If your company allows employees to clock in and out at physical timeclocks, rather than having to log in to the Time & Attendance module on the Web to record their time, you can assign employees to specific timeclocks, timeclock groups, and timeclock restriction groups.

Assigning employees to specific timeclocks limits which timeclocks employees can use to record their time and to access information. (The specific tasks employees can perform at timeclocks will vary depending on the timeclocks and software being used. For more information about some of the possible tasks that may be available, see Configuring the Time & Attendance module's Timeclock Support.)

If your company uses multiple timeclocks and you want individual employees to be able to use more than one timeclock, you can create timeclock groups to make managing timeclock assignments easier. Timeclock groups allow you to assign employees to multiple timeclocks in one step. For example, if an employee should be able to use all of the timeclocks in one building, you can create a timeclock group for that building and assign the employee to that group, rather than having to assign the employee to each individual clock in the building.

If your company wants to restrict when employees can use timeclocks, an ADP Time & Attendance Representative can create timeclock restriction groups for you. Each timeclock restriction group is associated with a timeclock schedule restriction window, which specifies a period of time before each scheduled IN time and/or a period of time after each scheduled OUT time during which an employee can record punches (and, if applicable, open timeclock-controlled doors or gates). If an employee attempts to record a punch outside the timeclock schedule restriction window associated with his or her timeclock restriction group, the punch will not be accepted. Timeclock restrictions groups can be useful if you need to allow certain employees (such as managers) to clock in early and/or clock out late, but you do not want all employees to have the same early and/or late punch capabilities.

If timeclock restriction groups have been created for your company, you can assign individual employees to these groups, one employee at a time. You can also request that an ADP Time & Attendance Representative assign an entire pay group to a timeclock restriction group. An employee can only be assigned to one timeclock restriction group. If an employee is assigned to a timeclock restriction group and his or her pay group is assigned to a different timeclock restriction group, the individual employee’s timeclock restriction group assignment takes precedence.

The instructions below explain how to edit an employee's timeclock, timeclock group, and timeclock restriction group assignments from a single page in the Time & Attendance module. For instructions on how to quickly assign or remove multiple employees from a specific timeclock, see Viewing and Editing Timeclocks. For instructions on how to quickly assign or remove multiple employees from a specific timeclock group, see Viewing and Editing Timeclock Groups.

To edit an employee's timeclock access settings:

1. From the Time & Attendance menu, select Setup.

   Note: If the Setup option is not visible, make sure that you have selected Practitioner in the Role Selector.

2. click the Employee Positions (or Employees) link.

3. Click the button (next to the Find button) to open the Employee ID Lookup window. Select the employee whose timeclock you want to enter, edit or delete.

4. Under the Timeclocks heading and then click the Timeclocks link.

5. In the Timeclocks Assigned section, click the button. This opens a Timeclock Lookup window that displays all of the timeclocks that have been defined for your company.

6.  Select the check box next to each timeclock you want the employee to be able to use.

Tips:
If the employee should have access to several timeclocks that can be logically grouped, you do not have to assign the timeclocks individually. Instead, you can assign the employee to a timeclock group that includes all of the related timeclocks (see below).

The Timeclocks Assigned section only displays timeclocks that have been individually assigned to the employee. The employee may have access to other timeclocks through assigned timeclock groups.

7. Click the Submit button. The lookup window closes and the description for each selected timeclock is displayed in the Timeclocks Assigned field on the Employees page.

   Tip: To remove an assigned timeclock from the list, click the timeclock description and then click the button.

8. If any timeclock groups have been created for your company and you want to assign the employee to a timeclock group, click the button in the Timeclock Groups Assigned section. This opens a Timeclock Group Lookup window that displays the timeclock groups that have been defined for your company.

   Notes:
   The Timeclock Groups Assigned section will only be visible if timeclock groups have been created for your company. If it is not visible, but you think that using timeclock groups would be effective, you can create timeclock groups. For instructions, see Creating a Timeclock Group.
   
   If the Timeclock Groups Assigned section is not visible, or if you do not need to edit the timeclock group assignments, skip to the next step.

9. Select the check box next to each timeclock group to which you want to assign the employee.

10. Click the Done button. The lookup window closes and the description for each selected timeclock group is displayed in the Timeclock Groups Assigned field on the Employees page.

    Tip: To remove an assigned timeclock group from the list, click the group description and then click the button.

11. If any timeclock restriction groups have been created for your company and you want to assign the employee to a timeclock restriction group, click the button next to the Timeclock Restriction Group field. This opens a Timeclock Restriction Group Lookup window that displays the timeclock restriction groups that have been defined for your company.

    Note: The Timeclock Restriction Group field will only be visible if timeclock restriction groups have been created for your company.

12. Click the timeclock restriction group to which you want to assign the employee. The lookup window closes and the selected group is entered in the Timeclock Restriction Group field on the Employees page.

    Tip: If you do not want the employee's timeclock access restricted, leave the Timeclock Restriction Group field blank (or delete any value that may already be displayed in the field).

13. Click the Submit button to save all of the timeclock settings for the employee.

Tip: You can run timeclock reports to view which employees are assigned to which timeclocks, timeclock groups, and timeclock restriction groups. For instructions, see Using Timeclock Reports to View Timeclock Assignments.