Employee Options

Grant Esser

Many employees need or want the ability to view their own hours reports, change passwords, and manage some of their own settings in TimeClick. This post covers details on what options employees have in each version of the software and how these options can be used and/or restricted. To find which version you have to use the right instructions, open TimeClick and go to Help >> About TimeClick.

TimeClick 2018

Employees have several options in this version by default. Any or all of the options can be removed from individuals or all employees if the employer sees fit.

Employee Options

To access their employee options, individuals will

1. Find or search for their name on the main screen
2. Type their password
3. Click Launch Employee Options in the upper right corner of their clock menu

If all options are made available to the employee, they will have the following tabs: Messages, Dashboard, View Hours, View Accrued Time, Settings, and (if they have specifically be given certain admin rights) Admin Privileges.

Messages: In this tab, employees can send and receive messages from others within the system including the Admin. In the bottom right corner, they can submit missed action requests (if they forgot to clock in or out) and submit time off requests (for a vacation or personal time off).

Dashboard: The Dashboard allows an employee to see how close they are getting to overtime in a week on any given day. By default, they are shown how many hours they have worked today. They can change the date to see how many hours they worked total in the week on previous days. For example, if today is 6/20/18 and I have worked 22 hours and 45 minutes so far, I can use the drop-down to the left to see that on 6/17/18 I had only worked eight hours in the week on that day.

View Hours: In this tab, employees can run various reports for themselves. They have settings options similar to what the admin sees only this will only show their individual hours and no one else’s.

View Accrued Time: An employee can view their accrued time history including deductions (time used and approved), earnings, and denied requests. They can also see what their current balance is, or how much time off they have available to take this year. If employees earn time throughout the year, they may also see the rate at which they earn time.

Settings: Here an employee can change their password by entering their current password and creating a new one.

Admin Privileges: This tab only shows when the employee has been specifically granted restricted admin privileges. The employee will click on Launch Restricted Admin Mode. When they are in their restricted admin mode they will have access to the options granted to them by the main Admin of the program.

Changing the Employee Options

Admins can restrict any of the above-listed options for individuals or for all employees. To do this, the admin will

1. Enter Admin mode
2. Navigate to Employees
3. Select the employee to edit their record
4. Select the Restrictions tab along the top of their record
5. Mark or unmark any employee settings/options you do or don’t want the employee to have

To apply the settings to multiple employees, click the button to the upper right. Select the employees or departments for these changes to apply to.

Note: If you have version 18.1.1.1 and later, you will have the option to apply these settings to multiple employees at once. If you have version 18.1.1.0 and earlier this option will not be available. For information on updating your TimeClick 18 version, view this video.

LE 16, 12, SP1, LE, and 10 (Legacy Versions)

In the Legacy versions of TimeClick, the employees have fewer options available. For employees to view hours and enter time-off hours such as sick, vacation, or PTO, the administrator has to change some settings to give employees these abilities.

Allow Employee to View Hours

To allow employees to view their own time card, we need to first make sure the “allow employees to view hours” option is selected.

1. Enter Administration mode
2. Select Preferences
3. Select Passwords and Misc. Controls
4. Select Allow Employees to View Hours.

Now it’s set up for employees to view their hours tracking, this is how they do it:

1. Select Options on the main status screen
2. Select View Hours
3. Choose their name
4. Enter their employee password
5. Enter the date range for the desired hours

For Supervisors:

1. Select Administration
2. Select Department Supervisor
3. Select department
4. Enter their password
5. Select reports
6. Enter a date range for the desired hours

Note: we also have a level 2 administrator that has similar features as the department supervisor but can pull reports for everyone. If an employee is the Level 2 Admin, they will be given the level 2 password created in Administration mode >> Preferences >> Passwords & Misc. Controls

Enable Staff Options

The staff options are allowed by default. To disable or re-enable them, enter Administration mode >> Preferences >> mark the box Disable Staff Options (reqs. restart). If the staff options are enabled, employees will access them by following these steps:

1. Select Options on the main screen of TimeClick (or selecting the Clock tab in the upper left corner of the screen)
2. Choose Staff Options
3. Select their name
4. Enter their employee password

In this window, the employee can select a certain paid time action to put on their reports such as sick, holiday, vacation, etc. They can enter the total hours and minutes they will take and the date for that time. This time will simply be added to the reports. The administrator can review the reports before updating them for the accruals to make sure all this time has been entered correctly.

It is here that employees can also change their password. To do this, an employee will select Change Password, type in their new password twice, and click OK. Passwords can be between one and 8 characters long and contain letters and/or numbers. These passwords are case sensitive.