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Module Setup: Time Clock

Time Clock Setup and Use

In Module Setup: Time Clock (which you'll find under the "System Configuration" section of the Welcome menu, you'll find a variety of options for setting up your time clock.  Within WCONLINE, the time clock is used to record check-in and check-out times, such as when a client arrives for an appointment or when a staff member begins and ends their shift.  The time clock can also be optionally paired with a card reader (to allow clock-ins and outs via the swiping of an institutional ID card) or can be used as a waiting room to show administrators those waiting for an appointment.  As with all control panels, be sure to hover over the blue question marks within the control panel in order to find suggestions and more information about each configuration option.

Once you've configured the time clock, administrators and (optionally) clients will access the tool by clicking on the checkmark icon that appears at the top left of the schedule display.  The icon will appear in green if the person logged in hasn't clocked in or in red if they have.  If paired with a card reader, staff and clients can also access the time clock by swiping their ID cards on the WCONLINE login page.

Time Clock Configuration Options Screenshot
Configuration Options


ENABLE TIME CLOCK: If you want to use the time clock, you'll need to set this option to one of the 'yes' options.  If you only want administrators to access the time clock (such as if you're going to use the time clock to keep track of staff hours), then you'll want to set the option to "Yes, but only for administrators."  If you intend to use the time clock to record client clock-ins and outs (such as if you want to keep track of when a client arrives for their appointment), then you'll want to set the option to "Yes, and allow everyone to access it."


TIME CLOCK MODE: For most uses, you'll leave the time clock in "Standard Mode."  This means that the time clock will be accessed via the checkmark icon at the top of your schedule.  

"Waiting Room Mode" is designed for centers that need to know when a client arrives at the center.  For example, walk-in-only centers might find it beneficial to see a list of clients who are in a reception area waiting for an available opening.  Even online-only centers might benefit from this mode if they want to see a list of clients who are available and interested in meeting immediately with an available staff.

Waiting Room DisplayWith "Waiting Room Mode" enabled, clients will continue to clock in (or check themselves in) by clicking on the checkmark icon at the top of the schedule display.  Clients that have clocked in will appear in a list at the top of the schedule (and shown to administrators only) in order of when they clocked in. As a staff member is able to work with a client, they'll take the client off of the waiting room list by clicking the red checkmark icon next to the client's name.  Administrators can also view the profile of a client who is in the waiting room by clicking on the client's name.


RESTRICT TO IP: By default, the time clock is available from any computer or internet connected device, regardless of the device's location.  If you want to ensure that the time clock is only accessed from a specific location--such as only allowing individuals to clock in when they physically arrive at a center computer--you'll enter the computer's IP address in this field.  To find the IP address of a given computer, hover over the blue question mark that appears next to this option.  If you need to allow multiple computers to use the time clock, you will need to enter the IP address of each computer here with each IP separated by a comma (such as "123.456.789,123.456.790").


ALLOW BASIC ADMINISTRATORS TO MANAGE MODULE: By default, only full administrators can manage, edit, and remove time clock entries.  They do this by setting the "Content Limit" of the Master Listings Report (available in the Welcome menu or via icon at the top of the schedule display) to "Time Clock Data" (or by clicking on the checkmark icon at the top of the schedule and following the on-screen instructions).  The Master Listings Report allows administrators to view time clock data by client or date range, edit the time clock entries, and see the IP address from which an individual accessed the time clock.  With this option set to 'no,' full administrators are also the only individuals who can clock others in.

Keeping the management of the time clock set to full administrators only allows the time clock to be used to record staff working hours without the risk of staff being able to modify their own (or each other's) clock-in and clock-out times or be able to clock other individuals in.  If you aren't using the time clock for recording staff time, you can set this option to "yes" to enable basic administrators to manage the time clock.  Regardless of this setting, basic and full administrators will be able to see the waiting room display (but only full administrators can take people off the waiting room).


TIME CLOCK TITLE and TIME CLOCK INTRODUCTION allow you to define the title of your time clock and the text information and instructions displayed below the title on the time clock itself.  Clients and administrators see this information when accessing the time clock to clock in and out.


ENABLE APPOINTMENT MATCH: By default, clients and staff can clock in and out for any reason--such as for arriving at the center itself, beginning to use a computer, or ending a work shift.  If this option is set to "Yes," then clients will be asked to choose from their current day's appointment(s) when using the time clock to clock in.  This allows the system to match time clock data with appointment data, if the time clock is used for recording the time that a client arrives and leaves for a specific, scheduled appointment.

While time clock data remains accessible through the Master Listings Report (and via the checkmark icon), this option causes WCONLINE to display the clock-in and clock-out time of a given appointment on the schedule itself.  Administrators see this information by hovering over the appointment.  Appointments for which the client has checked-in also change color, as set in the "Appointment, Unavailable Time, and System Colors" section of Global System Settings.


ENABLE AUTO CLOCKOUT: If an individual forgets to clock out (or if you only ask individuals to clock in and not out), that individual will remain clocked in until they clock out.  This can lead to someone being clocked in for several days, and would then require an administrator to update the clock out time to be accurate.  If this option is set to anything other than "No," this option tells the system clock out everyone who is still clocked in at a specific time, and automatically sets the clock out time to a specific number of minutes after the clock in time.  For example, if this option is set to "Clock-In Time + 60 Minutes" and if someone clocked in at 9am and forgot to clock out, their time clock entry will show a clock out time of 10am after this option runs.

In Global System Settings, you can control the time that this (and other automated scripts) run by adjusting the "Reminders & Scripts Starting Time" setting.  And, in your time clock data, you can recognize individuals who were clocked out automatically because they have elapsed times exactly the number of minutes you selected (with zero seconds) as displayed in the "Time Clock Data" section of the Master Listings Report.


Time Clock Questions

Possible Answer Types for Time Clock QuestionsYou can optionally include two questions on the time clock.  These questions are answered by individuals when they use the time clock to clock in. These questions are typically used to record why someone is clocking in, staff hours devoted to specific projects, or what resources (such as books or computers) someone is going to use during their visit.  You have full control over the questions asked on the time clock.  Those questions are also configured in the same way as other forms within WCONLINE:


QUESTION: This field lets you define the question as asked on the time clock.


POSSIBLE ANSWERS: This field lets you define the type of answers or the available answer choices available to answer the corresponding question on the time clock. Be sure to review the "Possible Answer Types" informational box above the question configuration options for extensive information about the various answer types. The time clock offers fill-in and drop-down question and answer types.


REQUIRED OR OPTIONAL? This field lets you set whether or not a client has to complete the corresponding question in order to clock in.


Module Setup: Time Clock

SECTION 1: Time Clock Setup and Use

SECTION 2: Time Clock: FAQ (Data, Card Reader, and More)

WCONLINE Product Manual

The product manual is available completely online. Choose a chapter from the list below or use the search tool to perform a keyword search.

CH 1: Welcome

GENERAL INFORMATION

CH 2: Data Collection & Forms

CH 3: Access, Access Levels, and the Schedule

CH 4: Synchronous Online Meetings

WELCOME MENU/CONTROL PANELS

CH 5: Update Profile & Email Options

CH 6: Client & Record Management

CH 7: Schedule Management

CH 8: Staff and Resource Management

CH 9: Starting Availability Management

CH 10: Blackout Times Management

CH 11: Announcement Management

CH 12: Mass Email Tool

CH 13: System Data Export

CH 14: Report: System Statistics

CH 15: Report: Master Listings

CH 16: Report: System Utilization

CH 17: Global System Settings

CH 18: Form Setup: System Forms

CH 19: Module Setup: Early Alerts & Flags

CH 20: Module Setup: Survey

CH 21: Module Setup: Time Clock

FAQs

CH 22: Frequently Asked Questions

This manual applies to the current version of WCONLINE® and is constantly updated as new features are released.