You've installed employee monitoring program Kickidler; you have approximate understanding of its functionality, and, perhaps, you've already read the Documentation. Now it's time to start customizing the program for the needs of your organization and get acquainted with the main methods of its use!
Time tracking system Kickidler will help you automate the function of control of personnel, increase efficiency of employees and avoid leaks of important confidential information.
Having applied these recommendations, you will be able to start using Kickidler effectively.
We've divided this manual into two semantic parts. The first part will tell you how to adjust all functions of the program in order for it to work effectively. The second part will describe the main techniques of working with the program. This section will be gradually updated, so we recommend you add it to favorites.
Part I. Program setup
Getting started with Kickidler
Once again make sure that all components of the program are installed and work correctly. The most common mistakes during installation are described in the FAQ section of our website. Is everything working properly? Then you can start fine tuning the functionality of Kickidler.
Two main components of Kickidler program that you'll use to change the settings of the program and monitor employees are Viewer and Web interface of the Central Server.
Viewer allows you to watch employees' screens in real time, monitor history of actions at the PC and transcript of keystrokes, identify violations of the schedule and browse Basic reports – Report on time, Report on efficiency, Report on dynamics. Remote access to the employees' PC is also available through the Viewer of the program.
To go to the Viewer, you should click on the automatically created icon on the desktop.
Web interface of the Central Server, like we've already said, is used for all main settings of the program. Also, in addition to three basic reports, there are additional reports, like “Details of the day” report, Report on working hours, Report card on working hours, Rating of employees, Report on applications.
To go to the Web interface, you should follow instructions from this section.
Another part of our program that should be mentioned is the Personal account of the user. Personal account can be used to buy licenses, receive invite key and also select the Central Server.
Start by running the Viewer program component. You can read in more detail about navigation in Viewer here.
Creating the structure of the organization
In the "Tracking" section of the Viewer component you will see a grid with boxes that show monitors of all the employees, whose computers have the Grabber element of the program. If your company is using the Active Directory service, then the structure of the organization and names of employees will be created automatically.
If your company isn't using the Active Directory, you'll have to do everything manually. By default (if you don't have AD) all users are assigned system names. For your convenience we recommend you assign each employee their real name and also create an organization structure and add all users to the corresponding divisions. It's much more convenient to work with Ann Brown from Marketing department than with a faceless user of DESKTOP-2NK8RIP.
To edit employees' names and divide them by departments, you should go into the Web interface of the Central Server of the program.
Go into the "Employees" section of the Web interface on the sidebar.
In the "Organization structure" tab of the "Employees" section you can create the structure of your company that includes departments, offices, etc. and also rename and sort the employees that work in these divisions.
The structure of the organization in the Kickidler program is edited by the Drag'n'Drop method, that is, you can grab the element with your mouse and drag it wherever you need.
You can also transfer an employee or a whole department using the “Change the department” button.
In the "Sessions" tab you can adjust monitoring of user accounts. It's convenient when, for example, one employee works from several personal computers or, on the contrary, several specialists use one personal computer and work under different accounts. The program allows the supervisor to control several sessions of the employee on different personal computers at once or control the session of a certain computer account. We recommend you apply this option during interactions with remote workers if they use their own personal computer for work.
Here's another example. Your employee works at the work computer during office hours and then finishes some projects at home. In order to take into account all the time they've spent working, your employee is ought to create a special work account on their home computer. Our program will count working hours of the employee on two devices, but it won't allow the employer to see what the employee is doing on the home PC by default. We think it's a very important function, because the legislation demands the employers count all the hours that employees have spent working.
In the "Distribution of the Viewers" tab you can assign what Viewer can monitor which structural division. It is made that way so that, for example, heads of departments could control only their direct subordinates.
Adjusting "Productive calendar"
While you are in the "Employees" tab, let's adjust the "Productive calendar" as well.
Select the "Calendar" tab of the "Employees" section. Here you can create the working calendar for each employee and also set lunch breaks, holidays, weekends, business trips, sick leaves and absences. Another thing that's configured in the "Calendar" is the beginning and the end of the workday and the break.
You can configure the calendar both for each specialist separately and for the whole department (or the whole company). Setup of the calendar is intuitive, and we won't dwell on the details.
Taking these settings into account, the system will count the time an employee has worked from the moment they turn on the computer and start doing something only during the hours that are specified by the operating schedule. You will also be able to analyze productivity of your employees only during their working hours.
You can look at the obtained statistics in the Viewer and the Web interface of the program. You can also configure the option of sending reports in the Excel format on Email whenever it's convenient for you and with preset frequency.
Pay special attention to this function. Working calendar that's been configured correctly will allow you to get the most exact statistics regarding your personnel. This option is also essential for collecting correct information in all Kickidler reports.
Configuring "Analytics of productivity"
There is one more tab in the "Employees" section of the Web interface of the program called "Productivity". Here you can assign productivity estimation to any website or program. It will give you the ability to collect and analyze all statistics on productivity of personnel.
It’s convenient to take the websites and programs that are often used by an employee from the "Report on time" that's available in the Viewer of the program.
We recommend you configure analytics of employees' productivity at least a week after installation of our system, so that all the necessary data regarding the users' behavior can be collected. Another thing is, once a month the correction of settings and evaluation of new websites and apps that have been used by the specialist should be carried out.
However, in the test mode in order to get approximate idea of program options you can configure productivity a day after installation of Kickidler system.
How exactly estimations are established? Everything is simple! If an app or a website is used by the employee for work, then it is "Productive". If it's used for personal reasons, then it's "Unproductive". If an application or a website can be used both for work and for personal reasons, then it's better to set it as "Neutral".
For example, job searching website will be considered productive for HR manager, but for an employee of any other department it won't be productive. Google search engine can be used for work and for personal reasons; therefore it's better to set it as "Neutral". Respectively, SAP app will be "Productive" for accountants, Adobe Photoshop can be considered "Productive" for designers.
Our program by default has a preconfigured list of 700 popular unproductive websites. All other evaluations have to be done manually; there's no other way to do it.
You can assign overall evaluations of productivity both for structural division and for every employee. You can combine sources of evaluations, if necessary. For example, the employee will have some evaluations that are common for their department, and then there will be some that they receive individually.
The categorization of websites and apps can also be made in the "Report on productivity" of the "Reports" section in the Viewer of the program.
By default all websites and apps are categorized as "Not evaluated".
Configuring "Control of violations"
Before configuring this group of tools, let's understand what "Violations" are in the context of our program. Violation is employee's interaction with a certain website, file or program that are undesirable or even banned on the work PC.
For example, it can be a job searching website, online casino, client base, file hosting service, social network, adult website, MMORPG game and so on. Basically everything that you in your company consider violation can be included in this category.
Kickidler system can determine violations by three features - website address (or a key word in the address) visited by an employee, name of the executable file of the program used by an employee and title of the file opened by an employee (or a key word in the title).
Important clarification: violation by the website address can be configured both by specific url and by the key word contained in the address. For example, if you configure violation on the word "forum", then our program will react to all websites, the titles of which have that word. Another example is, if you configure violation on https://forum.ixbt.com/topic.cgi?id=96:1455-2#34, the trigger will work only on this specific url. By the way, violation by the word "forum" is in our preconfigured list of violations already.
The same applies to the titles of files. Our program allows you to configure violations on titles of web pages. For example, in our preconfigured list there is a category "Babes", which is triggered when the employee opens a website that has words in the title like "beauty", "nails", "hair", "mask", "cream", "skincare", "diet", "makeup", "cosmetology", "manicure", "pedicure", "jewelry", "lady", "accessory".
There are two ways a supervisor can promptly obtain information about an offense that's being made with the help of the "Control of Violations" function. First, the violation is visible in the bottom of the employee's screen during Online monitoring; second, our program has a special report on violations where all the violations are clearly visible on the histogram.
We will tell you how to work with this function in the second part of this article, for now let's simply configure it.
We'll begin by going into the Web interface of our program and selecting a "Violations" tab on the side menu. In the opened menu you'll see a preconfigured list of violations. Browse it.
You can disable, delete or edit the violation from the default list by clicking the corresponding icon on the right.
At the top of the opened window you'll see the "Add Violation" button.
Here you can create a violation by above-mentioned indicators. Create a coherent (or even incoherent) name for the violation and set the color of the marker that will highlight it.
Keep in mind that the violation you create by default won't be applied to employees or departments.
To turn it on, you should go to the Viewer of our program, go to the "Tracking" section and open the "Filters" tab.
In the opened menu select on the left of the side bar the violation you've created and apply it to all employees by clicking on it or to a certain specialist by dragging it to the box with the monitor of that worker.
Now you'll be able to see the violations that happen online during Online monitoring of employees' computers.
In this case violations will be visible in the lower left corner of the employee's box.
To open the complete list of violations, you should zoom in on the employee's box by clicking on it and then select the "Violations" tab.
The "Histogram of violations" will open. There you'll see the detailed report on the violations a certain employee has committed during the selected period of time.
Another place to see the panel of violations is the Viewer's "History" menu. To do that, you'll have to click on the tab located under the video player. By the way, let's talk a bit more in detail about videos…
Configuring video recording from computer monitors
As you know by now, our program records video history of employees' actions at the computers. You can configure storage life of these videos and frame rate based on your needs. Besides, it will allow you to save the place on the Server if that's required.
To set up video storage, go to the "Components and Coordination" section of the Web interface. By default the "Servers" tab will open - that's exactly what you need.
Select the Server you need (if you have several servers) and in the last column titled "Actions" press on the icon of a pencil. A menu like this should open.
There you can configure the Period of video storage, Speed of video recording and Speed of cache transmission (the speed with which data will be transferred if Internet connection is lost).
You should keep in mind that recording 1 work day of an employee with default settings (that is, 1 fps) will take about 2 GB of space. You can save space on the Server by choosing in settings the period of 2 days and the bitrate of 5 frames in a minute, but it will affect the quality of video and the time it'll take you to watch the video.
If you just don't want to keep the video, set "0" value in the "Period of video storage" column.
By the way, the video you save can be exported in the Webm format that's supported by the majority of video players. To do that, you should go to the Viewer of the program, select the "History" menu and press the "Video" button in the bottom left corner. Once again, for the video to load quicker and weigh less, you can configure its quality and speed.
Also in the "Components and Configuration" section of the Web interface of the program you can configure the Period of history storage, that is, the amount of time all statistics on employees (except video) will be stored. The statistics don't take that much space, so we recommend you to store it for the period of not less than one year.
Configuring sending reports to email
If necessary, you can configure the emailing of reports. Reports will come in the Excel format at a time of your own choosing, with the frequency you select and to the addresses that are also selected by you. You can configure the option of sending reports in the Web interface in the tab of the side menu
Setup => Emailing reports.
Emailing reports is a convenient option when you don't have access to the computer yet you still want to see analytics on your employees. Perhaps, you are on vacation or a business trip, but you still want to monitor what's happening in your company. Then you should definitely configure the emailing of reports, and you'll be able to watch statistics on your mobile device.
Besides, with this function you'll be able to automate the process of creating time sheets by simply configuring emailing of the corresponding report at the end of every month.
Do you want your employees to know who's been the most productive so that they are motivated? Configure emailing of the "Employees' rating" report to all subordinates at the end of the week.
Have you applied all the recommendations we've mentioned in this article? Then the program is successfully configured and ready to be used!