How Can Time Punches Be Limited to a Specific Computer?

There are many benefits to Software As A Service (SaaS software), which is why TimeForge was built from the ground up as a web-based software solution. More specifically, Managers do not have any software to install, nothing to upgrade, and there are no worries about backups or restoring of data. However, one common concern with web based software and time card tracking is ensuring that staff members are physically at work before they are allowed to clock in.

TimeForge is able to accomplish this by limiting time punches (clocking in and out) to a specific IP address. IP addresses are unique identifiers for computers on the Internet, and are normally provided by your Internet Service Provider (ISP). In many cases, multiple computers in a single office will share a single IP address through the use of a router or firewall device (such as those provided by Cisco, Linksys, D-Link, or Netgear). Similar to a phone number, only physical location at a time can have an IP address. For example, if your IP address is 208.45.167.3, no other computer system in the world will have that IP address.

TimeForge can require that staff members must be at the physical location that corresponds to your IP address before allowing them to clock in or out. This TimeForge lesson covers the specifics of configuring your IP address inside of TimeForge.

In some cases, your ISP will provide a dynamic IP address, which changes every few weeks. Most ISP’s will allow you to get a static, or sticky-static IP address for a nominal monthly fee.

Please note: Additionally, TimeForge can require that employees must clock in and clock out using a fingerprint scanner, which will restrict clocking in and out to a single physical computer at your location.

Navigate to the Attendance Options

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Locate the Attendance Options tab inside of TimeForge.

Add your IP Address to the list of allowed IP Addresses

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Within TimeForge, you can specify one or more IP addresses for employees to clock in.

To add an IP address for employees to clock in:
1. You can type your IP address into the text box. IP addresses should be separated by a space, comma, or on separate lines.
2. Instead of typing in the IP address, you can click on the “Add this computer to allowed IPs” link, and TimeForge will add your current IP address to the list of allowed IP addresses.

Make sure to Save your settings.

Employees Will Not Be Allowed To Clock In from Restricted Computers

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Employees that try to clock in to TimeForge from a computer at a different IP address than the IP addresses you have allowed, will receive a warning similar to the above screen shot.

These staff members will not be able to clock in or clock out.

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How Do I Change the Fingerprint Scan for an Employee?

TimeForge Attendance allows employees to log into TimeForge using a biometric fingerprint scanner. These scanners are both faster and more secure than the standard username and password combination, and using the fingerprint scanner can eliminate buddy punching entirely.

Occasionally, an employee will need to change the fingerprint data that is on record – perhaps due to an accident, skin irritation, or some other reason. Follow these steps to easily change the employee’s fingerprint scan.

Register Employee Fingerprints

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Navigate to the Employee List (in the Employees tab), and choose an employee to edit.

Scroll down toward the bottom of the staff member’s account, and you will see a “Register fingerprint data” button. Click on this button to begin registering this employee’s fingerprint.

Place the Employee’s Finger on the Scanner

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Have the staff member place their finger (usually the middle finger, or ring finger is best) properly on the fingerprint scanner.

The light will flash momentarily, to show a successful fingerprint scan.

Rescan the Staff Finger if Necessary

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In the case of a poor scan, you may be prompted to have the employee scan their finger again.

Successful Fingerprint Scan

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Once a successful fingerprint scan is complete, the employee’s page will refresh, and you will see a screen similar to the above, indicating success for the fingerprint scan.

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How Do I Stop Employees from Riding the Clock?

TimeForge is an extensive and powerful time tracking, employee scheduling, and labor management package, and you can begin to see some of TimeForge’s power by clicking on the Attendance tab. Many, but not all, of the time and attendance capabilities occur within the Attendance tab.

With TimeForge, you can add or edit attendance by date or employee, approve payroll for pay periods, export time punches to a third-party payroll company, and run numerous reports to review employee attendance.

TimeForge has a number of additional time card capabilities, including the ability to enforce the schedule and stop employees from riding the clock.

Navigate to the Attendance Tab

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Navigate to the Attendance Options page in the Attendance tab.

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TimeForge includes a number of settings on the Attendance Options page. Four of these options include the ability to restrict employee clock-in’s and clock-out’s based on the schedule.

By default, staff members can clock-in and out at any time. However, by setting the above options [1 - 4], you can make sure that staff members clock in or clock out within a certain grace period. An attempt to clock in or out, outside of the grace periods, will require a manager to allow the employee to clock in or clock out.

1. To enforce clock-in times, make sure to change this value to “No”, from the default of “Yes”.

2. Set a grace period for early clock-in’s, based on the schedule. For example, setting this to 10 will allow a 10 minute early grace period. If a staff member is scheduled to begin work at 10:00am, a 10 minute grace period will allow the employee to clock in at 9:50am.

3. To enforce clock-out times, make sure to change this value to “No”, from the default of “Yes”.

4. Set a grace period for late clock-out’s, based on the schedule. For example, setting this to 20 will allow a 20 minute late grace period. If a staff member is scheduled to end work at 3:00pm, a 10 minute grace period will allow the employee to clock in at 9:50am.

Employee Clock In and Clock Out is Enforced

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With schedule enforcement enabled, and grace periods set up, employees who are too early to clock in, or too late to clock out, are presented with the above screen.

A manager will need to enter their username and password, or use their fingerprint, if you are using the TimeForge Fingerprint scanner.

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How do I clock out using Time Clock Mode?

TimeForge Attendance provides two different and distinct methods for employees to clock out, based on manager preference.

One method, described below, is to use the TimeForge Time Clock Mode, which displays a list of employees (including your name), and you can clock in or out by simply clicking on your name, and entering your password.

This method of clocking in and out is designed for use on shared computer systems.

Locate your name on the list of staff members (sorted alphabetically)

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On the list of staff members, click on Clock Out (or click on your name).

Enter your password, or use the Fingerprint Scanner

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To validate your clock out when using Time Clock Mode, you need to enter your password and/or press your finger on the Fingerprint Scanner.

Enter Tips, Mileage, and Notes when clocking out

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Before finalizing your Time Clock clock out, you may review your current time card. Specifically, TimeForge Attendance displays how long you have been clocked in during this shift, and what your total is for the week. You may also enter any declared tips, mileage calculations, or notes for management.

Choose Clock Out to complete the clock out process.

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How do I clock in using Time Clock Mode?

TimeForge Attendance provides two different and distinct methods for employees to clock in, based on manager preference.

One method, described below, is to use the TimeForge Time Clock Mode, which displays a list of employees (including your name), and you can clock in or out by simply clicking on your name, and entering your password.

This method of clocking in and out is designed for use on shared computer systems.

Locate your name on the list of staff members (sorted alphabetically)

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On the list of staff members, click on Clock In (or click on your name).

Enter your password, or use the Fingerprint Scanner

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To validate your clock in when using Time Clock Mode, you need to enter your password and/or press your finger on the Fingerprint Scanner.

Choose your Position before Clocking In

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Before finalizing your Time Clock clock in, choose the correct position or job code. If only one option is available, the option will be automatically chosen for you.

In the above screen shot, Bartender is the only option.

Click on Clock In to be clocked in to TimeForge.

Time Clock Mode knows when you clocked in …

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After clocking in successfully, your clock in date and time will be displayed next to your name.

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How Do I Use the Setup Wizard?

Getting started is easy with the TimeForge Setup Wizard.

The Setup Wizard is a user friendly software guide that helps you quickly set up your location, positions, and employees. Labor schedules and time attendance have never been more simple!

Login and Today Page

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Login to the TimeForge web application using your username and password (or fingerprint scanner, if you have one), and you will be presented with the “Today” tab. On this page, you will a similar a screen similar to the above picture. Choose the “Setup Wizard” from the Setup tab.

Scheduling Employees: Create Company Settings (Step 1 of the Setup Wizard)

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Step 1 of the Setup Wizard includes basic company or location settings, such as the name, address, phone, and fax number of your store. Additionally, set the day of the week that your schedule starts (if you use bi-weekly or monthly schedules, choose the most appropriate date).

Make sure that the information on the Company Settings is correct before continuing, as TimeForge will automatically choose your time zone and download weather information based on the information entered on this page.

Scheduling Employees: Create Positions and Set Pay Rates (Step 2 of the Setup Wizard)

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On Step 2 of the Setup Wizard, enter the positions or job codes that your business uses to schedule employees. Base payrates and pay scales can also be entered for each Position (you can override these rates on a per-employee basis). Payrates will be useful later to compute schedule costs, and determine sales to labor ratios, and are also used when employees clock in and clock out (if you are using TimeForge Attendance).

For example:
- A table service restaurant might have positions for: Waiter, Food Runner, Busser, Bartender, Delivery Driver, Cook, Assistant Manager, Bar Manager, etc…
- A quick service restaurant might have positions for: Cashier / Register, Drive Through, Cook, Assistant Manager, Manager, etc…
- A car wash retail business might have positions for: Cashier, Assistant Manager, Manager, etc…
- Other retail businesses could have positions for: Register, Security, Carry Out, Delivery Driver, Assistant Manager, Manager, etc…

If a Pay Scale is chosen as “Annually” (for example, a salaried manager), the software will automatically compute an equivalent hourly rate in the “Hourly Rate” column. You may override this field if necessary.

Scheduling Employees: Create Employees and Assign Positions (Step 3 of the Setup Wizard)

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In this step, begin entering the employees at your business that will be on the schedule. Each employee will need to have a first and last name (the middle name or initial is optional). If you know the employee’s email address, you can enter their email address – TimeForge will automatically send them an email to allow them to access TimeForge.

Employees can have more than one job code or position assigned to them. To assign multiple job codes, simply check each of the necessary positions for the employee.

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heartWhat some of our clients have to say ...

We are one year into it now, well past being enamored with the newness. We are married to TimeForge. It's as essential to us now as any of our management tools today, and we very happy about that.- Steve @ Hermosa Cyclery
We really like the program so far. I know that it is geared towards restaurants, but we are a real estate company and we love it because it is inexpensive and it is so easy to use.- Nicole @ Exit Premier Realty
The Timeforge scheduling system has not only increased our efficiency tremendously; decreased the errors in what is normally an error prone environment; it has also saved us ten times what it costs us each month.- Michael @ Tiara Cafe
I would highly recommend TimeForge to anyone making work schedules. ... What used to take 1-2 hours, now takes 15 minutes. The reports section is comprehensive and useful.- Lawrence Payne @ Mid Pacific Country Club
I've been really pleased with this latest version of TimeForge. I'm really getting familiar with this program and its become a great time saver! Keep up the good work!- Loren @ Fresh Produce
Before using TimeForge, creating a schedule took 2 hours. With TimeForge, it takes less than 10 minutes.- Gail @ Kerr Drug

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Phone: 1 866 684 7191
Fax: 1 866 684 7191
E-Mail: info@timeforge.com

 

About TimeForge

The best tools available for managing labor in the restaurant, retail, food-service, and hospitality industries. Includes time management, employee scheduling, and other labor management tools.

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