VoiceClock

Overview

VoiceClock is telephone-enabled timekeeping data collection device. It provides timekeeping technology through the convenience of a telephone and the ability to service multiple clients.

VoiceClock is compatible with all SwipeClock data collection devices (WebClock / TimeClock), enabling all devices to be used simultaneously with each client.

The VoiceClock unit typically involves a larger phone line configuration with multiple clients utilizing the service each month.

The VoiceClock unit requires a constant connection via Analog phone lines to provide data collection and a LAN/Ethernet connection for transmission of data (punches) to our servers. 

It's important to note that the stand-alone VoiceClock does not operate in a "per client" manner. While you may only have one client that uses the VoiceClock, you can actually have multiple clients share one voice clock. Because of this, employees must have a VoiceClock PIN that is not only unique to their employer, but to all of your clients that use the VoiceClock.

IMPORTANT: The following article applies primarily to the stand-alone version of our VoiceClock. If you are looking for information on the Hosted VoiceClock, see Hosted Voice Clock.

Setup

The VoiceClock requires an analog phone line on which to receive calls. It will not work with VoIP lines.

Employee PINs/Card Numbers

It is critical that any client using the VoiceClock has unique PIN numbers for their employees, not just unique within their account, but among all of your clients using VoiceClock. See FAQ > PIN Duplicates for more information on this.

Clock Prompts

Once your Voice Clock is setup and assigned on your account you will need to go to the Accountant Menu > Assign VoiceClock Prompts.

Choose the device you would like to add a prompt to in the drop down then use the Add New link. From there it will give you a page which looks like a simplified version of setting up a clock prompt for a standard time clock.

Explanation of the fields
  • Time Device- This should show the VoiceClock number assigned to the client.
  • Variable- This will give you a drop down of prompt field name variables. Three for Numeric / Dollar Prompts (I, J and K) and three for Labor/Department Code Prompts (X, Y and Z).
  • Ask When- This lets you choose when you want the prompt to come into play either on the in or the out punch.
  • Prompt Wave- Choose the prompt wave you wish to use. The prompt wave is the sound recording used with this prompt. More of this is explained below. In most cases this would be a 1 to 2 digit number.
  • Restriction List- Same as in the regular clock prompts. It lets you restrict the input to a predefined list of numeric entries. The list can not have more than 230 characters, including punctuation's, alpha, numeric, and any special characters.
  • Min Length, Max Length- Allows you to set the limit of characters allowed to be entered from 0-9 characters.
In conjunction with this you will also want to setup a normal prompt USING THE SAME VARIABLE (i,j,k,x,y,z) as this will allow you to set up your column headings for your prompt.

A more detailed explanation of the workings of the clock prompts on a Voice Clock can be found below:

Clock Prompt Sound Files
On every Voice Clock, there is a folder with the appropriate .wav files needed for the Voice Clock to function. The folder's default location is: C:\Program Files\mc2\voice

Inside the voice folder, there are various .wav files ranging from 00-59.wav respectively. These stand for the different times that can be clocked in/out throughout the day. Example: "3" "01" are separate .wavs that the Voice Clock uses to tell the employee that they've successfully clocked in/out at 3:01. 

Separate wave files exist for the numbers 0 through 9 that are different from the ones numbered 00 thru 09. The single digit ones speak the single digits, and the double digit ones speak both digits (like oh-one or oh-nine). The file 00.wav says "o'clock". 

Also contained in the voice folder are various other prompts that are prerecorded. These extra prompts are a standard variety of industry specific items like: "Enter Tips" or "Enter Department Number", etc. There are also seven prompts named "promptx" where x is a number 1-7. A list of those prompts: 

prompt1 = instructions 
prompt2 = department 
prompt3 = job 
prompt4 = location 
prompt5 = tips 
prompt6 = net 
prompt7 = gross 

Custom Prompts
When creating custom prompts, the custom prompt must be named: promptx where x is a number OTHER THAN 1-7 WHICH IS ALREADY CONTAINED IN THE FOLDER!. So, if I were to create a Spanish prompt prompting the employee to enter a number, I would name it "prompt8" (with the default extension of .wav of course). All files in the voice folder must be in .wav format! 

The reason the file must be named "promptx" is simply because when adding a prompt to a Client on the server side , a numeric value MUST be entered. Thus, if I were to name my Spanish prompt "prompt8", on the server side I would only put 8 (disregarding the 'prompt' part of the filename) on the Assign Time Device Prompts portion of the Accountant Menu.

Note: We MAY be able to create custom (voice recorded) prompts. There is a minimum $50 fee for this service and it would be on a case by case/availability basis. Please contact Support for further details.

Show Caller ID on the Time Card

For this to work you must have Caller ID set up on the line through the phone service on which your VoiceClock is connected.

To set this up go to Accountant Menu > Add/Edit Punch API or VoiceClock > Edit. Once there, click on the drop down next to the 'Caller ID Variable:' and choose a free Labor Code (X,Y,Z) Clock Prompt. Note, you cannot use Web Only prompts, only X, Y, or Z.

The system also offers dual prompts (XY,YZ,ZX) which will generate caller ID information, one for where an IN punch comes from and one for where the following OUT punch is from. For example if you chose the XY the caller ID info for the IN punch would be under the X prompt and the caller ID info on the OUT punch would be under the Y prompt.

Note: For the dual Caller ID prompts, some of the older builds of the VoiceClock are missing an update to the configuration file and may not work for all clocks. If after running tests and finding out this is the case please let Support know and we can add the file and update the clock for you.


As with the other VoiceClock prompts you will also want to setup a normal prompt USING THE SAME VARIABLE (i,j,k,x,y,z) as this will allow you to set up your column headings for your prompt.

Caller ID Values Other Than the Number

There are a few issues that come up form time to time with caller ID that can affect time cards and what the clock will present under the Caller ID prompt:
  • P - Flags the call as "Private" meaning we could not collect the caller ID information when the call came in. This could happen when using your cell phone off network or "roaming" in other words, so we could not pull the callers number.
  • UNKNOWN# - This usually happens when the line they are calling TO (the line or phone number assigned to the VoiceClock) does not have Caller ID service to that line so we cannot collect the phone number coming in. 

Restrict Access to VoiceClock via Caller ID

The VoiceClock and Hosted VoiceClock can store a list of valid phone numbers and block access to the service based the caller ID of a user. With a client selected, this can be set up from the Accountant Menu > Add/Edit Punch API or VoiceClock > Edit.

Currently the Caller ID can hold up to 180 numbers. Numbers should be entered without hyphens. For example: 1234567890.

Note: Changes to this field only affect the site/client you set it up on and not all of your clients.

VoiceClock Use

When the VoiceClock is setup, a phone number should be assigned to you from your phone provider. All you need to do is give the employee that number to dial, assuming everything else is set up correctly with the VoiceClock.

Secondly, the employee need only have their SSN or Card Number field(s) filled out in Employee Setup to provide an 'employee ID' for the VoiceClock. When the employee calls the phone number, he/she will be prompted to enter their employee ID number. They'll enter in that number, and then are prompted to 'press 1 to clock In or 2 to clock Out.'

FAQ

Can we setup Spanish prompts on the VoiceClock?
We currently do not provide any Spanish prompts that are available/recorded. This would have to be done on the clients end.

Another issue with this is that the Voice Clock only supports one folder of .wav files at a time. Which would mean you would have to setup your voice prompts as either totally English or totally Spanish. 

There currently isn't an option to allow the caller to switch languages via a prompt for example 'Press 1 for English or 2 for Spanish'.

The only option that would work was if you had two Voice Clocks with two separate set of phone numbers for each clock. One Clock for English and one for Spanish or Have the prompt spoken first in one language then the other.

Note: Setting up two lines for incoming calls to the modem, one for English and one for Spanish also will not work as ultimately all calls regardless of number will be routed to the same voice prompt folder of .wav files.

An employee is getting an error message stating that their card number/PIN is a duplicate and needs to be changed. What is happening?
With using the VoiceClock, as the clock is not assigned to a single client but can be used by multiple clients under a Partner. For that reason, any client using the clock must have employees with unique PINs among all your VoiceClock users.

A few tips before assigning a client to the VoiceClock is to do one of the below:
  • Assign the PINs yourself for each employee.
  • If you are planning to allow the client to add their own PINs to the employees for use on the VoiceClock you could come up with a simple system for each different client and instruct them that if they plan to use the clock they will need to do something like adding "999" to either the beginning (or ending your choice) of the PIN they intend to use. For the next client instruct them to use "888" and so forth.
  • Keeping documentation on what (PIN's) was used in the past for previous clients assigned to the VoiceClock is preferred.


Whenever we try calling in we get the error "The phone number you are calling from is not a valid Caller ID number...". What is happening?

There are a few reasons this could occur:

If you are using the Caller ID Restriction feature then click on the 'Edit' link next to the VoiceClock you want to edit) AND: 
  • The incoming callers number may not be entered or not entered correctly in the list.
  • The incoming phone does not have caller ID setup on the line.
  • The incoming caller has caller ID blocked or disabled.
  • The line the VoiceClock is using does not have caller ID setup. 

Note reason 4 will affect all incoming calls in this manner whether the 'Caller ID Restriction' feature is enabled or not.

Sometimes if you disable the Caller ID this error may still occur. A probable reason may be that the VoiceClock may have lost internet connectivity or the VoiceClock service may not be working properly and did not get the update to remove the caller ID setting.

Support will be able to confirm this but an easier remedy may be to just reboot the VoiceClock and reset the internet connection and the VoiceClock service and try calling the VoiceClock again.

Can an 800 or toll free number be used with the VoiceClock?

Yes, you can set a toll free number up to be used for your VoiceClock.

How often does the VoiceClock request updates?
A timer on the the VoiceClock is set to sync itself and implement any changes made on our site that apply every two minutes through out the day.

This would also hold true regardless of any punches that come in and need to be transmitted to us.

Can the VoiceClock receive calls and be setup on VoIP lines?
No, the VoiceClock can only work with analog phone lines. 

If you are using a digital line (Voice Over IP or VOIP) you will need to get analog lines to support the amount of modems you purchased or are planning to use (typically from 1-3 at the base VoiceClock model).

For those with digital phone service you will need to either find another phone provider that offers analog service for the VoiceClock or see about getting an adapter to convert part of your digital phone service to analog from your current VOIP provider.

If you are planning to use multiple modems (which is normally the case) in addition to purchasing one line for each modem you are planning to us, you may also want to see about getting "Roll Call" service. Meaning you can have your phone provider assign all lines to one number and if one line is busy it will roll the call to an available line up to the amount you purchased.

Also for some of the features the VoiceClock provides you may want to consider getting Caller ID for all phone lines.

Note: There is a 7-8 second delay once the call ends before the modem will then be available/active.

Can the number of rings before the VoiceClock picks up be changed?
It is not possible to answer earlier or adjust the amount of rings required before the VoiceClock answers the line.

This is due to the caller ID feature. A caller ID signal isn’t sent by the phone company until between the 1st and 2nd ring. The VoiceClock will allow additional rings and picks up either upon receipt of the caller ID, or until it has rung enough that it doesn’t think caller ID will be coming.

VoiceClock Manuals

Attachments

VoiceClockInstalGuide.doc VoiceClockInstalGuide.doc
VCUserInstructions.pdf VCUserInstructions.pdf
VoiceClockInstalGuide.pdf VoiceClockInstalGuide.pdf

Did you find this article helpful?