Keeping Your Software Secure
Providing a secure employee data environment is vital to maintaining the integrity of your employee information and ensuring you have accurate time records. Keeping secure records prevents time theft and mismanagement, resulting in lower payroll costs and a more productive workforce. Below are TimeClick’s suggestions for keeping your employee time cards secured.
Lock the time on your computers
TimeClick pulls the time for each clock in/out punch from the time listed on the local work station. If you have not locked the computer’s time through Windows, TimeClick provides a time sync feature that syncs the time on the work station computer with time on your server computer each time an employee clock’s in/out. This prevents time theft or discrepancies, saving you money on payroll costs and maintaining accurate time data. This feature may require you to change the Windows permissions to allow the work station computers to sync with the server. If you would like to use the time sync feature, consult the help contents found on the TimeClick server or contact our support team for additional assistance setting up this feature.
Require a strong password
In preferences, under the administration mode of TimeClick, you can require your employees to have an enhanced password–meaning that they will be required to change it every 30 days and it must be at least 6 characters long. In order to discourage buddy punching, many of our customers have made the employee’s password the last four digits of their social security number or something similar. You are “buddies” with people you work with however you never want to share your social security number with people. You can prevent your employees from changing their password by going into the preferences and checking the box that reads disable staff options. The default admin password is “system”. This password is listed multiple in places on our website and is not secure. We highly recommend changing the default admin password to prevent unauthorized access to employee information.
Utilize different levels of administration
Three levels of administration are found in TimeClick. First is the main administration mode. This administrator has full access to all employee information, time records and settings. A level two restricted administrator has the ability to run reports and can be given the ability to modify times if the main admin allows them to do so. They can view hours, run reports, and modify times for all employees, but they have no access to settings or personal info stored in the program. The last level of administration is the department supervisor. There is one supervisor allowed for each department. Their privileges are the same as the level 2 admin with the exception that they can only view hours, run reports and modify times for employees listed under their department. All of the administrators gain access under the administration tab found on the top toolbar of TimeClick. Any changes made by these different administrators is tracked within the audit features tool.
Keep an audit trail
TimeClick maintains an in-depth audit trial of any changes made to employee times from any level of administration. It is vital to have a complete record of changes made in order to maintain the integrity and accuracy of your employees’ times. Within the audit tools menu, a modified records report can be run to show each time record which has been changed, which administrator made those changes on which computer the change occurred, what the previous record was, and what it was changed to. This is a very useful tool should discrepancies, or suspicions of dishonesty arise. A computer name log is also kept, showing computer locations for each clock in/out, helping you identify and prevent buddy punching. You can allow your employees to fix their previous time should they forget to clock in/out by allowing out of sequence corrections in the preferences menu. This feature has the potential for abuse and in order to identify potential abuses TimeClick has the manual entries report. This report tracks every time an employee manually enters a previous time which allows the administrator to quickly see each entry and identify potential misuse.
Automatically deduct lunches
The auto lunch deduction feature in TimeClick allows you to deduct a set number of minutes from each employee every day, but only after the employee has worked a set number of hours for that day. This feature prevents excessive overtime caused by employees forgetting or choosing not to clock out for lunch. However, automatically deducting lunches is a double edge sword, since it cannot prevent against someone taking a longer lunch than has been established. The practice of auto lunch deduction has fallen out of favor with most management teams in recent years because it does not provide an accurate picture of the hours actually worked and is vulnerable to manipulation. However, in certain business situations it can be a useful tool for tracking lunches.
Following these steps can help to ensure that your software provides you with accurate timecards and holds your employees accountable for the time they have actually worked. Check out our website and see why customers like Paul rave about the efficiency and security that our time card software has brought to their businesses.
“TimeClick has really helped our business become more efficient. Before, employees signed in and out in a notebook, and then payroll was done by hand. Twice a month, I would spend at least an hour totaling hours for our employees. With TimeClick, a couple clicks of a button, and I have a printed report with totaled hours including overtime. It makes my life a lot easier.”
– Paul Ace Hardware of Rolesville
See why our customers rave about the efficiency and security that TimeClick has brought their businesses.