Time Clock | URL Setup & Configuration – easyemployer support

1) Overview
2) Create a time clock URL
3) Time clock URL usage (clocking)
4) Advanced functions of the time clock URL

i) Online vs. offline indicator
ii) Refresh button
iii) Fingerprint scanner indicator
iv) Different display options

5) Update a time clock URL configuration

i) Where are the time clock configurations located
ii) Time clock groups / roles
iii) Time clock settings
iv) Time clock password

6) Reset a time clock URL

i) Understanding the cookie logic
ii) Recommended steps for moving a time clock URL

🔍 RELATED ARTICLES

Time Clock | General Information & Overview
Employee Guides | Time Clock (Employee)
Time Clock | Offline Mode

1) Overview

The time clock URL in EE (Easy Employer) is used to generate a time clock for clocking function. Clocking data is sent to EE timesheets. Once a time clock URL has been created, this can be used on your time clock "installation". Once this URL has been configured for your "installation", that URL cannot be used on a different device without resetting the time clock URL.

2) Create a time clock URL

Click on Timesheets.
Select Time clocks.
Click Create a new time clock.
A popup box will appear. A time clock 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.
- A password needs to be set to a time clock. Passwords can be reset whenever required. Passwords set here are subject to the same requirements as any other password in EE.
- Once the fields have been completed, click Create.
Another popup box will be displayed 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.
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 pop ups on fingerprint logins: only available if allow fingerprint logon 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 background.
- 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.
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 the "installation" you have setup.
The time clock will load and request the password. Enter the password and click OK.
The time clock will load and can be used.

NOTE:

A new time clock URL can be created by those with sufficient permissions to do so. This can be done by following the steps below.
It is an organisation's responsibility to delete unused time clock URLs when necessary. Failure to maintain the list of 'used' time clock URLs can result in extended duration when using the time clock page (e.g. loading the page, updating configurations, etc).
Upon initial usage, allow the time clock to cache its "data" for at least 120 seconds before using / refreshing / closing your time clock "installation".
Failure to do this (duration to wait is dependant on your internet speed) can result in the time clock URL installation failing.
In the event of this refer to the instructions "resetting a time clock URL" and reset the time clock URL and re-setup the time clock URL against your "installation".

3) Time clock URL usage (clocking)

Please see the RELATED ARTICLES section for further information for end user usage of the time clock.

4) Advanced functions of the time clock URL

i) Online vs offline indicator

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 EE servers this will appear as online. If connection to the servers has been interrupted, this will appear as "offline".

NOTE: Please see the RELATED ARTICLES section, for further information on the "Offline Mode" function.

ii) Refresh button

The second icon in the top left is the time clock reload button. Clicking / tapping 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 reflect the changes.

iii) Fingerprint scanner indicator

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, where the "installation" meets the requirements and the time clock is configured correctly. If the fingerprint icon is blue, the fingerprint scanner is active. If the fingerprint icon is grey, the fingerprint scanner is inactive or no longer connected.

iv) Different display options

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.

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.

5) Update a time clock URL configuration

i) Where are the time clock configurations located

Click on Timesheets in the navigation bar.
Select Time clocks.
Settings are located under the three dots icon at the end of a time clock row.

ii) Time clock groups / roles

Click on Timesheets in the navigation bar.
Select Time clocks.
Click the edit button under groups.
Select the groups from the list, and then click Save.
Once the time clock refreshes, it will reflect the changes to the groups configured.

NOTE:

You can configure a time clock URL to be either for "individual roles" (e.g. selecting one or many roles) but also configure a time clock URL for a site / area / container, etc.
In either case, the time clock role configuration will match that of the organisation structure. If you add a role in the organisation structure at a later date after the clock url was originally generated, the newly created role WILL NOT be automatically added to the time clock URL configuration and it will require to be manually updated in order to add any recent changes.

iii) Time clock settings

Click on Timesheets in the navigation bar.
Select Time clocks.
Settings are located under the three dots icon at the end of a time clock row.
The following screen will appear.

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 pop ups on fingerprint logins: only available if allow fingerprint logon 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 background.
- 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 update the configuration. Once the time clock refreshes, it will reflect the changes to the groups configured.

iv) Time clock password

Click on Timesheets.
Select Time clocks.
Click the Reset password option under the three dots icon at the end of a time clock row.
Enter a new password (new passwords need to meet password requirements).
Click Save to update the password.
The following message will be displayed
The new password will need to be entered into the time clock if it is running.

6) Reset a time clock URL

i) Understanding the cookie logic

Each time clock is authorised to work on one "installation" only. This authorisation is achieved by a simple text file called a cookie which sits on your "installation". These cookies are completely safe and secure and will never contain any sensitive information. This cookie is used to lock the time clock to a specific "installation".

ii) Recommended steps for moving a time clock URL

Click on Timesheets in the navigation bar.
Select Time clocks.
Locate the time clock that needs to be moved. A list of time clocks will be displayed on this page. Click on the three dots icon at the end of the clock row.
First select Reset lock. This will unlink the time clock from the current authenticated "installation" device (it also means that the time clock will no longer function on the device).
Click on the three dots icon again and select Get link. The pop up box with the link will appear. Copy the link and enter it into the "installation" desired.
The password is required to reload the time clock. If the password is unknown, click the three dots icon 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.