Clock-in Within Time Frame - Enhancement

Clock-in Within Time Frame - Enhancement

The Clock-in Within Time Frame will make sure that an employee clocks in inside the designated area within a specific time frame.

The main requirement for this to work is to load your tasks WITH and address, then when you go to the "Maintain Task/Customer List" section, you can also see the coordinates:

Click either on the "Create Customer SmartFence" to create a rule just for this one task, or use the "SmartFence" drop-down menu and select "Default".  Default will allow you to enter a rule that will apply to all tasks that are set with the default smart fence.  This way you do not have to create the same rule for each task.  Specific or special rules may be created for each task as needed.

Follow the below procedure for either SmartFence you need to create:

1a:  If you select "Default", then go to the "Rules, Action and Fences" section in the Administration tab and click on "Manage SmartFences".  The Default rule will be the first one.  Click the "Edit" button.

1b. If you select "Create Customer SmartFence", you will be taken to the next screen automatically without the need to follow the path on step 1a.

2.  When step 1 is complete you will see the following screen:

This is where the radius and assignment of teams is made.  You do not have to set up teams - only if needed.  If the rule applies to everyone, just leave "All Users" selected.  Then click on "Create New".

3.  On the next screen select the date and times the rule will be applied.  Make sure to select the "Within Time Frame" option, where a date and time for the rule can be specified.  Make sure to click on "Lock Phone" on the top right to prevent employees from selecting the task.

Once this is done, click SAVE and the rule is ready to be used.  Notifications can be added as text messages, sound or emails if desired just as with a regular smart fence.  but the step is optional.

Another importation thing to keep in mind is that the app will allow employees to select that task only during the time frame you select.  So when employees attempt to select the task outside of the time, they will get the following message.

If they are within the time frame but outside the area, the app will notify them of this fact as well,  Finally, if they are within the time frame and inside the correct area, the task selection will be successful.

Clock In and Clock Out Reminders

Clock In and Clock Out Reminders

If you wish to remind your employees/team members to clock in or out, reminders can be sent to the devices.  To enable this feature log into Pacific TimeCard and go the the Adminstration tab, under the "Staff" section, select the option "Manage Clock In/Out By Times." 

Once inside, tick the checkbox to "Enable Clock In/Out By Times" and set your times for each:

Employees in this example are suppose to clock in by 9 AM and out by 5 PM, so if an employee has not clocked in by 9 AM or out by 5 PM they will get a message like the following, respectively:

Clock-In Clock-Out Exception Report

Clock In/Out Exception Report
This report provides details of not only the expected time where the employees had to Clock In or Out, but also the actual time when the punches were entered.  This allows Management to have full control of an employees' activity.

To access the report -- Log into the Web-based application and go to reports:

From the reports menu, under Time and Attendance Reports, select "Clock In/Out Exception Report":

Enter the filters you wish to employ:

Generate your report:

Clock-In Clock-Out Alerts

Clock-In Clock-Out Alerts

This feature notifies you if an employee hasn't clocked in or out within a specific time frame. As usual, the setup is done through the Administration tab in the Pacific Timecard Web Portal. Click on "Rules, Action and Fences" and then, once inside, select "Customer Service".

Click on "Add New Customer Service".

Follow the next steps from this image:

Name: Enter the name of the alert

· Users: Here you can either apply the alert for All Users or pick the specific teams or users that it should apply to.
· Rules: The next step after this is clicking on “Create New”. Don’t save it because the alert is not ready yet!

On the next step, you will create the alert, make sure to name it the same as in the previous step for consistency and easier management, for that, use the Name field.

Trigger: Select the appropriate trigger from the Trigger drop down menu. For the purpose of these alerts, use either "Worker Clocked In Outside Allocated Time Window" or "Worker Clocked Out Outside Allocated Time Window".

After selecting the trigger, set the time frame for which the alerts will apply, as shown on the next image. Make sure to select the appropriate time and dates, since these will be the ones used to monitor if the employee has clocked in or out between these times.

The "Trigger Immediately" option will enable the system to alert you if the time frame has started and the user has not clocked in or out (according to your rules). If this is left unchecked, then you will be notify until the user clocks in or out, and not right when the time frame starts.

When you are ready, click on “Create New Action”.

These next steps will show you how to setup an alert so you can get an automated email whenever an employee triggers one of the events we setup on the previous steps. This is what you should see:

Action Name: Enter the name of the alert.

Send Email Alert: You can setup an Email Alert to be sent to any person that you need, just make 

sure to enter the email address on the Email To field. If you are using multiple addresses, separate them with commas. Enter the Email Subject and Body. 

When you are ready, click on "Save".

You will be taken to the previous step, now the ACTIONS dropdown menu will be pre-populated with the Action (Email alert) you just created.

Click on “Save” to continue.

Next, you will be back at the initial screen where you originally named the alert and specified the teams/employees it applies to. The drop down menu will also be pre-populated. If for any reason the drop down menu is blank on this or the previous step, do not worry, if you had created the rule or action, you can just open it and you will find it there.

Click on “Add Existing” to add the rule.

This step is very important because it ties the rule and the alert together,

If you omit this and Save it, then the trigger won’t work properly.

Finally, after clicking on “Add Existing”, your newly created alert will be showing just like in the example. Now you are ready to click on “Save”!

Photo Clock-In

Photo Clock-In

Be sure your employees are clocking themselves in with Pacific Timecards "Photo Clock-in". (also Available clocking out, breaks and events) Administrator will enable this feature from the web portal.

Go to the "Administration" tab and select "Preferences". Look for the following option and make sure to click the checkbox. Click SAVE

App is now ready, the next time the employees attempt to clock in, the Camera will be launched prompting them to take a picture before task is selected. If you are happy with the picture, tap on OK.

Then, tap on Submit to continue. After this you will see the list of tasks.

Select the one that applies, also the sub-task if available, and you will be successfully clocked in!

Shared Device Multi-User Clock-in

Shared Device Multi-User Clock-in
This feature is especially useful for companies that have devices that need to stay in one place or are shared from employee to employee. The whole setup is done through the application. You must be clocked into the device.

Open Menu and select Settings. On the next screen, open the Menu once again and tap on "Force Logon".

By default, this option will be disabled, click the drop down menu and select Multi user.

When you go back, you will notice that the settings icons #1 (Device ID) and #2 (Password) are no longer shown.

The application will now ask for that information the next time you clock in. On this example we have clocked out and then clocked back in, just as if an employee was passing the tablet to the next guy on the shift.

 When you tap on clock in, you will see a prompt asking you to enter your Device ID and Password, so go ahead and enter it and tap "Login" when you are ready:

The app will attempt to authenticate with the server and once it connects, you will get the disclaimer, just like when setting up the app with the standard method through the settings screen.

Any data that corresponds to your profile will be loaded (tasks, subtasks, GPS rules, custom fields, etc.) and then you will be ready to clock-in.

Make sure to contact us if you need any assistance or have interest in learning more about this and many more new features!