You can configure that certain employees may start the [time tracking terminal(/time-tracking/time-clock-terminal/time-tracking-terminal-on-a-tablet/) time clock only at the terminal (and, if desired, may also stop it only there). You can also configure that certain employees may still start/stop the time clock in their personal user account, not only at the time tracking terminal.
This lets you ensure that certain employees can clock working time only when they are on site at the office or company — and that other employees may operate the time clock on the go via smartphone or a laptop/PC, for example because they work in field service or in the home office.
Do the following:
Sign in to Timebutler as an admin and click bottom left on “Settings > User group”. Click the “Create new user group” button and then create a new shared user group named “Time clock allowed” (or similar). As you create it, add to this new user group all employees who should not clock only via the time tracking terminal, but should also clock via the virtual time clock.
Then click bottom left on “Settings > More..”, then on the right on “Time tracking”, then on the “Time tracking terminal” tab. Enable the “Start and end only in the time tracking terminal” option. This will reveal the option to specify that stopping is allowed only in the time tracking terminal as well — you can enable or disable this. The “Exception for start and end in the time tracking terminal” option will also appear. Select the user group “Time clock allowed” that you created earlier. Then click the “Save” button. You are done.
For employees to use the time clock in their own user account, you must enable the time clock. To do this, as an admin in Timebutler click bottom left on “Settings > More..”, then on the right on “Time tracking”. Make sure the “Time clock” option is enabled. If needed, save the change by clicking the blue “Save” button at the end of the page.
Note:
The time clock in the user account will be visible to all users with time tracking enabled. If a user who may only clock at the time tracking terminal tries to start the time clock in the user account, they will see an appropriate error message and be referred to the time tracking terminal.
Note on clocking breaks:
Users can always clock breaks in the user account, regardless of the setting for the time tracking terminal. Breaks reduce working time, so you should always give employees the option to fully clock breaks. Another reason to allow clocking breaks: if clocking were only possible at the time tracking terminal on the tablet, then a break could only begin and end on the tablet. However, employees do not always start and end their breaks right in front of the time tracking terminal.
Tip on future user accounts:
If you do not see the newly created user group available for selection, it is because you saved the user group as a personal user group, not as a shared user group. Then go back to the edit screen for user groups (bottom left on “Settings > User groups”), edit the user group, and change it to “Shared user group”.