University Computer Help Desk

Before You Begin

User levels in University Timeclock control the level of access each person has within the system.

Regular users have basic permissions to clock in, clock out, and view pay records, whereas organizational administrators have full control over their organization(s) within University Timeclock.

Custom user levels can be created and applied to staff members to grant them higher levels of access.

Who can create custom user levels?

To create custom user levels, you must either be an organizational administrator or have the “Manage Custom User Levels” privilege. To grant a regular user this privilege, an organizational administrator must create a custom user level and apply it to the staff member.

What limits are placed on custom user levels?

A custom user level must have more access than a regular user, but less access than an organizational administrator. The exact permissions granted to a custom user level are defined by the organizational administrator who creates it.

You can create as many custom user levels as you want, but once they are created they cannot be removed. You can modify and rename existing custom user levels at any time.

User Level Privileges

The following privileges can be assigned to custom user levels.

• User Management – Add, modify, and view users within the organization.  
• Location Management – Add, modify, and view locations within the organization.  
• Monitor Users – See who is currently clocked in to the organization’s time clock.  
• View Pay Period Report – View pay period reports used to fill out University time cards. 
• Manage Custom User Levels – Add, modify, and view custom user levels for the organization.  
• Manage Organization Options – Configure options for the organization. 
• Record Management – Add, modify, annotate, browse, and search time clock records within the organization. A staff member with this privilege will receive email notifications any time someone in the organization works more hours than allowed by the defined threshold.
• Record Reviewer – Browse and search time clock records within the organization.

Create a New Custom User Level

To create a new custom user level, do the following:

1. Log in to University Timeclock by going to https://timeclock.illinoisstate.edu/.
2. Click the Admin tab.
3. Click Add new Custom User Level.
4. In the User Level Name box, enter a name for the custom user level.
5. If you want staff members who have been assigned this custom user level to appear in the pay period report, put a check mark in the box labeled, Appear in the pay period report?
6. Under User Level Privileges, put a check mark in each box next to the privileges you want to assign to this custom user level.
   • Refer to the information above for a description of each privilege.
7. Click Save.

You can apply a custom user level to users through user management in University Timeclock.

• 1663: Managing staff members in University Timeclock

Edit a Custom User Level

To make changes to an existing custom user level, do the following:

1. Log in to University Timeclock by going to https://timeclock.illinoisstate.edu/.
2. Click the Admin tab.
3. Click Manage Custom User Levels.
4. Click the name of the custom user level you would like to edit.
5. Make the desired changes to the custom user level.
   • Refer to the information above for a description of each privilege.
6. Click Save.