Jan 29 2023
Hi, and welcome. If you're here to evaluate Webtimeclock, this video demonstrates our time clock system in detail. We want to show how easy it is, and how it can be a great fit for your company.
If you're interested in Webtimeclock Payroll, we have another video that demonstrates that in detail.
As a quick agenda, we'll start with an overview of the system. Then, one by one, we'll show how easy it is to
- Add employees (and contractors)
- Edit timesheets
- Clock in for work
- Request time off
- And schedule your staff
So let’s get started.
This is the dashboard. Like everything else we do, we try to keep it simple.
Here you can see how many employees are clocked in, how many hours have been worked this current workweek, if there are any messages, and how many active people you have right now.
Below that are quick links that take us to timesheets, people, who's working, and so on. most everything you need.
On the upper right are links for you and your account. The account link is visible to Administrators only. When you click this link, you see your company ID, status, the date you signed up, your plan, and payment method You can also see the phone number you can use to turn any landline phone into a time clock.
If you need support, click the support link and send us a message. We’ll get back to your usually in 60 minutes or less.
To clock in, use our integrated time clock. If you want employees to log in using an email and password, this is how they can clock in.
The MyProfile link is an easy way to edit your email and phone number. If you prefer, you can also enter a username that can be used when logging in.
Companies is a list of all companies under your account. This works great, for example, if you are an accountant or bookkeeper and need quick access to your list of clients. This also centralizes your billing.
Next, the logout link. If you share your machine with others, don't forget to log out.
To the left are links to set up your account, manage your team, and report hours. The home link will take you back to the dashboard.
People are your staff members and can be either active or archived. When active, they are billable, when archived they are not. So, if an employee no longer works for you, simply archive them. If they come back, then unarchive them. You can access their historical records anytime. We'll show you how to enter an employee in a minute.
Timesheets are your hour records. The timesheet list is also a payroll summary report that can be saved as a PDF file, emailed to the person who handles payroll, or downloaded as a CSV file. The batch button combines all employee timesheets into one PDF file in case you need to print them or save them offline. We'll demo how to edit timesheets in a minute.
Messages are an easy way to keep people connected without wasting time. Enter a message, select who needs to see it, then click save, that’s it. Instead of text messages, Webtimeclock messages are more like micro emails and don’t engage real-time conversations.
Time off is where employee request PTO, vacation, or sick time. If you approve their request, the hours are entered automatically on their timesheet. We'll demo this in a minute.
Scheduling is very easy. It displays a 7-day workweek that can scroll forward and backward. We'll also demo this in a minute.
Reports is a growing list of reports, including our Who’s working report.
And settings include everything you need for your time clock system including
- Pay schedules (or pay periods)
- Pay classes that define rules
- Workplace locations
- Earning codes or pay codes
- IP addresses for security
- Time clock hardware integration
- Telephone clocking phone numbers
- And finally, integrations to other payroll providers
So that wraps up our quick overview. Let's see how easy it is to enter your staff.
To do that, click on people, then click Add. When adding a person, enter their first and last name. If needed, you can also enter their middle initial. Next select their access role.
- Standard means they can only view their own timesheets
- Supervisor means they have access to timesheets for any employee assigned to them.
- Admin means they have access to all timesheets and settings.
- Super Admin means they have access to everything including timesheets, settings, billing, and companies. If using Webtimeclock Payroll, only a Super Admin can run payroll.
Next select their employment type.
Hourly means they can clock in but cannot edit their own timesheet.
Salary means they don’t clock in at all. However, salary employees can have access to editable timesheets if you want.
Contractor means they can clock in, but their timesheet does not calculate overtime. If needed, you can allow them to edit their own timesheet too.
Admin only means the person is not on payroll at all.
When done, select the employment type, then click add.
Once the person is added, the system shows their profile screen. Here you can enter their email, phone, and send them an invitation to log in. The personal tab is not required for time tracking but can be useful to record your employee’s HR information.
The wages tab is where you enter their wage. Here’s how.
Under the settings tab, you can assign them to a pay schedule, pay class, department, and direct manager. If you use a third-party payroll company, you can enter their ID here.
Under preferences you can fine tune even more. For example, turning on department and/or tip tracking. Security settings, and/or email alerts. Once ready, click SAVE then done.
Once an employee is added, you can allow them to accrue PTO or sick time. To do that, click the Accrual link.
As an example, I'll choose vacation hours as the PTO earning code, and accrue 80 hours per year starting today with a start balance of 10 hours. When I click Save, the system calculates the employees’ current available hours. These available hours are also posted on the employee's timesheet.
Which gives us the perfect opportunity to show how easy it is to edit timesheets. To enter time manually, first click on any empty row on the timesheet to open the time editor.
Here you can enter an IN TIME and OUT TIME or enter a number of hours. For a quick example, I'll enter the number 9 for the in time and click the tab key. Our system will complete the entry as 9 AM. Next, I'll enter 1230 P as the out time and click the tab key. Our system will complete the entry to 12:30 PM. Finally, i can select the earning code, or just leave the default as hourly. By clicking Save, then done, we see the entries on the timesheet.
Editing the time is just as easy. Click on the row that has entries to reopen the time editor. As a quick adjustment, I'll change 12:30 PM to 1 PM. To set the change, click save, then done.
If you need to add a second row of entries to the day, click add. I'll enter 1:30 PM as the in time, and 5:30 PM as the out time. Click save, then done.
Great. But Webtimeclock can do more. You can also track departments and cash tips too. Here’s how.
First, create your departments by clicking settings, then departments. For this demonstration, I’ve already added three departments. When you click on a department, it shows a the department code assigned by the system, along with who is assigned to that department.
Next, make sure the employee is set to track departments. To do that, go to people > click the employee name > then click Preferences. For this example, I’ll set both department tracking and Tip tracking to ON, then click save. Now click on the employee settings tab, select their default department, then click save. All set.
Okay, let’s get back to the employee timesheet to see how this works. For this employee, I'll select the service department, and enter 15 dollars as cash tips
When you save the time entry, the employee timesheet displays the department code, cash tips received, and how many hours were worked on the department. And since we set accruals for the employee, we see all their available benefit hours too.
One more thing I should mention about timesheets. They can be audited. Every time employees clock in, or a time entries are manually entered, we keep a record.
To see this, click on a day in question > then click Audit. This example shows the entry was edited, who the editor was, and what time they last saved the entry. So, for example, Webtimeclock can keep you DCAA compliant, because our system can show an auditor who entered the time and when.
Clock in for work
Okay good, so far we've seen an overview, how to enter employees, and how to edit timesheets. But how do employees clock in for work? Let's take a look...
There are three distinct ways employees can clock in. As the name Webtimeclock implies, you can clock in from the web. Using any device such as desktops, laptops, phones, or tablets. As long as the device is connected to the internet, you can access your data.
With phones, there is no app to install. Instead, just open your phone's browser and go to Webtimeclock. Simple and easy.
Not only can employees clock in from their phone, but you can manage your entire account using a phone. Things like checking reports or editing timesheets. But that said, you also have the ability to prevent employees from using phones too. That's definitely a growing trend with employers.
And along with that you have the ability to prevent employees from clocking outside your workplace by using IP address security and geofencing.
But instead of the Web, using one of our wall-mounted, cloud-based time clocks might be a good choice. For one, a biometric time clock can prevent buddy punching. And since they are mounted in a physical location, you know exactly where employees are when they clock in.
They are more efficient too. They make it faster and easier for the employee. No need to power up a computer or reach for their phone.
And last, we offer integrated telephone clocking. This turns any landline phone into a time clock.
If using the web, we offer two ways for employees to clock in. The first is by allowing employees to log in using an email and password. If they do, they can access our integrated time clock right inside the app. But further, they can request time off, view their schedule, and read & write messages.
The second way is using our team app. All they need is a PIN and company ID to clock in. Once they clock in for the first time, their browser will remember the company ID, and only ask for the PIN from then on. This is perfect as a kiosk time clock. Where you could dedicate a computer or tablet for employees to clock time.
Last, if you have remote employees who need to use their phones, we offer optional GPS features Geofencing will prevent employees from clocking outside of your workplace boundaries. Or you can simply use GPS tracking without geofencing. This will record the employee’s location every time the clock from their phone. Keep in mind that GPS tracking works best on phones and tablets, not on desktops or laptops.
If you like the idea of using a wall-mounted time clock we've got you covered. If you need to prevent buddy punching, use either our fingerprint or facial recognition time clocks.
The fingerprint time clock is very popular and easy to use. Employees simply place their finger on a sensor.
But if you prefer touchless, we highly recommend the facial recognition time clocks. They are fast an accurate. And you don't have the limitation of someone's finger not being read correctly
However, if you want things to be really easy, use our proximity badge time clock. Employees wave a badge in front of the clock to clock in. Or they can just enter a PIN number.
To see the clocks we offer, please visit webtimeclock.com/time-clocks. Our clocks are low cost and connect directly to your account.
To wrap up our section on clocking in, we also offer a telephone time clock system. This will turn any landline phone into a time clock. This works well for companies with remote workers in industries such as healthcare and janitorial services. It works by having the employee dial a toll-free number from a landline phone at their work location. Instead of using geolocation the system identifies the workplace using the caller ID of the phone they are using. The advantage is not having to use a cell phone or computer. As a further convenience, the system can also be used to track time on departments.
Request time off
As mentioned earlier, employees can request time off inside the app. Here's how.
First click the time off link, then click Add. To request time off, the employee first selects the time off type. Currently we have Vacation or Sick hours, if your company uses different earning codes, you can add more under settings.
The next field is the number of hours per day the employee would like to be paid. It defaults to 8
Next, they enter the dates they wish to have off. Let's say this employee wanted to have the following Thursday and Friday off for a four-day weekend. To do that, they would enter February 2nd as the starting on date, and February 3rd as the ending on date. If the employee wants to, they can enter a note explaining why. When ready, the employee can click Save.
Now if the employee made a mistake, then can change it here, or they can delete the request by selecting yes, then save. If all is good, click cancel or anywhere on the gray background.
Now that the employee has made a request, an alert email will automatically go to their direct manager. When the manager logs in, they can click PENDING to either approve or deny the request. If they select yes, and click save, the hours will automatically be entered on the employee's timesheet.
To see this, go to the employee's timesheet for the dates requested. And there they are.
Schedule your staff
For the final demonstration, we'll show you how to schedule your staff. Click on schedules.
Schedules show a list of all your employees covering a 7-day workweek. To see previous weeks or future weeks, click here. To get back to the current week, click on the date range dates.
Schedules are based on shifts. To see and example, I'll click the SHIFTS button right here. For this demo, I've already created a sample shift, so I'll click on it to see the settings.
A shift has a name, start time, and end time, with optional meal start time and length. Shifts also have lockout features.
With shift lockout set to ON, employees cannot clock in before the start time, or after the end time. If they need to, they will have to contact their manager.
Meal break lockout will allow employees to clock out for lunch, but then cannot clock back in until their meal duration is completed. This is especially useful in California where employees are required to have at least 30 minutes for lunch.
Okay, back to the schedule.
To set a schedule for an employee, click any of the green links on their row to open the scheduling editor. Here you can assign a shift for them for each day of that week. If the employee has a different schedule each week, choose "this week only" under Save schedule as. If not, you can choose recurring instead. By clicking Save and done, we can see the updated schedule that shows the total hours scheduled for each day.
And so you know, each employee can see their own schedule when the log in. Optionally, you can allow them to see the schedules of the entire team if that makes sense for your business.
And like all Webtimeclock reports, you can convert the schedule to a printable PDF file, email it, or export it as a CSV file.
Well, that concludes our demonstration of the Webtimeclock version 4 time clock system. We hope it shows how easy it is.
If you have any questions, feel free to email our support team. Thank you for watching.