University Computer Help Desk

Before You Begin

Before a staff member can log in to University Timeclock, he or she must be added to the system. When a staff member is no longer employed by an organization, he or she should be archived in University Timeclock.

To add, edit, or archive members of your organization(s), you must be an organizational administrator or have the “User Management” privilege.

Add Staff Members

To add a new staff member to your organization(s) in University Timeclock, do the following:

1. Log in to University Timeclock by going to https://timeclock.illinoisstate.edu.
   • If you work for multiple organizations that use University Timeclock, you will be prompted to choose the organization you would like to log in to.
   • You can switch the organization you're logged in to at any time by clicking the down-arrow next to your organization's name in the upper-right corner of the screen.
2. Click the Admin tab.
3. Click Add new user.
4. In the ULID box, enter the ULID of the staff member you wish to add.
   • As you type, a pop-up box appear with a list of ULIDs and names that match what you are typing. Clicking on a ULID in that box will automatically fill out the ULID, First Name, and Last Name fields.
   • University Timeclock will automatically use the user's preferred name on file with the University. However, you may modify the person's first or last name to something different if desired.
5. Optionally, you may provide a short note in the User Note box.
6. Select a user level from the User Level drop-down menu to assign privileges to the staff member.
   • 1661: Understanding user levels in University Timeclock
7. Click Save.

Edit Staff Members

To make changes to an existing staff member in University Timeclock, follow these instructions:

1. Log in to University Timeclock by going to https://timeclock.illinoisstate.edu.
   • If you work for multiple organizations that use University Timeclock, you will be prompted to choose the organization you would like to log in to.
   • You can switch the organization you're logged in to at any time by clicking the down-arrow next to your organization's name in the upper-right corner of the screen.
2. Click the Admin tab.
3. Click Manage Users.
4. Click the name or ULID of the staff member record you would like to edit.
5. Make the desired changes.
6. Click Save.

Archive Staff Members

You should archive staff members once they are no longer employed by your organization. Archiving is a way to remove staff members from your organization while retaining their work history and time clock records.

To archive a staff member, follow the steps above for editing staff members. Then put a check mark next to the option, Archive this user.

Important: Archiving staff members is handled separately for each organization. If you want to archive a staff member for more than one organization, you must do so for each organization separately. You can switch the organization you're logged in to at any time by clicking the down-arrow next to your organization's name in the upper-right corner of the screen.

Restore Staff Members

To restore a staff member that has been previously archived, do the following:

1. Log in to University Timeclock by going to https://timeclock.illinoisstate.edu.
   • If you work for multiple organizations that use University Timeclock, you will be prompted to choose the organization you would like to log in to.
   • You can switch the organization you're logged in to at any time by clicking the down-arrow next to your organization's name in the upper-right corner of the screen.
2. Click the Admin tab.
3. Click Manage Users.
4. Put a check mark next to the option, Show archived users.
   • Archived staff members will be grayed out.
5. Click on the archived staff member whose access you would like to restore.
6. Remove the check mark from the box that says, Archive this user.
7. Click Save.

This staff member's access to University Timeclock has been restored. Because archiving is handled separately for each organization, you must repeat these steps if you want to restore the staff member's access to other organizations.