University Computer Help Desk

Before You Begin

To manage time records for an organization in University Timeclock, you must be an organizational administrator or have the “Record Management” privilege.

Record management allows you do the following:

• Clock In for a Staff Member - Clock in on behalf of a staff member. Use this option when a staff member is currently working and able to clock in for himself or herself.
• Add a New Record - Add a complete time clock record for a staff member. A complete time clock record has a start date and time and an end date and time.
• Search, Browse, Edit, and Delete - You can search through time clock records and then view, edit, and delete them as needed.

Clock In for a Staff Member

You can clock in for a staff member. This is typically used when the staff member forgot to clock in, but is still currently working. As a manager, you can set the clock in date and time to reflect when the staff member should have clocked in. Once a staff member is clocked in, he or she can clock out when appropriate.

When you clock on behalf of a staff member, the IP address for that time clock record is set to 0.0.0.0.

To clock in on behalf of a staff member, do the following:

1. Log in to University Timeclock by going to https://timeclock.illinoisstate.edu/.
2. Click the Admin tab.
3. Click Clock user in.
4. Select the staff member(s) you would like to clock in.
   • You can select more than one person by holding the CTRL or SHIFT keys on your keyboard.
5. Click the Location drop-down menu and select the location where the staff member(s) are currently working.
6. Select the date and time when the staff member(s) began working.
7. If you wish to notify the employee(s) of this clock-in, check the box labeled Notify the employee(s) about this clock-in.
   • You can optionally provide a note that will be emailed to the employee(s) as well.
8. Click Save.

The staff member(s) are now clocked in. They can clock out normally.

Add a New Record

You can add new time clock records for staff members. This is typically used when the staff member forgot to clock in and clock out or when you need to clock in many people at once. As a manager, you can set the clock in date and time and clock out date and time to reflect when the staff members worked.

When you add a new time clock record for staff members, the IP addresses for that time clock record are set to 0.0.0.0.

To add a new time clock record, 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 record.
4. Select the staff member(s) for whom you would like to add a new time clock record.
   • You can select more than one person by holding the CTRL or SHIFT keys on your keyboard.
5. Optionally, you can provide a note for this shift in the Shift Note field.
6. Click the Location drop-down menu and select a location for the new time clock record.
7. Select a start date, end date, and time for this new record.
8. If you wish to notify the employee(s) of this newly added record, check the box labeled Notify the employee(s) about this added record.
9. Click Save.

You have added a new time clock record for these staff member(s).

Search, Browse, Edit, and Delete Records

To search or browse existing time records, do the following:

1. Log in to University Timeclock by going to https://timeclock.illinoisstate.edu/.
2. Click the Admin tab.
3. Click Search records.
   • You will see all recent time clock records that you can browse through.
4. You can narrow the list of records by searching. To search, enter any or all of the following:
   • User
     • By default, only active users are shown. You can view archived users by clicking Show archived users.
   • Location
   • Date Range
   • IP Address

You can view, edit, and delete records.

As you are viewing time clock records, you may notice the following:

• Modified records are highlighted in red.
• Shifts with a note on them will have a yellow notepad icon at the right of the record. View the note by placing your mouse over the notepad icon or by clicking on the magnifying glass icon to view the details of the record.
• When a manager clocks in on behalf of a staff member, the IP address for that record is set to 0.0.0.0
• When a manager adds a completed time clock record for the staff member, both IP addresses for that record are set to 0.0.0.0.

View Record Details

Click the magnifying glass icon to view the details for a record. This will also show any edits made to the record, including what was changed and when. 

Edit a Record

Click the pencil icon to edit a record. This will allow you to edit the location, start date and time, and end date and time of that record. You can also provide a note on each edit of a shift.

Delete a Record

Click the red 'X' icon to delete a record. When you delete a record, it is permanently removed from the system.