Friday, March 28, 2014

Setting up a "traditional" time clock.. not always simple

Configuring a time clock to work with the software is not always a simple task.  Many time clocks require you to input many settings in the clock in order to get it "seen" on the network.  Some settings are straight forward; however, some require you to know a little bit about your network.

Many time clocks require you to input the clock's IP address, the network's subnet mask, your default gateway IP address, etc.  Most pay roll people that I work with don't have this information.  Therefore, we then work with the IT person to provide these details.

The ease of setup should be a criteria when sourcing for a time clock solution.  You want a time clock solution that is easily deployable.  If you are setting up 1 or 2 time clocks - not a big deal.  But if you are looking to deploy 10-15 time clocks, ease of setup should be taken into consideration.

When looking at your various time clock options, ask to see how the clock is setup.  This will give you an idea of how simple or complex it will be for your company to deploy the solution.

Wednesday, March 19, 2014

Limiting access via IP address

Many time clock systems allow employees the ability to clock in and out using their work computer.  Whether it's a desktop application or through a web browser, the process is simple.  The employee brings up the application and enters in their badge #.  Then the employee chooses what type of punch they want to perform.

However, it may be important to your company to restrict the employee to using their own work computer.  This typically is setup within the software and is done by defining the IP address from which the employee can use the program.  Your network professional can assist you with this setup and help provide you with all the network details per employee.

This advance feature is only available on certain time clock systems.  Make sure to ask if this is a requirement of your company.

If you would like a detailed analysis of your company's time clock needs, feel free to email us -  We'll setup a time to review what you are looking for and recommend the right system.  There are many components to a time clock system and we'll make sure to review them all in order to spec out the right system that matches your needs.

Thursday, March 13, 2014

Posting multiple/bulk transactions

There may come in time when you will need to post a transaction to multiple employees at a time.  Perhaps, 10 of your employees want to take a particular day off.  Or 15 employees need to have a Clock In entered a particular day.  Or 23 employees need to have 30 minutes of work time added to their timecard.

Most T&A systems should provide a tool in order to complete this task.  If it doesn't, it will require a lot of manual work by your pay roll person/supervisor in order to enter these types of transactions.

When sourcing for a time clock system, be sure to ask about this feature if it is important to your company.  If you have policies that will require this type of transaction, make sure the system you are considering has this feature.  Most should, but some don't.

It might not seem like a big deal, but this could save many manual hours of entering in these types of transactions.

If you would like an expert to analyze your time clock needs, send an email to  We'll review what your needs are and determine what would be the best time clock solution for your company.  Our personnel have more than 12+ years in the industry and can help you narrow down your choices.

Thursday, March 6, 2014

Streamlining the process of fixing issues on timecards

When sourcing for a good time clock system for your company, one important area to view is how managers will fix employee timecards and what features the proposed system has to streamline this process.

Every day, you will have employees that forget to clock in or out.  Typically, it will be the responsibility of the manager to go into these timecards and correct these issues.  Most sophisticated systems will provide managers an easy tool to view all the issues that they need to fix - in one central location.  This saves the manager time from having to check each and every time card.

In addition to consolidating all the problems, some additional helpful features are:

1)  A quick way to add punches - should only be a few steps
2)  A user friendly interface to less training time for managers
3)  A verification/approval option that allows the manager the ability to electronically approve the timecard
4)  Filter options to allow the manager to filter down their list of employees
5)  Security that allows you to define what managers have access to within a timecard

There are many important areas to consider when sourcing for the right system.  You can go about it alone or have an expert assist you.  I am that expert!  I've implemented several hundred systems personally and can help you decide what is the best solution for your company's needs.  Feel free to call me at 1-866-730-9617 x701.

Wednesday, March 5, 2014

Backups.. how important are they?

Extremely important!  When setting up a backup schedule, you should try and set it up where your time clock system is being backed up on a daily basis.  For medium to large size companies, I would even suggest to backup a few times throughout the day.

The data in your time clock system is critical for payroll processing.  No one likes to get inaccurate hours paid out to them at the end of the pay period.  If you don't backup your data, you run the risk of not being able to restore your data in the event of a system crash.

I've worked with clients in the past where they didn't do regular backups, ran into a server crash, and had to manually fix the timecards of hundreds of employees.  This is a very time consuming task that could have been easily prevented by doing data backups.

I've even worked with clients who didn't have any backup at all.  This is a worst case scenario.  These clients had to rebuild their software configuration.  This usually takes several hours of redefining policies within the software.

Lesson is simple.  Do daily backups.

If you would like further advice on how to properly setup a time clock system, you can email me at  I've setup 700+ systems personally in my career and I'm an industry expert.