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

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 Maintenance.

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

2. Under the Employee heading on the Maintenance page, click the Employee Positions (or Employees) link.

3. On the Employees page, click the button (next to the Find button). The Employee ID Lookup window opens. Select the employee whose timeclock access you want to define or edit.

4. On the Employees page, click the Timeclocks menu item on the left side of the page.

   Note: This menu item will only be available if your company is configured to use timeclocks with the Time & Attendance module.

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 has already been assigned to any timeclocks, the check boxes corresponding to those timeclocks will already be selected in the lookup window. If you want to remove the employee's access to an already-selected timeclock, clear the corresponding check box by clicking it.
   
   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 Done 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.

   Tip: If the employee has already been assigned to any timeclock groups, the check boxes corresponding to those groups will already be selected in the lookup window. If you want to remove the employee's access to an already-selected group, clear the corresponding check box by clicking it.

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. If the field is not visible, or if you do not need to edit the timeclock restriction group assignment, skip to step 13.

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.