New Employee Portal and Mobile App Rollout - Fall 2018

SwipeClock has done some major remodeling on the employee experience in TimeWorksPlus and your clients will start seeing changes in November of 2018.

On September 13th, we held a webinar to inform our partners about what to expect. You can view a recording of that webinar here, but if you want a summary of the main points, here's what you need to know:
  • The Employee Portal is a new web portal that will be replacing the ESS for TimeWorksPlus clients. You can watch a brief, user-facing video here.
  • The Employee Portal is now available. In November, we will provide partners the option to turn on this new portal for their clients. If you would like it sooner, contact your Channel Development Manager. (updated October 12, 2018)
  • The configuration of the new Employee Portal is slightly different than the ESS and more information on how it works can be found in the article Employee Portal Settings.
  • In October, we will also be releasing a new mobile app called TimeWorksPlus Employee. This will be an improved mobile experience for employees, but it doesn't contain any features for managers at this time.
  • TimeWorksPlus Employee will give employees the same look and functionality of the web-based Employee Portal. It will also have these improvements over the current mobile app:
    • Push notifications
    • Improved GPS accuracy
    • Intelligent Clock features
  • Manager functions will not available in the new TimeWorksPlus Employee app. Your client's management staff should continue using the original app for functions like time card approvals, approving time off, etc.
  • In order to use TimeWorksPlus Employee, your client must be converted to the new Employee Web Portal.

Mobile App FAQ

The new mobile app, TimeWorksPlus Employee, will be coming to the app stores this fall. This app will take the place of the employee features of the current mobile app.
 
This FAQ was drawn from the questions posed during our September 13th webinar: 

When and How Can I Get TimeWorksPlus Employee? Who Can Use It?

When can my client use TimeWorksPlus Employee, the new mobile app?
A firm release date is still to be determined, but it should be available by November 1. (updated October 12, 2018)
  • SwipeClock will announce the availability date to our partners via an email, but you can also check back to this article for updates.
  • Once the app is released, the client will need to be converted to the new Employee Web Portal before employees can use the new app. If they try to use it before that, the app will alert them that the app is not enabled for their site.

    Reach out to your Channel Development Manager if you would like to make change your client to the new Employee Portal. (updated October 12, 2018)
What's the name of the app? How do we differentiate it from the current app?
The new app is called TimeWorksPlus Employee. The current mobile app is just called "TimeWorksPlus".
 
Is the mobile app for all TimeWorksPlus users, or just those using WebClock 3.0?
All TimeWorksPlus employees can use the new mobile app. Once the app is available and the Employee Portal has been turned on for a site, any employee can download and use the app; WebClock 3.0 technically doesn't make a difference as far as use of the app.
 
I'm confused, I thought my client needed the new Employee Portal to use the mobile app? You just said WebClock 3.0 doesn't make a difference.
You do need the new Employee Portal turned on for mobile app access, but that is slightly different than WebClock 3.0. For the sake of clarification, WebClock 3.0 is our shorthand term for the new employee login page that we started rolling out earlier this year. That login page currently provides access to the old ESS. Once the new Employee Portal is enabled for a site, the WebClock 3.0 login page will provide access to the new Employee Portal. At this time, nearly all sites have been converted to that new employee login page, which looks like this:
 

 
Can clients using TimeWorks, your legacy system, use the mobile app?
No, SwipeClock is no longer developing features for TimeWorks.
 
Can we get a list of our clients using the mobile app?
Unfortunately, we don't have a report readily available that shows which of your clients is using mobile app. We suggest reaching out to all your clients, regardless of mobile app usage, and explaining a new TimeWorksPlus Employee app is coming. This should be part of your message to your clients about the new Employee Portal, which is also something they should be prepared for. With the improvements we have made to the mobile app, this is a great opportunity to get your non-mobile clients using a vastly improved feature of our system.

If you still feel a list of active mobile app users is necessary, reach out to your Channel Development Manager and we may be able to help.
 
Can we upgrade just one client for testing?
Yes, if you reach out to your Channel Development Manager, they can help you update certain clients to the new Employee Portal.
 
Where can I find out if an employee has mobile access?
Once we convert a site to the new Employee Web Portal, all employees will have mobile access. We feel a mobile app is now a standard expectation of any software, and making our partners "enable" this feature for a client seems redundant. With the new app, any employee with a login and password will be able to download and use the app. Now, the features they can use in the mobile app will be based on their site's settings, including the ability to clock in via the mobile app. If you want to see if an employee has Mobile Punch enabled, you can look in their Employee Setup record.
 

 
More info on how features are enabled for the mobile app will be coming in a future article.
 
Is there a plan to sunset the old app?
Yes, but not until manager functionality has been moved to the new app. A date for that has yet to be determined.

How Can I Demo the TimeWorksPlus Employee App?

For your current mobile app, SwipeClock has a web-based mobile app emulator that can be used for demos; will one be available for the new app?
No, a web version of the new mobile app is not available, but it's also not necessary; the web portal is now nearly identical to the mobile app. The only functional difference between the web portal and mobile app is location tracking and push notifications, neither of which are demonstrable on a web browser. So if you want to demonstrate the mobile app features to your client, the best method would be to set them up as an employee in your demo account and ask them to download the app themselves. 

What Can TimeWorksPlus Employee Do/Not Do?

If the employee does not have cell service, can they still use the mobile app?
No, the mobile app requires cell service for use.
 
Can I use Clock Lockout with the mobile app?
Yes, this new mobile app is compatible with Intelligent Clock features like Clock Lockout, provided you are using TimeWorksPlus Basic Scheduling or TimeSimplicity.
 
Can I use an IP filter on the mobile app?
No, IP filters only work with WebClock, our browser based clock, not the TimeWorksPlus Employee app. When a punch is made on the mobile app, it does not check a site's IP filters to validate whether an employee can clock in or out. Instead, it looks at the "Mobile Punch Enabled" setting in Employee Setup.
 
Can't I use an IP filter based on the client's WiFi?
No, that will not make any difference to the mobile app. The app does not check a site's IP filters when validating whether an employee can clock in or out. Instead, it looks at the "Mobile Punch Enabled" setting in Employee Setup. However, if the employee opens up the Employee Portal (the web portal) on their mobile device, the WebClock will honor that IP filter.
 
Can I disable the clock in the mobile app?
Yes, you can prevent employees from using the clock to punch in and out in the mobile app. That is still controlled in Employee Setup by disabling Mobile Punch.


 
When will managers be able to use the new mobile app?
That is unknown. We do not have a date for when management features will be added to the mobile app.
 
Can the employee get push notifications on new app without the new Portal?
No, the new portal must be enabled in order for the employee to use the new mobile app and consequently receive push notifications.
 
Can the employee get a missed punched notification (a reminder to the employee to clock in) if they aren't using WebClock or the clock on the mobile app?
Yes, provided they have a schedule, the punch reminder will be sent regardless of the clock your client uses.
 
Can the missed punch notification (a reminder to the employee to clock in) be sent without a schedule?
No, schedules are required for reminding an employee to clock in.
 
Will pay stubs show and other features of HUB be shown in the mobile app?
No, not in TimeWorksPlus Employee. However, if your client is using WorkforceHUB, an employee will be able to use their WorkforceHUB credentials to login to TimeWorksPlus Employee.
 
Can employees see announcements on the app?
Yes, the notifications that a manager creates for the ESS will also appear in the mobile app.
 
Can employees request days off in the past?
To a certain point, yes. There is a 14 day limit for employees to retro-request time off. That limit will still be honored by the new mobile app and Employee Portal.
 
Will employees see pay rates on the mobile app/portal?
No, pay rate visibility is no longer an option in the portal or mobile app. This was a seldom used feature that was not carried over to the new UI.
 
Can the employee make notes on the mobile app?
Yes, that functionality, if enabled in the ESS rule, will carry over to the new mobile app.
 
Can you edit clock prompts in the new app?
Yes, if an employee has the ability to edit their time card, they will also be able to edit their clock prompt entries.
 
If my client doesn't use your scheduling, will employees see the scheduling tab on the mobile app?
No, the availability of Scheduling, Time Off and Accrual Balances tabs in the mobile app is determined by the settings on the account. Without scheduling, there will be no Schedule tab in the mobile app.

Employee Portal FAQ

We will begin replacing the ESS with a new Employee Portal in November of 2018. This new user experience will be a new look that matches the UI of our mobile app.
 
This FAQ represents some of the most common questions posed during our September 13th webinar: 

When and How Can I Get the new Employee Portal? Who Can Use It?

When will my client get this new portal?
November is when we will provide partners the option to enable the new portal for their clients. After that, when an employee clicks the "Employee Portal" button on our WebClock 3.0 login page, (pictured below) they will be directed to the new Employee Portal. (updated October 12, 2018)
 

 
Can I change my clients to the new portal before that?
Yes, if you would like, we can turn on the new portal for your clients once it is available. The expected availability date of the Employee Portal will be sometime in October. Contact your CDM for more information.
 
What's the URL for the new Employee Portal?
It's the same as WebClock 3.0. After conversion, your clients will have access to the new Employee Portal through our WebClock 3.0 login page: https://clock.payrollservers.us/#/clock/web/login.
 
My client doesn't use WebClock, why do they need to use the WebClock 3.0 login page to access the portal?
For the sake of clarification, WebClock 3.0 was our shorthand for a new employee login page that we started rolling out earlier this year; it is not meant to just mean WebClock. If the client isn't using WebClock, and the employee clicks the WebClock button on that login page, they will be rejected and receive a message. Currently, that login page provides access to the old ESS. Once the new Employee Portal is enabled for a site, the page will provide access to the new Employee Portal.
 
Will the login page be branded with my logo?
If you are using site branding on the WebClock 3.0 page, then yes. URLs for custom branded WebClock 3.0 pages are formed by substituting your branded subdomain into the URL this way:

https://clock.payrollservers.us/?wl=insertyoursubdomain.payrollservers.us

What if my client is using a different ESS URL?
If your client is still using an employee login page that looks like this:
 

 
then regardless of whether the new Employee Portal is enabled or not, the employee will be directed to the old ESS. We realize that many clients are probably still using old, bookmarked links to access the ESS, so at some point, we will direct those old links to the new portal, but for the time being, anyone using those old URLs will still go to the old ESS. 

What Can the Employee Portal Do/Not Do?

Can we restrict employees from changing their personal info (email/phone)?
No, providing the employee control over their contact information is considered part of the employee experience. However, we recognize this can be a problem for sites integrated with payroll platforms that also house this information. If you feel this feature is needed, please provide some feedback via our Product Ideas portal.
 
Can employees view the overtime alerts on their time card?
No, the overtime alerts will not be visible to employees, but their overtime will be highlighted on the time card. As part of our product's evolution, we are trying to tie features to roles. Since the overtime alert is generally a tool for managers, we chose to no longer make it visible to the employee.
 
Can employees request days off in the past?
To a certain point, yes. There is a 14 day limit for employees to retro-request time off. That limit will still be honored by the mobile app and Employee Portal.
 
Will the new portal work with Ready, Set, Work?
It should, although this has yet to be tested. The API with Ready, Set, Work should import the schedules and display them as if they were created in TimeWorksPlus. When this is confirmed, we will update this article.
 
Is the link to Ready, Set, Work still going to be in the Portal?
No, we have not carried the hyperlink to the RSW login page over to the new portal.
 
What happens if an employee without WebClock access clicks WebClock button?
The will receive the following message: "We're sorry, you're not allowed to use WebClock." However, the employee can still use the portal.
 
Will IP filters work the same?
Yes, there has been no change to the IP filter functionality.
 
Will employees see pay rates on the mobile app/portal?
No, pay rate visibility for the employee is a seldom used feature that was not carried over to the mobile app.
 
Will pay stubs and other items found in HUB be visible in the Employee Portal?
No, not in the TimeWorksPlus Employee Portal. However, if your client is using WorkforceHUB, this new UI will be part of that product's Employee Portal's timekeeping features.
 
If my client doesn't use your scheduling product, will employee see "Scheduling" in the portal?
No, the availability of Scheduling, Time Off and Accrual Balances tabs in the portal is determined by the settings on the account. Without scheduling, there will be no Schedule tab visible to the employee.
 

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