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FAQ and Integration

We strive for transparency and honesty in all of our customer relationships, and we seek to provide that through our FAQ section. We know how often questions can come up in this industry, and we’re ready to answer all of them. If there’s something we missed, please reach out and one of our team members will be happy to help. 

  • How is ClockWork different?
    Clockwork is currently the only application provider that is providing either an on-premise or hosted solution to Student Service departments. We are committed to supporting both systems for the long-term because we believe that even though Hosted solutions are becoming the new standard, it is important to provide a choice and the flexibility to move between them. For clients who are considering a move from an on-premise to a hosted solution, we are committed to providing a smooth transition. If you have any questions please do not hesitate to reach out to us.
  • Is ClockWork Secure?
    ClockWork can be installed on your schools’ servers which makes it as secure as your school security system. Clockwork can also be hosted, we store your data with Microsoft Azure which provides tried and tested expert security systems. Additionally, access to ClockWork can be limited to some users by using its advanced permission systems.
  • What is Data Sync?
    Data Sync allows you to sync data between ClockWork and your registrar's student information system. This enables you to add student information and courses into ClockWork by simply typing in a student number. Along with syncing while first adding a student into ClockWork, the data sync also runs nightly, keeping all active students in sync.
  • Can staff use ClockWork from home?
    Yes, users can access ClockWork remotely via Virtual Private Network (VPN) with the on-premise solution. With the hosted ClockWork no VPN is required to login into the application. This widely used protocol for accessing servers remotely is secure and simple to use.
  • How does the Data Sync integration work?
    The ClockWork Data Sync module allows automatic accessing of student data from an external system. The module can be configured to connect to a variety of data sources and retrieve data. When a student first comes to your department, ClockWork will pull in their data from the existing system. Each night sync runs that will update any information that has changed in the external system for all active students in ClockWork. Currently, the data sync is a one-way operation; ClockWork will not attempt to change data in the external system. All data fields that are being pulled into ClockWork will become read-only fields in ClockWork since the nightly sync will always revert the data back to what is in the external system. Example: Student name, phone, address, email, emergency contact, academic information, registered courses, etc. Some popular Student Information Systems that ClockWork has seamlessly integrated with Include Banner, Peoplesoft, and Colleague. ClockWork can also sync with any homegrown system that is able to create stored procedures or CSV files.
  • Data Migration
    ClockWork can seamlessly import your current and historical records from almost any source. Whether it’s your case notes, student data, accommodations, or disabilities, the Data Migration feature will import all your records making them dynamic and giving you the ability to run reports in conjunction with ClockWork’s own data. Your data migration source can be an Access database, Filemaker, Access-a-file, or even your own custom database in a standard CSV format.
  • Web Authentication
    ClockWork can integrate into your existing web authentication systems. This enables students to continue using their existing usernames and passwords to log into ClockWork. ClockWork can integrate with LDAP, Shibboleth, CAS, Web Services, ADFS, Active Directory, and other custom systems in a valid format.
  • Calendar Sync
    ClockWork features two-way sync for Outlook 365, Exchange Server, and Google Calendars. All appointments scheduled in Outlook/Google will import into ClockWork and vice-versa on a continuous basis. Users have the option to set appointments as private to limit the information that is sent to Outlook/Google.
  • How can I Access Hosted Clockworks?
    Easy access anywhere - With the hosted version of ClockWorks you will be able to access your data anytime from any Windows OS machine. Since VPN is no longer necessary, you will not have to deal with any VPN connection issues. Clockwork is currently the only application provider that is providing either an on-premise or hosted solution to Student Service departments. We are committed to supporting both systems for the long-term because we believe that even though Hosted solutions are becoming the new standard, it is important to provide a choice and the flexibility to move between them. For clients who are considering a move from an on-premise to a hosted solution, we are committed to providing a smooth transition. If you have any questions please do not hesitate to reach out to us.
  • How do Updates work with Hosted ClockWorks?
    Hassle-Free Updates - Updates are done by the ClockWorks team automatically overnight to ensure no downtime during business hours. The ClockWorks client will self-update and does not require the user to have Admin privileges on the computer. You will always have access to the latest features as soon as they are released.
  • What is the pricing structure for Hosted ClockWorks?
    Low Maintenance Cost: The pricing structure for Hosted ClockWorks is modeled around hosting costs with Microsoft Azure Data Centers. Hosted fees (which include support plan fees) are higher than support plan fees alone, but you can expect to see lower internal and operating costs as the sever maintenance/resources would no longer be your responsibility. This means your IT would be freed up for other things, and your school would no longer have to purchase hardware or software licenses (such as Windows and SQL Server) in order to run ClockWorks. There is a nominal fee you pay for the one-time migration of the database from on-premise to the cloud version. Support is included in the monthly subscription.
  • How is the performance of Hosted ClockWorks?
    Fast performance: In many cases, you can expect to see an improvement in application performance. The performance of the application can be adjusted as needed and is automatically scaled up when higher workloads are detected.
  • How secure is Hosted ClockWorks?
    World Class Technology: With Hosted ClockWorks, you can take advantage of world-class technology. Your data is stored at a Microsoft Azure Data Center with physical security and a team with tried and tested experience. Data would always be stored within your country in a Data Center that is closest to you to help maximize performance. Sensitive data is secured with military-grade encryption methods both in transit and in rest. To maintain Business Continuity during systems downtime, data can be moved to another Data Center within your country. Contact us to get a latest copy of our HECVAT and VPAT
  • Is Single Sign-On (SSO) Authentication supported with Hosted ClockWorks?
    Flexible: Yes, we currently support all authentication such as ADFS, Shibboleth, CAS, SAML etc. Transitioning to the hosted website is seamless with existing authentication configurations. Built-in ClockWork Staff Account Authentication has been updated around a method of “authenticated devices”. Whenever you access ClockWork from a new device, ClockWork will email you a verification code (multi – factor authentication), which you must enter before you gain access to the application and data.
  • Do I have to learn a whole new application?
    No Learning Curve: The functionality of the application remains intact, and the interface has gone unchanged. There is no learning curve required for users already familiar with ClockWorks.
  • What happens to my data if I stop using ClockWorks?
    Data is easily exported: If you ever decide to cancel your subscription and you would like to keep a copy of your data, we can provide a full copy of your database along with a special version of ClockWorks Reports that will allow it to work offline with your database copy. This means you have direct access to your database, as well as the ability to run any reports using the reports tool.
  • What are the required integrations with our School?
    The integrations between the School and ClockWork are: Data Sync – Synchronizes the student data in ClockWork with your School’s SIS system. Examples: Banner, Peoplesoft, Genzibar, Datatel Etc Web Authentication – For Students and Staff using the web portal, we connect to your School’s web authentication system to allow for SSO. Examples: ADFS, Shibboleth, CAS, SAML etc Outlook Sync – Synchronizes the calendar between ClockWork and your Exchange Server’s calendar (Outlook) for staff, so no one gets double-booked for appointments. Windows Client Application – There is a Windows client application that will need to be installed on the staff’s computer. The staff will be able to have access to ClockWork from anywhere there is an internet connection; home or the office. SMTP – ClockWork uses an SMTP client software to connect and send emails through your email server

Getting Ready 

If you are ready to move forward, please make sure all of the following items are considered. These items can be discussed with your IT. 

  • Data migration to Cloud - Minimal initial IT support will be needed for the migration of data as we require access to your on-premise servers (Existing ClockWork Clients) and for new clients access to data in formats such as excel, csv or even documents  in order to move your data to the Cloud. We can migrate data such as:  

    • Accommodation data 

    • Disability Data 

    • Student List  

    • Case Notes 

    • Appointments 

    • Documents 

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  • Data sync – We support all data sync methods but your IT may want to consider how they prefer to deliver the data sync data now that it will be going off-campus. They may want to keep the existing process or change it depending on their preference. The recommended methods are web services or flat-file uploads. We can assist with this process if a change is desired. Available Data Syncs options: 

    • Student Demographic Information 

    • Student Course Enrollments 

    • Picture Data Sync 

    • Book Store Sync for Alternate Media 

 

Our Commitment 

Clockworks is currently the only application provider that is providing either an on-premises or hosted solution to Student Service departments. We are committed to supporting both systems for the long-term because we believe that even though Hosted solutions are becoming the new standard, it is important to provide a choice and the flexibility to move between them. For clients who are considering a move from an on-premises to a hosted solution, we are committed to providing a smooth transition. If you have any questions, please do not hesitate to reach out to us. 

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