University Computer Help Desk

Managing locations in University Timeclock

Each organization in University Timeclock must have at least one location.

Before You Begin

Each organization in University Timeclock must be associated with at least one location. Locations describe where your staff members work and can be used to restrict where they can clock in and clock out.

To create locations, you must be either an organizational administrator or have the “Location Management” privilege.

Locations and Computer Restrictions

Locations can have restrictions placed on them to control where your employees can clock in and clock out. By specifying a fully qualified Active Directory domain name, IP address, or IP range, you can control which computers your staff members can use to clock in and clock out.

Important: If you have multiple locations in your organization, only one location is allowed to lack computer restrictions. When a staff member logs in to University Timeclock from a computer that does not match computer restrictions defined on one of the existing locations for the organization, the system will default back to the location without computer restrictions. However, if more than one location has no computer restrictions, the system will be unable to determine which location to use and will deny the staff member from clocking in.

Locations and Payroll Account Numbers

Each location can be associated with one payroll account number. This is useful in cases where a staff member is paid out of one account when working at one location, but paid out of a different account when working at another location.

Multiple locations can share the same payroll account number, and locations that do so are grouped together in the pay period report.

Add Locations

To add a new location to your organization, 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 Location.
  4. Enter a name for the location in the Location Name box.
  5. Enter the payroll account number used to pay staff members that work in this location in the Account Number box.
  6. Optionally, enter values for Location Building, Room Number, and Phone Number.
  7. Specify the restrictions you want to apply to this location.
    • Multiple Clock-Ins? - Put a check mark next to this option to allow multiple staff members to be clocked in at this location at the same time. If you leave this option unchecked, only one staff member can be clocked in at this location at a time. If a second staff member clocks in while someone else is clocked in, the first staff member will be automatically clocked out.
    • Computer Restrictions - The following computer restrictions can be assigned to a location:
      • A single IP address (e.g. 10.1.1.1)
      • An IP address range (e.g. 10.1.1.1-10.1.1.255)
      • An IP address with a wildcard (e.g. 10.1.1.*)
      • A fully qualified domain name for Windows computers bound to Active Directory (AD) (e.g. computername.ad.ilstu.edu)
  8. Click Save.

Your new location has been added.

Edit Locations

To modify an existing location, 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 Locations.
  4. Click the name of the location you would like to modify.
  5. Make the desired changes.
  6. Click Save.

Archive Locations

You should archive locations that are no longer used by your organization. Archiving is a way to remove the location from your organization while keeping any time clock records associated with that location intact.

To archive a location, follow the steps above for editing locations. Then put a check mark next to the option, Archive this location.

Restore Locations

To restore a location 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 Locations.
  4. Put a check mark in the box labeled, Show archived locations.
    • Archived locations will be grayed out.
  5. Click on the archived location you want to restore.
  6. Remove the check mark from the box labeled, Archive this location.
  7. Click Save.