Any user may generate a Time Card Stamp at any time by accessing the File drop-down menu and selecting the Time Card Stamp function. The following screen grab shows “Stamping In” The same facility is utilised for “Stamping Out”.
Once a user has been Time Card Stamped into SapphireOne they will remain stamped in until they select the Time Card Stamp function from the File drop-down menu again and use it to stamp back out. On logging out of SapphireOne the user will be presented with the Stamp out pop up.
An automatic reminder may be set up by selecting the Auto Time Card Stamp checkbox in Master Defaults. This is established by navigating to Utilities > Controls > Master defaults > System.
Once this checkbox has been selected, and SapphireOne determines that the user logging in to SapphireOne is currently logged out, the Time Stamp In pop up will be displayed. This will remind the user that they are required to enter in a Time Card stamp and to do so by selecting the Yes button. Any other users may select the No button and a Time stamp record will not be saved.
SapphireOne’s implementation of both Dictation (MacOS) and Speech to Text (Windows) is a game changer for data entry. Any data entry field you can type into using a keyboard can use this feature.
You can also use this functionality on all inquiry screens within SapphireOne. For example, the user is in a Contact within a Client. They may have made a phone call to that particular client using the Softphone technology. Consequently, this will automatically date and time stamp both the contact and the phone number you called.
As soon as the call is completed, the user has the ability to use Speech to Text (Windows) or Dictation (MacOS). They can dictate into the memo field of the CRM contact, adding as much description as they require.
Dictation and Speech to Text Procedure
This functionality applies across every single Data Entry screen. For example, the SapphireOne user is entering a Vendor Invoice (VI). Additionally, you may want to add a memo within the Vendor Invoice (VI). The user can utilise the tool and simply dictate the memo.
Another example is if the user wants to add additional lines to the General Ledger account, within each General Ledger account. When the user is completing data entry using a General Ledger, there’s always a unique memo field for each GL account line. The user can then utilise this feature to quickly add the information they need to add. Alternatively, you may have an interview with an employee. After the interview process is completed, the user can then make notes about the employee.
Speech to Text or Dictation is an extremely powerful tool. It is something that we at SapphireOne, as well as our clients, utilise daily. It is a massive timesaver.