Last Update: November, 2007

If you do not see your question answered here, please check our Hot Support Issues page, User's Guide (pdf), or contact us here.

  
Q. Where do I enter my new license keys?
A. Perform the following steps to enter your license key(s):

1. From the Administration menu, choose Registration.

2. Click the Add button.

3. Enter your license information exactly as it appears on your license email.

4. Click the Save button.

5. Click the OK button to acknowledge that the license activation was successful.

   
Q. What do I do if my license key activation fails?
A. Virtual TimeClock license keys are custom generated for your company name and address. Therefore, the company name and address information must be entered into Virtual TimeClock exactly as it appears on your software license from us. Capitalization and punctuation must match. An easy way to guarantee accurate entry is to copy and paste the company name, address, and license key text from the license email into the appropriate registration window fields in Virtual TimeClock.

If you are unable to get your product properly registered, contact us with your company name and the product registration information you are using.

  
Q. Why am I getting an 'Out of licenses' error on a client TimeClock? I know I have enough licenses.
A. Virtual TimeClock remembers all clients that have ever connected to the TimeClock server. To connect new client computers, you'll need to delete clients no longer accessing Virtual TimeClock:

1. From the Administration menu, choose Clients.

2. Select a registered client you are no longer using and click the Delete button.

3. Click the Continue button to acknowledge that the server must go offline.

4. Click the Delete button to confirm the action.

   
Q. What do I do if I enabled password protection and I don’t remember my Owner level password?
A. Please contact us with your name, company, and the version of Virtual TimeClock you are using.

   
Q. How do I keep employees from starting and stopping work for one another?
A. Enabling password protection will control this problem:

1. From the Administration menu, choose Security.

2. Select the Enable password protection checkbox.

3. Click the OK button to confirm that you know an Owner level password.

4. From the Administration menu, choose Users.

5. Double-click the first user.

6. Verify the user access level and give them a password.

7. Click the Save button.

8. Select the next worker from the User Name list at the top and repeat steps 6 & 7 for each worker.

If sharing passwords is a problem, we've found that setting worker passwords to the last 4 digits of the their social security number discourages sharing.

  
Q. Can Virtual TimeClock automatically deduct a lunch break so workers do not have to clock out?
A. Yes. The settings for Virtual TimeClock's Automatic Deductions feature are found in the Calculations administration control panel. To enable Automatic Deductions:

1. From the Administration menu, choose Calculations.

2. In the Automatic Deductions section, select the Make automatic time deductions checkbox.

3. Enter the number of minutes to deduct per hours worked in the appropriate fields.

4. Click the Save button.

 
Q. Can Virtual TimeClock export timecard data to my payroll software?
A. Maybe. Virtual TimeClock supports an easy to use interface that exports your timecard totals directly into CheckMark Payroll.

You can also export timecard data to a tab or comma separated text file. Export files can be opened and edited in any common text editor or spreadsheet software (such as Microsoft Excel), formatting the data for import into any standard accounting/payroll software that allows text file importing.

   
Q. Why are totals missing from my Timecard report?
A. When timecards are missing some or all of the daily totals, it is almost always due to the payroll period being closed before all of the entries are made for the payroll period. Once a period is closed, the program calculates and saves the totals based on the current payroll settings. Any additional entries are then left untotaled.

Fortunately, it is easy to reopen a closed payroll period:

1. From the Administration menu, choose Payroll Period.

2. In the Periods Closed Through section, click the Modify button.

3. Set the date to one day prior to the period you want to open. For example, if the period not totaling correctly is February 6 to February 12, set the last closed payroll entry date to February 5.

4. Click the Reset button.

5. Click the OK button to acknowledge that the period was successfully closed.

   
Q. Why are the YTD leave totals incorrect on the Accrued & Used Leave report?
A. The starting date is probably not set correctly. All YTD values on the Accrued & Used Leave report are based on the worker's accrual anniversary date. To check a worker’s accrual anniversary date:

1. From the Administration menu, choose Users.

2. Select the worker name and click the Leave button.

3. Verify the Accrual Anniversary in the upper right corner of the Worker Leave Assignment window.

   
Q. What if I've lost or misplaced my software license keys?
A. Contact us with your company name and the product registered.

   
Q. Does Virtual TimeClock run as a service?
A. Virtual TimeClock is currently designed to run as an application rather than as a service. On Apple Macintosh computers there is currently no way to run Virtual TimeClock as a service. On Windows computers, you can use the Microsoft SrvAny utility to run Virtual TimeClock as a service. SrvAny is available online and in the Windows Server Resource Toolkit from Microsoft.

   
Q. Does Virtual TimeClock work with biometric devices or bar code readers?
A. Virtual TimeClock does not interface with biometric devices or bar code readers. As a software only solution, Virtual TimeClock is a cost effective time and attendance system without the need to buy or support proprietary hardware devices.

   
Q. I am moving my client TimeClock to another computer. How do I unregister the old computer’s license?
A. To delete a client computer no longer using Virtual TimeClock:

1. From the Administration menu, choose Clients.

2. Select the registered client you wish to delete and click the Delete button.

3. Click the Continue button to acknowledge that the TimeClock Server will be going offline.

4. Click the Delete button to unregister the client computer.

   
Q. Why does Virtual TimeClock tell me that my Maintenance & Support has expired or I am not enrolled when I attempt to upgrade?
A. This indicates the Virtual TimeClock license you are currently using is not valid for use with the upgrade you are installing.

If you have renewed your Maintenance & Support, you probably have not yet entered your new license keys. Detailed instructions for entering your new license keys are included with your renewal license from us.

Contact us if you need a copy of your renewal license keys, want to enroll your licenses in Maintenance & Support, or purchase an upgrade.

 
Q. Can Virtual TimeClock keep track of time spent on different jobs?
A. Yes. You can use tasks to track different accounts, activities, or jobs. Workers can use the 'Change Task' toolbar icon in the main TimeClock window to quickly switch from one task to another without actually stopping work. Tasks allow you to track all time 'on the clock' and generate reports based on those different tasks. 

  
Q. Where do I enter worker leave balances?
A. You must first decide if you accrue leave based on a fixed annual amount (40 hours per year) or accrue leave by calculation (1 hour accrued per 40 hours worked). To enter worker leave balances:

1. From the Administration menu, choose Leave.

2. In the Annual Allocation section, click the Assignments button.

3. Select a worker name from the Worker drop-down list.

4. In the Worker Leave Assignment window, you can enter the Accrual Anniversary for each employee, any leave carryover hours from the prior year, and new leave accrual amounts for the upcoming year or the accrual calculation rate.

5. Run the Accrued & Used Leave report to verify your leave totals.

 
Q. Will Virtual TimeClock run in a Terminal Services environment?
A. Yes. Although we do not formally support Virtual TimeClock on Microsoft Terminal Services, we do have many customers using Virtual TimeClock Pro on Terminal Services. We recommend loading the Virtual TimeClock client application on the server running Terminal Services, pointing to the Virtual TimeClock server application on another server or computer.

 
Q. How do I backup my timecard data?
A. That's easy! Virtual TimeClock Pro has a built-in backup utility that allows you to schedule automated backups. To schedule a backup of your company data file:

1. From the File menu, choose Backup.

2. Select the Schedule tab.

3. Click the Choose button to navigate to the location where you would like to save the backup file.

4. In the Schedule section, select the appropriate radio button to schedule a backup to occur Every Day, Weekdays, Weekends, or a specific day of the week.

5. Select the time that you want the backup to occur from the drop-down list.

6. Click the Save button to schedule the backup.

 
Q. How do seasonal time changes impact my Virtual TimeClock?
A. For most users, there’s no impact at all! Virtual TimeClock records all time stamps from the computer hardware running the TimeClock database. In other words, Virtual TimeClock records the time as reported by your computer. As long as your computer handles the time change automatically, Virtual TimeClock will always automatically record the correct time for you. If you have worker shifts that cross the time change, you do need to manually add or subtract an hour for that shift, depending on the time of year.

 
Q. How do I request a new feature?
A. To request a new feature, simply contact us. Describe generally or specifically what you would like added or changed in the program. It is very helpful if you explain how you would use the feature and why it is important to you. As part of our bi-annual engineering review, we evaluate all feature requests using a matrix based on three criteria:

• How well does the feature request fit logically with our existing feature set?

• How much engineering time and effort will be required to implement the feature?

• How many customers have requested this feature?

While we don't promise new features or forecast release dates for software in development, we will let you know if your feature request has been implemented in a new software release.
 

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