Removing Inactive Employees on TimeClick’s Main Screen

Grant Esser

Have you ever wanted to remove an old employee from TimeClick’s main screen or make the last time you modified what the employees see next time they clock in/out? This article goes through both of these scenarios to help you keep the main screen of TimeClick, and in turn, your employees updated on the latest modifications. The needed steps for updating the main screen are different in TimeClick version 2018 and older versions of TimeClick’s time tracking software (any version with LE in the name). To find your version of TimeClick go to Help >> About TimeClick in the upper left corner of the screen.

TimeClick 2018

Remove inactive employees from the main display on TC 18 and 19

To remove an employee’s name from the main screen of your time clock software,

1. Open TimeClick
2. Go to Admin >> Employees
3. Select the employee no longer working for you
4. Double-click their name or click Edit Employee Record
5. Mark the bubble next to Terminated Employee
6. Click OK and Exit

When you’re back on the main screen of TimeClick, this employee’s name should now be removed. If their name did not immediately disappear from the main screen click Refresh in the upper right corner of the screen (found directly under the Admin button).

Terminating vs. Deleting employees

Note: Do NOT delete an employee unless you know 100% that you will never need their record again. Once you delete an employee you cannot recover their data. Federal and State employment laws require certain records to be kept for several years after an employee’s termination from the company and time records are one of them.

When you mark an employee as “terminated”, you still have access to their records in the case of a company audit, or a dispute on fair compensation and can easily reactivate them if they ever return to your business.

Updating employee times on the main screen

To update an employee’s times on the main screen, you simply need to modify their time. If the last time you modified would most likely be the most recent time displayed on the main screen, TimeClick will automatically show it. For example, if David forgot to clock in two hours ago this morning and I add that time in Modify Times, that manually added clock in will be the last action showing on the main screen. If you don’t immediately see the change take place, hit the Refresh button in the upper right.

This is different than older versions of TimeClick where the admin had to specify whether they wanted the latest action to display on the main screen. For more details on how this process worked in Legacy or the older versions of TimeClick time tracking software, see below.

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

Removing inactive employees from the main display on LE – LE 16

TimeClick offers a few different options to handle inactive employees’ records and reports. You can keep the employee record in the database or delete the record entirely. Note: Do NOT delete an employee unless you know 100% that you will never need their record again. Once you delete an employee you cannot recover their data. Federal and State employment laws require certain records to be kept for several years after an employee’s termination from the company and time records are one of them.

It is recommended to only “terminate” an employee in the program so you still have access to their record at a future date but you don’t have to keep them on the main screen of TimeClick or include them in every report unless you specify to include terminated employees in Report Preferences.

To terminate employees while keeping their record in your database:

1. Enter Administration Mode >> Employees >> Edit Employee Record
2. Select an employee
3. Navigate to Personal Information
4. Enter a termination date (only type the numbers, not the dashes)
5. Click Ok >> Finished back to the main screen
6. Click Refresh in the bottom right corner to remove the employee name from the main screen.

To reactivate an employee enter Administration mode >> Employees >> Edit Employee Record and you will see that employee name in the list that comes up in the next window. To bring an employee back into activity in TimeClick enter their record and erase the Termination Date. An example of when this might be used is for a seasonal employee or a college student who left for a semester but is returning to work for you.

Updating a time action on the main screen

Have you ever modified a time in TimeClick and noticed that the most current time added didn’t show up on the status screen? When the time is modified or added, those changes to an employee’s times are not immediately reflected on the main screen if one simple step in the process of modifying times is skipped.

For example, if an employee forgot to clock in this morning and I add their clock in for the morning and do not mark the box “Last Action – Update Employee Status”, the last time showing on the main screen will still be their clock out from last night even though on the reports I’ll see the clock in that I just added.

The steps to follow to keep your main screen current are

1. Enter into Administration Mode
2. Select Modify Times
3. Select an Employee
4. Choose the date range that applies to the employee you are updating
5. Select the date from the right-hand side
6. Select the last action that was taken for that day
7. Mark the box that reads “Last Action – Update Employee Status” which is located just above the OK and Cancel options.

Now go back to your main screen of TimeClick and select refresh. With your main screen of TimeClick reflecting the employees correct time, you are all set to go.