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TimeCardView 7.0 for Users Quick Start Guide

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Quick Start Guide

Table Of Contents

TimeCardView 7.0 for Users

Introduction

Log In

TimeCardView Options

Change Status

Inbox

Review Hours

Employee Status

Override

Send Voicemail

Send Text Page

All Shift Activities


Quick Start Guide

TimeCardView 7.0 for Users


1 Introduction

TimeCardView enables you to use a Cisco Unified IP phone connected to Cisco Unity Express to automatically track the hours you work (start shift, end shift, lunch, and breaks). In addition, you can review your hours for the shift, the day, the week, or the month.

Supervisors and payroll specialists use TimeCardView to set limits on the time employees can spend in any state, view their current shift status, and review and approve their timesheets.

Supervisors can also send voice-mail and text messages to their employees. If voice mailboxes are configured, TimeCardView displays some of the voicemail-related options such as Inbox along with the TimeCardView-related menu options on the home screen. If mailboxes are not configured, only TimeCardView-related options will be shown.

This guide covers TimeCardView's phone screen and voice prompts.

2 Log In

Press the Services button on the Cisco Unified IP phone and select TimeCardView.

If you are accessing the Phone Interface of TimeCardView from your primary extension, the ID field displays your ID (usually your extension).

However, if you are using a different phone displaying someone else's ID, press to erase the ID, and use the keypad to enter your own (usually your extension).


Note Administrator-configured policies on your system might lock your account if you make several consecutive attempts to log in unsuccessfully.



Note If you get a message that your PIN has expired and you must change it, you must exit TimeCardView to change it in VoiceView Express. For this, see the Quick Start Guide for VoiceView Express.



3 TimeCardView Options

After login, the screen displays your TimeCardView home page, listing all the options available to you. Every TimeCardView user has:

Change Status (see section 4)

Inbox (see section 5)

Review Hours (see section 6)

Supervisors have these additional options:

Employee Status (see section 7)

Send Message (see sections 9 and 10)

4 Change Status

Use this option to start or end your shift, your break, and your lunch period.


Note The system locks out employees who forget to change their status to conform with the schedule configured in TimeCardView. Employees cannot change their status, and this is indicated by the letter L in brackets next to their last status. In that situation, only their supervisor can unlock their account. So, if you take too long for lunch, your supervisor must unlock your account before you can start your afternoon shift.



Step 1 From the TimeCardView home page, choose Change Status by using the:

Telephone keypad

Up/Down keys and then the Select button

Softkeys

Step 2 Select the appropriate option. The options available depend on your current status (which appears at the bottom of the screen):

Start/End Shift

Start/End Lunch

Start/End Break

Step 3 Select the Logout option at the bottom of the screen. If you forget to log out, TimeCardView logs you out automatically after a short time, or when someone else uses the same phone to log themselves in.


5 Inbox

You see the Inbox menu option only if voice mailboxes have been configured. The key to the Inbox display is as follows:

[number] NU = Number of new and urgent messages

[number] N = Number of new messages

[number] S = Number of saved messages

You can save 150 messages maximum. To access more messages, you must first delete some.

From the TimeCardView home page, choose Inbox by using the:

Telephone keypad

Up/Down keys and then the Select button

Softkeys

6 Review Hours


Step 1 From the TimeCardView home page, choose Review Hours, and the following options appear:

This Shift or Last Shift, depending whether you are In or Out

Today

This Week

This Month

Send Email

Step 2 (Optional) Select Send Email to send yourself a report of all the hours you worked in the last month.

Step 3 Select the period to review from the options listed in Step 1. The report page shows the time you spent in the relevant states:

Worked

Lunch

Break

Overtime


7 Employee Status

Only supervisors have the option to display the status of each employee reporting to them and to override that status.

Supervisors can also send voice and text messages to their reports. Employees to whom supervisors send messages find them in their Inboxes when they log into TimeCardView.


Step 1 From the TimeCardView home page, choose Employee Status. TimeCardView displays the names of the employees who report to you, and next to each, the status and the time and date when the status last changed.

Step 2 For further options, select an employee. For each one, you have these options:

Send Voicemail — Takes you to a page where you can record your message.

Send Text Page— Takes you to a page where you can input a text message using the telephone keypad.


Note If the Cisco Unity Express administrator did not configure an email address for the employee, the system tells you the text page address is empty.


All Shift Activities — Displays all status changes for this employee during the current day's work.

Override — Displays the employee's last status change(s) and enables you to change it and thereby unlock their account if necessary.


8 Override

Only supervisors can override an employee's status. Overriding is necessary when an employee is locked out of his or her account, a condition indicated by the letter L in brackets next to the person's last status. See note in Change Status.


Step 1 To unlock an employee's account, from the TimeCardView home page, choose Employee Status.

Step 2 Select the employee whose account is locked. The Further Options page appears.

Step 3 Select Override. The Override Status page appears, showing the next transition the employee could have made, for example, End Lunch.

Step 4 Select the appropriate status. The Year Selection page appears.

Step 5 Select the year. The Month Selection page appears.

Step 6 Select the month. The Day Selection page appears.

Step 7 Select the day. The Hour Selection page appears.

Step 8 Select the hour when the employee is to change status. The Selected Date page appears, and the system updates the employee's current shift status. The Employee Status page appears again.

If the employee's account is still locked, you can override again. This is necessary, for example, if the person ended neither their lunch break nor their shift, and the first override was only to override the Lunch status. The second override ends the shift.


9 Send Voicemail

Only supervisors have the option of sending voice mail, either to an individual employee who reports to them, or to all their reports.


Step 1 From the TimeCardView home page, choose Employee Status. TimeCardView displays the names of the employees who report to you, and next to each, the status and the time and date when the status last changed.

Step 2 Select an employee to whom you want to send voice mail. The Further Options screen appears.

Step 3 Select Send Voicemail. The Services page appears, showing the options:

One of my Employees — The employee you selected in the previous step

All my Employees — All the employees who report directly to you.

Step 4 Select one. The Message page appears.

Step 5 On the Message page, record your message. Select send. TimeCardView sends it to the selection you made in the previous step.


10 Send Text Page

Only supervisors have the option of sending text pages to their direct reports.


Step 1 From the TimeCardView home page, choose Employee Status. TimeCardView displays the names of the employees who report to you, and next to each, the status and the time and date when the status last changed.

Step 2 Select an employee to whom you want to send a text page. The Further Options screen appears.

Step 3 Select Send Text Page. The Send Text Page appears.

Step 4 Using the telephone keypad, enter the message. Select Send.

If the Cisco Unity Express administrator did not configure a text page address for the addressee, TimeCardView tells you the text page address was empty.


11 All Shift Activities

Only supervisors have the option to display all the activities in the current shift for their employees.


Step 1 From the TimeCardView home page, choose Employee Status. TimeCardView displays the names of the employees who report to you, and next to each, the status and the time and date when the status last changed.

Step 2 Select an employee whose activities for the current shift you want to see. The Further Options screen appears.

Step 3 Select All Shift Activities. The Services page appears, showing the times the various activities started, for example, Shift Start.