Setting Up and Using Telephone Clocking
Not only can users phone from landlines using a free phone number but you can also add a filter using the Caller ID option to limit the phone numbers that can be used. You also need to turn it on in the User Preferences screen.
The phone number to use is 08008 620 620.
Follow every entry with a # to speed up the clocking process. You can just put the numbers in without waiting for the prompts once you know what you are doing, just let the system answer the call before starting and wait for the beginning of the first prompt.
Thus you could enter: 12345#2465#4015#
Where 12345 is the company number, 2465 is the employees PIN and 4015 is the department (can be location, shift, transit time or cost centre etc) that they have clocked on to.
If no department transfer is required then just enter: 12345#2465##
Transit Times and Time Accrual
You can set up a 'Transit' department that employees can clock on to when they are leaving one site while travelling to another if you need to accrue that time.
If you use the 'Transit' option then make the employee clock out on the same department they clocked into on their last visit of the day to stop accruing time at that point and then they will appear correctly on the Who's In screen. If they clock on to 'Transit' for that last journey home then they need to clock out of the 'Transit' department when they get there.
Clocking Examples
A typical days clockings might look like this...
Where the Departments are:
Transit - 1234
Site One - 5678
Site Two - 3456.
Travel Time NOT included:
12345#2465#5678# - Clocking In when arriving at Site One
12345#2465#1234# - Clocking In to the Transit Department when leaving Site One
12345#2465#3456# - Clocking In to Site Two
12345#2465#3456# - Clocking Out of Site Two (Time stops accruing)
If Travel included in Daily Hours:
12345#2465#1234# - Clocking In to the Transit Department when leaving home
12345#2465#5678# - Clocking In when arriving at Site One
12345#2465#1234# - Clocking In to the Transit Department when leaving Site One
12345#2465#3456# - Clocking In to Site Two
12345#2465#1234# - Clocking In to the Transit Department when leaving Site Two
12345#2465#1234# - Clocking Out of the Transit Department (Time stops accruing)
Company Number
Your company number can be located in the top left of the TrackMyTime screen:
Employee PINs
The employee PIN is entered on the User - General screen:
Department Transfer Setting
Don't forget to turn on Department Transfers if you want the employee to be able to do that.
This is done on the User - Preferences screen:
If you don't need Department Transfers then just ask the employee to press # for that prompt.
Departments
Here you can set up the departments against which the employees can register their time. These could be true departments within your organisation or locations that they visit for example. You can have as many as you like!
Once employees have recorded time working at different departments this can be reported on to give you the total hours worked by that employee in each department on the Timecard report. Click here for more information on setting up the system in detail.
The codes that the employees should use are over on the right.
Caller IDs
Set any restrictions here on phone numbers that users can clock from. Click ADD CALLER ID and fill in the details.
NOTE: It must be switched on on the employees personnel record to use this feature!
Users - Preferences
Use this screen to set up the various options that are available for each employee:
CALLER ID SECURITY - allows you to switch on the Caller Line Identification filtering, use the 'this list of caller IDs' link to get to the setup page and see how to set them up here.
