to electronically sign PDFs. You can type your name, draw your signature, or place an image of your signature on a document. The signature becomes part of the PDF. Here's how:

1. Open the timecard you've saved as a PDF.
2. Click the Sign icon in the toolbar to open the Sign pane.
3. To add text, such as the date, click Add Text in the I Need To Sign panel. Click in the document where you want to add the text, and type.

4. In the Sign pane, click Place Signature.

5. In the Place Signature dialog box, choose how you want to place your signature. You can choose to type, draw, or import a signature. Reader uses that signature on future PDFs you sign.


6. When you are satisfied with your signature, click Accept.
 To use an image, click Browse and locate your signature file.
7. Click in the PDF where you want to place your signature.
8. When the document is complete, click Done Signing in the Sign pane.

Jeff
Tier 2 Technical Support
Redcort Software, Inc.

Semi-Monthly Payroll Periods

It's easy to confuse payroll period end dates with pay days. We talk to a lot of time clock software users that are doing all kinds of gymnastics because their payroll period ends on the 15th and their payroll company needs a 2-day lead time in order for employees to get paid on time. So they collect timecards on the 13th and estimate time for the 14th and 15th. Plus they have to remember to go back and check the 14th and 15th the next payroll period to make sure they didn't overpay or underpay their employees.  And heaven forbid that the end of a payroll period falls on a weekend!

There's a real simple solution for all this anxiety and guessing. It's what we do here at Redcort Software. We also use a semi-monthly payroll period, the first period runs from the 1st of the month to the 15th and the second period runs from the 16th to the end of the month (no matter what day that is). However, we get paid on the 5th and the 20th. This means the hours that get reported are the actual hours worked. The payroll company has enough time to process payroll and there's no fancy scheming with a calendar just to make sure everybody gets paid on time.

Jeff
Tier 2 Technical Support
Redcort Software, Inc.

Setting Custom Time Card Dates

Most of your employee time card reports will default to the date range of the current payroll period. The only time this wouldn't be true is if you haven't been closing your payroll periods. Sometimes you may want certain of your time clock software reports to default to a date range other than the current period. For example, you may have a job production report that you want to look at monthly, or perhaps it's vacation and sick time taken by each worker for the entire year. Whatever the case, it's easy to set the default date range for each report to something other than the current payroll period. Here's how:

Turn on administration, go to Configure and then Report Writer. Select the report and set your new default date range.

Now, each time you run the report it will use the dates based on the default date range setting.

Jeff
Tier 2 Technical Support
Redcort Software, Inc.