...
This guide will teach you how to set up the Time Clock, and will explore the functionality this feature has to offer.
...
...
Setting Up the Time Clock Ability
| Table of Contents |
|---|
Setting Up The Time Clock
...
Ability
This section will cover the set up process for the Time Clock. We'll add the Time Clock Ability to the Toolbar, set up our Preferences, and we'll also set a User as a Manager and assign Users to that Manager. We'll also touch on User Privileges for the Time Clock.
Adding the Time Clock to the
...
Toolbar
Adding the Time Clock to the Toolbar is very simple. You'll first right-click or Control-Click an empty space in the Toolbar. This will pop up a menu. Select "Customize Toolbar..." from this list.
From there, you'll left click and drag the Time Clock icon onto the Toolbar.
...
Configuring
...
Preferences
Next, we'll need to review Time Clock Preferences. To access Preferences, navigate to the MacPractice Menu and click "Preferences".
...
You'll also want to review the Overtime options. You can set the Overtime calculation threshold based on how many hours per week, and you can also set a daily limit on how many hours can be worked before Overtime accrues. Configure these as it makes sense for your office.
| Info |
|---|
Important Note: The Preference "Hours worked beyond X hours/day count as Overtime" is user-based. This means that individual MacPractice users can potentially have a different threshold for how many hours a day count as overtime. |
If you don't see all the Preferences listed in the above screenshot, you should double check the logged in user's privileges in User Group Privileges. Global Time Clock Preferences, such as the Pay Period Frequency, can be hidden from most users (and you typically want only the Office Manager to have access to these!) Preferences are covered in Adjusting User Group Privileges for Time Clock Permissions.
Setting up Time Clock Managers in the User
...
Reference
Next, we'll want to set up Time Clock Managers and configure Users to report to their appropriate Managers. This is important, as it will allow a particular MacPractice User who's set as a Manager to be able to review and edit their employee's time blocks.
...
You'll need to first determine who in the office is the Manager or Managers. You can have as many Managers as needed, but for most small practices you'll only need one.
In the above screenshot, you can see the highlighted section of a User Reference labeled "Time Clock Management". There are two options present: a drop down menu labeled "Reports to Manager", and a checkbox labeled "is Manager". The drop down menu pulls from all User References that have "is Manager" checked.
First, you'll select the User who will be your Manager, and make sure "is Manager" is checked.
Then you will select all Users who should report to this Manager, and select the appropriate option for "Reports to Manager".
If done correctly, the Manager will be able to view all their employees listed in the Time Clock Ability and be able to edit their time blocks accordingly. We'll cover this functionality later.
Here are two examples of Manager hierarchies. Each Manager user is able to see anyone who reports to them. This includes other managers and their staff users.
...
Adjusting User Group Privileges for Time Clock
...
Permissions
The final step in configuring Time Clock is to confirm your User Groups have the appropriate level of permissions that your office wishes to grant your Users. To complete this, you'll first review the "User Group Privileges" Reference, right above the Users Reference in the References Ability. Select a Group, then click on the "Timeclock" section. You should see a screen very similar to the image below.
...
And that's it for configuration! Now to cover how to use the Time Clock.
Using Time
...
Clock
Now we'll cover how to clock in and out, checking and using the Vacation Calendar to track Users' planned vacations, use the In/Out Report to determine who's all clocked in or out, how to edit and adjust time blocks, and how to generate Timesheet Reports.
Clocking In and Out, and Clocking
...
Break
When a User is logged in, at the bottom bar of MacPractice you can see your Clock In/Out/Break buttons. This is usually to the left of the middle at the bottom of the MacPractice window.
...
In the Time Clock Panel, this "earned" break time is represented by Vested Break.
Time Clock Panel
The Time Clock Panel provides information about the current user's clocked in/out status, as well as your break time usage, including a summary of your clock in and out times.
...
Here we can see our clocked in time. Currently it is set for "This Pay Week", which you can change to "Yesterday" or "Today. The Clock In/Out/Break buttons are available, and you'll also see time entries for the current period of time. You'll also note that there is a Total line for Regular time, Break Time, Vested Break, and Total Time. Vested Break refers to how much break time you have earned, based on Preferences Set.
Vacation
...
Calendar
The Vacation Calendar is a Node in the Time Clock Sidebar that allows a MacPractice User to quickly note at a glance who is taking time off when, and if days are marked as Blackout Days (Days that the Manager has indicated no time off can be taken)
...
If you have a particularly large office, individual calendar days may quickly run out of space for names. If you need to review every User who has scheduled a particular Vacation Day, you can right click/control-click and choose "Show All Users" to view a pop up with all the Users who have scheduled for that day.
The In/Out
...
Report
The In/Out Report allows a user to see who's all clocked in or out at the time. It'll tell you the time of their last interaction with the Time Clock for the day. This is particularly useful if you're looking for someone and aren't sure if they are clocked in or on break.
...
In, Out, Break: The current status of the Time Clock record.
Time: The Time on which this Time Clock record (In, Out, or Break) was last updated. If a person clocks in or out, it will display the time they clocked in or out.
Name: The Name of the User
Timestamp: The date and time which the In / Out Report was loaded. The In/Out Report does not update in real time until you refresh or revisit the Report. Click the Reload button on the Toolbar to reload the In / Out Report.
Time Clock Node and
...
Resources
The Time Clock Node is similar to the Schedule Ability, except it displays Users and their time blocks as they've clocked in and out.
...
Regular
Break
Sick Time
Vacation
Personal Day
Paid Holiday
Military
FMLA
Adding, Modifying, and Deleting Time Blocks
You can add, delete, and edit Time Blocks if you have the required privileges as shown in Adjusting User Group Privileges for Time Clock Permissions. To add a time block, simply locate the user's column, and left click and drag to create a time block as in the Schedule Ability.
...
You can also mark time blocks Suspect for further review. Blocks marked Suspect will have a light redish color strip on the left side of the time block, while normal time blocks have a yellow strip.
Timesheet Reports
There are four different Timesheet Reports that you can use, accessible from the Timesheet Reports node. You can click the links to be taken to an article covering each of these reports.
...