 |
| ||||||
| How To - Clock Prompts (Overview) | ||||||
| ||||||
| Clock Prompts are questions that the clock asks of the employee at the punch-in / punch-out time. These prompts can be set to collect categorical labor data or numerical data which can be used for reporting. There are 2 types of prompts available: Numeric and Labor Code NUMERIC PROMPTS This prompt collects a number showing quantity or value, such as amount of tips earned, jobs completed, sales, deliveries made, etc. PROMPT ASSIGNMENT: For the Labor prompt, choose I, J, K. If the account is a TimeWorks Plus account, you have an unlimited amount of "Web Only (Numeric)" prompts available. DATA COLLECTION MODE: Here we determine when and if data is collected. We can select one of the following options: ‘disabled’ will keep the prompt deactivated until further notice. ‘Collect on clock in’ prompts the employees as they begin a shift. ‘Collect on clock out’ prompts employees upon completing their shift. ‘Location Stamp’ will not prompt, but the location stamp associated with the clock the employee is punching on will appear on the timecard. If the webclock or a clock without a location ID is used, the location field will appear on the edit punch screen, but no location will be recorded for the shift. With the last option, ‘show online but do not collect anything,’ the employee will not be prompted to enter any data, but the new prompting category will appear and can be edited in the Edit Punch Record screen on the individual timecards. NAME OF THE FIELD: This is where we name the prompt. This name will appear on the edit punch record screen and on reports, as well as on the summary of prompt settings screen. *Important: This name is what you will use to reference the prompt in a script. HOW FIELD IS DISPLAYED IN COLUMN HEADERS: This is where you will enter what you want the column for this prompt to be titled on the employee time card. QUESTION TO BE DISPLAYED ON CLOCK: Here we enter the text of the prompt that will appear to the employee on clock at the time of clocking in or out and tell him or her what to enter. The entry can be no longer than 16 characters and will be capital letters on the clock screen. COLOR RESTRICTION: Here we select to which group of employees the clock will present the prompt. This grouping is determined by the color type of time card used by the employee to clock in or out. In most cases, we will simply choose the first option, all colors. Alternatively, we could select black cards (which is the standard time card), blue cards, or red cards. These colored time cards can be specially encoded for specific clock prompting purposes. For example, if we want only a specific group of employees to be prompted, we can select the blue card option so that only people with blue cards will be prompted. This setting only affects the prompt on the physical clock terminal. All employees will be prompted on WebClock (unless you change that in the WebClock 2.0 behavior setting below) because no cards are used. *Important: If you choose blue or red, you must also change the "Alternate Color Setting" in 'Misc Settings' under 'Client Configuration' to the same color to activate this setting. VISIBLE/EDITABLE: This affects whether or not the data collected will be visible and/or editable on the edit punch screen in the online system. If you will ever need to edit the prompt on a time card, it must be visible and editable. WEBCLOCK 2.0 DISPLAY BEHAVIOR: This setting allows you to choose how the prompt will act when punching in/out on WebClock. You can have it populate a list of entries as a drop-down list, or you can choose to not show it on the WebClock if you only need to prompt those who use a physical clock. Important: If this is a TimeWorks account and you choose for the prompt to be displayed as a drop down box, you must add all entries to the Prompt List setting (below), and then you must activate this rule by going to Accountant Menu > Misc Settings then checking the "Use Prompt List" and saving the page. You don't need to do this on a TimeWorks Plus account. WHAT TYPE OF NUMBERS SHOULD WE COLLECT FROM EMPLOYEES?: Depending on the type of prompt we are creating, we will want the clock to collect either whole numbers or numbers with a decimal. The decimal option is available and used if we are collecting a monetary value with dollars and cents. This will tell the system to add a decimal point before the last two digits of the number entered to create a dollar amount. If we are setting up a prompt asking for a number completed (such as jobs, sales, etc.) we would select the whole numbers option. SAVE: Once we have set the above option, we need to click save to put the setting into affect. This will return us to the Summary of Prompt Settings screen where we can now see a summary of our newly created prompt. LABOR CODE PROMPT Labor code prompts are used to track department, job code, location or other labor codes used in categorizing and reporting data. While numbers can still be used, they represent a category rather than quantity. PROMPT ASSIGNMENT: For the Labor prompt, choose X, Y, Z. If the account is a TimeWorks Plus account, you have an unlimited amount of "Web Only (Labor)" prompts available. DATA COLLECTION MODE: Here we determine when and if data is collected. We can select one of the following options: ‘disabled’ will keep the prompt deactivated until further notice. ‘Collect on clock in’ prompts the employees as they begin a shift. ‘Collect on clock out’ prompts employees upon completing their shift. ‘Location Stamp’ will not prompt, but the location stamp associated with the clock the employee is punching on will appear on the timecard. If the webclock or a clock without a location ID is used, the location field will appear on the edit punch screen, but no location will be recorded for the shift. With the last option, ‘show online but do not collect anything,’ the employee will not be prompted to enter any data, but the new prompting category will appear and can be edited in the Edit Punch Record screen on the individual timecards. NAME OF THE FIELD: This is where we name the prompt. This name will appear on the edit punch record screen and on reports, as well as on the summary of prompt settings screen. *Important: This name is what you will use to reference the prompt in a script. HOW FIELD IS DISPLAYED IN COLUMN HEADERS: This is where you will enter what you want the column for this prompt to be titled on the employee time card. QUESTION TO BE DISPLAYED ON CLOCK: Here we enter the text of the prompt that will appear to the employee on clock at the time of clocking in or out and tell him or her what to enter. The entry can be no longer than 16 characters and will be capital letters on the clock screen. COLOR RESTRICTION: Here we select to which group of employees the clock will present the prompt. This grouping is determined by the color type of time card used by the employee to clock in or out. In most cases, we will simply choose the first option, all colors. Alternatively, we could select black cards (which is the standard time card), blue cards, or red cards. These colored time cards can be specially encoded for specific clock prompting purposes. For example, if we want only a specific group of employees to be prompted, we can select the blue card option so that only people with blue cards will be prompted. This setting only affects the prompt on the physical clock terminal. All employees will be prompted on WebClock (unless you change that in the WebClock 2.0 behavior setting below) because no cards are used. *Important: If you choose blue or red, you must also change the "Alternate Color Setting" in 'Misc Settings' under 'Client Configuration' to the same color to activate this setting. VISIBLE/EDITABLE: This affects whether or not the data collected will be visible and/or editable on the edit punch screen in the online system. If you will ever need to edit the prompt on a time card, it must be visible and editable. WEBCLOCK 2.0 DISPLAY BEHAVIOR: This setting allows you to choose how the prompt will act when punching in/out on WebClock. You can have it populate a list of entries as a drop-down list, or you can choose to not show it on the WebClock if you only need to prompt those who use a physical clock. Important: If you choose for the prompt to be displayed as a drop down box, you must add all entires to the Prompt List setting (below), and then you must activate this rule by going to Accountant Menu > Misc Settings then checking the "Use Prompt List" and saving the page. WHAT SHOULD HAPPEN IF THE EMPLOYEE DOESN'T ENTER ANYTHING FOR THE CLOCK PROMPT?: This setting allows us to choose what will happen if an employee doesn’t enter anything when prompted. We can choose to allow a blank entry, or force them to enter something. LENGTH OF ENTRY: This setting determines the number of digits or characters the employee can enter. We can allow anything between 0 and 12 digits when having a physical device active on the account, or between 0 and 50 when using a Web Only prompt. PROMPT LIST: In this field we can create a list of possible entries which will restrict the employee from entering something other than items included in our list. We will separate each entry with a comma, but NO SPACES. Note that the entries we add to the list must also match the minimum and maximum of characters that we already entered in the 'Length of Entry setting, and This list can be a maximum of 230 total characters when using a Verifone 330/380 for punch collection, or 3200 for all other clock types. This option is useful if we need the entries to be exact for reporting purposes. If we decide not to restrict the possible prompt entries, we can simply leave this field blank. TYPE OF ENTRY: This is where you choose if the entry can be Numeric only or Alpha Numeric. If they will be using a physical clock, you will want to have them enter numeric only and you can convert that to text via a script. SAVE: Once we have set the above option, we need to click save to put the setting into affect. This will return us to the Summary of Prompt Settings screen where we can now see a summary of our newly created prompt. Once the clock prompts have been setup and saved, wait 10 minutes for the servers to update, then transmit the clock so it can download the new updates from the server. Be advised that the prompts in a list do have a character limit. The limit per your account settings will be to the bottom right of the "Prompt List" box and will adjust as you type. Characters are defined as alpha numeric, any special characters spaces, and any punctuations. For example if prompt Z had a character limit of 230 and you already have 210 characters in the list, then there can be no more than another 20 characters total from all other prompts. Each comma used to separate entries are counted towards the total, as well as spaces. You do NOT need a space after the comma. | |
| ||||
| Back to Search Results | ||||||