Time Clocks At Multiple Locations

There are a couple of options when deciding how to deploy time clock software at multiple business locations. There's really no right or wrong answer, it just depends on your business needs and how you plan on utilizing the time clock.

Networked Time Clocks
The first deployment option is to network time clocks at the two locations together. This option is best if:

• You need to monitor when employees come and go from either location.
• You want 1 time card per employee, even if they work at both locations.
• You need weekly overtime totals to be calculated on the total time worked at both locations.

Stand Alone Time Clocks
The second deployment option is to put two separate time clocks at the two locations. This option is best if:

• You have unreliable Internet service at either location.
• You pay employees from different cost centers so you need 2 separate time cards per employee, even if they work at both locations.

Contact us if you'd like to discuss time clock deployment and licensing options in more detail.

Jeff Morrow
Virtual TimeClock Product Specialist
Redcort Software

Different Pay Rates for Different Jobs

It's not unusual for employers to pay workers a different wage based on the job they're performing. A common example occurs in the restaurant business. An employee may get paid a different wage depending on whether they're waiting on tables, hosting, or part of the catering crew. We see the same thing with some of our dental time clock users. An employee may earn one rate when acting as a dental assistant and a different rate when working as a dental hygienist. What you need to know from your time clock software is how many hours were spent performing each role. It's up to your payroll software to handle the rest.

The first thing you'll want to do is set up a different activity for each of the roles you need to pay at a different wage. In Virtual TimeClock, go to the Lists menu and choose Activities. Give each new activity a name that will be easy to recognize for workers when clocking in. The second thing you'll want to do is set up the pay rates for those same activities in your payroll software for each employee.

That's all it takes. Now your time clock software reports will have a breakdown of hours for each activity that can be quickly entered into your payroll system.

Jeff
Technical Support Team
Redcort Software

Changing Time and Date Formats in Windows

No matter where you're at in the world, it's almost guaranteed you see things in a slightly different way than everybody else. There are regional variations for how we view time, dates, and even currency. Virtual TimeClock has the flexibility to display all of these elements exactly the way you want to see them. No wonder we have time clock software users in over 50 countries!

Virtual TimeClock relies on your computer's settings to know how to display dates and time in the main time clock window and timecard reports. Here's how to make changes to your date and time formats on Windows 7.

1. Choose Control Panel from the Start menu.
2. Click Clock, Language, and Region.
3. In the Region and Language section, click Change the date, time, or number format and make the desired changes.
4. Now just quit and restart your time clock to see the new format changes.

Blair Crump
Technical Support Team
Redcort Software

Setting a 24 Hour Clock on Mac

We often get asked how to change Virtual TimeClock to display in military time, or a 24 hour clock. It's easy to to do once you know how your time clock software renders time. Virtual TimeClock uses the same date and time format settings that your computer does. This means that in order to display a 24 hour clock, you'll need to set your computer to do the same. Here's how to change your time format on Mac OS X.

1. Open System Preferences from the Apple menu.
2. In the Personal section, click Language & Text.
3. Click the Formats tab.
4. Click the Customize button in the Times section.
5. Click on the hour button and choose the time format you want.
6. Now just quit and restart your time clock to see the new format changes.

Blair Crump
Technical Support Team
Redcort Software

Reporting Salaried Workers to Payroll

The purpose of employee timecards is to keep track of total hours worked. Time clock software does this very well for hourly employees. But what about salaried workers? Technically, salaried workers shouldn't have any hours to report because they're not punching the clock. But there may still be reasons to have your salaried employees use the time clock, like: allows you to replace your manual in/out board, improve office communication, track available and remaining vacation hours, accurately bill clients for labor hours, and make it easier to manage labor costs.

Timecard summary reports are often used for payroll processing because they contain one-line totals for each employee, but they typically exclude salaried workers. If you need salaried worker names to appear on time card summary reports so your payroll processor knows to give them a paycheck, then just create one manual entry each payroll period for zero hours (use the same start and stop time). This will cause the salaried worker's name to appear on timecard summary reports.

Jeff
Technical Support Team
Redcort Software

Employees Come and Go

Employees come and employees go, that's just the nature of business. Virtual TimeClock has an elegant solution for staying on top of old employee records. Changing a user's employment status is sometimes overlooked as an alternative to deleting a user that's no longer employed. Instead of deleting a user, you can change their status to 'Inactive' or 'Terminated'. They both accomplish the same thing, the only difference is that one allows you to enter a termination date.

This allows you to keep all the previous timecard records for the employee while at the same time removing their name from the main time clock software window and other worker selection lists. You can change an employee's status by going to the Lists menu, choosing Users, selecting the employee, and clicking the Employment tab.

Blair Crump
Technical Support Team
Redcort Software

New Leave Categories and Worker Leave Reports

Virtual TimeClock allows you to set up as many different leave categories as you want, both paid and unpaid. This allows you to customize your time clock software to meet the attendance tracking needs of your business. Although Virtual TimeClock already comes with some common leave categories like holiday, personal, sick leave, and vacation, you can rename them or add as many others as you want.

However, new leave categories will not show on the Worker Leave report until you add them. Go to the Reports menu, choose Report Writer, and select the Worker Leave report. On the right hand side, you'll see a list of all your leave categories. Select the checkbox next to any new leave categories you've added and save.

New leave categories aren't automatically added to the Worker Leave report because the Entries drop-down menu is already set to include only selected leave categories. The new leave categories should automatically be added to other default leave reports.

Jeff

Technical Support Team

Redcort Software