SwiftTime FAQ

Here is a collection of frequently asked questions that you may find helpful in implementing and using our application.

Please feel free to contact us if you have other questions.


What is SwiftTime

Why do I need an employee timesheet management program

How is SwiftTime sold

Why should I use it over other employee time tracking applications.

Is the information that I enter in SwiftTime safe and secure

Is SwiftTime affordable and suitable for my organization

What type of computer system do I need to use SwiftTime

What kind of technical support can I expect

Who sets up the information such as Staff, Clients, projects and expense categories

What training tools are available on basic operating functionality

Can staff review and edit their timesheets at anytime

How does the approval process for completed timesheets, project time and expenses work

How are software updates handled

Can I integrate SwiftTime into my web site or Intranet

Does the system provide email notifications

Will the SwiftTime system interact with my accounting and payroll programs

We have multiple offices and would like to group staff from the various offices in our reports. Is this possible.

What is the backup and recovery policy for SwiftTime information

What reports are available and can I add custom reports

Does the system allow users to be assigned to multiple jobs and projects with different charge rates.

Are there weekly or monthly tasks that an administrator must perform to maintain the system

Can we export our data from the SwiftTime application

Is SwiftTime available to companies outside the US

How do I get started



Q. What is SwiftTime

A. SwiftTime is an easy to use web based electronic timesheet management application that tracks employees work hours, project activity, time off and expenses. Staff can enter their information anywhere and anytime from the web with a PC and Internet access. Mobile access via smart-phones like Apple iPhone and Blackberry devices is also available.

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Q. Why do I need an employee timesheet management program

A. US Wage and Hour law requires that employers must maintain a permanent record of employees' regular and overtime hours. Weekly timesheets are a perfect way to comply with these laws. Also, many employee benefits are tied to hours worked. Most industrialized countries have similar wage and hour requirements as the US.

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Q. How is SwiftTime sold

A. SwiftTime is available as a hosted web solution offered on a low cost monthly or quarterly subscription basis. The pricing page provides a cost breakdown by number of employees. Setup fees are typically waived for companies with fewer than 10 employees. Support modules and customization features are available at an additional cost.

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Q. Why should I use it over other employee time tracking applications.

A. SwiftTime was developed specifically for the web. It has been widely used by our parent company's clients in various industries. The application is designed with a very intuitive interface that enables Staff and other users to begin using the application immediately without an extensive training period. The support provided to clients is unparalleled and the free cost of the program for small businesses is unmatched by other timesheet management programs available.

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Q. Is the information that I enter in SwiftTime safe and secure

A. SwiftTime uses SSL encryption technology to ensure that data transmitted across the Internet is done securely. Our web server locations are protected by modern security systems and sprinkler fire protection. All client data is transferred daily from our main data center to two other data centers, backed up to disk and the disks are then stored in vaults at another remote location. We take the security of your data as our top priority.

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Q. Is SwiftTime affordable and suitable for my organization

A. SwiftTime is an affordable solution for all types and sizes of businesses that can benefit from using an on line timesheet management system. The hosted solution eliminates the need to invest in hardware and software and virtually eliminates startup costs. Our pricing model makes this extremely affordable for companies with up to 10 employees and offers a modest flexible subscription scale for medium to larger firms with added discounts for annual subscriptions. Customization and premium features are attractively priced.

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Q. What type of computer system do I need to use SwiftTime

A. Any PC running Windows, Mac or Linux operating system with Internet access and a web browser like Internet Explorer, Firefox, Safari, Opera or Chrome will work with SwiftTime. Mobile devices like iPhone, Blackberry or other smart-phones will also work with our mobile access premium feature.

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Q. What kind of technical support can I expect

A. You can log tech support requests via email at support@swifttime.me. Telephone support is also available with the phone-tech premium option. SwiftTime also has an extensive Help feature that can be accessed from the application.

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Q. Who sets up the information such as Staff, Clients, projects and expense categories

A. The System Administrator that is designated by your company would be responsible for setting up your Staff, Clients, projects and expense categories. We will provide the administrator with a guide that will help them gather the necessary input information. We also provide an premium feature that will allow you to electronically import information into SwiftTime from other applications.

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Q. What training tools are available on basic operating functionality

A. No training is required for end-users. Administrators will follow the Admin User Guide to setup the system. A general user guide is also available for end-users but the intuitive menu driven SwiftTime interface is very easy to use.

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Q. Can staff review and edit their timesheets at anytime

A. Staff can review their timesheets at anytime and can edit any unapproved timesheets. Once approved by the manager, staff timesheets can only be changed by the manager or system administrator.

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Q. How does the approval process for completed timesheets, project time and expenses work

A. Managers or Administrator can approve timesheets, project sheets, time-off and expense sheets at any time with the click of the mouse and then save the form. When done, the manager's name and time stamp is applied to the approved form and an email confirmation is sent to the manager and the administrator (if enabled). Once approved, these forms can not be changed by the staff.

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Q. How are software updates handled

A. Since SwiftTime is a hosted web based application, all updates are done on our servers and they do not involve our client systems. Most major upgrades are done on weekends so as not to disturb our clients access to our systems. As new features are developed and added we will provide advance notice and documentation of these procedures before they are implemented.

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Q. Can I integrate SwiftTime into my web site or Intranet

A. SwiftTime can be integrated into your web site or Intranet and re-branded with your company brand. This is a premium service option. Please contact us for more information.

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Q. Does the system provide email notifications

A. Email notifications are sent out weekly to managers notifying them that they have timesheets to approve. Employees are also sent emails if they have incomplete timesheets. When managers approve a timesheet an email notification is sent to the manager for their record.

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Q. Will the SwiftTime system interact with my accounting and payroll programs

A. SwiftTime premium service offers accounting and payroll integration modules for QuickBooks, Sage, ADP, Paychex and other accounting and payroll programs. Please contact us for more information.

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Q. We have multiple offices and would like to group staff from the various offices in our reports. Is this possible.

A. This is possible with a premium custom report option. SwiftTime has a variety of report options built in which may satisfy your immediate need to see multiple employees in your standard reports.

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Q. What is the backup and recovery policy for SwiftTime information

A. All client data is backed up nightly to multiple locations. Data can be restored from backups in 4 hours or less. All client data is synchronized in real time across multiple servers so that if one or more fail then you will still have access to your data.

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Q. What reports are available and can I add custom reports

A. Standard reports include employee hours worked, project hours, expenses by categories, time off, client hours worked and invoicing. All reports can be listed by week, month, year to date and year. Reports can be shown on the screen, exported to PDF files, printed and exported to Excel or csv file formats. Custom reports can be created with a premium account.

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Q. Does the system allow users to be assigned to multiple jobs and projects with different charge rates.

A. Yes, SwiftTime allows you to assign multiple jobs and projects with different charge rates. This can easily be configured by the system administrator.

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Q. Are there weekly or monthly tasks that an administrator must perform to maintain the system.

A. No, SwiftTime is a hosted system so there are no maintenance or other routine items that must be done by your administrator. The administrator is responsible for adding new employees, clients, projects and other tasks to ensure that your company information is current.

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Q. Can we export our data from the SwiftTime application.

A. Many of our reports can be exported to Excel or a generally recognized format, comma separated value (csv). There are also premium options that allow you to integrate with popular accounting programs or to develop a custom export feature for all of your company data. Please call us for more information.

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Q. Is SwiftTime available to companies outside the US

A. Currently, SwiftTime is only offered to English speaking companies throughout the world.

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Q. How do I get started

A. To get started just complete the trial application form on our website, swifttime.me. We will contact you by the next business day to get you started using our system.

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