Time Clock | URL Setup & Configure

1) What is a timeclock URL
2) Creating a timeclock URL
3) Using the timeclock URL (clocking)
4) Advanced functions of the timeclock URL
      i) Online vs. offline indicator
      ii) Refresh button
      iii) Fingerprint scanner indicator
      iv) Different display options
5) Updating a timeclock URL configuration
      i) Where are the time clock configurations located
      ii) Timeclock groups / roles
      iii) Timeclock settings
      iv) Timeclock password
6) Resetting a timeclock URL
      i) Understanding the cookie logic
      ii) Recommended steps for moving a timeclock URL

 


🔍 RELATED ARTICLES

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


 

1) What is a time clock URL.

The time clock URL in easyemployer is used to generate a time clock for clocking function. Clocking data is sent to easyemployer 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) Creating a time clock URL.


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.


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 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.

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5. 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 easyemployer.

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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 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.

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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.

 

9. Click "Save" to continue.

 

10. 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. 

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

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

 


NOTE: 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 timeclock URL" and reset the timeclock URL and re-setup the time clock URL against your "installation".

 

3) Using the timeclock URL (clocking).

Please see the "related articles section" for further information for end user usage of the time clock.

 

 

4) Advanced functions of the timeclock 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 easyemployer servers this will appear as online. If connection to the servers has been interrupted, this will appear as "offline".

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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. 

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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.

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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. 

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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. 

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5) Updating a timeclock URL configuration.

i) Where are the time clock configurations located.

1. Click "Organisation" in the navigation bar.

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2. Click "Time clocks".

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3. Settings are located under cog at the end of a time clock row.

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ii) Timeclock groups / roles.

1. Open the time clock page by following the steps in Where are the time clock settings located.

2. Click the "Edit" button under groups.

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3. Select the groups from the list, and then click "Save".

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4. Once the time clock refreshes, it will reflect the changes to the groups configured.

 

iii) Timeclock settings.

1. Open the time clock page by following the steps in Where are the time clock settings located.

2. Click the "Settings" option under the cog at the end of a time clock row.

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3. The following screen will appear.

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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.

 

4. Click "Save" to update the configuration. Once the time clock refreshes, it will reflect the changes to the groups configured.

 

iv) Timeclock password.

1. Open the time clock management page by following the steps in Where are the time clock settings located.

2. Click the Reset password option under the cog at the end of a time clock row.

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3. Enter a new password. New passwords need to meet password requirements. Click "reset" to update the password.

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4. The following message will be displayed "The password for this time clock has been successfully updated."

5. The new password will need to be entered into the time clock if it is running.

 

6) Resetting a timeclock URL.

i) Understanding the cookie logic.

Each time clock is authorised to work on one device 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 timeclock URL.

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 authenticated "installation" 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 "installation" desired. 

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7. The password is required to re-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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