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This guide will teach you how to set up the Time Clock, and will explore the functionality this feature has to offer.
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Setting Up The Time Clock Ability
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For convenience's sake, you can check the "Show Time Clock Icon in Status Bar" option to have access to clocking in and out from anywhere on the desktop, not just when in MacPractice. This Icon will be placed in the upper right corner of your Status Bar.
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The Icon is a Local Preference, meaning it is set for each Client Computer individually. We recommend having this preference enabled on each computer so all users can easily access the Time Clock Panel.
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If you provide your employees a paid break, you can configure how much break time an employee accrues. Here at MacPractice, for example we offer 15 minutes of paid break per every 4 hours, usable by using the Clock Break option (Discussed in Clocking In and Out, and Clocking Break)
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.
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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
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Setting Users as Managers is handled in the Users Reference Node. You can access the Users Reference by navigating to the References Ability, then scrolling down in the sidebar and expanding the Users node.
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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.
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Adjusting User Group Privileges for Time Clock Permissions
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Clocking Break is handled slightly differently. When you Clock Break, you are granted an amount of time based on what you had set in Configuring Preferences. For every x number of hours, you are granted x number of minutes of break. All Clock Break time will count as clocked in time until the pre-set amount is met, at which point Clock Break acts as if you're Clocked Out.
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In the Time Clock Panel, this "earned" break time is represented by Vested Break.
Time Clock Panel
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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.
You can access the Time Clock Panel via the Window Menu > Time Clock Panel.
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If you have the Preference "Show Time Clock Icon in Status Bar" enabled, you can also access the Time Clock Panel by clicking the Time Clock status icon in the upper right hand corner of your Mac desktop and selecting "Show Window".
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Here 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.
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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.
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Here you can edit a time block precisely. You'll note that there is a checkbox for "Current Record", as well as a "Record Type" drop down. Current Record indicates that this is an active time block, as in, the user is currently clocked in and this record will be active on the user.
Record Type allows you to control what kind of time block this is. You can choose from Regular, Break, Sick Time, Vacation, Personal Day, Paid Holiday, Military, and FMLA.If you need to create several time blocks for many users (say in the case of a paid holiday), please refer to the Time Clock Manager - Batch Record Creator Manager article.
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
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Time Clock Batch Record Creator
The Time Clock Batch Record Creator, located in the Managers ability, is used to create time clock records for multiple users as a batch.
On the left side of the Manager display, you can select which users to whom the Time Clock batch record should apply. Then, you can add the Date, Start, and End time of the Time Clock record within their respective fields.
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The Record Type menu is used to set the type of the resulting Time Clock shifts. Set the menu to Regular, Break, Sick Time, Vacation, Personal Day, Paid Holiday, Military, or FMLA (Family Medical Leave Act).
The Prevent Overlaps checkbox is used to prevent the Time Clock Batch Record Creator Manager from overwriting an existing Time Clock record within the same record as the batch that is being created. With this checkbox enabled, Employees with conflicting Time Clock records will maintain the Time Clock record as before creating the batch.
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 reportsHere’s a short list of the different reports, for more information, visit the Timesheet Reports article.
Accounting Report: This report is essentially a printable time sheet that can be printed for a pay period. It'll break down all Record Types of Time blocks and calculate how many hours of Standard, Overtime, and PTO have been accrued/used for the given pay period for the selected user. It also includes signature fields for employees and supervisors.
Accounting Summary: This report allows you to take a glance at the total standard/overtime/pto hours for a particular employee for the pay period.
Clock In Report: This report is used to track the clock in/clock out for each user for each day over the pay period. This is a good tool to determine whether you have a user who is chronically late.
All Records Reports: This report is an expanded version of the Clock In Report. For the users and record types selected, it will display all Time Clock records. Clock In, Clock Out, all record types. It will also break down percentage breakdowns of all recorded time blocks.