SwipeClock Gems ClientCare. Quick Tip. Still Having Problems?

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1 ClientCare ClientCare provides resellers additional services to assist with sales, setup and training, and even escalated support to your prospects and clients. Use ClientCare for the following reasons: You re a new reseller beginning to learn the process of adding SwipeClock timekeeping solutions to your service offering and would like some hands on training Your resident SwipeClock guru is no longer with the company and you still need to provide SwipeClock services to your prospects or clients You want to maximize your firm s time while still providing an excellent service to address your client s timekeeping needs For a small fee, a SwipeClock ClientCare representative can act on your firm s behalf to help provide a simple and affordable timekeeping solution. Still Having Problems? Using the ClientCare service can save both time and money through tapping into an expert who will be able to guide your client through the process and ensure the system settings are compatible with their needs from the beginning. You can also contact your PDS at no cost for assistance in growing your timekeeping business.

2 Clock Prompts Clock prompts can be configured to gather valuable data from the employee when clocking IN/OUT. This is set up in the Accountant Menu, Clock Prompts link. The system allows for three Numeric Prompts and three Labor Code Prompts. The different prompt types have important characteristics that need to be understood to ensure the correct prompt type is configured for the client. These distinctions are shown in the chart to the right. Numeric Prompts: are named I, J, and K in the system collect number values for totaling numbers, such as tips calculate collected information in number form can be used to add dollar amounts to an employee s timecard cannot be restricted to a list; simply collects numeric values Labor Code Prompts: are named X, Y, and Z in the system collect number or letter values to be used for tracking categories or buckets. do not calculate unless a custom script has been configured to do so. entry can be limited to a list of valid entries Import Data Into Payroll. Use a File Format! If direct integration through an API is not available for your payroll software, the next best option for importing timekeeping data, whether it s your firm or the client importing into payroll, is to use a file format. The ability to create a report that will be recognized by your payroll software within a few short clicks will go a long way in retaining clients, not to mention the incredible savings in time for you or your client from eliminating manual data entry! Payroll clerks can finally start planning a vacation!

3 Deliver a Plug-n-Play Clock! Set up clocks at your office before taking/shipping them to the client s site. This way the hardware will be pre-configured and become a true plug-n-play experience. Think ahead by doing the following: 1. Prepare to have all clock orders shipped to your firm s address FIRST! 2. Before delivering the clock, make sure it has been programmed and added to the client s account on the admin website. 3. Be prepared to configure any custom settings for the client, including Clock Prompts and/or Location Stamps. 4. If possible, add the PIN numbers, user I.D.s and/or card numbers to the Employee Setup on behalf of the client prior to sending them the clock. 5. The more you can prepare a clock to be an out of the box solution before shipping or installing it at the client s site, the better! 6. For local clients, consider going the extra mile by installing the clock for them at their office location(s). 7. This full-service experience will impress your clients while helping to reduce support questions in the future. 8. Note that SwipeClock can also ship a clock directly to your client s location. Setup can be done in matter of minutes. Get Integrated! If your payroll software vendor is integrated with SwipeClock through an API, learn to use this time-saving tool. As a result, you will save precious time in processing payroll. If not, contact your payroll software developer to find out if one is already in process or what it would take to get one started.

4 SwipeClock Conference 2012! Join us in October for SwipeClock Conference Learn from the gurus and other top SwipeClock resellers. This conference occurs every 18 months and has developed a reputation as one of the most exciting and educational conferences in the industry. Amidst the excitement, many great tools are provided to our resellers so they can be successful in the field. Sessions include how to sell, market, implement, and/or support your timekeeping services. Come also to network with other providers and key vendors in the industry. Let your hair hang down while networking and having a good time with the SwipeClock crew. Stay tuned for details coming soon!

5 Download Only Option Situation: Client wants to round their employees punch times for payroll, but the employees want to see their actual punch times when they log in to the view timecard portal in a web browser using WebClock. Solution: A custom processing rule can be applied to the client s account to only round the times when the payroll file is exported. Otherwise the time cards reflect actual punch times for employee use. More Examples... Situation 1: Your client wants to track their employees pay rates in timekeeping so they can run reports that show the labor costs in dollar figures before finalizing the payroll; however, the official pay rates are kept within the payroll software itself. Situation 2: Client wants to track a pay category as unpaid time, but wants to eliminate this category from the payroll file. These and other examples, where functions are only applicable to the payroll import or time card view (but not both), can be set up in the SwipeClock system.

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7 Shift Differentials Situation: Client is a nursing home with various shifts worked by the employees to cover its residents needs. The shifts worked by the employees come with a pay differential depending on factors such as time of day, level of certification, or home department. Solution: SwipeClock can handle this situation by setting up a custom rule within the Custom Processing (Scripting) section of the Accountant Menu. The client will be very pleased to learn the system will automatically calculate the shift differentials based on punch times and Employee Setup information. More Examples: Example 1: Add a Clock Prompt to track department, job code, or location. Example 2: Create a custom processing rule to attach pay rates to the shift differential depending on a Clock Prompt entry.

8 Location Stamps Situation: Client has multiple locations where employees can punch the clock. Identifying from which clock the employee has clocked in while keeping the location s labor costs separated is important for the client s budget planning. Solution: The SwipeClock system allows a Location Stamp to be set up by entering the clock s location Name in the Add Clocks link. Finally, activating a Location Stamp in Clock Prompts will automatically record the location to appear on time cards and reports. Additional options for location tracking: Set up a Clock Prompt to have employees enter their location # when punching IN or OUT (alternative method is used for WebClock). Enter an employee s home location into the Employee Setup page for use with custom processing rules (scripts) and reports.

9 Yesterday Rule Sometimes the client s situation calls for an employee s hours to apply to the day of an IN punch even if they work a shift that falls into the next day. The Swipe- Clock system accomplishes this task using what is called the Yesterday Rule. The Yesterday Rule allows for all times that belong to an employee s shift to be applied towards the day the shift began. This can enable clients who need to end their pay period at a certain time during the week and want the hours worked before that time to still apply to overtime, if applicable. The following is an example of this rule in action: Situation: Client needs a report that shows hours worked for a shift that spanned two calendar days. The report must assign the hours worked to the day the shift began. Solution: Applying the Yesterday Rule to the client s account brings the hours crossing midnight back onto the previous day.

10 Custom Programming (Scripting) Basics: Custom programming, also known as scripting, is a free-form customization process based on a proprietary, but simple if/then scripting language. This allows for further customization to be added to a client s account that may not otherwise be available through system pages. Learning this language takes some practice but can be well worth it. SwipeClock s support staff can also write custom scripts for your clients upon request. Basic scripts can be written using: Employee Setup fields (Supervisor, Department, Location, Home1, Home2, Home3, Rounding Schedule, Default Payrate, Payrate1, Payrate2 and Payrate3) Clock Prompts (done by using the variable attached to either a Numeric Prompt I, J, K or Labor Code Prompt X, Y, Z) Pay Categories Variables from existing scripts (e.g., A=C) Scripts follow a standard layout design as follows: If (statement surrounded by parenthesis) { Function to perform when If criteria is met. } Common Custom Scripts Some common settings a script can customize are: Shift differentials Clock Prompt settings Custom pay rate settings Exception flags Apply settings only to specific employees or set of employees Settings for pay categories Configure Holiday Pay settings Rounding Rules and more! Contact SwipeClock support for more information and to discuss potential options using custom scripting.

11 Miscellaneous Settings The Miscellaneous Settings page offers a list of additional features that can be configured for your client s timekeeping account. Available features include: Scheduling Supervisor Accounts Disable WebClock Hint: this is a good way to allow clients employees to view their time cards or schedules online without allowing punches. Custom Pay Types/Categories Manual Clock restriction on what the client s hardware clock will allow for manual PIN numbers. Use Prompt List for use with clock prompts. If you restrict a labor code prompt to only allow certain items, check this box to make those items appear as a drop down on the WebClock and online edit screen. A Little Help? Click the green play buttons to watch a video on system functions!

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13 Piece Rates Situation: A Home Health Care agency pays a certain number of hours for a visit type, and the timekeeping system needs to adjust the hours an employee is paid to reflect the allowed hours, rather than the actual/punched hours recorded. Solution: SwipeClock can be set up to customize the hours on an employee s time card to reflect the amount of hours each piece is allowed. This can be done through Scripting or through connecting scripting with a Clock Prompt. Additional options are available for tracking piece rates. Please contact SwipeClock support for assistance. Get Educated! Use the Knowledge Base to find answers to your questions. You can get great information on topics ranging from custom script writing, to troubleshooting a biometric fingerprint clock. Use the Knowledge Base to learn more about the SwipeClock system and to assist your clients with their questions.

14 Supervisor Time Card Approval Situation: A client needed a way to indicate that time cards have been reviewed and approved by supervisors/managers without printing and signing time cards and reports. Solution: Through a script, the SwipeClock system is able to indicate when a supervisor has reviewed a time card. An approval column can be created to show supervisor approvals on the time cards and in reports. Ask your Partner Development Specialist for more details about the Supervisor Approval option. Partner Development Specialists Need assistance with building your business? Want some ideas on how to market, price, or sell the SwipeClock solution to your clients? Your firm has a dedicated Partner Development Specialist whose main objective is to assist you in making a profitable/functional timekeeping solution for your client base. Think of your Partner Development Specialist as a marketing consultant right at your fingertips. Through daily conversations, your Partner Development Specialist is watching the marketplace and learning strategies to share with your firm. To reach your firm s PDS, call