Time Clock | Overview

1) Overview of a time clock

2) Create a time clock

3) Clocking

4) Notices on a time clock

5) Updating a time clock

6) Changing devices 

 

1) Overview of a timeclock

The time clock in easyemployer is used to track employee shift start times, end times and breaks. Clocking data is sent to easyemployer timesheets. Once a time clock has been created, generates a unique URL. Once this has been loaded onto a device, that URL cannot be used on a different device (unless certain steps are taken).

The time clock display can vary based on settings. Different display options will be displayed below. 

 

Hidden display

This is display is used when users are clocking on using a fingerprint scanner and should not be able to see other users that are currently clocked on or are due to being shifts soon. No users will be displayed using this setting. 

 

Standard display

The standard display is broken down into three sections. The top section shows the users that are rostered to work. The middle section displays users that are currently clocked on. The bottom section displays users that are currently on a break. 

 

Orientation 

In the top left corner of the time clock has two to three icons. The first is the online/offline indicator. If the time clock is communicating with the easyemployer servers this will appear as online. If connection to the servers has been interrupted, this will appear as offline. The time clock can still be used while offline but all data is stored locally on the device until the time clock comes back online. Avoid shutting down the time clock while it is offline as clocking data that has not been pushed to the server may be lost.

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The second icon in the top right is the time clock reload button. Clicking this will force the time clock to reload. This is used when the time clock settings have been updated and the time clock needs to be refreshed to display the changes. 

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The final icon in the top right is the fingerprint scanner icon. This shows the status of the fingerprint scanner that is connected to the device. If the fingerprint icon is blue, the fingerprint scanner is active. If the fingerprint icon is grey, the fingerprint scanner is inactive or not longer connected.

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2) Create a time clock  

A new time clock can be created at any time. This can be done by following the steps below.

1. Click on Organisation in the navigation bar.

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2. Select Time clocks

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3. Click Create a new time clock

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4. A popup box will appear. A name and a password needs to be given to the time clock. The name of the time clock should reflect its location. This will make it easier to change the device that a time clock operates on when required.

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5. A password needs to be set to a time clock. Passwords can be overridden whenever required. Passwords set here are subject to the same requirements as any other password in easyemployer. Please see the password requirements guide for more information. 

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6. Once the fields have been completed, click the Create button.

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7. Another popup box will be displayed for users to select the sites, areas and roles that should be able to use the time clock. Click the sections of the organisation structure that should be included and click Save.

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8. Another popup box will be displayed. Selections need to be made regarding how the time clock can be used and should function. Each tick box has its own purpose: 

  • Allow clocking of shifts - should the time clock allow users to clock shifts
  • Allow clocking of breaks - should the time clock allow users to clock breaks
  • Allow PIN logins - if users can log in using a PIN code
  • Allow fingerprint logins - if users can log in using their fingerprint
    • Allow popups on fingerprint logins - only available if allow fingerprint logins is enabled. This can be used on a shared computer that is also used to clock shifts using fingerprints. When a user puts their finger on the scanner the time clock will appear on the screen if it was running in the back ground. 
  • Hide users - Users the are working, clocked on or on break will not be displayed on the time clock. A notification will be provided asking users to clock in to begin their shift.
  • Display rostered and clocked times - if the time clock should display rostered and clocked times for users and their shifts.
  • Display site names - if site names should appear on shifts in the time clock
  • Display area names - if area names should appear on shifts in the time clock
  • Allow refresh - enables the refresh time clock button in the top left of the page

Click Save to continue.

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9. The final popup box will be displayed. This is the URL that is linked to this specific time clock. It can only be opened on one device and requires the password to activate. Copy the link provided into a web browser on the desired device. 

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10. The time clock will load and request the password. Enter the password and click OK

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11. The time clock will load and can be used. 

 

3) Clocking

Employees can clock shifts in the following ways. 

1. To start a shift, click on your name as shown in the following picture:

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2. The user will then enter there pin which they set as explained in the following guide: Setting your pin

OR the user will then scan their fingerprint (only available after their fingerprint has been enrolled in the system: Enrolling a user's fingerprint guide

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3. Click Start shift to start your shift

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Taking a break

1. Click on your name

2. Enter your pin or scan your fingerprint

3. Click on Start break

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4. Click on the break type

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Ending a break

1. Click on your name

2. Enter your pin or scan your fingerprint

3. Click on End break

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Ending a shift

1. Click on your name

2. Enter your pin or scan your fingerprint

3. Click on End shift

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Note: After you make your selection, always click log out to exit your account. 

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4) Notices on the time clock

Notices can be used to send messages to staff that are on shift or about to start a shift. Normally, employees would access their notices using their easyemployer inbox. Up to two weeks of notices can be displayed on the time clock for users. 

When a user logs onto the time clock dashboard, they will see an indication if any unread notices exist.

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Clicking the button, will cause a list of notices to be displayed.

Clicking on the notice will show the notice details

If a user logs out without reading their notice, they are reminded to view it: 

 

5) Updating a time clock

Time clocks can be updated and their settings changed when required. The steps below will explain what can be updated and how to make changes. 

1. Click on Organisation in the navigation bar.

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2. Select Time clocks

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3. Locate the time clock that needs to be updated. A list of time clocks will be displayed on this page. 

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4. Many sections can be updated on this page. The name of the time clock can be edited by clicking on the edit button.

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5. The groups that have been selected to use the time clock can be changed by click the second edit button on the page. 

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6. Additional edit options are available by clicking the cog that appears when hovering the cursor over a time clock.

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7. Options available in the cog include:

  • Settings - this enables users to change how the time clock can be used
  • Reset password - used to change the password if the time clock needs to be moved to another device (users need the correct permission to do this, knowing the old password is not required). 
  • Get link - a pop up box will appear with the link for this time clock 
  • Reset lock - used to unlink the time clock from the device it is currently running on
  • Delete - the time clock will be deleted and can no longer be used

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6) Changing devices

A time clock can be moved to a new device when required. Follow the steps below on how to do this. 

1. Click on Organisation in the navigation bar.

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2. Select Time clocks

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3. Locate the time clock that needs to be moved. A list of time clocks will be displayed on this page. 

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4. Hover over the time clock and click the cog.

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5. First select Reset lock. This will unlink the time clock from the current device (it also means that the time clock will no longer function on the device).  

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6. Click the cog again and select Get link. The pop up box with the link will appear. Copy the link and enter it into the browser on the desired device. 

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7. The password is required to load the time clock, If the password is unknown, click the cog again and select Reset password. A new password can be set by any user with the appropriate permission. New passwords need to meet password requirements. 

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