ExakTime Mobile for iphone

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1 ExakTime Mobile for iphone Guide to Getting Started Contents Chapter 1. Introduction... 1 What s Needed to Start?... 1 Chapter 2. Configure TimeSummit... 2 Enter your Serial Numbers... 3 Set up Employees for ExakTime Mobile... 4 Set up Cloud Service... 7 Using GPS... 8 What is GPS?... 8 How GPS Works... 8 GPS and the ExakTime System... 8 GPS Limitations... 9 Get GPS Coordinates Using TimeSummit Chapter 3. Configure Devices Chapter 4. ExakTime Mobile Test Drive Clock Yourself In and Out Create a Crew Create a Group Adding a Location or Cost Code Group Clock In and Out for Others Set Location and Cost Code Defaults i

2 Setting a Default Location See Who s Here Now View History Set Location GPS Coordinates in the Field Sending Records from the Field ii

3 Chapter 1. Introduction Exaktime Mobile for iphone: Guide to Getting Started ExakTime Mobile enables you to clock in and out directly on an iphone, ipad or ipod Touch. This guide will walk you through setting up your iphones and integrating them into your ExakTime System. What s Needed to Start? You must have the following to use ExakTime Mobile for iphone: TimeSummit version 3.10 or later Your TimeSummit version is displayed in the title bar. If it is earlier than version 3.10, you can update to the latest version by going to Note that all computers in your office that run TimeSummit must be updated to the same version. One or More iphones, ipads or ipod Touches ExakTime Mobile for iphone works with all iphone OS devices. Note that, in the case of iphones, you may be charged for data usage by your cellular provider. An unlimited data plan is recommended when using ExakTime Mobile with an iphone. An Active Subscription to the Cloud Service This service enables your iphone(s) to communicate with your TimeSummit software over the Internet. ExakTime Mobile for iphone Serial Number(s) You must have a separate serial number for each iphone you use. These serial numbers were sent to you when you ordered ExakTime Mobile for iphone. 1

4 Chapter 2. Configure TimeSummit ExakTime Mobile requires both configuration of your TimeSummit software, and installation of software on your iphone device. This chapter focuses on the TimeSummit configuration steps. In this chapter you will: Enter your Serial Numbers Assign a PIN to Each Employee Set Authorization Types Configure Cloud Service Set GPS Coordinates for your Jobsites Are you ready? OK. Let s configure TimeSummit! 2

Enter your Serial Numbers Exaktime Mobile for iphone: Guide to Getting Started The very first thing you have to do before using ExakTime Mobile for the first time is to enter your ExakTime Mobile

10 or later. If you have not done that yet, please do so now. 1. Double-click to start TimeSummit (if it s not already running). 2. On the TimeSummit menu, click Tools Licensing. 3.

5 Enter your Serial Numbers Exaktime Mobile for iphone: Guide to Getting Started The very first thing you have to do before using ExakTime Mobile for the first time is to enter your ExakTime Mobile serial number(s) in TimeSummit. (Each device on which you install ExakTime Mobile onto requires its own ExakTime Mobile serial number.) You should have already updated your TimeSummit to version 3.10 or later. If you have not done that yet, please do so now. 1. Double-click to start TimeSummit (if it s not already running). 2. On the TimeSummit menu, click Tools Licensing. 3. On the Serial Numbers screen, click Add Serial Number. 4. Enter a serial number provided when you purchased ExakTime Mobile, and then click Add. 5. Repeat steps 3 and 4 above for all of the ExakTime Mobile serial numbers you have. When you re finished, click Close. 3

Set up Employees for ExakTime Mobile Assign a PIN Assign an ExakTime Mobile PIN to each employee that will have a Android phone running ExakTime Mobile.

6 Set up Employees for ExakTime Mobile Assign a PIN Assign an ExakTime Mobile PIN to each employee that will have a Android phone running ExakTime Mobile. To be able to start tracking time records using ExakTime Mobile, an employee must first have an ExakTime Mobile PIN. 1. In the TimeSummit Navigation column, click ExakTime Mobile. 2. Select an employee name and click the field on the same line under the ExakTime Mobile PIN column. 3. Enter a unique 4-10 digit PIN (numbers only) for that employee and press Enter. 4. Type the number again to verify it, and then click OK. 5. Repeat steps 2-4 above for each employee that you want to give a ExakTime Mobile PIN. Note: You should keep a copy of these PINs in a secure location. If you forget an employee s PIN, it can t be recovered and you will have to assign a new one. 4

7 Select the Employee Role Next, we re going to identify the rights that your ExakTime Mobile user has. We call this Employee Roles. By default, there are three pre-configured Employee Roles: Level This person can Standard Clock in and out Administrator ExakTime Mobile Supervisor Clock in and out Manage employees Manage jobsites Manage cost codes Add field notes Create crews and groups Set the default jobsite for employees Clock in and out for other employees View the time record history View who is currently clocked in Send records to the office via Cloud Service User customizable, but by default, same as Administrator In general, ExakTime Mobile for Android users should be set as Standard if they only clock in for themselves, or ExakTime Mobile Supervisors if they clock in for themselves as well as for others. However, you can also set up additional Custom Roles so that different groups of employees can have a varying level of rights. To create a Custom Employee Role: 1. Click the Security Center button. 2. On the Security Center screen, click the Add button. 3. Enter a name for the new role, such as Limited Supervisor. 4. Check the options you want employees assigned to this role to have. 5. Click Save. 5

8 To set the Employee Role: 1. Click the item in the Roles list that you want to assign employees to, and then select each employee in the Employees list and click the green right arrow button. If you haven t already done so, you should also create a PIN for yourself, and assign yourself Administrator rights. 6

9 Set up Cloud Service Exaktime Mobile for iphone: Guide to Getting Started Now it s time to configure TimeSummit to set up and connect to your Cloud Service account. 1. From the Cloud Service menu, choose Cloud Service Website. 2. Click Register on the page that appears. Enter the Cloud Service Company Signup Code that was included in the that contained this document. If you cannot locate your Cloud Service Company Signup Code, or were already using Cloud Service with your existing ExakTime System, contact ExakTime at Follow the prompts to create your Cloud Service Administrator account. 4. Create a user account for each iphone user. As each iphone has its own, unique address, it is recommended that you use this for the username. 5. From the Cloud Service menu in TimeSummit, choose Account Settings. 6. Under , enter the address that you entered to set up your Cloud Service Administrator account. 7. Under Password, enter the password that you associated with the administrator account address. 8. Click Test. If you entered your address and password correctly, Test succeeded appears in green at the right side of the box. 9. Click Save. 7

Using GPS The most powerful feature of ExakTime Mobile is its ability to accurately record the position of your employee(s) whenever they clock in or out.

You see GPS in action every day: car navigation systems cell phones public safety agencies can zero in on the location of all 911 calls made from cell phones guidance systems for airplanes and ships

10 Using GPS The most powerful feature of ExakTime Mobile is its ability to accurately record the position of your employee(s) whenever they clock in or out. This feature lets you know if an employee is actually at the Location when clocking in or out. What is GPS? GPS stands for Global Positioning System. You see GPS in action every day: car navigation systems cell phones public safety agencies can zero in on the location of all 911 calls made from cell phones guidance systems for airplanes and ships location tracking tools for assets like vehicles and rail cars How GPS Works GPS uses twenty-four satellites that circle the earth transmitting signal information. GPS receivers take this information and determine the user s exact location. To receive satellite signals, your GPS-enabled PDA has a tiny built-in receiver similar to the one in this picture. At any given time, five to twelve satellites are available to anyone with a GPS receiver. You only need four, however, for an accurate location fix. On the iphone this is enhanced by the use of cell towers and known locations of WiFi hotspots within range. ipod Touches use WiFi hotspots only, so are sometimes less accurate. GPS and the ExakTime System ExakTime Mobile and TimeSummit software work together to put GPS location fixes on a map that you can view on your computer. 8

11 GPS Limitations Exaktime Mobile for iphone: Guide to Getting Started To make the most of your new system, you should understand that GPS does have some limitations: You may need to be outdoors! Satellite signals travel 12,000 miles to get to your receiver. Unfortunately, they re not strong enough to pass through buildings, dense foliage, or other coverings. GPS signals can pass through glass and plastic, and iphone OS devices get help from known WiFi hotspot locations, but to ensure accuracy, it s best not to have any obstructions between the GPS device and the sky. What this means for you: If you clock in on your PDA while indoors, you may not receive a GPS location fix. ExakTime Mobile will, however, record the clock-in time with 100% accuracy whether you re inside or outside. But, to record both location and time, it s best to take your device outside. GPS is not always enabled on your Device GPS receivers require a lot of battery power, so the GPS receiver is off when the device is turned off or in hibernate mode. What this means for you: When you turn on your device, it can take a minute or so to find the signals it needs to get a location fix. GPS is accurate, but not perfect A GPS fix is generally accurate within about 50 feet in any direction. That s not too bad, considering that the signal is traveling from outer space. What this means for you: When you clock in/out at a Location, the GPS fix that appears on the map in TimeSummit could be up to 50 feet away from the true location. What s Next Now that you know the basics of GPS, it s time to set up your system so that you can start using this powerful technology as a tool to help manage your workforce. 9

Under the Navigation list, click Locations. (Be sure that the Current View is set to All or Active.) 3.

12 Get GPS Coordinates Using TimeSummit To get the GPS coordinates of a location, you simply enter the street address in TimeSummit: 1. Double-click to start TimeSummit (if it s not already running). 2. Under the Navigation list, click Locations. (Be sure that the Current View is set to All or Active.) 3. Double-click on a location. 4. Enter an address for this location. 5. Click the GPS tab at the top of the Location details window. 10

6. Click Get Lat/Long to obtain the GPS location of this location. 7. Notice that TimeSummit enters a GEOFence Radius for you that is roughly ¼ of a mile in any direction.

13 6. Click Get Lat/Long to obtain the GPS location of this location. 7. Notice that TimeSummit enters a GEOFence Radius for you that is roughly ¼ of a mile in any direction. This is the maximum distance from the location employees must be when they clock In/Out to be considered on the location. Exaktime Mobile for iphone: Guide to Getting Started You can change the GEOFence size if you want to increase or decrease the distance employeees are allowed to be from the Location when they clock in and out. 11

14 Chapter 3. Configure Devices It s now time to install the ExakTime Mobile software onto your iphones. For each iphone: 1. Go to the App Store and search for ExakTime Mobile for iphone OS. 2. Install the ExakTime Mobile for iphone OS application. 3. Return to the Home screen and select the ExakTime icon to run the application. 4. You may see a warning not to use the device while driving as well as a Data Services Warning informing you that you may be charged for data usage by your provider and that an unlimited data plan is recommended. To continue, you must tap Accept. 5. Enter the Cloud Service address and password for the owner of this device. If you have not yet set up a Cloud Service account for this user, in TimeSummit, go to the Cloud Service menu and choose User Account Administration. 6. Under Nickname, enter a name that you can use to identify this employee or this device. The Nickname will appear in records sent to TimeSummit, so that you will know who sent these records to the office. 7. Tap Done. 12

15 Chapter 4. ExakTime Mobile Test Drive Your devices and software are now ready to be used. It s time to take ExakTime Mobile for a test drive to get comfortable using it and make sure everything is working the way you want. In this chapter you will: Clock Yourself In and Out Create a Crew Create a Location Group Clock In and Out for Others Set a default Location See Who's Clocked In View the History of Clock Ins and Outs Set GPS Coordinates for Locations Send Records to the Office Ready? Let s go for a test drive 13

Clock Yourself In and Out 1. Run ExakTime Mobile by tapping on 2. You should now see a screen that looks like the one at right. Enter your PIN. Then tap 3.

16 Clock Yourself In and Out 1. Run ExakTime Mobile by tapping on 2. You should now see a screen that looks like the one at right. Enter your PIN. Then tap 3. Click and select a Location and a cost code. 4. Wait a minute, and then click Great! You ve successfully clocked yourself in and out of ExakTime Mobile. 14

17 Create a Crew A crew is a list of employees that a Supervisor or Foreman can use to clock several workers in and out at one time. In many situations, creating an ExakTime Mobile crew can save time and effort when clocking in. 1. In ExakTime Mobile, tap the Manage icon at the bottom right. On the screen that appears, tap Crews. 2. Tap Edit and then tap Create a new crew. 3. Enter a crew name and then tap Next. 4. Tap on each employee that you want to add to the crew. Notice the checkmark next to each employee name you tapped. It tells you that this employee has been added to the crew. 5. Tap Save. 15

18 Create a Group A group is a list that helps you more quickly locate specific Locations or cost codes. For example, if you have hundreds of Locations, finding one in ExakTime Mobile might take some time. If you group your Locations alphabetically (A-Z), you can find what you want faster. Groups also let you organize Locations into categories, such as a daily route. For example, if you always do certain jobs on the same day of the week, you can create a group of Locations for each day: Monday, Tuesday, and so forth. Adding a Location or Cost Code Group The procedures to set up cost code groups and Location groups are exactly the same. Let s add a group that contains a list of Locations: 1. Tap the Manage icon at the bottom right. On the screen that appears, tap Location Groups. 2. Tap Edit and then tap Create a new group. 3. Enter a group name and then tap Next. 4. Tap on each Location that you want to add to the group. A checkmark means that it s been added to the group. 5. Tap Save. 16

Clock In and Out for Others ExakTime Mobile lets Supervisors and Foremen clock in or out on behalf of employees and crews. This feature can reduce the amount of time workers spend clocking in and out.

19 Clock In and Out for Others ExakTime Mobile lets Supervisors and Foremen clock in or out on behalf of employees and crews. This feature can reduce the amount of time workers spend clocking in and out. It can be especially convenient for crews the entire crew can be clocked in and out at the same time. Also, some employers prefer to have the foreman clock workers in and out rather than having workers clock themselves in and out individually. 1. In ExakTime Mobile, tap the Clock In For icon at the bottom of the screen. 2. Tap Choose an employee or crew. 3. Tap the crew name that you created earlier. Then tap This Crew to select the entire crew. Alternatively, you could tap All Employees to choose a single employee from a list. 4. Tap Choose a Location and then tap All Locations. Choose a Location from the list. 5. Tap Choose an Activity and select a Cost Code. 6. Tap to clock in. 7. Wait a few minutes and then tap to clock out your crew. 17

20 Set Location and Cost Code Defaults ExakTime Mobile lets you set up a default Location or cost code. If you go to the same Location every day, or are always doing the same activity, you can set up a default Location or cost code that s selected automatically when you clock in. Setting a Default Location If you and your crew exclusively report to the same Location, you can save them time by setting up a default Location. That way, you only have to select a cost code (rather than a Location and cost code) each time you clock in. 1. Tap the Manage icon at the bottom right. On the screen that appears, tap Defaults. 2. Tap Automatically be clocked into a Location. 3. Tap on a Location to select it from the list. Notice that the Location you selected appears on the screen. 18

21 See Who s Here Now Exaktime Mobile for iphone: Guide to Getting Started ExakTime Mobile lets you view all employees currently clocked into a particular Location. Note that only employees that clocked in on this handheld are shown. 1. Tap the Home icon at the bottom of the screen. 2. Tap View. 19

22 View History ExakTime Mobile lets you view and manage all the time records that have been recorded. In ExakTime Mobile for iphone, you can see all records that have not been sent to the office, as well as all sent records entered within the last two weeks. Tap the History icon at the bottom of the screen. 20

23 Set Location GPS Coordinates in the Field ExakTime Mobile lets you set the GPS coordinates for a Location location while in the field using the GPS positioning software on your iphone handheld. Assuming that you are at your shop right now, and that you have a Location set up for your shop, let s get the GPS Latitude and Longitude coordinates for your current location. DO NOT perform these steps if you are NOT at your shop and have not set up a Location for your shop in TimeSummit. 1. First, verify that you have a GPS signal. If you do, a green crosshair icon appears near the bottom left of the screen. If it has a red X through it, then take your iphone outside to get a fix. 2. Tap the Manage icon 3. Tap Locations. Then select a Location from the list (preferably your office/shop) and tap on it. 4. Tap Set Location and then tap Yes to confirm. 5. Return to the Clock Me In screen and tap Sync to send your update to TimeSummit. 21

24 Sending Records from the Field ExakTime Mobile sends records to the office wirelessly. To do so: 1. Tap the Clock Me In icon at the bottom of the screen. 2. Tap Sync. The next time TimeSummit is started, the records that you created will appear. Make sure to delete these test records before doing payroll!!! Congratulations! You ve finished the ExakTime Mobile test drive but there s still more that ExakTime Mobile can do! For more detailed information on how to use the other features of ExakTime Mobile, the information icon and choose Help. 22

Exaktime Mobile Test Drive

Exaktime Mobile Test Drive This Guide will take you through the setup and usage of Exaktime Mobile for iphone. Exaktime Mobile enables you to clock in and out directly on your iphone, ipad or ipod Touch.