TimeClockWindow Administrative Tools

Transcription

1 TimeClockWindow Administrative Tools User guide 2018

2 Table of Contents TimeClockWindow Administrative Tools...4 Introduction...5 Welcome...6 How To 30-Day Trial...7 Limitations...10 Getting Started...11 Checking Time Zone...13 Create Company Database...15 Passwords...23 Import From PayWindow...26 Invalid File Names...28 Import From ZIP...29 Company Profile...30 Departments List...34 Employees List...37 Address and Phones Tab...42 Other Tab...44 Notes Tab...46 Overtime Tab...47 Breaks / Rounding Tab...50 Setting Up On Network...53 Update Program...54 Main Tools Menu...57 Main Tools Database Tab...61 Time List...65 Options...72 Startup Settings...74 General Options...75 Date Calculator...80 Change Administrator Password...81 Change Client Password...84 Change Theme...87 Help...88 Reports Main...91 Reports Transactions...92 Reports Totals...94 Database Path...96

3 Backup...97 Restore...98 Logs...99 Create New Database Export Merge Databases Merge Databases Step by Step Contacting Us Unlocking Trial Version Frequently Asked Questions...123

4 TimeClockWindow Administrative Tools This help file is directed to the. For the Client Application, see the TimeClockWindow Client Help file. NOTE: You should schedule any maintenance of your time punches for a time when the employees would not be punching in or out. If you are working on an employee's record, it will be locked by the system so they cannot punch in our out causing them to see an error message. If you really need to use the Admin tool during hours when your employees may be punching in and out, you should notify them to hold off until you are done.

5 Introduction TimeClockWindow is the fully featured time clock package from ZPAY Payroll Systems, Inc. ZPAY has been developing payroll software since ZPAY develops software packages for personal computers, for the Windows platform. TimeClockWindow was developed to compliment the PayWindow Payroll system from ZPAY Payroll Systems, Inc. TimeClockWindow is designed with easy-to-use functionality and user- friendliness in mind. TimeClockWindow is made for any company that wants to easily keep track of their employees and has a seamless interface into the PayWindow payroll software. This help file is for the Employee interfaces of TimeClockWindow, for use of the Administrative Tools, see the TCW Admin help file. We have tried to make the help file as complete as we can. This will help you get started. We hope the help file will answer many of your questions, guide using TimeClockWindow and for your future reference needs. You should quickly become comfortable by following instructions and using the tools we have located on our website at We have tried to keep our software simple to use and simple for most computer beginners.

6 Welcome Welcome to TimeClockWindow. We hope you like using the new TimeClockWindow. The year 2008 and was the 25th Anniversary for ZPAY Payroll Systems, Inc., We tried to create the best time clock package possible for this milestone. We felt that we have accomplished this and hope that all of you agree. TimeClockWindow had taken several years to complete and we used input from our community of PayWindow users to bring you what you see before you. With input of our TimeClockWindow users over the four years from the first release, in 2013, Version 2.0 of TimeClockWindow was released on our 30th Anniversary of ZPAY Payroll Systems, Inc. We are very proud of this next generation of TimeClockWindow. We welcome comments and suggestions on our open forum found on our website at Again, welcome to TimeClockWindow! Paul Mayer, ZPAY Payroll Systems, Inc. Past President of the Association of Shareware Professionals Shareware Industry Conference Hall of Fame Inductee 1997 Association of Shareware Professionals Hall of Fame Inductee 2000 Shareware Industry Conference Lifetime Achievement Inductee 2002

7 How To 30-Day Trial The First Time that you start up TimeClockWindow s Administrator Tool (tcwa.exe) you will see the Shareware Reminder screen which looks like this: To evaluate the program, simply click the "OK [ENTER]" button. If it is the first time you are running TimeClockWindow Administrator, you will see a message like this:

8 You must create a location and a database to use. The top link displayed in that page above will open the page in this help file with instructions on how to create your company database. The other links will take you to video Tutorials that show you what to do. Click the "First Time" Tab and click here for detailed instructions. Start with "Step 2" on that page. If you've already installed TimeClockWindow and created a password, you will be asked for a password like you see in this next message:

9 That will open the main screen of the TCW Admin tools which look like this:

10 Limitations TimeClockWindow uses a Microsoft Access database for data storage. We are not sure of the limitations, one of our customers reported that they have 100 computers with 190 employees using the system. If you have a larger network using TimeClockWindow, we'd love to hear about it. Watch for news of our new Internet based Time Clock system that is under development that will allow your employees to punch in from smart phones, portable computers, tablets and such as long as they have an Internet connection.

11 Getting Started If you did not read the "How To 30-Day Trial" section click here now. We have Video Tutorials on our website to show you step by step instructions on most procedures in the following instructions, you may want to open this page on our website to use the videos as well as the instructions in this help file: Preparation... If installing on a number of computers on a network, insure that they are all set to use the same time zone. Click here for instructions on verifying and changing if needed. First Time User Order of what you need to do: 1. Create a Database. 2. Set up your password for security. 3. Import data from your PayWindow "Company Database" or manually set up the Company, Departments and Employees. 4. Set up the Overtime rules for your employees. 5. Install TimeClockWindow on all computers on the network if you have a network in your office. Run the administrator program on those computers and setup the password and set the Database Path on those computers too. 6. Become familiar with all information in the Administrator help file and the help file for the Employee Interface. Important Notice for PayWindow Users If you are using PayWindow, DO NOT manually enter data into TimeClockWindow. It is very important that PayWindow and TimeClockWindow be synchronized and the only way for that to happen is if your entries in PayWindow are correct and then you import into TimeClockWindow using the Import tool.

12 NOTE: Once the system is setup and in use, you should schedule any maintenance of your time punches for a time when the employees would not be punching in or out. If you are working on an employee's record, it will be locked by the system so they cannot punch in our out causing them to see an error message. If you really need to use the Admin tool during hours when your employees may be punching in and out, you should notify them to hold off until you are done. Some Important Tips: It is very important that you have the departments set up in PayWindow in the Company settings first. And then assign a department to each employee in each employee's settings in PayWindow. If there are no departments used in PayWindow, you will not be able to export to PayWindow from TimeClockWindow. After that is done, simply use the Import tool to import the Company, Departments and Employees into TimeClockWindow. And in the future, all changes should be made in PayWindow and then re-import to TimeClockWindow to update that data. You can add additional information in the TimeClockWindow settings and if you pay overtime, be sure to edit that information in your employee records in TimeClockWindow. Passwords and overtime settings will remain untouched in future Imports to refresh any changes made in PayWindow and adding new employees that were added to PayWindow.

13 Checking Time Zone It is important that all computers you will be using have the same time zone settings. This is specially important if using the Internet time servers. To verify that all computers are on the same time zone, click on the time / date as shown below to pop up the Time / Date Window. Then click on the "Change date and time settings..." link seen below. Then if the Time Zone displayed (highlighted in yellow below) is not correct, click the "Change time zone..." button and select the proper time zone for your location. Do this on all computers that will be networked together with with TimeClockWindow.

14

15 Create Company Database IMPORTANT NOTE: Do not attempt to use Google Drive as your database location. Please see the following information: If you punch in an employee on one computer, it does not show on another computer as it should as you are not actually working in a shared database. The local copy of the database will sync with the one on Google Drive after a minute or so. That is why the status does not show, the different computers all have their own local copy of the database you are not actually working from the same database. So now if you go to the other computer and punch in another employee, that local database will sync and replace the first synced copy replacing any punches made on the first computer. So the bottom line is Google Drive is not a reliable solution for storage of your "shared" database. Before creating a new Company Database, see our notes on Invalid File Name. Click here to see the notes. Step 1 - To create a company file, on the main page under the "Database" Tab click on the "Create New Database" button. Step 2 - That will open the following page. See the step by step instructions on that Dialog which as shown below as well. Do not enter anything in the prompt, but instead, click on that small square button just under the mouse pointer.

16 Step 3 -That will open the Windows File Open Dialog. If you are on a single computer that is not on a network, you can simply select the Documents in place of the Public folder We will explain here how to create a database that will be shared over your network so it can be accessed from all of the computers on the network. Locate the Public folder for your computer and open it so you can create a new folder in the right side of the Window.

17 Step 4 - Then click to create a New Folder and you will see something similar to this:

18 Step 5 - You will edit the "New Folder" text holder to be called "TimeClockWindow Data Files" like you see below:

19 Step 6 - Pressing the "Enter" key will save that new folder name. Then double click on the Icon for the new folder to open it up and you will see something like this:

20 Step 7 - Then type in the company name that you want to use as we did in our example above. Then click the Save button to create the new filename. That will return you to the starting point and clicking the "Create Database" button will create the new company database.

21 Step 8 - If you are not a PayWindow Payroll software user, click on "Create New Database" to create it and immediately enter into entering your Company information. If you are a PayWindow user, click on Create New Database and Import data from PayWindow to import the Company Information, Departments and Employees. Return to Getting Started Page.

22

23 Passwords If this is the first time that you are using TimeClockWindow, you need to create your administrative password and a password for the employee interface. Note: This will need to be set on all computers that you install TimeClockWindow on for security to keep employees out of the administrative tools. Click on Options and Change Password, this will give you a choice to set up the option to set the Administrator or Employee Client Passwords: Click the "TimeClock Administrator Password" button to open this page:

24 We suggest that you create a password as a minimum to enable opening the Admin program. Use the checkboxes as seen above for your choices. After entering your password and typing it in again to conform it, click the Save & Close button. Important Reminder: Assign an Admin password that you will not forget as once you save it, the program will require you to use it whenever you start up the admin tools. Enter the password for the employee interface. If you want to use the "time change security feature in the software so your employees cannot change the time to punch in late or leave early, you would set up an administrator password for the employee client. This is used as a security measure if you are not using the Internet time servers for TCW so your employees cannot simply close the program, reset the computer time, start it and punch in and then reset the time if they are late. If you use the Internet time servers, TCW will get the time from the Internet.

25 If you want to use the Internet Time Servers you would not need to set up Client passwords. See the General Options topic on using the Internet Time Servers. To set up an Admin password for the Employee Client, click on the option shown above "TimeClock Client Password" option shown at the top of this page to open this page: If you do use this method over the Internet Time Servers we suggest you select both checkboxes they will control password use for the employee tools for opening and closing. For more detailed information, click here for the Admin password and click here for the employee interface password. Return to Getting Started Page.

26 Import From PayWindow Before Importing From PayWindow, see our notes on Invalid File Name. Click here to see the notes. Click on the "Import Employees" button and you will see the import page and if this is the same computer as you have PayWindow installed on, we will automatically enter the path and filename into the page like this: Make sure you have selected Employees, Departments and Company so all is imported. Then click on the Import button to start pulling the information in. You will get confirmation for the Company information and the Departments information pulled from your PayWindow database. After closing those confirmation pages, the following page will open:

27 You can select just certain employees to import or click the "Select All" button to select all employees. Then simply click on the "Import" button to import your employees. Return to Getting Started Page.

28 Invalid File Names We found a problem now that a number of users had experienced the same problem. It's something we never thought of with Windows and long file names. The problem is we used the new Microsoft Data Access tools in TimeClockWindow, which do not like the illegal characters found in some long file names. We've used their old tools for years in PayWindow and never had a problem. Moving forward, we used the new tools for TCW and of course never thought there would be a problem. So if you created a long file name for your PayWindow database that has what Microsoft ADO considers illegal characters, you will need to rename the database file to take out those characters. Characters like periods, commas, ampersands and such should not be used. An example of a bad file name is our company name: ZPAY Payroll Systems, Inc..dxi Note that we have two periods and a comma in the file name. That is because Windows adds a period before a files suffix and when we typed in "ZPAY Payroll Systems, Inc." to create a file, it created what you saw above. Renaming the file to be: ZPAY Payroll Systems Inc.dxi Will make Microsoft's new ADO "happy" and no errors will pop up.

29 Import From ZIP The Import from ZIP tool is to import the data that would have been exported from TimeClockServer or even TimeClockWindow's Export to ZIP tool. It is a ZIP fille with CSV files used by TimeClockServer. That tool looks like this:

30 Company Profile This information will be imported into TimeClockWindow from PayWindow along with other data. This page is not really needed for time clock use and is not required entry if not using PayWindow. Company Name Enter the Company name in this field. Trade Name Enter a Trade name if different from the Company name.

31 Street Address Line 1 Enter line 1 of your street address here. Street Address Line 2 If you have a second line for the street address enter it here. City Enter the City name here. State and ZIP Code Enter the state abbreviation and ZIP Code here. Area Code and Phone Your phone area code and number go here. Area Code and FAX Your FAX area code and number go here. Web site URL

32 Enter the URL to your web site here. Address Enter your address here. Federal Tax ID Enter your Federal Tax ID here. State Tax ID Enter your state tax ID here. Local Tax ID If you have a local tax ID enter it here. Client Caption You can enter your Company Name in this item to display it at the top of the employee client program. It can look like this:

33 Apply Button The Apply button will save any entries so far. Close Button The Close button will save and close this page. Cancel Button The Cancel button will cancel and changes and close this page. Return to Getting Started Page.

34 Departments List Go back to the main screen and click on "Department List" to see where the Departments are listed after importing from PayWindow or where you would enter them by hand if not using PayWindow Department 2 Tab This Tab will open the page with the three default departments we use for Sick Pay, Vacation Pay and Holiday pay hours as shown below:

35 Department Entry Area

36 You must have at least one Department set up and you can have up to 20 departments to use. OK Button The OK button will save any additions or edits and close this tool. Cancel Button The Cancel button will cancel any changes made and close this tool. Return to Getting Started Page.

37 Employees List This page will explain on setting up the employees. Click on the "Employee List" button from the main page and you will see this page above. You can sort the employee list by clicking on the "titles" of the list. If you look above, we clicked "Last" to sort by Last Name. This shows the information that was imported in for each employee. In the "Personal" tab, the default password for all employees is "pass" and you can assign new passwords in this page or allow the employees to go into the Employee interface (tcw.exe) and change their own password. If you check the "Administrator" checkbox, this employee will be able to open and close the Employee interface and send broadcast s to "All" employees. For you to be able to perform the mass s, you must enter yourself into the database and assign your record to be an Administrator too. If you are not a PayWindow users, you will be entering the information by hand. Sort Order Labels

38 You can sort the employee list by clicking on the "titles" of the list. So you can sort by Code, Last Name, or First Name. If you look above, we clicked "Code" to sort by Employee Code. Employee List Grid This is the grid where the employee names are displayed. If you click on an employee's name, that will select the employee and display their information for editing in the area on the right. Employee Code and Active Flag The employee code must always be in sync with the code in PayWindow as that is how we match up to post the hours into PayWindow when exporting. This is why if you are using PayWindow that you import this data from PayWindow. If you are not a PayWindow payroll user, think of this number as the employee's Unique Identification number. No two employees can have the same number as it is used to sync the time stamps with the employee in reports and such. The Active checkbox if unchecked disables the employee from the employee list in the employee interface. Employee Name Enter the employee's name in the First, Middle and Last name entries. You can use a Title but it is not necessary.

39 Suffix If the employee is a Sr., Jr, and so on, enter it here. Administrator If this box is checked, this person will be an administrator and will be able to send a broadcast to all employees. Disable By checking the Disable Mail Interface, the employee will not see the mailboxes not the two tabs for creating or receiving . Employee Password This is where you will enter the Employee's password. It will be hidden by asterisks as seen above unless you check the Show Password box to see what you entered. Hire and Left Dates This is just for your information, you can enter the hire date and the termination dates here. Add New Record

40 This button is very important as you must click it in order to add a new employee if you are doing manual entry and not importing from PayWindow. Apply Changes Button Clicking this button will apply any changes that you've made. Delete Button Clicking this button will delete the selected employee. Cancel Edit Button Clicking this button will cancel your edits. Close Button This button will close the employee list page. Breaks Tab The breaks tab will open the page where you can set TimeClockWindow to use forced breaks and lunches. Overtime Tab

41 Use the Overtime tab to set up the rules to use for overtime for the selected employee. Notes Tab The Notes tab will open a page where you can enter and store notes for your reference on an employee. Other Tab Use the Other tab for selecting the Departments that will be available to this employee to use when punching in and out. You can also enter their date of birth and social security number for information only. Address and Phones Tab The Address tab is for entering their address and phone numbers and is just for storing the information and not actually used by the time clock. Return to Getting Started Page.

42 Address and Phones Tab What you see is what is imported from PayWindow. If you are using TimeClockWindow without PayWindow, you would be completing the data in this page. The above is all self explanatory and does not need detailed entry information. Address This is for information only so if you want, you can enter the employee's address in this area.

43 Phones Again, a place to store the employee's phone numbers. Marital You can store the Federal and State marital status as well as the spouses name here. Return to Getting Started Page.

44 Other Tab What is important here is that you've assigned Departments in PayWindow that have been imported. Each employee can work in up to 5 departments. The default department is the one selected when the employee logs in and they can pick from a pick list if more than one is listed here. NOTE, the reason for using Import from PayWindow is to insure that TimeClockWindow is synced up with PayWindow. Future imports will update the information to existing employee records and add new employees. If you are manually entering the data, you must have at least one department selected that you entered in the Department list. The information at the top of this entry is again just informational for reference. Personal Other

45 For storage and access to personal information as an option, date of birth, sex and the social security number. Work Settings This is REQUIRED to have at least the Default Department selected. If you did not set up the departments, you must do that first. Click here to see how. Return to Getting Started Page.

46 Notes Tab You would use this page for entering notes on your employee. An example might be when they were last given a raise or possibly a reprimand for poor performance. Return to Getting Started Page.

47 Overtime Tab The "Overtime" page is where you set up how you want to pay your employees overtime. Note: Multiple Department Overtime Caveat. Overtime cannot be separated out of the regular time for employees working overtime when printing the Totals Report. The problem is that overtime is calculated on total hours in a week and there is not a way to separate that out by department. You can set them up as tracking by daily hours but they still cannot work in more than one department in the same day if they are working over say the 8 hours in a day. Note the "Apply to All Employees" button. After setting up your first employee, you can click that to apply the settings to all of your employees. Since the US Department of Labor requires that the overtime be calculated on a 40 hour work week, you will enter in the hours you want to be the cutoff. Our example above can be for any pay period that you have, be it weekly, bi-weekly or whatever. We want to pay our employees overtime if they work over 40 hours in a single week and double time for over 48 hours in a week. We also want to insure that they get overtime if the work on a Saturday or a Sunday.

48 The selections above will insure that the employees are paid Overtime 1 if they work over 40 hours in a single week and Overtime 2 for the time over 48 hours a week. And if they only work a few days during the week but work on Saturday and Sunday, they will be paid overtime 1 for Saturday and overtime 2 for Sunday. You can also select to calculate on a daily basis or both a daily basis with a by week test as well. Overtime If you elect to calculate overtime, you have a choice of selecting to calculate using a daily or weekly method. You would select the choice and then enter the hours to use as the start point in item 2 shown below. Overtime Calculation You must select the Overtime Calculation method to match what you selected in item 1 above. Our example above is set to Weekly calculations. You can also select to use a daily calculation and an example is if it were daily and you wanted to start counting overtime after the first 8 hours, you would check the daily Overtime 1 box and enter 8. Once they reach 8 hours on any given day, the time after that would be counted as overtime 1. Our example shows weekly with 40 hours being straight time and then from 40 hours and 1 second to 48 hours as Overtime 1 and anything over the 48 hours as Overtime 2.

49 Always Overtime If you select any of the days, they will be always treated as overtime. An example is if you want to pay Overtime 1 for Saturdays, check the Saturday box under Overtime 1. You would see a pick list when clicking on one of teh days like this. Apply to All Employees Once you have set up your first employee if all employees will follow the same rules, click this button and it will apply to all employees. Return to Getting Started Page.

50 Breaks / Rounding Tab Some employers only have their employees punch in when they arrive at work and then out when they leave and give them forced breaks and lunch periods. If this is your practice, you can do that with the setting on the page above. In our example if an employee has worked at least 120 minutes, a 25 minute break will be taken off of their time when Total Time report and the exports to PayWindow and CSV are done. We also show a second break if they work over 240 minutes and a lunch if they work over 240 minutes. Note: DO NOT ENTER BREAKS LESS THAN 21 MINUTES - Federal law does not require lunch or coffee breaks. However, when employers do offer short breaks (usually lasting about 5 to 20 minutes), federal law considers the breaks as compensable work hours that would be included in the sum of hours worked during the work week and considered in determining if overtime was worked. Unauthorized extensions of authorized work breaks need not be counted as hours worked when the employer has expressly and unambiguously communicated to the employee that the authorized break may only last for a specific length of time, that any extension of the break is contrary to the employer's rules, and any extension of the break will be punished. You can force rounding for the start time and the end time for your employees. In our example above, the shift starts at 8AM and we've allowed 15 minutes grace period. So if

51 they punch in up to 15 minutes early or late, the time punch will be 8AM. And we have the same arrangement for punching out at 5PM with a 15 minute grace period as well. Reporting Breaks This will set forced breaks and / or forced lunches. If you use this features, ONLY have your employees punch in when they arrive and out when they leave. Apply to All Button As with the overtime settings, after setting up this section for one employee, clicking this button will set all employees to use the same rules. Rounding You can force rounding for the clock in time and the clock out time if you want. Looking at this example, our start time is 8:00 AM and we are allowing a 15 minutes grace period. If a person arrives at 7:46 AM, the time clocked in will be 8:00 AM. And also if a person arrived at 8:14 AM, the clocked in will be 8:00 AM. Apply to All Button

52 As with the overtime settings, after setting up this section for one employee, clicking this button will set all employees to use the same rules. Return to Getting Started Page.

53 Setting Up On Network Network Connection for TCW Database on Vista / Windows 7 and XP We have put together an Adobe Acrobat PDF file with screen shots and instructions on how to link to the TCW database through a Network from a Vista or a Windows 7 workstation. How_to_Connect_to_a_TCW_Database_from_a_Vista_Computer.pdf And we have put together an Adobe Acrobat PDF file with screen shots and instructions on how to link to the TCW database through a Network from an XP workstation. How_To_Connect_To_A_TCW_Database_From_An_XP_Computer.pdf Or watch this Video tutorial: Return to Getting Started Page.

54 Update Program The Update Checker in TimeClockWindow is very important. Most likely if you run into a problem where the Bug Report tool pops up, it may have been reported and fixed. This bug report tool may look like this as an example in the employee interface: Besides reporting the problem to us so we can assist you, we suggest that you check for updates and install the current release if there is a newer version available. In most cases, the problem has already been reported, fixed and a new update has been made available for you. The process is very simple: 1. First exit the Employee Interface on all computers on the network that are linked to your database so they are not running when you perform the update. Click TimeClock and select Exit in each of the TimeClockWindow programs that are running on your computers as seen below. Make sure the Admin program is also shut down on all computers except the one you are on. If you need more help with this part, click here to see the video tutorial on shutting down TimeClockWindow on all computers. 2. Click Help and Select Product Updates and then select Update Product...

55 For details on updating on all computers, click here to see this video tutorial. 3. Click Check for Updates and if there are updates available, the "Update Program" button will be enabled. Click it to install the latest version. In the example below, the program is up to date and that button is disabled.

56 4. Do this on all computers on your network. The updates are FREE and should be installed on all computers being used so the database does not get corrupted by mixed versions. If you your database was locked by having one or more of the computers running TimeClockWindow blocking the database from updating properly during an upgrade, we do have a way to force an update. Click here to see that video tutorial.

57 Main Tools Menu Once you've set up TimeClockWindow using the "How To 30-Day Trial" and the "Getting Started" sections, this will guide you into more of the features in TimeClockWindow. Above is the main page to the TimeClockWindow Admin program and opens to the TimeClock Tab by default. Database Tab The Database tab will open the second page of the main tools menu. Click here to see that page. Employee List The Employee List button will open the Employee List. You can edit, add and delete employees in that section. Click here to see that section.

58 Department List The Department List will open the Department List. Click here to see that section. Time List The Time List button will open the Time List. You can edit, add and delete time transactions in that section. Click here to see that section. Company The Company button will open the Company Profile edit section. Click here to see that section. Hibernate The Hibernate button will put the Admin tool in to Hibernate mode. In Hibernate mode it will free up the database connection and the button will display a Resume button that looks like this:

59 Clicking the Resume button will reconnect to the database and allow you to resume working in the Admin tool. Note: The Admin tool is set to automatically Hibernate if there is no keyboard or mouse activity in the program for more than an hour. This is to protect your database from becoming corrupted by the Microsoft Data Access tools timing out with an open connection. Options Tab The General Options button will open the general options settings section. Click here to see that section. Reports The Reports button will open the Reports tool. Click here to see that section. Printer Setup The Printer Setup button will open the Windows Printer Setup Dialog. TimeClock Logs The Startup Settings button opens the startup settings section. Click here to see that section.

60 Exit Button The Exit Button will exit the TimeClockWindow Administrator program.

61 Main Tools Database Tab The Database Tab allows you to do setup, backup and restore, import from PayWindow and export and more as seen below. TimeClock Tab The Time Tab will return to the Main Tools top page. Click here to see that page. Database Path The Database Path button will allow you view your database path, repair a database or even create a new database. Click here to see that tool. Create New Database Button The Create a New Database button will open the tool to create a new database. Click here to see that section.

62 Import Employees Button The Import Employees Button will open the import and update data from PayWindow section. Click here to see that section. Backup Database Button The Backup button will open the database backup tools. Click here to see that section. Export Employees Button The Export Employees Button will open the tool to export time to PayWindow as well as to several file formats for other programs to use. Click here to see that section. Restore Database Button The Restore button will restore your database from a backup file. Click here to see that tool.

63 Merge Databases Button The Merge Database will allow you to merge databases from computers that are not on the network. Click here to see that section. Delete Timestamps This tool will allow you to delete past year's time transactions. You would pick the year to delete and follow the instructions on the scree.

64

65 Time List This is the Edit Employee Times Tool. Click on Time List button and you will see the screen above. This is where you can edit existing time transaction as well as add and delete them as needed. By clicking on the titles in the display grids, you can sort the display order. An example is to click on the Last Name title. It will sort and clicking it again, will cause it to sort in the opposite direction. As you see above, a transaction is selected. If needed, you can edit the transaction in the right side of the screen and then click the Accept button to save your changes. You can use the filter to just display a single date to make it easy to "review" your employee punches. You can also select a transaction and set the transaction as Overtime One or Overtime Two. This is useful as an example if you pay employees overtime if they work on a Holiday

66 Filter Employees You can set the Filter to display the employees, All employees, just Active or those marked as Inactive. This makes it easy so you don't need to scroll through a lot of data. Employee Display Grid This is the list of Employees and can be sorted just like other grids by clicking on the title bar like "Last" to sort by last name and such. To see and work on a particular employee's time transactions, click on the employee's line to highlight it and their time data will display below. Add Hours Button If you click on the "Add Hours " button you can add a transaction for an employee that may be out on a job that is on location. Or add Vacation, Sick or Holiday hours. Click the Add button to see the following page.

67 In the above example we typed in 40 hours, selected Vacation from the Department list and clicked on the "Update logout Date/Time" button to force a 40 hour perod. You can save that transaction to the list by clicking on OK and click on the Accept button to store the changes. Accept Button The Accept button will save and store any changes made to a time transaction.

68 Date Filter Button The Date Filter will allow you to select a date range for editing or reviewing time punches. Time Punches Grid This grid displays the time transactions for the selected employee. To edit a transaction, click on the highlight the line and make the edits in the tool in the upper right side of the screen. Transaction Edit Tools You can edit existing time transactions by selecting an employee from the employee display grid and then selecting an existing time transaction and using these tools to edit. When you are done making changes, click the Accept button. The small " " button next to the date/time entry will give you a quick entry for today's date and some often used times as seen below.

69 The small down arrow button by the date/time entries opens a calendar to select a date from as seen below. The Accept button will save and store any changes that you made. Date/time logout

70 If you want to punch an employee in in teh Administrator tools, you can add ours with the Add Hours Button and then edit the Date/time logout with the small three dot button and select set Unclocked as seen below and then save the record. Reset Overtime Buttons If you selected one of the overtime buttons accidentally, this button will reset them to unselected. Cancel Changes Button The Cancel Changes Button will cancel any edits you entered before saving them. Close Button

71 The Close button will exit and close the Edit Employee Times page. Delete Button The Delete button will delete a selected time transaction.

72 Options From the main page, selecting "General Options" will open this page. Here you can change the way the time is displayed in the Employee punch in / out program. Startup Options Click here to see these options. General Options Click here to see these options. Date Calculator

73 Click here to see this tool. Change Password Click here to see the Administrator Password tool or click here to see the Employee Client Password tool. Theme Settings Click here to see this tool where you can change the themes used to change the look of the TimeClockWindow programs.

74 Startup Settings The Startup Settings tool will allow you to add or remove startup Icons and other shortcuts.

75 General Options The General Options page allows you to set the display in the employee interface as well as the sort order and you can disable password changes by the employees too. The Clock Tab allows you to set the display of the Employee Client program's time display, date and text color as seen below. The Fields Tab sets the Employee Client's data to display, sort order and you can disable the employee's ability to change their own punch in and out password. We also have an option to add a 4 seconds delay when the employees punch in our out to allow time for any security cameras you may have to capture an image of who is punching in our out at a given time.

76 The Color Tab sets the colors used for punching in, on break and out in the employee time card display. This is for users that are color blind and you can set the colors that they can see on a particular computer.

77 The TCW Client Tab allows you to set up and use the Internet time servers for time punches. In the TCW Client page is our best security feature. If your computers are online, you can use this feature to get the punch time from the Internet time servers. Whenever you set up for the first time or upgrade TCW, you will need to test the time servers. If you run a new installation, and are using Vista you will see a screen like you see below which you test one of the servers for the first time. It will also pop up the first time that you run the Employee Interface with this option turned on.

78 The next image shows a example of setting up the time servers. We've turned on the Time Client, added and selected the time servers to use and set the time interval to use at 5 minutes. Every five minutes, your employee interface will poll the time servers alternating every five minutes using the next in line.

79

80 Date Calculator The Date Calculator will allow you to calculate dates on a number of different ways.

81 Change Administrator Password This tool will allow you to set, remove or change the passwords in the Admin program. Enable Password The Time Clock Admin Enable Checkboxes are used to set a password for Open and /or Close of the Administrator program. This is important to have control over your data that you at least set it for Opening the Admin program. Simply check the options that you wish to use.

82 Password Setup This is where you will enter the password that you want to use for the Admin program. If you have an existing password, enter that in the top entry and enter the password that you want to use in the two lower entries. The Remove Password will remove any existing passwords that were set. Enter Current Password Enter the existing password to change to a new password. Enter New Password Enter the new password you want to use. Confirm New Password

83 Enter the new password again to confirm that there are no typos. Remove Password This button will remove any existing password. Save and Close This button will save your changes. Cancel This button will cancel your actions.

84 Change Client Password This tool will allow you to set, remove or change the passwords in the Client (employee interface) program. Enable Password The Time Clock Client Enable Checkboxes are used to set a password for Open and /or Close of the Employee interface program. This is important to have control over your data that you at least set it for Closing the Client program unless you are using the Internet Time Servers. If you use the Internet Time Servers, there is no need for a password in the client program. Simply check the options that you wish to use.

85 Password Setup This is where you will enter the password that you want to use for the Employee interface program. If you have an existing password, enter that in the top entry and enter the password that you want to use in the two lower entries. The Remove Password will remove any existing passwords that were set. Enter Current Password Enter the existing password to change to a new password. Enter New Password Enter the new password you want to use. Confirm New Password Enter the new password again to confirm that there are no typos.

86 Remove Password This button will remove any existing password. Save and Close This button will save your changes. Cancel This button will cancel your actions.

87 Change Theme The Application Theme tool will allow you to pick a different look for the TimeClockWindow programs.

88 Help The Help Tab has the tools you need to get help and to register TimeClockWindow after purchasing. Admin Help Admin Help is this help file and is the tools you need to setup and use the TimeClockWindow Administrative program. Client Help Client Help is the help file for the employee Client tool for punching in and out. ZPAY Website

89 The ZPAY Website has a drop list of items you can select from as seen below. TimeClockWindow Tutorials are videos taht show you how to use the software. Support BBS is our on-line support forums where you can ask questions and find answers from other customer's questions. ZPAY Website is the link to our website. System Report is a link you would use if we ask you for a system report when we are assisting you with a problem. Product Updates The Product Updates button will open the Update Checker so you can download and install the current release of TimeClockWindow. As you can see, there are two choices.

90 You can view the list of changes on our website or you can launch the Update Checker. Register Product The Register Product button will allow you to unlock TimeClockWindow to run after the 30 day trial once you've decided that you find this is the tool you want and purchase it. Click here for instructions. About The About button will open the About box displaying the registered user and version number of the software.

91 Reports Main Back in the main page, if you click on the Reports button you will see this page. As seen above, under Main Reports, you can print Employee Lists, the Departments list, Company Details and a list of existing s sent to employees. Transactions Tab The Transactions tab will open the Transactions Report Page. Click Here to see that page. Totals Tab The Totals tab will open the Totals Report Page. Click Here to see that page.

92 Reports Transactions Under the "Transaction Reports" tab your choices as seen above are the Clocked In report, the Clocked in By Employees report and the Clocked In by Department report. Also notice that you can select different sort options as well as date ranges to just show you a particular pay period or date. The Decimal Time option will show the totals as a Decimal with two digit rounding, the Default is Hours, Minutes and Seconds. Some user like to print out a list of times for each employee to sign off on, you can do that with the "New Page per Employee" option you see selected below:

93

94 Reports Totals By selecting "Totals Reports", you can print out the totals for your employees. This would be the report you can use if you were not Exporting to PayWindow. You have the option of selecting a range of or even single employees with this report. And of course the ability to select the date range for the pay period. If you've set to use forced breaks and lunches, you would use that option above as well. The Decimal Time option will show the totals as a Decimal with two digit rounding, the Default is Hours, Minutes and Seconds. Note the two Tabs, Incomplete Times and Abnormal Hours.The Incomplete Times report will show you all transactions that have been punched in but not punched out as well as any that have a punch out time that is before the punch in time. The Abnormal Hours Report, you can set a limit like 12 hours and it will show you all time records that are over 12 hours.

95 You should run these two reports before your Employee Hours Report so you don't pay an employee that may have punched in one day and back out five days later or own that did not punch out. See this Video on this:

96 Database Path Also from the main page, by selecting "Data Path" you can see where your database is. You would also use this to set the location when installing TimeClockWindow on workstations in your network so employees can punch in and out on other stations after the initial setup of your database on the Server or "Main Computer".

97 Backup Backing up your database is a good practice just like it is in PayWindow. By selecting the "Backup" button on the main page, you will see the following window. We have selected a removable drive which is always the preferred location to backup to.

98 Restore Restoring is just as easy. And once you have backed up, it remembers where the file was and when you open "Restore" you should see your last backup file selected already.

99 Logs By selecting "Logs" in the Main page you can view logged entries from administrative changes made in TimeClockWindow. As you can see above, it leaves a trail of who and when there were edits done to transactions in TimeClockWindow.

100 Create New Database Follow the same instructions as shown in the initial Company setup. Click here to see that page.

101 Export Back on the Database page; use the "Export Employees" button to open the Export tool shown below. (Note there are three Tabbed pages and each is described below.) Export to PayWindow: As you can see below, we know where the PayWindow database is and have automatically inserted that information for you. The next thing you want to do is to select the start date and end date for the pay period to export into PayWindow and then click on the "Export Time" button as seen below. That will open a window with a list of payroll transaction to export to PayWindow. Use the "Select All" button to select all employees and then click on the "Export" button. That will poke the hours into PayWindow and when you go to pay them they will be waiting for you.

102 Exporting to a CSV File: You can use the CSV Export Tab to export to a file that can be opened in Microsoft Excel or imported into software that can import from CSV files. As you can see there are a number of export options and if you have been using TimeClockWindow where we only exported the time for you, that is the option you see selected below named "Time List".

103 Exporting to a ZIP File: The third Tab is called "ZIP Export" and is only used to create a "backup" file that would be used to create a database system for our new TimeClockWindow Server Internet based time clock system. When setting up the new Internet based system, that file would be used by the system's Restore tool on initial setup. This is not useful for any other purpose that getting a starter set of database files for the new TimeClockWindow Server edition.

104

105 Merge Databases The Merge Databases toll will allow you to use computers that are not networked together. You can even have computers across town and gather the databases and merge them into your main database that you use for printing reports and exporting to PayWindow and such. Select Database Path Use the 3 dots [...] button to open the File Open Dialog and locate the database on the removable drive to merge with your database. Merge Button After selecting the database to merge with your main database, click this Merge button to merge the database into your main database.

106 Copy to Removable Drive Button You would use the Copy to Removable Drive button on the computers that do not have access to your main database to have a removable drive for the above merge feature.

107 Merge Databases Step by Step This topic will show you how to merge databases step by step. We have a company with three locations and we have two of the locations where we copied the TimeClockWindow database to a removable drive so we can merge the data to the computer in the main office. First we select Merge Databases under the Database tab in the administrator program like seen below. Then we click on the small button as seen below to open the File Open Dialog.

108 You would then locate the removable drive with the databases to merge with the main database. I want to point out that the main company database's file name is "Alpha Gardening Center" and as you can see below, we added " - 1" and " - 2" to the filename used in the other locations so we know which database we are working with. We start with the fist by selecting it and click the Open button.

109 That returns you to the Merge window and you should then click the Merge button.

110 Then you will see the time transactions that need to be merged. Merging right and left will update both databases. In this example we are clicking the Merge Right button.

111 Then as you can see below, both databases are now in sync. However if you want to keep all three databases synced, you would perform the operation again on this one. You will repeat the process with the third database to complete the merge.

112 This next screen shows that if you select the Merge Employees Tab, you can also merge the employee changes. But in this case both are already in sync.

113 And the same goes for merging departments as seen below.

114

115 Contacting Us ZPAY Payroll Systems can be contacted at: ZPAY Payroll Systems, Inc Serenity Lane Savanna, IL Phone: Getting Technical Support: The website address for the support/ bbs forum is: Getting Technical Support: The website address for support is:

116 Unlocking Trial Version Our software has no difference between the Trail Download and what you have after purchasing and unlocking it. The only difference is that if you do not unlock it by the 30th day it will lock you out. The instructions below show you how to unlock the software after you've purchased and received your registration . Simplified Copy - Paste Registration in TimeClockWindow and Our Other Software We will use PayWindow in our example below as all our software uses the same instructions. Once you have received the Registration from sales@zpay.com, open the and using your left mouse button, click any place above the registration code and holding the mouse button down, drag to any spot below the code and release marking it as seen below. The with the mouse, Right Click and from the popup menu, select the Copy option as seen below.

117 Then start TimeClockWindow or our other software and click on the Enter Unlock Code Button as seen below.

118 Then click on the "I received the letter by " and click the "Next" button as shown below.

119 Then click on the large button as seen below to paste in the Registration Name and Code as shown below.

120 You should get a "Thank you for registering" message as seen below. Click "OK".

121 Finally click the "OK [ENTER]" button and that's all it takes!