WebClock and ESS Changes

WebClock and the Employee Self Service login page will soon look a little different. In addition to user interface changes, the new WebClock will also be the primary access point for the ESS. This means an employee will access their employee portal (for viewing the time card, requesting time off, etc.) through the same URL as the WebClock.

A recording of our Dec. 19th Webinar regarding these changes can be found here
IMPORTANT:  Since some things have changed since this webinar aired, please check this article for the latest information.

Some of the old login pages that will be replaced with the new login page
Our login still looks the same, is something wrong?
Don't worry, it will still operate normally. This is a phased release that will be ongoing for approximately a month. 

NEW: See Redirecting to the New WebClock for more details on how this will appear to the employees.
Employees may have to reset their password when using the new WebClock
The new WebClock will not allow an employee to keep using their initial password; the old versions of the WebClock never prompted an employee for a password reset. The new WebClock now instructs them to change their password. This means Employees that have never used the Employee Portal may now be asked to reset their password. 

NEW: This does not apply to accounts using WebClock with TimeWorks, our legacy timekeeping product.

We don't use the WebClock, does this apply to us?
Yes, because this page will also be the new access point for the ESS. When an employee goes to use the ESS, they will see the WEBCLOCK button but nothing will happen when they click it.
We don't use the ESS, just the WebClock, why do we still see the button for the Employee Portal?
Employees will still see the EMPLOYEE PORTAL button when they login to the WebClock, but if you do not have that feature enabled on your site, nothing will happen when they click it.


Topical Index

Why is There a Site ID Field?

Site ID is optional, although it will auto populate
after the first login

The Site ID is a unique identifier associated with each timekeeping account and it is optional.
Employees don't need to enter the Site ID when using the clock, it's optional. 
But after the very first login (either WebClock or ESS), the browser will store the Site ID on a cookie and auto-populate the field each time the WebClock is loaded.

If the browser history gets cleared, the field will again be blank, but as soon as another login is sent to our servers, subsequent logins will have the field re-populated with the Site ID.
The reason we are now using the Site ID is because it will eventually improve performance by more quickly identifying an employee in our database.

Do I Need to Change Anything?

No, not immediately. There is really no change in the functionality of the new WebClock, just a more unified experience for the user, but we suggest doing the following to prepare your clients:

Let Your Clients Know It's Coming

We suggest that you inform your clients in advance of this change, which is expected to be:
  • December of 2017 for current WebClock 3.0 users
  • UPDATE: February of 2018 for all users, likely starting the week of February 12th
Sending them this link to an end-user article on WebClock and ESS Changes will help prepare them. The article also contains a new set of instructions for their employees on how to use the clock.

Not sure if your client is using WebClock 3.0?
Go to their account and click Settings Menu > Client Configuration > Account Configuration and check if WebClock 3.0 is ON.

WebClock 3.0 is found in the Client Config page

NEW Redirecting to the New WebClock/ESS Login Page

It's important to point out to your client that during the transition (scheduled for the week of Feb. 12th, 2018), employees will see the following when using the old login pages:

During the transition only, employees using the old login URL will be
redirected after they enter their credentials
When an employee sees this message, they will need to click OK so that they can be taken to the new login page. Once there, they will need to enter their login and password again.

This "Re-entry of Credentials" Behavior is Only Temporary
Once all SwipeClock sites have been transitioned to the new login page, the redirect will be automatic. That means even if the employee uses the old login URLs, they will be redirected to the new login page.

Update Your URLs

Technically, the URL for the WebClock is changing, but even if a user accesses the clock via the old URL, they will still be redirected to the new clock (see the previous section titled Redirecting to the New WebClock ESS). 

Being redirected to a different page could be perceived as a security issue by your client, so it is critical you let your clients know that this is expected behavior. 

Eventually, you should update any links on your own website to reflect the change. The generic URL is: https://clock.payrollservers.us, but you can reference this article on WebClock 3.0 if you are using a custom branded URL and want information on how your custom branded site would appear with the new clock.
If you are using iFrames to display the WebClock on your website, you may need to make some adjustments to the formatting so that the clock displays correctly. Doing so may be necessary if the user now sees a scroll bar in the iFrame.

What You Don't Need to Change

If your client is using IP filters or clock prompts, those features will still work as before and no additional configuration is needed.

WebClock Login Instructions

The following instructions are intended for your clients and their employees. A PDF version can be downloaded here. We suggest that you review these instructions in preparation for the change. Also, the PDF contains a blank spaces for writing in the web address of your custom branded WebClock, as well as the Site ID.

You can also send them to the
WebClock and ESS Changes page in our end user "How To" site.

New WebClock/ESS login

Here are instructions on how an employee will login and use the WebClock and ESS.

A video tutorial can be found here.
  1. Access the WebClock using the designated web address. If you are unsure of the web address, it is likely bookmarked on a common computer. See your manager if you need assistance finding the WebClock.
  2. Enter your timekeeping username and password. Site ID can be left blank, but if there is already a number in the field, you can leave it as is.
If you are a new hire and using the WebClock or ESS for the first time, you will be asked to reset your password after your initial login. Passwords must be at least 8 characters in length and have 2 character types, (i.e. upper case and lower case, number and letter, etc.) Once you reset your password, you will be asked to login again.
  1. Choose WEBCLOCK if you are punching in or out, transferring departments, or starting a break*.

    If you want to check your time card, request time off, view your schedule, or check accrual balances, click EMPLOYEE PORTAL*. When you click this button, it will not record a punch on your time card. You must click WEBCLOCK in order to punch the clock. However, you may be able to access the clock from within the Employee Self Service Portal.
*Availability of the listed features may vary based on your timekeeping configuration.
If You Get an Error
If you receive an error message like "Unknown User", try the following
  1. If the Site ID was populated, try clearing the number out of the field and login again.
  2. Check with your manager that you are
    1. using the correct login.
    2. allowed to use WebClock.
    3. using the right initial password (if you are a new employee).
If none of those items work, you may need to request a password reset either through your manager or by using the Password Reset tool. The Password Reset tool only works if your email is associated with your account.
  1. After choosing WEBCLOCK on the login page, you will see the time and punch type buttons. The interface can be configured with various buttons, but at minimum, you should see a CLOCK IN and CLOCK OUT button.

    The minimal punch selection buttons on WebClock

    Punch Confirmation Message
    Choose your punch type and complete the process. A confirmation message will be displayed if the punch was successful.
    NOTE: There is a 20 second time out on the WebClock page, if you do not make a punch type choice within 20 seconds, you will automatically be logged out and need to log back in to complete your punch.

If Some Buttons Can't Be Clicked

Start Meal cannot be selected because the next logical
punch is End Meal

If any of the punch type buttons are grayed out, it is because, based on your last punch, those buttons are not a logical choice for this punch.

For example, if you were returning from your lunch break, it would not make sense to choose Start Meal as your punch type.

By clicking Miss Your Last Punch, you can select any

However, if you need to choose a grayed out button because you missed your last punch entirely, you can choose Miss your last punch at the bottom of the clock. Doing so will allow you to pick any of the punch type buttons.

Which Button Do I Click?

The WebClock can be configured with different buttons, based on your company's setup, but here is a quick explanation of the options.

If you are:
  • Starting or Ending a Shift – Use the CLOCK IN / CLOCK OUT buttons.
  • Changing Departments/Jobs/etc. – Use the TRANSFER button. If that button is not visible, use CLOCK IN instead and select you respective department from the clock prompt.
  • Starting a Meal Break (such as a lunch break) – Use START MEAL. This will initiate an unpaid break. If that button isn't displayed, use CLOCK OUT instead to start the lunch. START BREAK might also be a choice. Check with your supervisor if you are unsure.
  • Ending a Meal Break (such as a lunch break) – Use END MEAL. If that button isn't displayed, use CLOCK IN when you have finished your lunch. END BREAK might also be a choice. Check with your supervisor if you are unsure.
  • Starting a Paid Break – Use START BREAK to initiate a break for which you are paid. If that button isn't visible, ask you manager for instruction on how Paid Breaks are tracked.
  • Ending a Paid Break - Use END BREAK to conclude your break. If that button isn't visible, ask your manager for instructions on how Paid Breaks are tracked.

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