TimeControl and TimeControl Industrial are on-premise versions which are both available as in-the-cloud subscriptions as TimeControl Online and TimeControl Industrial Online.  We are committed to continue to sell, support and evolve the on-premise versions.  The code-base of the on-premise TimeControls and the Online TimeControls is the same so new editions of one mean enhancements in both.

Some of our best practices in TimeControl Online are automatic for us so we thought it would be worthwhile to remind our on-premise TimeControl clients of some things they should be doing to maintain a stable, secure system.  Some of these items are seen by technical support when clients with TimeControl on-premise call with issues or concerns.

Who’s in charge?

One of the most critical elements to keeping any TimeControl system operating at peak efficiency is to ensure different roles are clearly defined.  With TimeControl Online, all the technical aspects are handled by HMS but with an on-premise system, sometimes the people responsible for the technical aspects of the system move onto other projects once the system is successfully deployed, leaving only the TimeControl Administrator(s) to manage the system.  Keeping TimeControl running smoothly requires keeping the multiple aspects of this enterprise system maintained so defining roles for that and keeping them current is important.

Hardware

The Servers on which you installed TimeControl need to be monitored and maintained just like we do with TimeControl Online.  If there’s a disk failure warning, then fallback hardware should be able to take over instantaneously with no interruption in service and updates to hardware have to be done in a timely fashion.

Operating System

Whatever operating system you installed TimeControl on will get updates, need upgrades and at some time will need to move up to new hardware.  This is often something we get calls about because TimeControl deployments can last for many years and outlive the versions of the operating system that it was originally installed on.  In some cases, upgrading your operating system may require an upgrade to TimeControl.  There are sometimes upgrades to operating systems that a very old version of TimeControl can’t support because that operating system didn’t even exist at the time.  So, keeping the operating system up to date and keeping your TimeControl close to current is the best practice.

Database

Just like your operating system, TimeControl depends on a SQL database like Microsoft’s SQL Server, Oracle or MySQL.  That database will also receive updates and upgrades and there can be incompatibilities between an old version of TimeControl and a new version of the database.  This category makes up most of the technical calls during on-premise upgrades that we receive.  Checking the compatibility of the version of TimeControl you’re using with the version of the database you want to upgrade to is very important.

Malware protection

We run Malware protection on TimeControl Online at all times and threats to any servers are a constant so you need to make sure that your malware protection is kept current with virus updates and that any changes to the Malware protection accommodates how you set up TimeControl originally.

Firewall

Your on-premise TimeControl may be outward facing meaning that it may be accessible through the Internet.  If that’s the case, then any changes to your firewall can affect TimeControl.  This was almost certainly documented when you did your original installation so keeping track of those details and making sure your firewall people know to include that information in their firewall update is key.  This is the second most common request for technical assistance for on-premise systems.  When we track down the issue, it turns out to be a well-meaning change in the client’s firewall.

Monitoring

We monitor TimeControl Online 24×7 with updates to key personnel if there is ever an outage.  You should be doing the same with your on-premise system. If the system goes down, who is responsible for responding to that?

Browser support

It’s almost in the back of our minds because browsers are the water we swim in but browsers change.  They change usually without notice and resulting changes can affect TimeControl.  Keep track of TimeControl’s hardware requirements for each version and, if you are locked into an older browser or you have new browsers but are locked into an older TimeControl, watch out for incompatibility.

Staging Server

Almost all of our enterprise clients using TimeControl Online elect to have us provide a low-cost second staging server which can be automatically updated from the production database.  This provides a place to test new reports or integrations and to test new updates before they go live.  We highly recommend that on-premise clients do the same.  Your TimeControl licensing allows you to install a server for backup purposes so long as it is not used in production.  That gives you a place to test any new upgrades.

Backups

You never think you need a backup until you do and then with that sinking feeling, you wonder how long it’s been since you backed up your system.  With an enterprise system like TimeControl, your backup process should be automated and multi-tiered with daily, weekly and monthly backups as well as off-site backups in case of disaster.  If you’re doing an upgrade, then taking a backup first is highly recommended.

Managing Upgrades and updates

Updates come out for TimeControl on-premise every few weeks.  They aren’t essential for everyone so we think of them as a hot fix.  There is no new functionality for everyone in an update.  An upgrade or a new version of TimeControl contains changes so planning for your upgrade, making backups before you start and making sure all the right people are available is key.  We recommend highly that on-premise clients stay as close to the most current release as possible since it’s always being improved and any security or performance issues are a natural part of the new version process.

Documenting your system

Finally, the one thing that is least popular and least common is the one thing that can make the most difference to the stability of your on-premise TimeControl.

Document it.

Keep a record of what versions of what elements of the system were required as part of your installation and as part of any upgrade at any time along with what your process is.  One of the most common situations we see is that a personnel change results in someone new trying to figure out how TimeControl works and what elements of their internal systems are connected.  That’s a formula for upset which is easily circumvented by keeping good system documentation.  That’s particularly true when part of the system includes integration with other pieces of software or data that HMS doesn’t even have access to.  Then your internal documentation becomes key.

Unlike many timesheet systems, TimeControl maintains distinct tables for Users, Employees and Resources.  This is deliberate and allows for highly defined interaction with Project Management and corporate Finance systems.  Some timesheet systems are created with the premise that all users are also employees, and all employees are also identified as a resource.  This is common in a small IT business but project management definitions are often more complex and this led us to define these three tables separately from the very beginning of TimeControl.

Users

End users are those who have been given a login to access TimeControl directly.  The definition of these records includes the name and authentication information and the User Profile for them to get into TimeControl and get access to the security definition defined for them.  A User is one who can create records and own data such as a timesheet during the approval process.   In the User record, you can optionally define if this user is associated to a particular employee but this is optional because we always identified a role for users who would not, themselves, enter timesheets but would be responsible for timesheet data, enter timesheets on behalf of others or do administrative or approval work.

Employees

Employees are those for whom timesheets are created.  An employee might have an associated User record but that is not necessarily the case.  Because these tables are all separate, a non-user employee might be defined so a timesheet could be created but entered and managed on behalf of the employee by another user.  This happens in TimeControl Industrial all the time with Crew Timesheets but it can happen in any TimeControl.  Whenever a timesheet line is created, it is associate to an employee record.  Also, the user entering the data is identified in the line’s timestamp and the log.

Resources

Resources are the record to which project assignments are associated.  While a resource could also be the name of an employee, it is common for project resource management to define a role or skill instead of a name.  So a “developer” or “senior developer” or “documentation specialist” or “QA specialist” might be the more common resource levelled assignment in the project management system and the employee who would do the work might be assigned to that actual task much closer to it happening.  In TimeControl, you can associate an Employee record to a Resource Code.  So many different employees might have the Resource Code: “developer”.  When TimeControl sends data back from the timesheet data to the project management system, it rolls up all the hours of each employee to the associated resource definition.  So, the project management system might never see the name of the employee, only the hours from “developers”.

We’ve also gone further.  What if someone is a developer but today is doing work that is assigned to a “QA specialist”.  TimeControl has the ability to expose the resource code at the timesheet line level so someone who is doing work that is different from their normal resource definition can identify that properly in the timesheet.  These fields are invisible by default but can easily be exposed in the appropriate User Profile.

In TimeControl Industrial, the same logic applies to non-labor resources.  An assignment might be made for “Excavator” in the project management system. This will be the resource definition that is imported from the project system.  But “excavators” don’t do anything.  A particular machine number might so the work might be accomplished by CAT330#29.  This resource would then do the work in a material timesheet which would then roll up to “Excavator” when pushed back to the project management system.

Flexibility

At the end user level, these multiple levels of definition aren’t typically visible.  A person logs into TimeControl, enters the time for the work they did last week and move on to their weekend.  But, the background, these intimately linked tables allows for countless definitions of data that can then conform to the use cases needed by project management, job costing, payroll, billing and more.  While the flexibility may be hidden from the end-user, it is always there in the background for the TimeControl Administrators to use.

This is a project that HMS has been working on since last November and on October 14th after 11 months of waiting, it is finally coming to fruition.

HMS will be relocating to expanded offices in the same building we are in now.  Our address will shift from Suite 402 to Suite 601 effective Wednesday, October 14th, 2026.

We have been bursting at the seems for some time and these new facilities will allow us to be much more effective and to continue growing.  We will be able to eventually double in size in our new facilities.

We are working to minimize any disruption of access to HMS Technical and Sales personnel on October 14th but some delay in response is possible on that day.  HMS Offices will be closed for Canadian Thanksgiving on Monday, October 12th, open as usual on Tuesday, October 13th, open but on delayed response on our moving day, Wednesday, October 14th then back to open as usual starting Thursday, October 15th.

Once in our new facilities, emails, phone numbers will all remain, only our physical address will change to:

HMS Software
189 Hymus Blvd, Suite 601
Pointe Claire, QC, H9R 1E9

We are delighted to find TimeControl at the top of these internet Best in their Class lists:

• 10 Best Timesheet Tracking Apps To Track Time in 2026
• 3 Most Popular Multipurpose Timesheet Software in 2026
• 3 World’s Top Most Popular Time Tracking Software in 2026

Plus we’ve been told by marketing to expect at least a couple of articles in the press about TimeControl in the next 2-3 months!  We’ll keep you up to date here on the blog when they are published.