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Table of Contents: Article IndexPrintable Version

Applies to versions: 1.4, 1.5, 1.6



Customizing Remote Clocking



Available in TimeIPS version 1.4.2 and above - Allows one or more with the Remote Clocking module, or TimeIPS Online Time Clock, to clock in and out using a computer terminal.

Security Level Required: Employee Administrator or Payroll Administrator

Using the left pane Main Menu, click on: Administration » Clocking » Remote Clocking

To Setup Remote Clocking

  1. Click on the Clock Setup icon. The Remote Clock Setup window will open.
  2. To replace the default TimeIPS logo with your own logo, click on the Browse button next to Upload new logo and navigate to your image file.
    NOTE: Images can be in .gif, .jpg, or .png format. For best results, we recommend that the image does not exceed 600 pixels in width or 120 pixels in height.

    TIP: Click on the "Restore Default Logo" button to return to the default TimeIPS logo.
  3. Click on the Save Changes button to load your custom logo.

  4. (Optional) Use the Rename "Job Code" field to enter a custom name of your choice.
    TIP: You can rename the Job Code field to something meaningful to your organization. The custom job code name will appear with a drop-down list of jobs on the Remote Clock screen. Users will be able to select from the list of jobs as set up in Job Management. Your custom job code field name will also appear on Time Reports.
  5. (Optional) Set the Status Display Time to indicate how many seconds to display an employee's status after clocking in/out before returning to the Remote Clock interface screen.
    NOTE: Status Display Time can only be used when "Remain logged in after clocking" is not checked.
  6. (Optional) Check the Remain logged in after clocking box if you want your users to remain logged in after they clock in/out.
    TIP: This option is useful when an employee does not share the computer from which he or she remote clocks. They will not have to enter their username and password each time they clock in or out.

    NOTE: If multiple employees use the same computer to clock in/out, leave this box unchecked so that each employee will be required to enter their username and password to clock in and out.
  7. (Optional) Check Use One-Button Interface to switch to a remote clocking interface that uses a single button for clocking in/out and changing jobs. (The default interface uses separate buttons to Clock In, Clock Out, Change Jobs and Check Status.)
  8. (Optional) Check Use Badge Numbers to allow employees to use their badge number, instead of username and password, to remotely clock in/out.
    NOTE: If, after choosing this option, you decide to switch back to username/password, you may need to add passwords for those who were granted remote clocking access with badge numbers only.
  9. Click on the Save Changes button to save your selections.
  10. Click on the Remote Employees icon to return to the Remote Clocking list and grant remote clocking privileges to your selected employees.

To Create Custom Fields for Remote Clocking

  1. Click on the Custom Fields icon.
  2. The Remote Clock Fields screen will load.


  3. Click on the Add New Field icon or button.


  4. Enter a name for your custom field.
    NOTE: Custom field names may consist of alphanumeric characters and symbols and may be up to 64 characters in length.
  5. Click the Save button to save, or the Cancel button to exit without saving your custom field name.


    NOTE: Custom fields that have never been used can be deleted using the Delete Field button. Once a custom field has been used for clocking, it can no longer be deleted, but can be hidden on clock in, clock out, or when changing jobs.
  6. Choose the the type of Acceptable Input employees may enter from the pull-down list. Your choices are:

    • Numeric - designated by a number
    • Alphabetic - designated by letters of the alphabet
    • Alphanumeric - can use both letters and/or numbers
    • Alphanumeric + Symbols - can use both letters and/or numbers, as well as special characters, such as punctuation marks
    • Select from List - allows you to create a list of options from which to choose
    • To add custom selection fields using the Select from List option:

      1. Choose "Select from List" from the pull-down list next to Acceptable Input.


      2. Click the Edit List Options button.


      3. Enter a name for the first list option in the Edit List Options pop-up window, then click on Add Option.
      4. Repeat Step C until all options have been added.
      5. Click on the Save button.
      6. NOTE: Entries in the Edit List will sort Lexicographically (i.e., dictionary sorting, so the number 80 would appear before the number 9). If you would like the list to display numbers in numeric order, add leading 0's to any numbers on your list (i.e, 009 would appear before 080).

  7. Choose the option for Require on In. Your choices are:

    • Required - Choosing this option will cause the custom field to always appear when users remote clock in. Employees will not be able to clock in unless they enter information in this field.
    • Optional - Choosing this option will cause the custom field to always appear when users remote clock in. Employees can enter information in this field when they clock in, but will not be prevented from clocking if they do not.
    • Hidden - Choosing this option will cause the custom field to be hidden from users when they remote clock in.
    TIP: If a custom field is only needed when a user clocks out, choose "Hidden" for "Require on In" and "Require on Job Change", and "Required" for "Require on Out".

  8. Choose the option for Require on Out. Your choices are:

    • Required - Choosing this option will cause this custom field to always appear when users remote clock out. Employees will not be able to clock out unless they enter information in this field.
    • Optional - Choosing this option will cause the custom field to always appear when users remote clock out. Employees can enter information in this field when they clock out, but will not be prevented from clocking if they do not.
    • Hidden - Choosing this option will cause this custom field to be hidden from users when they remote clock out.

  9. Choose the option for Require on Job Change. Your choices are:

    • Required - Choosing this option will cause the custom field to always appear when users change jobs via remote clocking. Employees will not be able to change jobs unless they enter information in this field.
    • Optional - Choosing this option will cause the custom field to always appear when users change jobs via remote clocking. Employees can enter information in this field when they change jobs via remote clocking, but will not be prevented from clocking if they do not.
    • Hidden - Choosing this option will cause the custom field to be hidden from users when they change jobs via remote clocking.
    NOTE: All custom fields and the data entered will be recorded with the time events for each remote clock. Managers, Employee Administrators and Payroll Administrators will be able to view this data when viewing time events. This information can also be exported via the Extended Job Report.

  10. Choose the Minimum Value for numeric fields, or the Minimum Length for non-numeric fields. Leave blank for no minimum.
  11. Choose the Maximum Value for numeric fields, or the Maximum Length for non-numeric fields. Leave blank for no maximum.
  12. (Optional) Enter the Default Value if you want your custom field to be pre-filled with data.
  13. Click on the Add New Field button to add a new custom field, or click the minus sign next to the custom field name to collapse the record and save your changes.
  14. EXAMPLE: In the image below, our example company "Land Escapes" has created custom fields for employees in their landscaping department as follows:


    • When clocking IN or CHANGING JOBS, employees have the option to enter the "Customer" name for the landscaping project.
    • When clocking OUT, employees are required to note the "Odometer - Beginning" and "Odometer - Ending" readings, and the "Vehicle ID" (tag number). These same fields are optional when CHANGING JOBS.
    • When clocking OUT or CHANGING JOBS, employees are required to note whether the project was completed.
    • When clocking OUT or CHANGING JOBS, employees have the option of adding a "Project Note".
    • The custom fields were setup as shown below:


To Remotely Clock In/Out or Change Jobs Using Customized Fields:


Security Level Required: Employee (Login Access)
Browse to the TimeIPS IP address followed by /remote/ or a colon and the number 81.

EXAMPLE: If the TimeIPS Master station's IP address is 192.168.1.225, employees will browse to http://192.168.1.225/remote/ or http://192.168.1.225:81 to remotely clock in and out.


NOTE: This section uses the custom fields for our example company "Land Escapes", as setup in the previous sections above.

To Remotely CLOCK IN Using Customized Fields:

  1. Enter Username and Password.
  2. If necessary, select the Job Code you will be working on from the pull-down. (In the example above, Land Escapes has customized the Job Code field with the name "Project Type".)
  3. Enter any Notes you wish to accompany your clock event.
    NOTE: IPSIPS is required for Job Tracking.

    TIP: Notes are stored with the Time In/Out pair. Clock Out notes will not overwrite any notes entered during a Clock In.
  4. Click on the Clock In button to clock in. (If you are not sure if you are already clocked in/out, click the Check Status button to double-check.)
  5. If custom fields have been setup that are either required or optional when clocking in, an additional screen will display.
    EXAMPLE: Our example company, Land Escapes, wants their employees to note the Customer's name and Project Type upon clocking in. Employee, Ralph Mendez, chooses job code "9999: Commercial" as the Project Type and enters "Johnson Dentistry" as the Customer's name. He also adds a note regarding the project in the notes section.


To Remotely CLOCK OUT or CHANGE JOBS Using Customized Fields:

  1. Enter Username and Password.
    NOTE: If the browser used for Remote Clocking remains open between clock events, the username and password fields will not appear if the "Remain logged in after clocking" checkbox was marked when setting up remote clocking.
  2. Enter any Notes you wish to accompany your clock event.
  3. Click on the Clock Out button to clock out, or click on the Change Jobs button to clock out of your current job and in to a different job. (If you are not sure if you are already clocked in/out, click the Check Status button to double-check.)
  4. If custom fields have been setup that are either required or optional when clocking out or changing jobs, an additional screen will display.
    EXAMPLE: Our example company, Land Escapes, wants their employees to note the beginning and ending odometer readings, project status, and vehicle ID when clocking out. Employee, Ralph Mendez, enters the odometer readings, selects "No" in the "Project Completed?" field, notes what is left to do in the "Project Note" field, and enters his company truck tag number in the "Vehicle ID" field. He also adds a note regarding the project and a customer request in the notes section.


    NOTE: Fields noted as "Required" must be completed in order for the employee to clock out.

Customized Fields and Time Events

  • The customized fields that are setup for remote clocking will appear in the time event edit screen, along with any notes that were entered when the employee clocked in or out.
    EXAMPLE: The image below shows the time events entered in the previous sections for Ralph Mendez at Land Escapes. It includes information he entered in the custom fields as well as his clock notes.

    NOTE: All data that is entered in custom fields is recorded with the time events for each remote clock. Managers, Employee Administrators and Payroll Administrators will be able to view this data when viewing time events. This information can also be exported via the Extended Job Report.


See Also:
Granting Access for Remote Clocking (1.4, 1.5, 1.6)
Time Edit/Report (1.3, 1.4, 1.5)

©2004-2017 TimeIPS, Inc. All Rights Reserved - TimeIPS and the TimeIPS logo are registered trademarks of TimeIPS, Inc.
"Intelligent Personnel System" "Run your Business. We'll watch the clock." are trademarks of TimeIPS, Inc.
TimeIPS is protected by one or more patents. Patent No. US 7,114.684 B2.