Time clock events track time outside of attendance, work orders, and jobs on work orders. The time clock is useful for all of the tracking activities on which an employee spends time in any given day. Help articles are available for both time clock setup and using the time clock.
In addition to the help articles, you can view detail walkthroughs of several time clock features in these webinar segments:
Part 1: Logon to the Time Clock
Part 2: Time Clock Setup and Technician View
Part 3: Time Clock Records and Q&A
The sections below give brief explanations of the content that is found in these webinars, along with links to the corresponding help articles. You can find more information and detail guidance in the time clock setup and using the time clock articles.
To login to the time clock, click on the top-half of the Time Clock button in the Home ribbon. In popup, choose a user in the right pane, enter the Password of the user that is clocking in, and then click the OK button.
The General tab lists all of the jobs assigned and also all of the events that are available for this user to clock time against. In the General tab, you find a listing that contains three categories:
Active - items to which the user is logged in.
Available - all of the jobs that have been assigned to this user.
Events - all possible time clock events for this user.
The Completed tab lists all jobs that have been completed today for this user.
Click any of the Clock In links to clock the user into job or event, In the popup, confirm that the information is correct, optionally enter a Note, and click the OK button.
When the popup closes, you'll see a new item the Active section of the listing.
You could click the Clock Out link to clock out of this job or event. Or, you can clock in to the next job or event, as given in the explanation below.
Instead of clicking the Clock Out link, a user can click the Clock In link for the next job that the user is going to perform. In this case, a different popup will appear that prompts the user to enter a note for job on which s/he is clocking out and also for the job to which s/he is clocking in.
If the previous job or event is complete, the user should check the Mark as Completed box, and then click the OK button. If this box is not checked, the job will still appear in the Time Clock listing after closing the popup window. Any completed job will appear in the Completed tab.
In the Time Clock Setup article, you'll find that some users have the ability to close the shop by clocking out all users. Such a user can click the Time Clock drop-down button in the ribbon, and then click the Close Shop item (see the figure).
This action clocks out all users from every job or event. In the popup, you can optionally enter a Note to explain this action.
To access the Time Clock Events setup feature, click on the Setup button in the ribbon, then locate and click on the Time Clock Events item beneath the Location Setup node in the left window pane.
To enable a computer to function as a time clock for company employees, follow these steps:
Click the Setup button in the ribbon.
In the left pane locate Workstation Setup, and then click the Settings item.
In the right panel, check the Enabled box.
After following these steps, your computer is now available for use as a time clock.
Although it's unnecessary for a user to have general security permissions to use the time clock, there are various time clock permissions that you can configure for each user type. A user name is necessary to use of the time clock.
Follow these steps to :
Click the Protractor icon in the upper left corner of the Shop Manager window.
In the drop-down menu, click the Manager Options button (see the figure below).
In the popup, click the Security item in the left pane, and then click the Security Options button.
In the next popup, click Roles in the left pane to view all of the user roles. Click on a user role, then click the Action drop-drop button, then click Properties (as shown in the figure).
In the Roles popup, click the Permissions tab. Then scroll down in the listing to find the Time Clock item and double-click it.
There are 3 permissions that pertain to the time clock:
View (for Technicians) - grants the ability to view the Timeclock button, and also to clock in/out of attendance, time clock events, work orders, and jobs.
Modify (for Managers) - grants the ability to edit time clock records. This may be necessary for various reasons, including the case in which an employee forgets to clock out when leaving for the day.
Clock Out All (for Manager) - grants the ability (for a manager) to clock out all users out of all events.
Follow these steps to rearrange the display order of time clock events:
Access the Time Clock Events feature, as given in the instructions above.
To change the list order, click on a time clock event and drag it to the position in the listing that you need it to be.
Click the Save button in the ribbon.
Follow these steps to add or edit a time clock event:
Access the Time Clock Events feature, as given in the instructions above.
To add a new time clock event, click the Add button in the ribbon.
To edit an existing time clock event, click on the event in the listing and then click the Edit button in the ribbon to open the popup window.
Enter the time clock Code and Name for this event.
Check the Productive box if time for this event is productive time. Placing a check in this box will impact reporting on time clock events–including technician productivity.
Check the Exclusive box if this time clock event is to be exclusive of other events. Anyone who clocks into an exclusive event cannot be clocked into another event simultaneously. Work order jobs are exclusive, by default.
Click OK to save your changes and close the popup window.
Follow these steps to delete a time clock event:
Access the Time Clock Event setup feature, as given in the instructions above.
In the listing, click on the time clock event that you need to delete.
Click on the Delete button in the ribbon.
Click Yes to confirm you want to delete the time clock event.
To view time clock records and reports, click the bottom-half of the Time Clock drop-down button in the Home ribbon, and then click the Time Clock Records item (see the figure).
Enter a date range and specify other search criteria. Click the Search button in the ribbon to display matching time clock records.
If a user has suitable security permissions, s/he can use the buttons in the ribbon to Add, Edit, or Delete time clock records.