USER GUIDE....effectively managing remote employees. 1

Transcription

1 USER GUIDE...effectively managing remote employees 1

2 i n d e x How to use U-clock Logging in to U-clock Adding a User Adding a U-clock site Adding a U-clock device Synchronising a U-clock device Creating User groups Messaging User groups Setting up a keyword Creating a User schedule Manage User page Alerts How to setup Alerts Reports

3 How to use U-clock to Clock In/Out Once you have received your U-Clock box and your users are entered on to the system, they are ready to start clocking in and out. They must clock in and out of every shift. To do so, follow these 4 steps : Text the word UC followed by a space Add the 3 digit site code shown on the box Add the 8 digit U-Clock code currently being displayed on the U-Clock box Enter 1 or 2 at the end of the text to clock in and out respectively. The resulting text should look similar to: UC or2 The text should be sent to the number This is a free to text number and your employee will not be charged for the text. 3

4 Logging In to the U-Clock system Once you have signed up with U-Clock, you will be given a username and password for each time you log in to the system. To access the U-Clock webpage, go to Enter your username and password in the required fields and click Login. In this guide we show you how to begin using the U-Clock system Step 1 You must enter your users Step 2 You must enter your sites, devices & synchronise them. You are now set up to use U-Clock at its most basic. Step 3 Creating User Groups & messaging the group Step 4 Creating Keywords Step 5 Entering schedules & setting alerts * Reports Please see the Reports section of this booklet to see example of the reports you can produce with U-Clock. 4

5 Adding a User To add a user to the system, hover over the User/Groups tab and select Manage Users. The users page will be displayed. Hover over the user actions tab & select create new user. The main details screen will appear. Begin by entering the details for the user. A username and password must be entered, even though that particular user may not need to log in to the system A national insurance number is also required, so if the user has not provided their national insurance number, simply enter aa111111a Select the Roles tab at the top of the user screen to tick what access the user has to the system. If the user needs to monitor the system regularly, select them as a COMPANY ADMIN. If the user will be using U-Clock to simply clock in and out, 5

6 select them as a TIMESHEET USER. Select the Contact Info tab next, the required fields to fill in here are the user s mobile number and address. Again if the user does not have or has not provided an , create an address that is in the correct format, e.g. example@ example.com. Finally select the Costs tab and enter in the user s hourly rate of pay, as well as their charge out cost if possible. This information will be used on the reports produced by the timekeeping data. * PLEASE NOTE ALL OTHER FIELDS CAN BE FILLED IN FOR THE USER BUT ARE ONLY OPTIONAL. THE ONES DETAILED ABOVE HAVE TO BE COMPLETED BEFORE ADDING THE USER TO THE SYSTEM. 6

7 Adding a U-Clock SITE To add a U-Clock device to the system, firstly hover over the Sites/Device s tab and select Manage Sites, then hover over Site Actions and click the New Site link. The new site pop up box will then appear, asking you to enter the name of the site, e.g., U-Clock Bolton. The site code is simply the 3 digit SITE CODE on your U-Clock device, e.g., 123. Then Save and Close. 7

8 Adding a U-Clock DEVICE After adding a site to the system, you now have to add a device on to that site. Firstly hover over the Sites/Device s tab and select Manage Devices, then hover over Device Actions and click the Configure New Device link. Choose the site you have just added from the Assign to Site drop down box. Then enter the Location on Site as to where the device will be located, or simply add in the site name again. Then Save and Close. 8

9 Synchronising a U-Clock DEVICE If you have chosen to set up the box yourself: you need to start the box ticking. To do this you press the reset button by entering a biro into the small hole on the back of the box. You need to press the button 3 times, each time waiting until the dots are flashing. It is ready when it shows a random set of numbers. Every 30 seconds a set of dots will flash and the number will change. Once a device has been added on the system it then needs to be synchronised in one of two ways: 1) By one of the office staff The device can be synchronised internally if you have the U-Clock device in front of you or you can speak to an employee who is in front of the U-Clock device who can then read out the 8 digit code at that time. When on the Devices page, if you click on the blue synchronise icon on the right side of the page, a pop up box will appear that will ask you to enter the current 8 digit code. *This must be the exact code showing at the time you are entering the code in, or else the device will be synchronised incorrectly and the clock in and out s will not work. 9

10 2) By an employee clocking in The other way a device can be synchronised is by an employee clocking in to that site for the first time. The system will recognise that the device has yet to be synchronised, so will accept the first text as being the correct code. *Again it is important to make sure the code is entered correctly, because if an incorrect 8 digit code is entered, the system will accept it as being correct and all other clock s will be incorrect. 10

11 Creating User Groups Users can be split into groups so that they can easily be filtered, sorted or messaged together. Hover on the Users/Groups tab at the top and then click Manage User Groups. Then hover over User Group Actions and select New User Group to bring up the pop box. Enter your group name and Save and Close, doing the same steps to create more groups. 11

12 To add a user to a group, click back to the Users/Groups tab, select Manage Users and click the edit user icon next to the user s name. Click on the User Groups tab at the top of the pop up box, and tick the appropriate user group(s) you wish to add the user to, and Save and Close. * Users can be sorted by the groups they are in, or by who is in groups and who isn t. To do this click on the User Groups heading at the top of the column to sort the users by groups. 12

13 Messaging User Groups To message all users in a particular group, go back to the Manage User Groups page and click the message icon in the Send Group Message column. The pop up box will appear for you to start entering in your message. The text you type will be sent to all the users in that group in the form of a text message 13

14 Setting up a Keyword Keyword notifications can be set up, so that employees can send information in to specific people. When a keyword is entered and linked to specific person, every time a message is sent to the U-Clock number, starting with the keyword, the message will be delivered to the specific persons address. This is used to ensure important information is received by the office staff and is recorded on the system. These keywords can be used for a variety of purposes, which will be specific to your company. For example, employees can inform the correct person if they need to take a sick day, if they wish to request a holiday, to request stock, to request money be added to fuel cards for travelling expenses. To set up a keyword, hover over Keywords/Alerts and select Manage Keywords. Next hover over Keyword Actions and select New Keyword to create a new one. Enter in the address or addresses for the staff you wish to receive the notifications and Save and Close. 14

15 Creating a User Schedule To get full use of the traffic light system on your login area users have to have their working hour s scheduled in. User s with a red status are scheduled to be clocked in, but aren t. User s with an amber status have either forgotten to clock out past their scheduled hours, or are still working past that time. At the end of each shift it may be a good idea to check all users to see who is still clocked in, and whether they should have clocked out earlier in the day. User s with a green status have clocked in, on time, and are still within their scheduled hours. By simply looking at this screen, you can see who is clocked in, who is supposed to be clocked in but isn t, and who hasn t clocked out, and then any action that needs to be taken can be done so, e.g. contacting the employee and/or manually clocking them in/out. To add a user s hours in, click the Users tab and then click the schedule icon on the right of the page to bring up the calendar. Right click in the date and time you want the scheduling to start from and select the option which is most appropriate, probably New Recurring Scheduled Item. Select the start and finish time of their shift, and select Scheduled to Work from the Show time as: drop down box. 15

16 If a user has requested a holiday, selecting Scheduled Holiday will appear that the user is on holiday. If the recurrence is just daily, leave the options as they are. If the recurrence is weekly, select the weekly option, and tick the days that the user will be working these times. Once this has been filled in click ok and the schedule will appear on the calendar. To add more schedules, follow the same *To delete a schedule, right click on the scheduled work and select delete for either the series (the whole of the schedule) or the occurrence (just that day). 16

17 The Manage User page Manually Clocking If a user is unable to clock in or out, or has forgotten to clock in or out, the admin staff can be do so manually. To do this, click on the Clock icon next to the user you wish to clock. Select the site, date and time they are needed to be clocked at, and then select whether they are being clocked in or out. 17

18 Viewing User Timesheets On this page you can also click on a user s individual timesheet and select the date range you wish to view. User Schedules To view or alter a users schedule click on the schedule icon. There is more detail on this on the User Schedule page. 18

19 Viewing/Sending User Messages To see a list of messages a user has sent and received, select the message icon next to that user. All the messages will then appear. You can alter the date range for this. *To send a text message out to just one user, click the Send SMS Message at the top right of the pop up box. 19

20 Filtering / Sorting Columns To easily find a user in the system, you can enter their name or part of their name in the filter box, and this will remove all other users. To sort columns by alphabetical order or by details, simply clicking the header at the top of the column will sort it once, and clicking the header again will sort it again. So for example, to sort user s by who is clocked in and who isn t, click the Clocked In column header twice, and all user s who are currently clock in will show at the top. 20

21 Alerts The alerts feature enables U-Clock to inform companies when employees work patterns differ from their schedule. THIS FEATURE CAN ONLY BE USED WHEN THE EMPLOYEES SCHEDULE IS ENTERED IN U-CLOCK. U-Clock has a number of different alerts. (The timings & text can be set to your requirements). When you begin using U-Clock all these alert are set on your system and you must inform us which ones you wish to be turned off. The Clock In and Out Reminders must be used for the first week (we will create a group called New Starters this will enable you to use these reminders just for this group). The Late Finish/Neglected Clock Out must be used. This shows you if a member of staff has not clocked out, giving you peace of mind for lone workers but also showing you that a member of staff needs to be manually clocked out (without this the system will not allow them to clock in on the next shift). Clock In Reminder U-Clock will send the user a reminder to clock in at a specific time (i.e. 10 minutes before the start time on their schedule. Clock Out Reminder - U-Clock will send the user a reminder to clock out at a specific time (i.e. 10 minutes before the start time on their schedule. These reminders are particularly useful when users are new to the U-Clock system. Early Finish - When a user clocks out before a designated amount of time U-Clock will send a message to a designated person in the form of a text message and/or . 21

22 Late Arrival When a user fails to clock in by a designated time U-Clock can send a message to a designated person. This could be used in a number of different ways. a) If a user fails to clock in by a specific time (i.e. 5 mins after the start on their schedule), U-Clock can send the user a reminder to clock in. b) If a user still fails to clock in by a specific time (i.e. 10 mins after the start on their schedule), U-Clock can send an alert to a supervisor or administrator, in the form of a text message and/or Late Finish / Neglected Clock Out When a user fails to clock out within a given timeframe, U-Clock will alert a designated person in the form of a text message and/or . 22

23 Advanced Use How to setup an alert Step 1) Create a User Selection Profile Hover over the Keywords/Alerts tab, then select Manage User Selections Hover over the User Selection Actions tab, then select Create New User Selection. This is going to create a group to target, give them a name for your own reference and pick the required groups and individual users along with their preferred method of contact ( or SMS) You ll probably want to create 2 profiles: - One containing the groups & users you want to monitor. (e.g. Cleaning Staff) One containing the groups & users you d want to notify. (e.g. Line Managers) Step 2) Create the Alert Hover over the Keywords/Alerts tab, then select Manage Alerts. Next hover over the Alert Actions tab, then select Create New Alert. 23

24 The new alert box will pop up, you need to fill in necessary details; Advanced Use How to setup an alert Firstly the alert type select which alert you wish to use from the drop down box. Select the trigger time for the alert. Alert name is just for your own reference. This might be useful as you might use the same alert type for multiple purposes. For example: - o Clock In Reminder 10 minutes before their shift to actually remind them to clock in. o Clock In Reminder 12 hours before their shift to simply tell them when and where their next shift is. In the Users to Monitor and Users to Inform when Alert triggers you have to select the user selection profile you created in step 1. The active box must be selected for the alert to be switched on. 24

25 EXAMPLE In this example we have two groups set up as in Step 1, Alert Testers and Timekeeping Supervisor. This alert is a late alert. It will trigger if an Alert Testers has not clocked in by 10 minutes after their scheduled start time. 25

26 Step 3) Next you need to define the Notification Messages to both the user being monitored and the people to notify: - Click on the Notifications tab and use the Edit Alert Text button to define the message. 26

27 This brings up the edit screen where you can use the Insert tokens dropdown to enter replacement tokens into your message. Remember to save. This sets the message that your users will receive: - 27

28 REPORTS To enter the reports section of U-Clock, hover over the Reports/Analytics tab and select View Reports. There is a choice of reports. We recommend using the Scheduled and Actual Timesheet Report as this is the most powerful report. It opens in Excel and the data can be edited/filtered to show the information you require. Some of the things it shows are: Scheduled start and the actual clock in and any deviation between the two. Scheduled finish and the actual clock out and any deviation. Scheduled hours and actual hours worked and any deviation. Labour costs and charge out costs Filter to show individual employees or groups. 28

29 * There is also four other reports that can be used. These show one element only. Timesheet Report & Weekly Timesheet Report these show an employee s total hours per day over a period of time User Timesheet Summary Report shows an employee s time in and out each day. Site Summery Report - shows total hours on a site. 29

30 t: e: w: U-Clock Limited 10 The Hillock Harwood Bolton BL2 3HP...effectively managing remote employees Registered in England and Wales