Switching Your Clients to our New Mobile App - TimeWorksPlus Employee

Your clients can now download and use TimeWorksPlus Employee, our improved mobile app containing all the primary time and attendance features of our employee web portal. This article explains the steps you, as a SwipeClock partner, should take before directing your client to use the new app.

If you are unfamiliar with the functional differences between TimeWorksPlus Employee and our legacy mobile app, please read Employee Portal and Mobile App Overview.

IMPORTANT: TimeWorksPlus Employee is for employees only, manager features are not included in this new app. Managers should continue to use the TimeWorksPlus mobile app.

This article explains:

Reasons to Delay Upgrading Your Client to the New App

Due to some functional gaps between the legacy app and the new mobile app, there are two scenarios where you may consider keeping your client on both the legacy app and our legacy Employee Self Service. They are situations where:
  • Your client allows employees to edit their own time card and blocks edits on approved punches. Employees can still edit their time card in the new mobile app and Employee Portal, but if your client has chosen to use the Time Card Approval feature that blocks additional edits after the employee approves their entry, then they should not be converted. Currently, a defect is preventing that restriction from being enforced on the new portal. This article will be updated when a fix is released.
  • Your client prevents employees from clocking in and out on the mobile app but supervisors clock the employees in and out via the mobile app. This functionality has not been migrated to the new mobile app and now that all employees have access to the mobile app, switching these could result in employees having the ability to clock in and out via the mobile app.

Enabling the New Mobile App

While TimeWorksPlus Employee is currently available in the iTunes and Google Play stores, there are some simple steps necessary before use:
  1. Turn on the new Employee Portal in the ESS Rule. This is required before your client can use the new mobile app. If this is not done, employees will be prevented from logging into the app. That means employees, even though they can download the app, will be unable to use it until the new portal is enabled.

If Your Client Previously Used the Legacy App

The following instructions are specific to those accounts that were using the old app. If the client never used the old app, skip to If the Client Never Used the Legacy App.
  1. All employees can download, install and use TimeWorksPlus Employee from their respective app store.

    Employees need to make sure they select
    "TimeWorksPlus Employee"
    • Employees that were using the old app will still be able to use the old app.

      The legacy app will still be available to those
      employees that had access to it prior to the upgrade
    • Employees that were never able to use the old app will not be able to use the old app.
    • All managers and supervisors will be able to use the old app.
  2. If the client wants any or all employees to punch in and out via the app, go to Disabling/Enabling Mobile Punching.

If Your Client Never Used the Legacy App

The following instructions apply to new accounts and any pre-existing accounts that never used the legacy app:
  1. All employees can download, install and use TimeWorksPlus Employee from their respective app store.

    Employees need to make sure they select
    "TimeWorksPlus Employee"
  2. If the client wants any or all employees to punch in via the app, go to Disabling/Enabling Mobile Punching.
  3. If the client has a need for the manager functions in a mobile app, go to Using the Legacy App for Managers and Supervisors.

Disabling/Enabling Mobile Punching

The ability to clock in and out on TimeWorksPlus Employee is dependent on the mobile settings in Employee Setup.

If Your Client Was Using the Legacy App

If your client had already been using our original mobile app and allowed some or all employees to clock in via the mobile app:
  • Those employees that had Mobile Punch Enabled will still be able to do so in the new app.
  • Any new hires or current employees that need Mobile Punch Enabled will need that permission enabled in Employee Setup.

    Giving employees the ability to clock in and out on the app is done in Employee Setup
If your client had been using the original mobile app but did not allow any employees to clock in via the mobile app, please follow the instructions in the next section titled If the Client Never Used the Legacy App.

IMPORTANT: Do not disable the Mobile Enabled setting on the Client Config ⇒ Mobile tab, it will wipe out any prior employee settings associated with the mobile app.

If Your Client Never Used The Legacy App

Letting employees clock in and out via the mobile app is set at both the account and employee level. Follow these steps if you have a new client that you are setting up or upgrading a client that previously prevented employees from clocking in via the mobile app.
  1. Go to Settings Menu ⇒  Client Configuration ⇒ Mobile tab and check Allow Mobile Punches. Save the changes. If your client used mobile punching in the past, this should already be enabled.

    Mobile punching needs to be enabled at the account level first.
  2. Optional- Check Enable Pinpoint GPS if your client would also like to track location data with the punch. (Requires the employee to enable functionality within the app as well.)
  3. Go to Employee Setup and, for each employee that needs mobile punching*:
    1. Open the employee record by clicking their name.
    2. Click the Edit button above the Identity section.
    3. Set the Mobile Punch Enabled to Yes.
    4. Optional- Set Add GPS to Yes if location tracking is also desired.
    5. Click either of the Save options.

Giving employees the ability to clock in and out on the app is done in Employee Setup
*Work With Selected for Bulk Edits
This process can be done in bulk for multiple employees by using the check boxes on the Employee Setup list view followed by Employee Setup Options ⇒ Work With Selected.

Multiple employees can be edited with the "Work with selected" option

Changing the "Mobile Punch Enabled" setting for multiple employees

Preparing Your Client for the New App

Once a site has been converted to the new Employee Portal, we suggest following these steps:
  1. Provide your client with this article link that has instructions for their employees: 
    https://helptwp.payrollservers.us/customer/en/portal/articles/2951692
    You can also provide your client with this article explaining the features of the app:
    https://helptwp.payrollservers.us/customer/portal/articles/2956562-employee-mobile-app---timeworksplus-employee
  2. Remind your client that when employees are searching for the app, they will also likely see an app called TimeWorksPlus, which is our old app; they need to select TimeWorksPlus Employee, not TimeWorksPlus. Employees should not uninstall the old app until they confirm they can use the new app.
  3. Once the employee installs, logs in and opens the new app, they will be asked to allow GPS services and push notifications. If they don't agree to the GPS tracking, the location will not be collected with their punch, regardless of the settings in their Employee Setup.

    Employees will be asked to allow location tracking when first
    opening the app
  4. Once the employee confirms they can login to the new app and view their time card, then they can choose to uninstall the old app with the exception of managers and supervisors. They will still need to use the old app for management functions.

 

Using the Legacy App for Managers and Supervisors

The old app, called TimeWorksPlus Mobile, is not going away. Managers and supervisors will need to continue using this app since there are no management features in TimeWorksPlus Employee.

Our old app, TimeWorksPlus, will still function for managers
For instructions you can share with your client on how to use the legacy app, please see How-To: Use TWP Mobile (for Managers & Supervisors).
Our original app, TimeWorksPlus Mobile, can also still be used by any employees that had access to the app prior to the upgrade.

Who Can Use the App and Can I Disable It?

Any employee of a TimeWorksPlus account that has been converted to our new Employee Web Portal can use the new TimeWorksPlus Employee. With it, they will, at minimum, be able to view their time card and change their personal information (email and phone). Any features beyond that are dependent on the account settings. For example: If requesting time off is not enabled for the account, the employee will not see the "Time Off" feature. If the account doesn't use scheduling, then the "Scheduling" page will be disabled.

With our previous app, you could disable an employee's access to the app completely by using a setting in Employee Setup. However, with the new app, you can no longer disable the app this way. Providing employees a mobile option for their timekeeping portal is now a standard part of the system.

If you did want to deny an employee access, you would need to remove their password in the "Logins" section of Employee Setup, but be aware, this would also prevent them from using the Web Portal and WebClock.

The "Mobile Enabled" field in Employee Setup no longer has any impact on an employee's access to the app

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