We’ve received a lot of calls recently about the time management function in PhotoOne. Some of our newer clients and those who have recently added staff want to leverage PhotoOne when it comes to keeping track of employee time. Please note, the field of pumpkins doesn’t have anything to do with this blog post except for the fact that it’s October and Halloween is fast approaching — Ioka Valley Farm in the Berkshires is a great place to enjoy a Fall day.
A good place to start is to make sure you have passwords setup for each employee. Go to Setup > Employees and edit each employee record with respect to their password.
While you’re at it, make sure that you have a password. Go to Setup > Security > Passwords and type a password into each box with an asterisk and in any other areas you may want to protect. To see details about the areas you are protecting, click the Help button and you can get a list of areas and reports you might want to password protect. Finally, put a checkmark in the box at the top of the window to turn on the protection and save the action — close and relaunch PhotoOne to initiate the password protection.
Now you can have your employees sign in and out of PhotoOne. Employees just needs to click the Time Clock icon underneath Reports, type in their password, and then click the Close button. When they want to punch out, they just enter their password and click the Close button.
What do you need to do if you want to V/E/P? Go to Setup > Employees and click the Time Cards button on the right. A password protected and secure area gives you the ability to view, edit or print the time cards. Some quick and easy actions:
> the Expand/Collapse All button provides a tree-style display
> the Print 1 button prints the time sheet for the highlighted employee
> the Print All button prints a separate time sheet for each employee
> the Clock Out Entire Staff is for the manager when everyone is leaving at the same time
> if someone forgets to clock out simply click on the employee’s folder and go to the Clock Out section on the right and put a time and date into the tabs
> in the event you need to edit a time you can right click the time, click change, and update the time card.
There are lots of nice features for Keeping Track of Time in your studio management software — let us know if you have any additional questions about the features and how they might assist you in leveraging PhotoOne and your business.
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