Introduction

With Realtime, you have the option of allowing your employees access to Webconnect, a web portal where they can clock in and/or perform several self-service tasks, such as requesting time off and signing off on timecards.


Within the Webconnect configuration, you also have the option of allowing Mobile Punch, an app your employees can download from the Apple Apps or Google Play store, so that they may use their wireless smart devices to clock in.


You can create as many Webconfigurations as needed for your company. For example, you may wish to allow your office employees to clock in at their desk computers, while you may need to let your off-site employees use Mobile Punch to clock in while on the road. You can configure Webconnect separately for each group, so your employees only have access to the features they need.


Setup 


To set up a Webconnect configuration for your employees, log into Timekeeper, then go to Setup >> Desktop. Expand the WebConnect Configurations section by clicking on the ">" then click "Add."



You will be presented with a New WebConnect Confguration screen. There are three tabs of options for you to configure, General, PTO, and Security.




General


General

Name: Give the configuration a name. This is required.


Time Zone: The default setting is "Machine Time Zone," which gets time zone information from the local host. We recommend selecting the local time zone instead, as time zone settings may be incorrectly set on the host computer.


Is Default: Checking this box will assign this WebConnect setting by default to new employees created after this configuration is saved.


Timecard Sign-Off: This option allows your employees to sign off on their timecards. Your options are:


  • Not Allowed - This removes the option to sign off timecards.
  • Previous Allowed - This allows your employees to sign off on their timecard for the previous pay period.
  • Current and Previous Allowed - This allows your employees to sign off early for the current pay period, in addition to allowing the previous pay period.

    WARNING: If an employee or supervisor signs off on the current pay period, the system will not record any further entries for the rest of the pay period.


Allow Timecard Unsigning: This option allows your employees to retract their signature if they clicked by accident.


Sign Off Declaration: This is the verbiage that your employee agrees to when they sign off on their timecards. The default entry reads, "I certify that the hours recorded are true and correct."


Entry Configuration


Entry Mode: Choose from one of the following:

  •   Web Punch: This option gives the employee buttons to press for entering punches.
  •   Time Entry: This option gives the employee a timesheet to fill out. This only allows for punches.
  •   Shift Entry: This option gives the employees a predetermined number of Time Entry boxes per shift. Employees simply add the times for each event. It allows the employee to add and edit punches and hours.


Allowable Punch Types

If you choose Web Punch or Time Entry as your option for Entry Configuration above, you get the following options.

  •   Allow Autopunch: This is the recommended option. Employees just get one button, and the system figures out whether that punch should be In, Out, Lunch, or Break.
  •   Allow Switch: Only used for companies which use job or work codes.
  •   Allow In/Out: This gives the employee an option to manually select IN or OUT. This can be handy for any employees whose schedules do not allow for Schedule assignment, but otherwise, just opens up the potential for mistakes which must be corrected by the supervisor.
  •   Allow Lunch: Same as In/Out, but for lunch punches.
  •   Allow Break: Same as In/Out, but for break punches.
  •   Logout After Punch: This option will automatically log out the employee after they have entered a punch.


Shift Entry Template: If you chose Shift Entry as your option for Entry Configuration above, you get the following options.


  •   Day Start: Choose this option to allow your employees to record the time they start.
  •   Allow Break 1: Choose this option if you want your employees to record a break before lunch.
  •   Allow Break 2: Choose this option if you want your employees to record a second break before lunch.
  •   Allow lunch: Choose this option if you want your employees to enter their lunch break duration.
  •   Allow Break 3: Choose this option if you want your employees to record a break after lunch.
  •   Allow Break 4: Choose this option if you want your employees to record a second break after lunch.
  •   Day End: Choose this option to allow your employees to record the time they leave.


Tracking Levels


If you want tracking level items assigned to punches entered from this Deskpunch configuration, you can select which one you'd like assigned. An appropriate option would be Location, to keep track of where the employee was punching in from.


Editable: Gives the employees the option to choose the tracking level item to attach to their punch. This is a feature used for job or work codes.


Required: This will make choosing a Tracking Level Item required for this Tracking Level.


Whitelist: This allows you to limit the items your employees will see when they click on the Tracking Level. You can use this if you have a large number of Tracking Level Items, and wish to spare your employees from having to scroll through a large list for their selection. 


You can create multiple Webconnect configurations, each with a different Whitelist of Tracking Level items, as appropriate for your employees.




PTO

Time-Off Requests


Limit PTO Request Amount to Available: Prevents the employee from requesting time off when there are insufficient hours available in their bank. Only use if you are using Accruals.


Early PTO Request Allowed: This determines how early a request can be submitted.

  • Today: Only allows PTO requests for only today or later.
  • Current Pay Period: Allows PTO requests within the current pay period.
  • Previous Pay Period: Allows PTO requests within the previous pay period and after.


Usable Areas


Only the hour types with check marks will be visible to your employees.


Punches: These are the allowed hour types in the Time Entry Entry Mode.


Time-Off Requests: These are the allowed hour types for PTO requests.




SECURITY

Permissions

  Set all: Select "allowed" or "denied" to set all permissions to either setting.


General


Can View PTO Hours: (Granted / Denied) This will allow your employees to see how many PTO hours they have left to request. Only allow if you are using Accruals. 


Can Change Password: (Granted / Denied) This will allow your employees to change their password. Recommended: Allowed.


Time-Off Request Duration: (Full / Read Only / Denied) 


Navigation


PTO Request Area: (Granted / Denied) Allow this if you want to allow your employees to submit PTO requests (e.g., vacation, sick) through WebConnect.


Punch Area: (Granted / Denied) Allow this if you want your employees to enter punches through WebConnect or Mobile Punch.


Timecard Sign Off Area: (Granted / Denied) Allow this if you want your employees to sign off on their timecards prior to payroll. 

Once an employee signs off for a pay period on their timecard, Realtime will not assign any further punches to their timecard for the remainder of the pay period. 


If a card was signed by mistake, the employee or a supervisor will have to unsign, and any punches made in the interim will have to be retrieved from the clock or added by the supervisor. Any punches made via web portal (Deskpunch, WebConnect, or PinClock) will be lost, and will need to be added by the supervisor.


Timesheet Area: (Granted / Denied) Allow this if you want to allow your employees to review their hours and punches, and have the ability to leave Day Notes for supervisors.


IP Address Whitelist


Use Whitelist: Check here to enable IP address whitelisting. Employees assigned to this WebConnect configuration will only be allowed to sign in from the IP addresses listed in this section.


IP Address: Enter the external IP addresses where you want your employees to access this WebConnect configuration. (An external or public IP address is the public-facing IP address assigned by your ISP. An internal or private IP address is the one assigned to the device.) 


To get the external IP address, do a Google search for "ip address" (https://www.google.com/search?q=ip+address). The first result will be your public IP address. 


Description: Enter a description for the IP address listing. Recommended: Also add the date you looked up the IP address, i.e., "Main office 2016.05.27".


Add: Click here to add a new entry above.


Mobility


Allow Mobile: Enter a check mark to allow employees assigned to this WebConnect configuration to use their smartphones to clock in and out.

Mobile Punch only allows punches and job codes, so the only options affected by Mobile Punch are Punch Types Allowed and Tracking Levels.


Geofence Assignments

Select the Geofence assignments to attach to this WebConnect configuration. Your employees will only be allowed to punch through Mobile Punch when they are within the geofence areas selected according to the GPS information on their device.


For more information on how to set up Geofence Assignments, see 

https://sundialtimesystems.freshdesk.com/a/solutions/articles/1000298548.

Assign WebConnect


To assign this WebConnect configuration to your employees, go to Employees > [employee] > Externals, and select the WebConnect configuration. 

By default, the system will assign the employee's email address or firstname.lastname as the username, and the default password, with "password change required" checked.

Instructions to share with Employees:


The following is a complete set of instructions for all WebConnect features. You may wish to pare down the document to leave the parts relevant to your employees' setup.


https://sundialtimesystems.freshdesk.com/a/solutions/articles/1000297132