TimeClock Plus Web Edition 3.0

Transcription

1 TimeClock Plus Web Edition 3.0 Web Edition 3.0 Quick Reference WELCOME TO TIMECLOCK PLUS WEB EDITION 3.0 To access the bookmarks go to View > Navigation Panels > Bookmarks. The Quick Reference Guide was written to provide you with the basic information to immediately start using TimeClock Plus. For more detailed information on the various functions of TimeClock Plus, please refer to the User Reference Guide located on the TimeClock Plus CD for viewing or printing. The User Reference Guide thoroughly documents the functions and features of Web Edition 3.0. From the main TimeClock Plus installation screen, there is an option to View Manual. I.I. How to Use this Guide User Reference Guide Throughout this guide, there will be references to sections in the User Reference Guide. These will be indicated by an open book. The User Reference Guide is located on the CD. If you place your CD in the CD- ROM drive, a menu will appear with an option to View Manual. Notes Notes provide important information to consider when configuring or using TimeClock Plus. Warnings The warning icon brings to your attention a very important detail concerning the setup or use of TimeClock Plus. Tips This icon designates tips and shortcuts that may aid you while using TimeClock Plus. Definitions The dictionary icon indicates a term that has been defined.

2 I.II. System Requirements Web Server and Database Server Requirements Window Platforms Windows XP Professional with Service Pack 3 Windows Vista Home Premium Windows Vista Ultimate Windows 2003 Server Windows 2008 Server Windows 7 Hardware 1 gigahertz (GHz) Pentium processor or equivalent (2 GHz or higher recommended) 1 gigabyte (GB) of RAM (2 GB or higher recommended) 1 gigabyte (GB) of hard disk space OR if you plan to host your Web Server and Database Server separately then allow 200 megabytes (MB) of space on the Web Server and 800 MB on the Database Server (1 GB recommended). Internet Connectivity Broadband internet: 1 Mbps down (1.5 Mbps down or higher recommended) Software Internet Information Services (IIS) 5.1 or later Microsoft.NET Framework 3.5 SP1 Resolution of at least 1024 x 768 If your web server is running IIS 7 then you must enable the Windows feature: IIS Metabase and IIS 6 configuration compatibility. Client Requirements Window Platforms Windows XP with SP 3 Windows Vista Home Prem. Windows Vista Ultimate Windows Server 2003 Windows Server 2008 Windows 7 Hardware 1 gigahertz (GHz) Pentium processor or equivalent (2 GHz or higher recommended) 512 megabytes (MB) or more of RAM (1 GB or higher recommended) 100 megabytes (MB) or more of hard disk space Software Internet Explorer 8 Firefox 3.5 or higher in Windows or Mac (recommended)

3 Supported, but not recommended: Internet Explorer 7 Internet Connectivity Broadband internet: 1 Mbps down (1.5 Mbps down or higher recommended) Hybrid Client (TimeClock Plus 6.0) Software 500 megahertz (MHz) or higher processor 512 megabytes (MB) or more of RAM 100 megabytes (MB) or more of hard disk space Microsoft.NET Framework 3.5 SP1 Resolution of at least 1024 x 768 I.III. Customer Service There are 3 ways to contact the Customer Service department: Phone: (325) support@timeclockplus.com Chat: For , please include your company name and serial number. Customer Service Representatives are available from 9:00 5:00 CST, Monday thru Friday (excluding standard holidays) to assist you with any questions regarding the installation or operation of TimeClock Plus. Support sent via typically receives a reply within 2 business days. After your initial 90 days of support have expired, further support will be available on a fee basis. Please contact your Sales Representative or DMI Technical Support for more information. Data Management Inc. reserves the right to modify the Technical Support policies without notice. I.IV. Important Concepts of the Application Users Users are individuals with access to management applications such as WebManager and WebScheduler. The following are examples of what a user would do: add employees, create schedules, edit or approve hours, override clock restrictions, run a report, and export hours. For information on adding a user, please refer to Adding Users.

4 Employees Employees are individuals with access to WebClock or a Remote Data Terminal (RDT). The following are examples of what an employee would do: perform clock operations (e.g., clock in and out), access information that is enabled for viewing such as hours or schedules, approve hours, and submit time off requests. For information on adding an employee, please refer to 4.0. Adding and Editing Employees. Job Codes For each employee, time is tracked with a job code. They may be as simple as Hourly, Sick, and Vacation or set up according to department or task. There are two types of codes: clockable and non-clockable. Clockable codes are used by an employee when clocking in. Non-clockable codes track time that a user enters for the employee (e.g., sick or vacation). For information on adding a job code, please refer to 3.1. Adding and Editing Job Codes. Missed Punches In earlier versions of TimeClock Plus, if an employee forgot to clock in and tried to clock out, the employee would be unable to clock out. If an employee forgot to clock out of the last shift and tried to clock in, the employee would be unable to clock in. Missed punches, if enabled, create the missing clock in or the missing clock out, flag it as a missed punch for manager review, and allow the employee to proceed with the clock operation. WebManager WebManager is an application that allows you to manage employee information, hours, and run reports. It offers a variety of tools for reviewing, modifying, and monitoring information. WebScheduler WebScheduler is an application that allows you to manage schedules, run reports, and choose from a range of tasks related to scheduling. Schedules are required for functions such as tracking absences or tardies, and schedule rounding. WebClock WebClock is an application that allows you to perform clock operations from your PC or access information that is enabled for viewing such as schedules, hours, and accruals. Module Manager Module Manager is an application that allows you to enable or disable TimeClock Plus modules. Modules provide additional features such as creating multiple companies, tracking projects/work orders with job costing, applying shift differential, automatically importing information such as employees or hours, and exporting hours to a file that supported payroll applications can import.

5 AutoUpdate AutoUpdate is an application that allows you to update TimeClock Plus, install modules, and access module documentation. Other useful information and links are also provided. TimeClock Plus Database This is the SQL database where information in TimeClock Plus is recorded and stored. It may be created during the installation of Web Edition. Microsoft SQL 2005 Express SQL Express is the SQL Server version included with Web Edition. You may opt to install SQL Express during the installation of Web Edition. Microsoft SQL Server Microsoft SQL Server handles SQL data for medium- to large-size companies that require large data storage capabilities. You may wish to install TimeClock Plus Web Edition on your existing Microsoft SQL Server. Web Edition is supported on Microsoft SQL Server 2005 and later. If you do not have an existing SQL Server, or do not wish to use an existing SQL Server, SQL Express may be selected during the installation of Web Edition. I.V. What s New in Web Edition 3.0 There are several new and improved features in Web Edition 3.0. Many of the changes are described below. WebManager Default Criteria Added system-wide criteria and section-specific criteria. Automatic Transfer of Schedule to Hours Added support for automatically transferring scheduled hours to actual hours. This is especially useful when scheduling vacation. Importing Added ability to import punches, raise history, users, labor cost sales, and contracts (Contract Workers module). Added the ability to import employee photos when importing employee information. When importing employee information based on a template, the template name may now be entered in the import file. Previously users would choose one template in the import screen and everyone being imported would inherit

6 Exporting from that template. Now the templates may be different for each employee by specifying a template name or ID in each employee s record. Added ability to export employee job code information, raise history (rate access required), accruals, users, and labor cost sales. In addition to a CSV format, information may now be exported to XML, a recognized import format in some applications. Employee Default Information Added ability to create more than one set of defaults to apply when adding or editing an employee. In earlier versions, only one set of defaults was available, but now more than one may be created. Global Modification Added ability to globally change the manager for one or several employees. Added ability to globally raise the salary for one or several employees. Edit Hours Added ability to delete multiple shifts at a time. Added ability to edit rounded times. Added an option to perform punch rounding (automatic or schedule) and an option to perform break rounding when adding hours. In earlier versions, the system did not round time that was added manually. It only rounded the time during a clock operation. In Web Edition 3.0, if these options are enabled, the time will also be rounded when manually adding it. Added an additional level of approval ( Other approval, if needed, for someone other than the manager and employee). Added an option to display the ID of the last user who performed an employee approval, manager approval, or other approval. Allows for splitting a shift an infinite number of times with fixed minutes or percentages. The system will automatically calculate the remaining percentage or minutes for the last segment. Quick Add Hours Added an auto select button that allows you to automatically select employees in the list based on worked criteria. For example, select the employee if they worked at least 8:00 hours on Monday and 8:00 hours on Wednesday. This is primarily used for adding holiday hours to employees that worked the day before and after the holiday. Time Sheets Added screen for quickly entering time sheets. Reports Added the ability to create saved reports. This means that a user can adjust the parameters of a report (the formatting of the report, the settings, and the

7 criteria - who should appear in the report) and save that report for faster future retrieval. Added support to render a report in a PDF format. Added Employee Accrual Rule Report. Added Shift Note Report. Added Approval Report. Added Conflicting Segments Report. Added Break Totals Report. Who s Here Added an Hours tab to reflect each employee s total hours for the day, total hours for the week, and current status. Added a Leave tab to reflect anyone who is currently in a Leave job code (e.g., Sick or Vacation). Master Job Code List A job code can be added or imported using another job code as its template. Added a break rounding simulator to assist in configuring the break rounding settings. Added ability to define accrual resets and caps at the master job code level. These can be overridden at the employee level if necessary. Request Manager Added ability to review and approve or deny time-off requests, scheduling requests, and fixed scheduling requests submitted by the employees through WebClock or a Remote Data Terminal (time-off requests only). The manager s response to a request may be sent to the employee through TimeClock Plus messaging system, an , or both. Holiday Calendar Added ability to add recurring holidays in a manner that just about any holiday can be entered. For example, the last Tuesday of the month, the second Monday of the month, the first Thursday after the second Tuesday of the month, etc. User List Added roles that are functionally user right templates. So the user rights for one group of users may be defined and saved as a role. Then each user in that group can be created and assigned to that role instead of having to redefine the rights for each user. Note: These roles only correspond to user rights and not who the user can access. Added ability to define which job codes a user can access. Added Start in option (per user) to determine what screen is opened when the user logs into WebManager. TimeClock Defaults Added Password Policy section. This section allows the user to set the restrictions on each type of password. For example, you can set the

8 restriction to require at least a 10 character password containing at least 2 uppercase, 2 lowercase, and 2 numeric characters. Added option for employees to change their Pin in WebClock. Added option for employees to view X number of scheduled weeks ahead (up to 8) from WebClock or a Remote Data Terminal. Added option to only allow time sheet entries (in WebClock) X number of days in the future and X number of days in the past. Added Request Entry section. This section allows the user to enable up to three available request types in WebClock for employees to submit as needed: time-off requests, scheduling requests, and fixed scheduling requests. It includes, among other options, an option to the employee s manager when the employee submits a request. TimeClock Scheduler Open Schedule The number of weeks may be selected when opening a period instead of defining the number of weeks in Scheduler s Preferences. 8 weeks may now be opened at a time (not recommended). Copy schedules Added a Schedule Copy screen for copying schedules from one period to another. Global (or Mass) Scheduling Added the ability to globally add, change, and delete a scheduled segment to all/selected employees (according to criteria). Delete Past Schedules Added ability to delete a date range instead of an entire schedule. Weekly Overall Schedule Added the ability to filter based on availability and hours. WebClock Added screen for entering time sheets (to record on this date, I worked x hours, in this job code ). Access to enter time sheets must be enabled (Employee > Add/Edit > Misc tab) and the job code must be configured for time sheets (Employee > Add/Edit > Jobs tab > Edit a job code). Added ability for employees to split a shift while viewing hours. Employees may submit time-off requests, schedule requests, or fixed schedule requests.

9 1.0. Installing Web Edition 3.0 SECTION I: INSTALLATION The installation of Web Edition 3.0 involves 3 steps: 1. Install the Prerequisites. Internet Information Services (IIS) IIS 6 Metabase Compatibility (Windows Vista / 7 / 2008 Server only) ASP.NET.NET Framework 3.5 SP1 2. Create or Upgrade the SQL Database. Hybrid users will not need to create a database with Web Edition 3.0 since they will have already created one in TimeClock Plus 6.0. Users upgrading from 5.0 or 4.2 will need to upgrade their existing SQL database. Users upgrading from 4.1 or 4.0 will need to create a SQL database and then convert their 4.1 or 4.0 database. 3. Install the Applications. Install the application setup files Establish a connection between Web Edition and the database Update to download the application files Create virtual directories to allow web interaction Enable Auto Update (Script Execution Service) 1.1. Installing the Prerequisites 1. Insert the TimeClock Plus CD in your CD-ROM drive. If auto-run/auto play is enabled, a menu will appear. If not, go to Start > Run > enter X:\SETUP (where X is the drive letter of your CD-ROM drive) and click OK. If you are behind a proxy then you will need to configure it for this install. Otherwise you will be unable to open the installer. 2. Click Web Platform Installer. 3. Click on the Web Platform tab.

10 4. Click Server and click Add next to: Internet Information Services (Web 3.0 supports 5.1 or greater) IIS 6 Metabase Compatibility (unnecessary in Windows Server 2003) 5. Click Frameworks and click Add next to: NET Framework 3.5 SP1 6. Click Install. 7. Click I Accept. This may take a long time as it involves downloading and installing.net. 8. When the installation is complete, click Finish. 9. Click Exit to close the Web Platform Installer. If prompted to reboot your computer, please do so, and repeat step 1 before proceeding to the next section Creating or Upgrading the Database Before proceeding, please determine what type of user you are: Standalone Users: Users running Web Edition 3.0 without TimeClock Plus 6.0. These users will need to install a SQL server (if one is not in place already) and create a database. Please refer to Installing and Creating a Database (Standalone). Hybrid Users: Users running Web Edition 3.0 as a companion to TimeClock Plus 6.0. These users will not need to create a database since they should have already created one in 6.0. Please proceed to 1.3. Installing the Applications. Upgrading User: Users who are upgrading from TimeClock Plus 5.0 or earlier. 5.0 and 4.2 users will need to upgrade their database in Database Manager as outlined in Upgrading the 5.0/4.2/Web 2.0 Database.

11 4.1 users (and earlier) will need to create a database ( Installing and Creating a Database) and then use the Database Conversion Utility ( Upgrading the Database from 4.0 or 4.1) Installing and Creating a Database (Standalone) 1. Click Install SQL Express. 2. Click Database Setup. 3. Change the Authentication Method to Use SQL server authentication with default password (sa user) and click OK. 4. Click Create.

12 5. Enter the Company Name. 6. Enter the Serial number found on the yellow card. 7. Leave the Database name and Database file name as the default (see image above) and click OK. 8. Click Close Upgrading the 5.0/4.2/Web 2.0 Database USERS UPGRADING FROM 5.0/4.2/WEB 2.0 SHOULD CREATE A BACKUP OF THE DATABASE BEFORE PROCEEDING!! ONCE THE 5.0/4.2/WEB 2.0 DATABASE HAS BEEN UPGRADED, IT WILL NO LONGER BE AVAILABLE TO ACCESS WITH 5.0/4.2/WEB 2.0! 1. Click Database Setup. 2. Next to Server, enter your SQL server name and instance in the following format: [SQL server name]\[instance] and click OK. 3. Change the Authentication Method to Use SQL server authentication with default password (sa user) and click OK. 4. Highlight the 5.0/4.2/Web 2.0 database, click Upgrade, and Yes. If you created a backup of your 5.0/4.2/Web 2.0 database and need to restore it then click Restore, select the file, and click OK. 5. Enter the Company Name. 6. Enter the 6.0/Web Edition 3.0 serial number found on the yellow card. 7. Click OK. 8. Click Close Upgrading the Database from 4.0 or 4.1 There is a data conversion utility included with 6.0 that converts data from dbase (the database structure of TimeClock Plus 4.0/4.1) to SQL (the database structure of TimeClock Plus 6.0/4.2). 1. Open the Data Conversion Utility found on the CD. Go to Start > Run > enter X:\convert (where X is the drive letter of your CD-ROM drive) and click OK. 2. Click Next on the first screen to begin the conversion set up process. 3. On the Select Company screen you need to choose your existing 4.0/4.1

13 data directory. Once highlighted, click Next. If the company is not displayed, you can browse for the company data directory. This is useful if you just want to move the TimeClock Plus data folder to the server for conversion. 4. On the SQL Settings screen, the SQL database settings will appear. If these settings are incorrect then click Change Settings and adjust them as necessary. Otherwise click Test Settings to ensure that the conversion utility can connect to the database. Once the settings are correct, click Next. 5. The next screen is the Conversion Summary tab and allows you to adjust your Company Number or Name when converting the data. If you would like to change either one of those options, do that now.

14 6. If the company number and name are correct for 6.0, click Finish to start the conversion. Another window will open and the progress of the conversion will display. 7. Once the process is complete, click Close at the bottom of the progress window. It is recommended that, before connecting to the database, you open the AutoUpdate application and click Update. This will download any available updates. After upgrading the database, you need to open TimeClock Manager and connect to that database (1.7. Connecting to the Database) befor e proceeding with any client installations Installing the Applications The web server and database server may be separate servers if necessary The Applications 1. Go to Start > Run > enter X:\SETUP (where X is the drive letter of your CD- Setup. ROM drive) and click OK. 2. Click Application 3. Click Next. 4. If you agree to the terms of the EULA, click I Agree. 5. Specify a different Destination Folder if the default is not acceptable and then click Install. 6. When the installation is complete, click Close.

15 7. From AutoConfig, click Connection Manager. 8. Connect to your SQL database by entering the SQL server name and instance in the following format: [SQL server name]\[instance] and click OK. 9. Under Authentication, select Use SQL server authentication with 6.0 default user password. 10. Click Save. 11. Click Update. 12. If you agree to the terms of the EULA, click I Accept. 13. When the update reads as complete, close the window The Virtual Directories If you wish to create the virtual directories under your Default Website and using the default virtual directory names: 1. Click Create Virtual Directories. 2. Leaving Basic Setup selected, click Create. 3. Click OK. If you wish to choose which web site the virtual directories will be created under and define the virtual directory names: 1. Click Create Virtual Directories. 2. Select Advanced Setup. 3. Choose the web site that Web Edition should be installed under by entering it or choose it from the drop down list.

16 4. Enter the desired virtual directory name. 5. Choose the physical path of the files that make up the virtual directory entered in the previous step. 6. Click Create. 7. Click OK Enabling Auto Update The Auto Update section of Web Edition 3.0 allows you to obtain updates to Web Edition. These updates may include new features or other important changes. In order to obtain these updates, Auto Update must be enabled. 1. Click Script Execution Service. 2. Click I Accept. 3. Click Install Service. 4. Click Script Execution Service. 5. Click I Accept. 6. Click Start. The TelClock Service button is for TelClock module users only Installing the Web Edition Module For standalone users, please skip to Section II: Initial Setup of a Company. There will be an option to install the module when you create a company. For Hybrid (6.0) users and users upgrading from version 5.0 or earlier: 1. Go to the URL of Web Edition s Auto Update: server name>/autoupdate30. During the first visit after installing/updating Web Edition, the login page will take some time to load. In the address, replace autoupdate30 with the name of the virtual directory for Auto Update if you performed an advanced setup and chose a different name. 2. Select the company if more than one company exists. 3. Enter the User Id and Password. 4. Click Login. 5. Click Module. 6. Enter the Web Edition module key provided and click OK. 7. Launch Module Manager (found in the Start menu s Web Edition 3.0 folder). 8. Log in as supervisor. 9. Select the Activation Module tab. 10. Double click on the Web Edition module. 11. Place a check next to Load this module. 12. Click OK.

17 1.5. Updating Web Edition The Script Execution service must be running in order to update the Web Edition files. For more information, refer to Enabling Auto Update. 1. Go to the URL for Web Edition s Auto Update: server name>/autoupdate30 During the first visit after installing/updating Web Edition, the login page will take some time to load. In the address, replace autoupdate30 with the name of the virtual directory for Auto Update if you performed an advanced setup and chose a different name). 2. Select the company you want to update if more than one company exists. 3. Enter the User Id and Password. 4. Click Login. 5. Click Update. 6. Review the terms and, if acceptable, click I Accept. 7. Click Update. 8. Click Exit Installing a Module 1. Click Module. 2. Enter the module key provided and click OK. 3. Launch Module Manager (found in the Start menu s Web Edition 3.0 folder). 4. Log in as supervisor. 5. Select the Activation Module tab. 6. Double click on the Web Edition module. 7. Place a check next to Load this module and click OK.

18 SECTION II: INITIAL SETUP OF A COMPANY Once Web Edition 3.0 is installed, you need to set up a company. The setup may involve up to four steps (depending on your needs): In WebManager, create a company (refer to 2.0. Creating a Company). OPTIONAL In WebScheduler, create schedules (refer to Creating/Editing Employee Schedules). This is only necessary if you want to take advantage of the attendance monitoring (tracking tardies and absences), schedule restrictions (preventing early and late clock operations), or schedule rounding (rounding the actual in/out time to the scheduled in/out time). If you purchased any modules, install them with AutoUpdate and load them with Module Manager ( Installing a Module). Log into WebManager and continue setting up the company (create job codes, create employees, and assign job codes to employees). Configure WebClock (refer to Section XIII: Configuring WebClock) and/or Remote Data Terminal (refer to Setting up WinRemote) to include more options, to change the behavior, or the layout. This section will walk you through creating a company and using the Quick Setup Wizard. Subsequent sections of the manual will cover the rest of WebManager and other applications (such as WebScheduler and WebClock) Creating a Company Open WebManager and create a company. The creation of a company includes entering a company number, name, and the start of your work week. 1. Go to the WebManager web site and the Create Company window will appear. 2. Enter a Company Id and Company Name. 3. Choose the beginning of your work week. This date needs to be the beginning of your most recent work week, so if you calculate overtime from Sunday to Saturday, last Sunday should be entered (if today is Sunday then today s date should be entered). 4. Place a check next to Prompt for module activation key(s). 5. Click Create. 6. Enter the Web Edition activation key, found on the yellow card, in this window. If you have other modules then press Enter after the activation key and enter the next key. 7. Click Load Module(s).

19 If you click Cancel then you will need to go to Auto Update and install the Web Edition module. 8. Select your company. 9. Log in as supervisor (no password). If you converted data then you will need to enter the correct supervisor password. 10. Go through the Quick Setup Wizard. This is optional, but the wizard presents some important settings, so it is recommended. 11. Create the job codes (refer to Section III: Managing Job Codes). 12. Add the employees and assign the appropriate job codes to each (refer to Section IV: Managing Employees). At least one clockable job code must be assigned to clock in. After step 12, employees may begin clocking in using WebClock or through a Remote Data Terminal. Additional Companies If you wish to create another company and have purchased the multi-company module, you need to install that module through the Auto Update application (refer to Downloading a Module), and load it for the company you created just now. Then to create another company: 1. Go to the WebManager web site. 2. Log into the company you created as supervisor (no password). 3. Go to File > Create company. 4. Repeat steps 2-7 from the previous list of steps The Quick Setup Wizard Once your company has been created, you should establish some of the important settings in TimeClock Plus. The Quick Setup Wizard will walk you through doing that. When you log into WebManager for the first time (as supervisor) the Quick Setup Wizard will open to assist you in configuring some important settings for the company. It is not required to go through the wizard during the initial login because you can run the Quick Setup Wizard at any time (there is an option for the Quick Setup Wizard in the File menu). Any changes you make in the Quick Setup Wizard will not be saved until you click Finish. The Finish button is found on the last screen of the wizard.

20 SECTION III. MANAGING JOB CODES 3.0. What is a Job Code? Time is captured and tracked with a job code. In TimeClock Plus, every employee must be assigned at least one clockable job code in order to clock in and out of the system. There are two types of job codes: clockable and non-clockable. Clockable codes are used by employees when clocking in with WebClock or a Remote Data Terminal. Non-clockable codes are used by a manager when entering time in WebManager (such as sick or vacation time since employees won t typically enter their own sick or vacation time). Clockable Codes Some companies create only one clockable code because they are only tracking attendance and not the breakdown or distribution of hours between areas. However, most companies create several job codes per employee because they require a breakdown of how hours and areas are being utilized. Some examples of clockable codes are: A General or Hourly job code for everyone if a breakdown is not desired. Department-based job codes (e.g., Administration, Marketing, or Shipping). Positional job codes (e.g., Mechanic, Welder, or Driver). Project-based job codes (e.g., Construction or Assembly). The Job Costing module is available for advanced tracking of projects. For more information, please call and speak with a representative. Non-Clockable Codes Non-clockable codes (or Leave codes) are codes that the employee will not clock into. Non-clockable codes are entered manually by management for leave such as sick, vacation, PTO, and others. Job codes may be: Created in the Master Job Code List. Imported from a file produced by another application such as your previous timekeeping system. Consider importing if you will be using more than 20 job codes. Once you have created job codes in TimeClock Plus, you will need to assign them to your employees. This can be done on an individual basis, globally, or through an import.

21 3.1. Adding and Editing Job Codes (Master Job Code List) Adding a Job Code When adding a job code, you can use an existing code as a template. This means that you can add a code and have it inherit the settings of another. To do this, highlight the existing code, click Add, and then Yes when asked to use it as a template. 1. In WebManager, go to Configuration > Master job code list. 2. Click Add. If you wish to create a job code with the same settings as an existing code then highlight the existing code, click Add, and OK to confirm. 3. Enter a job code number. 4. Enter a description (optional). 5. If the code is non-clockable then remove the check next to the option Code is clockable. 6. If the code is a leave code (e.g., Sick) then place a check next to Leave code. 7. You may select any of the other options based on your preferences and click OK. Editing a Job Code 1. In WebManager, go to Configuration > Master job code list. 2. Double click the job code or highlight it and click Edit. 3. Make any desired changes, then click OK.

22 Deleting a Job Code We recommend deactivating a job code instead of deleting it in order to preserve the history of hours in job code. This is done by editing the code and un-checking the Active option. 1. In WebManager, go to Configuration > Master job code list. 2. Highlight the job code and click Delete The Interface In the Master Job Code List, there are three tabs: All, Regular Codes, and Leave Codes. A complete list of codes is available under the All tab and that list is broken down under the two other tabs - one for regular codes and the other one for leave codes. These tabs are used to simplify the management of your job codes. The list may be sorted by the Job Code or Description columns. There are several buttons at the bottom of the screen for managing the Master Job Code List. Among these, the following buttons are the most important: A complete list of the buttons may be found in the User Reference Guide on the CD: Section 3.2. The Interface. Add This button allows you to add a new job code. Edit This button allows you to edit the highlighted job code. Delete This button allows you to delete the selected job code. We recommend deactivating the job code instead of deleting it in order to preserve the history of hours in that job code. This is done by editing the code and un-checking the Active option.

23 3.3. The Job Code Settings The job code settings in the Master Job Code List are the default settings. When you assign a job code to an employee, the settings for that job code in the Master Job Code List will apply. Many of these settings may be overridden on a per employee level. Many of the critical settings are listed below: A complete list of the settings may be found in the User Reference Guide (on the CD): Section 3.3. The Job Code Settings. Information Tab Please note: The settings below will not affect employees who have already been assigned the job code you are editing. Settings in the Master Job Code List serve as the default settings and affect employees who are assigned the job code after the fact. If the job code has already been added to an employee (Add/Edit) then you will have to adjust these settings at the employee level (Add/Edit) or adjust them globally (Global Modification). Job Code number This is a 10 digit number that identifies the job code. This field is required when adding a job code. Description This is a 30 character name that identifies the job code. Active This option affects the availability of the job code. If a job code is no longer necessary then we recommend you deactivate it instead of deleting to preserve the history of hours. Leave code If checked, the job code will be classified as leave. In the Master Job Code List, codes that are classified as leave codes will appear under the Leave Codes tab. There is also a tab in Who s Here that will show anyone who is currently in a code that is classified as a leave code. Finally there are some export modules that require this option to be active. Refer to your export module documentation for more information. Code is clockable If checked, the code will be available and viewable to the employee when clocking in from WebClock or a Remote Data Terminal. If unchecked then the job code will become non-clockable which means it will only be available to a manager when adding or editing time manually via WebManager (e.g., entering Sick or Vacation time). Hours worked earn overtime If this option is checked, the hours for this job code can earn overtime. For example, if an employee is configured (Add/Edit > Overtime tab) to reach overtime after 40 hours then all hours worked over 40 in this job code will earn overtime. The employee will receive the appropriate overtime multiplier times this job code s rate. Hours worked count toward overtime This is checked when Code earns

24 overtime is enabled. If Code earns overtime is not enabled, but this option is enabled, hours for this job code won t earn overtime, but will count towards it. For example, if an employee is configured to reach overtime after 40 hours, works 32 hours in a job code that doesn t earn, but does count toward overtime, and then works 10 hours in a job code that does earn, the employee will have 2 hours of overtime because the 32 hours earlier in the week counted toward overtime. If the employee just worked 42 hours in a job code that doesn t earn, but does count toward overtime, the employee will be paid 42 regular hours because it doesn t earn overtime by itself. Additional Settings (Optional) There are additional settings that control advanced features. Schedules for this employee and job code may be automatically transferred to the employee s hours when the week is closed. For example, this is ideal when scheduling vacation. Time sheets for this job code may be entered by the employee. All hours in this job code may be forced into Overtime 1 or Overtime 2. Tracked fields may be collected. These are amounts (whole or decimal) that can be collected after a clock operation. They are ideal when tracking, for example, the amount of mileage for a driver or the amount of tips for a waiting staff. Breaks may be automatically deducted after x hours are worked. Manual breaks (where the employee uses the Break button) may be paid or unpaid (up to four different breaks may be created and configured differently). A minimum break length may be defined for each break type. Break lengths may be rounded based on when the employee returns from break. The job code may be configured to record a minimum of x hours if the employee clocks out before the minimum (Segment Minimum). The job code may be configured to record x hours and automatically clock out (Auto Out). If you set up accrual rules, and this job code will be accruing time (e.g., Vacation), you may configure the job code to reset or cap after certain conditions are met. The other settings are described in the User Reference Guide (on the CD): Section 3.3. The Job Code Settings.

25 SECTION IV: MANAGING EMPLOYEES This section of the Quick Reference Guide provides instruction on the basic processes related to managing your employee records. This includes adding and editing, renumbering, removing, suspending, terminating, and messaging employees. Employee templates may be used to speed up the process of adding employees. Employee defaults may be used to simplify the management of specific employee settings (refer to 4.0. Tricks for Managing Employees in the User Reference Guide found on the CD) Adding and Editing Employees (Add/Edit) There are only four fields required for employees to clock in/out - the Employee ID number, First Name (Info tab), Last Name (Info tab), and a clockable job code (Jobs tab). The remaining fields can be filled out later if you prefer. It is recommended that you enter the employee s Hire Date as other features depend on this information such as accruals, criteria, and employee reviews Adding an Employee Before proceeding, ensure that all job codes have been created. For more information, please refer to Section III: Managing Job Codes. 1. In WebManager, go to Employee > Add/Edit. 2. Click Add Employee. 3. Enter the employee number (up to 10 digits) or click the Next Available button and the next available number will be automatically entered. 4. If you are applying template information to this employee then select it from the Base new item on which template drop down list. 5. Click OK.

26 6. Enter a first name and last name (required). 7. Enter a hire date (this is optional, but recommended). 8. Click on the Jobs tab. 9. Click on the Add button. 10. Select a job code for this employee and click OK. Repeat this for every job code that needs to be assigned. Add at least one clockable job code to each employee. Completion of the remaining tabs is optional. For more information, please refer to the Employee Information and Settings in the User Reference Guide found on the CD. 11. Click Save. If a job code in the list is grayed out then its state is inactive at the employee level (select the code, click Edit, and look at the Code is active check box) or its state is inactive at the master job code level (Master Job Code List). Once you have added a clockable job code, your employees may begin clocking in and out using WebClock or a Remote Data Terminal Editing an Employee 1. In WebManager, go to Employee > Add/Edit. 2. Double click on an employee in the list on the left (or enter the ID and press Enter). 3. Make any desired changes. 4. Click Save.

27 The Interface You will find the employee list on the left side. Since previous versions of TimeClock Plus, this list has been enhanced to make finding an employee easier. In addition to an employee number, you can search by first name, last name, badge number, or export code using one of the fields at the top. Badge and Export Code are turned off by default, so to search by these, right click on the list, select Show badge number or Show export code, and scroll to the right. When an employee is selected, the information and settings will appear on the right side of the screen (divided between tabs). There are several buttons at the bottom of each tab for managing employees. Among these, the following buttons are the most important: A complete list of the buttons may be found in the User Reference Guide (on the CD): Section The Interface. Save This button allows you to save a new employee/changes made to an existing employee. The Save button will save all of the changes for all the employee tabs in which information was entered or altered. Criteria This button allows you to filter the list of employees. For example, if you want to look at a certain employee or a group of employees then you can adjust the criteria to only show those people. If you want to look at a department or a group of departments then you can adjust the criteria to only show those departments Employee Information and Settings For each employee, you may enter information (such as the employee s name, address and phone number), assign job codes and accrual rules, configure settings (such as the overtime settings, clock restrictions, and rounding), enter notes, store a photo, track reviews, and access archived data (such as tardies, absences, and accrual information). All of this information has been organized under the various tabs. It is not required to complete each tab. However, when you create an employee, you must enter a first and last name, a hire date is recommended, and you must add at least one clockable job code so the employee can clock in and out. Below is a breakdown of the more important tabs and settings. A complete list of the tabs and settings may be found in the User Reference Guide (on the CD): Section Employee Information and Settings Info Tab This tab stores personal information for an employee such as name, address, phone number, etc. The majority of this information is not required, but if you do not have this information stored in another application then we recommend that you enter and maintain it here.

28 Many of the fields under this tab track additional information including the hire date, termination date, class, department, export code, network ID, badge, pin, and a suspended option. Fields can be marked as required in the TimeClock Defaults (refer to Employee Entry in the User Reference Guide found on the CD). First and Last (name) The employee s first and last name are required fields. Hire Date While this is an optional field, it is recommended that you enter the employee s hire date as other features depend on this information such as accruals, criteria, and reviews Jobs Tab This tab is used to add job codes and establish a default pay rate for the employee. At least one clockable job code must be assigned to the employee for him/her to start clocking in and out. Rates do not have to be entered, but they may be entered if you choose to track the rate of pay. Rates will be reflected in many of the reports and the Estimated Wages Report will even look at the employee's hours and calculate the pay rate with overtime factored in. There is also an option to enter a raise. All of the raises are then archived for future reference. For more information on rates and raises, please refer to Jobs Tab in the User Reference Guide found on the CD. Adding a Job Code 1. Click Add. 2. Select a job code from the Job Code drop down list. 3. Complete any or all of the tabs (described in the next sub-section) and click OK. Editing a Job Code 1. Select a job code by placing a check next to it. 2. Click Edit. 3. Make any changes and click OK. Deleting a Job Code 1. Select a job code by placing a check next to it. 2. Click Delete. 3. Click OK to confirm.

29 If a job code is no longer used, it is recommended that you deactivate it instead of deleting it in order to preserve the history of hours in that job code The Employee Job Code Settings The settings that affect the employee when clocking into a job code are stored in the employee job code settings screen. Information Tab After a job code has been assigned to an employee, any changes made in the Master Job Code List will affect employees who are later assigned that job code, but will not affect the employees who were already assigned that code. To change the settings of an assigned job code, you can select the employee in Add/Edit and edit the job code or globally modify the job code (Employee > Global modification). This tab is used to select a job code for the employee, to manage the rate of pay for the job code, and to adjust other settings such as the code being clockable or earning overtime. Job Code This drop down list contains every active job code in the Master Job Code List that has not been assigned to the employee. From here, select the job code you wish to assign. New button This button allows you to create a new job code without having to reference the Master Job Code List option. Use individual s default rate of pay If this option is selected, the job code will use the employee s default pay rate found in the previous screen (at the top of the Jobs tab).

30 Specify rate for this job code If this option is selected, the job code will use the rate specified here. Code is active If this option is selected, the job code will be active for the employee. If un-checked, the job code will be inactive (not available for clock operations or when editing hours). The job code must also be active in the Master Job Code List. Why would I want to make a job code inactive? When a job code is no longer needed, instead of deleting it (since there may be a history of use), it is recommended that the code be made inactive. This task may also be carried out globally (Employee menu > Global modification). Code is clockable If this option is selected (and if the code is active) the employee will be able to clock in/out using this job code via WebClock or a Remote Data Terminal. Managers will be able to add a shift to the employee using this job code. If this option is un-checked, the employee will not be able to clock in/out using this job code, but users will still be able to add a shift to the employee using this job code. Job codes that are commonly not clockable include Sick, Vacation, Holiday, etc. Code counts toward overtime This is option is selected when Code earns overtime is enabled. If Code earns overtime is un-checked, but this option is checked, hours for this job code won t earn overtime, but will count towards it. For example, if an employee is configured to reach overtime after 40 hours, works 32 hours in a job code that doesn t earn, but does count toward overtime, and then works 10 hours in a job code that does earn, the employee will have 2 hours of overtime because the 32 hours earlier in the week counted toward overtime. If the employee worked 42 hours in a job code that doesn t earn, but does count toward overtime, the employee will be paid 42 regular hours because it doesn t earn overtime by itself. Code earns overtime If this option is selected, hours for this job code can earn overtime. For example, if an employee is configured (Add/Edit > Overtime tab) to reach overtime after 40 hours then all hours worked over 40 will be considered overtime. Code is default for individual If this option is selected, when an employee is prompted to select a job code, this job code will be highlighted by default. This can only be enabled for one job code per employee. There is also an option in the Employee > Add/Edit (Miscellaneous tab) to: Always use default job code when clocking in. If enabled, the default job code will be selected. This means that an employee with more than one clockable job code won t have to select a code when clocking in. This is helpful in situations where an employee moves between job codes throughout the day, but always clocks into the same job code at the beginning. Force overtime 1 for this job code If enabled then every minute worked in this code will be treated as overtime 1. Force overtime 2 for this job code If enabled then every minute worked in this code will be treated as overtime 2.

31 Auto transfer job code hours from schedule during close week If this option is selected, hours that are scheduled in this job code will be transferred from the employee s schedule to the employee s hours in the live database when the week is closed. When the week is closed, the hours scheduled in the week you are entering will be transferred (not the week you are leaving). For example, if you enable auto transfer for job code 1 and close the week of May 2, 2010, the hours that are scheduled for job code 1 in the week of May 9 will be transferred to the week of May 9. Allow the use of this code for client time sheet entry If this option is selected, the job code will be available to the employee when entering time sheets in WebClock. Entering time sheets in WebClock is only possible if the option to enter time sheets is enabled for the employee: Employee > Add/Edit > Miscellaneous tab Overtime Tab This tab is used to designate the overtime rules for the employee (how overtime is calculated). This option is not affected by your company s pay frequency. For example, you may pay all employees weekly overtime on a semi-monthly pay frequency. TimeClock Plus allows for the calculation of two overtime types (e.g., you may pay time and a half for hours worked between 40 and 60 and double-time for hours above 60). Overtime Calculations - From the drop-down list, select the method used to calculate overtime for this employee.

32 The Best of option requires that a rate to be setup in order for the best overtime method for the employee to be calculated. Weekly Overtime Overtime is based on X hours a week. Daily Overtime Overtime is based on X hours a day. Best of Weekly vs. Daily The system will calculate overtime on a daily and weekly basis for the employee. Overtime will be based on the higher of the two overtimes. Bi-Weekly Overtime Overtime is based on X hours in a 14-day work period. To ensure that biweekly overtime is calculated correctly, the biweekly base date must be correctly set up in the Quick Setup Wizard and pay rates must be entered for all job codes. Best of Bi-Weekly vs. Daily The system will calculate overtime on a daily and bi-weekly basis. Overtime will be based on the higher of the two overtimes. Salaried No overtime will be calculated. However, if this option is selected, an option will become available below to enter the salaried amount per year. This amount may be used in calculating estimated labor cost. Both Daily and Weekly Overtime The system will calculate overtime on a daily and weekly basis for employees. Total overtime will be a sum of daily overtime plus weekly overtime. With this method, daily overtime is calculated first and then regular hours are calculated to determine weekly overtime. Both Daily and Bi-Weekly The system will calculate overtime on a daily and biweekly basis for employees. Total overtime will be a sum of daily overtime plus weekly overtime. With this method, daily overtime is calculated first and then regular hours are calculated to determine weekly overtime. Both Daily and Weekly (2) The system will calculate overtime on a daily and weekly basis for employees. Total overtime will be a sum of daily overtime plus weekly overtime. With this method, daily overtime is calculated first and then all hours are re-calculated to determine weekly overtime. The weekly and daily overtimes are merged to obtain the calculations for the period. Both Daily and Bi-Weekly (2) The system will calculate overtime on a daily and biweekly basis for employees. Total overtime will be a sum of daily overtime plus weekly overtime. With this method, daily overtime is calculated first and then all hours are re-calculated to determine weekly overtime. The weekly and daily overtimes are merged to obtain the calculations for the period. Individual also earns a salaried amount If checked, you can enter a salaried figure along with overtime. This amount may be used in calculating estimated labor costs. Ignore regular hours for this individual If this option is selected, only overtime hours will be reflected in the reports and exports.

33 Overtime Multipliers In these fields, enter the multipliers used to calculate overtime. If overtime 1 is time-and-a-half then enter 1.5 in the overtime #1 field and if overtime 2 is double-time then enter 2.0 in the overtime #2 field. Overtime Settings In these fields, enter the number of hours an employee must work to qualify for overtime. The fields that appear in this section will change as you select different methods in the Overtime Calculations drop-down list. Employee defaults may be created for this tab (Employee > Default information). To use those defaults, place a check next to: Use default information and select the group of defaults that should apply to this employee. For more information, refer to Employee Defaults in the User Reference Guide on the CD Renumbering Employees 1. In WebManager, go to Employee > Move/Renumber. 2. Highlight the employee you want to renumber. 3. In the New number assignment field, enter the new number. 4. Click Process. 5. Click OK to confirm. The selected employee s number will then change to the new employee number that was entered in step 3 and all current and historical data will be moved to the new employee number Removing Employees From time-to-time a company will need to remove an employee from the system. Sometimes this removal is not permanent. For example, the employee may be a seasonal worker, returning each summer, and it would benefit the company to keep his/her employee data in the system and just reactivate the employee when they return to work. Even in cases where an employee will not be returning, a company may want to retain historical information about the employee (so that hours and other information are available via reports). TimeClock Plus offers three options for the temporary or permanent removal of an employee from the system - suspension, termination or deletion.

34 We recommend that you suspend or terminate an employee instead of deleting. If you suspend or terminate them, the criteria, by default, will exclude them from lists and reports. If you delete an employee, it will remove all current and historical information from the system permanently Suspending Suspending an employee is recommended to preserve the employee s historical data. By suspending an employee, he/she will no longer be able to clock in or out, their historical data will remain in the database for reporting and research purposes, and the default criteria excludes all suspended employees from lists, reports, etc. In addition, you may consider renumbering all suspended individuals to place them outside your valid employee ID number range (e.g., if all employees are numbered , renumber all suspended employees to numbers greater than 5000). Suspending an Employee In WebManager, go to Employee > Add/Edit. Double click on an employee in the list on the left (or enter the ID and press Enter). Under the Info tab, place a check next to Individual is suspended. Click Save. Consider renumbering the suspended employee to a range of numbers reserved for suspended employees. Un-suspending an Employee 1. In WebManager, go to Employee > Add/Edit. 2. Click Criteria. 3. Remove the check next to Exclude suspended individuals and click OK. 4. Double click on an employee in the list on the left (or enter the ID and press Enter). 5. Under the Info tab, remove the check next to Individual is suspended. 6. Click Save Terminating Termination is similar to suspension. Once the employee is set to a terminated state, they will no longer be able to clock in or out, their historical data will remain in the database for reporting purposes, and the default criteria excludes all terminated employees from lists, reports, etc. Terminating an Employee 1. In WebManager, go to Employee > Add/Edit. 2. Double click on an employee in the list on the left (or enter the ID and press Enter). 3. Under the Info tab, enter a date in the Termination field. 4. Click Save.

35 Consider renumbering the terminated employee to a range of numbers reserved for terminated employees. Removing the Termination 1. In WebManager, go to Employee > Add/Edit. 2. Click Criteria. 3. Remove the check next to Exclude terminated individuals and click OK. 4. Double click on an employee in the list on the left (or enter the ID and press Enter). 5. Under the Info tab, remove the date from the Termination field. 6. Click Save Deleting Deleting an employee from the TimeClock system permanently removes all of their work history and personal information from the database. This should only be used if the employee s data will not be needed for any reason, now or in the future. 1. In WebManager, go to Employee > Delete. 2. Select the employee/employees you wish to delete. THE NEXT STEP WILL REMOVE ALL DATA FOR THIS EMPLOYEE AND IT WILL NOT BE POSSIBLE TO UNDO THIS! 3. Click Process. 4. Click OK to confirm.

36 4.3. Employee Messaging Employee messaging is a popular feature. It allows managers to send messages to employees, which appear when the employee is performing a clock operation in WebClock or on a Remote Data Terminal (RDT). The system also maintains a history of all messages sent and read with an option to withdraw unread messages. There are two types of messages: individual and global. Individual messages may be sent to one or more employees at a time and global messages are sent to the entire company. Individual messages will continue to appear until the employee marks the message read, or the manager deletes the message (only unread messages may be deleted). Global messages will continue to appear until they are either removed from the Global History or expire Sending an Individual Message This is a message to the selected employees and will appear until 1) the employee marks the message read, 2) the user who sent the message deletes it (only unread messages may be deleted), or 3) the message expires. 1. In WebManager, go to Employee > Messaging. 2. Select Send a message to selected individuals. 3. Select the employee(s) you choose to send the message to. 4. Enter the message you choose to send in the Message field. 5. If you choose for this message to display at a later date and time then place a check next to Start displaying message on and enter the date and time it should start. 6. If you choose for this message to expire then place a check next to Stop displaying message on and enter the date and time it should stop. 7. Click Send and OK to confirm. The message will now appear when the employee performs a clock operation in WebClock or on a Remote Data Terminal (RDT).

37 Viewing Message History and Deleting Messages All of the messages sent to an employee are archived. This archive 1) shows if and when a message was read by the employee and 2) allows the user to delete a message that he/she sent unless that message has been read. 1. In WebManager, go to Employee > Messaging. 2. Select the employee. 3. Click History. 4. To view details of a message, highlight it, and click View. The detail will include the user who sent the message, whether the message was read, and the date and time it was read. 5. To delete a message, highlight it, and click Delete. The message may only be deleted if a) you are the user who sent the message and b) the message has not been read by the employee. Message History is also available in Add/Edit (Employee > Add/Edit > select an employee > Cumulative tab > Message History) Sending a Global Message This is a message to every employee and will appear during every clock operation until 1) it is removed from Global History or 2) until it expires. 1. In WebManager, go to Employee > Messaging. 2. Select: Send a global message (to every individual). 3. Enter the message you choose to send in the Message field. 4. If you choose for this message to display at a later date and time then place a check next to Start displaying message on and enter the date and time it should start. 5. If you choose for this message to expire then place a check next to Stop displaying message on and enter the date and time it should stop. 6. Click Send Viewing Global History and Deleting Global Messages 1. In WebManager, go to Employee > Messaging. 2. Click on the Global History tab. 3. To stop sending a message, but keep it on record, select it, and click Expire. OR To stop sending a message and remove it from record, select it, and click Delete.

38 SECTION V: MANAGING EMPLOYEE HOURS The ability to add or edit shifts is essential in TimeClock Plus. There are several screens that allow hours to be entered or approved. Edit Hours is the only section that allows the user to change or delete records. From the Edit Hours screen, a user can add or edit time on an individual basis, add time for non-clockable job codes (sick, vacation, etc.), and correct inaccurate or incomplete clock operations. Quick Add Hours allows a user to quickly add time on an individual or group basis and includes an option to add the same record to X days in a row. The Time Sheets section allows a manager to quickly enter time sheets on an individual basis. Missed Punches is an option in which a user can approve times that were marked by the employee as missed (if missed punches are enabled). The Approval Manager allows a user to approve/unapprove the hours for several employees at a time Edit Hours Adding a new shift can be accomplished in various ways: on an individual basis through Edit Hours or on an individual/group basis through Quick Add Hours. Editing and deleting records is only an option in the Edit Hours section. For more information on Edit Hours, continue reading, but to learn more about Quick Add Hours, refer to 5.1. Quick Add Hours. Time sheets may also be entered in these sections, but entering a list of time sheets can be done in the Time Sheets section (refer to 5.2. Enter Time Sheets) Adding a Record 1. In WebManager, go to the Employee menu > Edit hours. 2. Double click on an employee in the list on the left (or enter the ID and press Enter). 3. Press the Shift button at the bottom of the Edit Hours screen and select Add segment from the menu. 4. To add a complete record, enter the date in, time in, date out, and time out. The dates will be today s date by default and the times will be the default times defined in the Edit Hours Options. These dates and times may be

39 adjusted to the record you are adding. 5. If you are adding a shift in which the employee is already clocked in, place a check next to Individual is clocked in option and enter the Date In and Time In. 6. To add a time sheet record (e.g., 8 hours of Sick time), place a check next to Time sheet entry, enter the Date In, Time, and Hours. Time sheets are especially useful in situations where you are adding sick or vacation time. For example, when an employee calls in sick, you can just add a time sheet of 8 hours for the Sick job code. 7. Select the job code. 8. If there was a break after this shift then select the break type. 9. Click OK. For a breakdown of the other options, please refer to The Edit Segment Window in the User Reference Guide found on the CD Editing a Record 1. Double click on an employee in the list on the left (or enter the ID and press Enter). The list of employees may be sorted in ascending or descending order by any of the columns. Columns may be enabled or disabled by right clicking on the list of employees and choosing a column. The available columns include the employee number, first name, last name, export code, badge number, and classification. 2. Double click on the record or highlight it, click the Shift button, and select Edit segment. 3. Make your desired changes and click OK. For a breakdown of this window, refer to the next section, The Edit Segment Window.

40 The Edit Segment Window Segment Tab Date In This is the date when the shift started. Time In This is the time when the shift started. Date Out This is the date when the shift ended. Time Out This is the time when the shift ended. Job Code This is the job code for the shift. Rate This is the rate for the job code selected. Track1, Track2, and Track3 These are the three available tracked fields. Examples of tracked fields include tips for a restaurant or pieces for a production environment. If you choose to use any of these then they must be enabled (Employee > Add/Edit > select the employee > Jobs tab > edit the job code > Tracked Fields tab. Break Type This is the break type that follows the shift. Leave the None option selected if a break doesn t follow the shift you are adding. Note This field is used to enter a shift note for the shift you are adding. Individual is clocked in If this option is selected the Date Out and Time Out will not be required and the employee will remain clocked in. Time sheet entry If this option is selected the Date Out and Time Out fields will be

41 replaced with an Hours field where you may enter the length of the shift. Missed in punch If selected, the Time In for the shift will appear as a missed in. When missed punches are enabled, the system will flag it automatically, but this option is available if it ever becomes necessary to add/remove a missed flag. Missed out punch If selected, the Time Out for the shift will appear as a missed out. When missed punches are enabled, the system will flag it automatically, but this option is available if it ever becomes necessary to add/remove a missed flag. Extra Tab Entry location The source of this shift (where it was created/being created) will appear here. Disable automatic deduction If there was an automatic break deduction, then you may place a check here to disable it. Disable segment minimum If there was a segment minimum (depending on the segment minimum settings for the job code) then you may place a check here to disable it. Force overtime 1 for this segment If selected, hours in this code will be filed as overtime 1. Force overtime 2 for this segment If selected, hours in this code will be filed as overtime 2. Other Information Additional information about the shift will appear here Splitting a Record Records may be split into different segments for situations that involve a break, a job code change, or a rate change. 1. Select the record you choose to split. 2. Press the Shift button at the bottom of the Edit Hours screen and select Split segment from the menu. 3. Select the number of segments you wish to create when splitting this record and click OK. 4. Enter the percentage of time that you desire for each segment. You may also click on the Percentage header (to change it to Length) and enter the length

42 of time for each segment. 5. Click Distribute and the times will be adjusted. 6. If there is a break then select the break type for that record. 7. If you scroll to the right, you may also change the job code or rate for the segments you are about to create when you split the shift. 8. If you need to split again (beyond the number selected in step 3) then click Split. 9. Click Save Deleting a Record 1. Double click on an employee in the list on the left (or enter the ID and press Enter). 2. Select the record you choose to delete. You may select more than one with the Ctrl key. 3. Click on the Shift button and select Delete segment(s) The Interface The screen is divided into several sections and includes display areas for shifts worked, accruals and the current schedule. It will automatically display data for the current week, but previous weeks may be accessed via the History button. Once selected, the employee s hours will display in the shift window on the upper right portion of the screen. Each record includes several self-explained fields such as the time in, time out, and job code. There are several buttons at the bottom for managing hours. Among these, the following buttons are the most important: Criteria This button allows you to filter the list of employees. For example, if you want to look at a certain employee or a group of employees then you can adjust the criteria to only show those employees. If you want to look at a department or a group of departments then you can adjust the criteria to only show those departments. Shift The Shift button opens a menu with several actions that are broken down in the next section. History This button allows you to access hours in previous weeks. For more information on the interface including the following columns: O, M, I, Note, Edited, and B, please refer to The Interface in the User Reference Guide found on the CD. These buttons, found in the upper right corner, allow you to export the current view for printing in.xls (Excel),.doc (Word), or.csv (Excel).

43 Shift Menu Options When clicking on the Shift button or right clicking in the hours panel (upper right panel), there will be several options. The more important options are mentioned here. A complete list of the options may be found in the User Reference Guide found on the CD: Shift Menu Options. Add segment This option allows you to add a record. It will only be available when an employee is selected. Edit segment This option allows you to edit a record. It will only be available when a record is highlighted. Delete segment(s) This option allows you to delete a record. By default, you will be asked to confirm whether or not you want to delete the selected record. You may disable the Delete Confirmation (Options button > Display tab > Ask for confirmation when deleting a shift from an individual). Approve missed in punch This option allows you to approve a missed time in punch. If the punch was missed, it will appear in blue. Once approved, it will display in green text. This option will only be available when a record with an unapproved missed time in is highlighted. If the missed punch reads: << Missed >> then you won t be able to approve it until you edit the record and enter a time. Approve missed out punch This option allows you to approve a missed time out punch. If the time out was missed then it will appear in blue. Once approved, it will display in green text. This option will only be available when a record with an unapproved missed time in is highlighted. If the missed punch reads: << Missed >> then you won t be able to approve it until you edit the record and enter a time. The Missed Punch screen in WebManager allows you to approve multiple missed punches for multiple employees Quick Add Hours In the Quick Add Hours screen, hours may be added to more than one individual at a time. There is also an option to add these hours to a range of days (up to 14 days at a time). Also, the system can automatically select employees who have worked X number of hours on one day and x number of hours on another. This was designed for situations where users want to add a holiday to employees who have worked X hours before and X hours after that holiday. For more information, refer to Auto Select in the User Reference Guide found on the CD.

44 Adding a Record 1. In WebManager, go to Employee > Quick add hours. 2. Select the employee(s). 3. To add a complete record, enter the Date In, Time In, Date Out, and Time Out. If it spans several days (e.g., vacation), select the number of days from the Add range of days list. 4. To add a clocked in record, place a check next to Individual is clocked in and enter the Date In and Time In. 5. To add a time sheet record (e.g., 8 hours of sick time), place a check next to Time sheet entry, enter the Date In, Time, and Hours. 6. Select the job code or leave it at Default to use the employee s default job code. 7. Click Process. If you click Preview then the hour addition will be simulated to validate the addition for the employees selected. The record will not be added, but the system will check the record addition to the selected employees and report any issues Breakdown of Fields Date In This is the date when the shift started. Time In This is the time when the shift started. Date Out This is the date when the shift ended. Time Out This is the time when the shift ended. Job Code This is the job code for the shift. The Default is the employee s default job code. However, if the selected employee does not have a default job code then hours will not be added to that employee. Rate This is the rate for the job code selected. If left unchecked, the rate used will be based on the selected employee s job code configuration. If this option is

45 checked, the rate may be overridden by the amount entered here. Track1, Track2, and Track3 These are the three available tracked fields. Examples of tracked fields include tips for a restaurant or pieces for a production environment. If you choose to use any of these then they must be enabled (Employee > Add/Edit > select the employee > Jobs tab > edit the job code > Tracked Fields tab). Break Type This is the break type that follows the shift. Leave the None option selected if a break doesn t follow the shift you are adding. Note This shift note, if you choose to enter one, will be attached to the shift. Individual is clocked in If this option is selected, Date Out and Time Out will not be required and the employee will remain clocked in. Time sheet entry If this option is selected the Date Out and Time Out fields will be replaced with an Hours field where you may enter the length of the shift. Missed in punch If selected, the Time In for the shift will appear as a missed in. When missed punches are enabled, the system will flag it automatically, but this option is available if it ever becomes necessary to add/remove a missed flag. Missed out punch If selected, the Time Out for the shift will appear as a missed out. When missed punches are enabled, the system will flag it automatically, but this option is available if it ever becomes necessary to add/remove a missed flag. Add range of days This is the number of days to which the record will be added (starting with the date you entered). For example, when adding vacation from Monday to Wednesday, you would enter Monday s date and select 3 from the Add range of days list. Extra Tab Entry location The source of this shift (where it was created/being created) will appear here. Disable automatic deduction If there was an automatic break deduction (depending on the automatic deduction settings for the job code) then you may place a check here to disable it. Disable segment minimum If there was a segment minimum (depending on the segment minimum settings for the job code) then you may place a check here to disable it. Force overtime 1 for this segment If selected, hours in this code will count as overtime 1. Force overtime 2 for this segment If selected, hours in this code will count as overtime 2.

46 5.2. Enter Time Sheets Although time sheets may be entered in Edit Hours and Quick Add Hours, this screen allows for even faster time sheet entry and is ideal in situations where one needs to enter a list of hours. 1. In WebManager, go to Employee > Enter time sheets. 2. Select the employee(s) you wish to enter time sheets for. 3. Click Add New Record. 4. Adjust the Date, Time, Hours, and Job Code. The default date, time, and hours for the first record may be adjusted in the Time Sheet Entry Options. 5. Click Add. If you click Add New Record again, the next record s date will default to the next day, so you can quickly enter time sheets for several days without having to adjust the date each time. 6. Click Add New Entry and repeat steps 3-5 for any remaining time sheets. 7. Click Save Missed Punches If missed punches are enabled, an employee who forgot to clock in or out may record a missed punch and continue with the original transaction. The missed punch must then be approved. For example, an employee forgets to clock in and later tries to clock out. If missed punches are not enabled then the operation will not be allowed. However, if missed punches are enabled, he can record a missed punch, and proceed with the clock out.

47 A manager or supervisor will need to approve the missed in or out, otherwise closing the week will be restricted, some of the reports will be unavailable, and exporting hours will not be possible. There are different supported missed punch methods. One method records a blank time, another records the closest scheduled time, and another method allows the employee to enter the time of the missed in or out. Each method is flagged as a missed punch meaning that it still has to be approved by a manager. For a breakdown of each method, please refer to Missed Punches in the User Reference Guide found on the CD. 1. In WebManager, go to Employee > Missed punches. 2. Enter the start and end of the range you choose to view. Instead of entering the dates manually, you can choose a range from the drop down list. 3. Make any changes to the display options: Only display shifts that contain unapproved missed punches If this option is checked, only missed punches that have not been approved will appear after you click Update. If un-checked, every missed punch (approved and unapproved) will appear once you click Update. Only display shifts that I am authorized to approve If this option is checked, only missed punches in a job code that you are allowed to approve will appear after you click Update. If un-checked, every missed punch (within and beyond your control) will appear once you click Update. 4. Click Update. If you are using the blank method you will need to edit the shift (Edit Hours) and enter the time of the missed in or out before you can approve the shift. 5. If you see a record with the following time in or out: << Missed Punch >>, right click on it and click Edit hours for <employee name>. Correct the record and repeat steps Highlight the missed punch (a blue time in or out). You may highlight more

48 than one missed punch using the Ctrl key. 7. Click Approve In (for a missed in) or Approve Out (for a missed out). Once approved, the missed time in or out will appear in green Approval Manager The Approval Manager provides a process for managers to review and approve shifts (whether time was collected via a clock operation or input manually). It also provides an avenue to place notes on a shift as part of the approval process. Approving Shift(s) 1. In WebManager, go to Employee > Approval Manager. 2. Enter the desired range in the Start and End fields. Alternatively you may select a date range from the drop down list. 3. To choose which employees should be included in Approval Manager, click Criteria, choose a filter, configure it, and click OK. If you want to include everyone (that you have access to) then do not worry about the Criteria. 4. Click Update. There are options that may be enabled for each employee (Add/Edit > Miscellaneous tab) requiring approvals. If you did not enable this, but still want to generate a list of hours that have not been approved then click Options, un-check the option: Include only shifts that require approval based on the employee information, click OK, and click Update. 5. To provide Other approval, right click on the shift > Approve > Other. 6. To provide Management approval, right click on the shift > Approve > Management. 7. To provide Employee approval, right click on the shift > Approve > Individual. You may use the Ctrl key to approve multiple shifts or, to approve all of the shifts in the list, right click on a shift > Approve All > select the approval type.

49 If you place your mouse over a record, more details will appear (the user who granted other approval, management approval, or individual approval). The Note column will display a picture of a note if a shift note has been added by a manager or employee. Click in that column next to a record to read, add, edit, or remove a note. Records in Blue If there are any records with a time in or time out that is blue then the record contains an unapproved missed punch which needs to be approved in the Missed Punches screen (Employee > Missed Punches) before it may be approved here. If there are any records with a missed time in or out that reads: << Missed >> then you need to edit the shift (Employee > Edit Hours) to enter the time of the missed in or out, and then approve the shift in the Missed Punches screen. Once edited and approved in the Missed Punches screen, you may approve it here. Un-approving a Shift(s) 1. To remove Other approval, right click on the shift > Unapprove > Other. 2. To remove Management approval, right click on the shift > Unapprove > Management. 3. To remove Employee approval, right click on the shift > Unapprove > Individual. You may use the Ctrl key to un-approve multiple shifts or, to un-approve all of the shifts in the list, right click on a shift > Unapprove All > select the approval type.

50 SECTION VI: CLOSING THE WEEK The current week in TimeClock Plus must be updated on a regular basis by closing the week (every week, every two weeks, etc.). You are not required to close the week as soon as the week has ended. The system can maintain multiple weeks of data, however, there is a limit: the current week in TimeClock Plus must be within 56 days (8 weeks) of today's date. This is the most important operation in the system because it acts as a trigger for the following processes: Hours are archived (moved to history) Accruals are calculated and posted Absent/tardy activity is recorded Cumulative totals for each employee are updated Schedules are automatically copied (if enabled) Schedules are automatically transferred to hours (if enabled) You can still access and edit hours in a week that was closed. At the bottom of WebManager, notice the two dates. The first is today s date and the second is the current week in TimeClock Plus. In the example below, today s date (far bottom right corner) is 3/16/2010, but the current week (blue rectangle) is 3/7/2010 (last week). Today's date falls in the week of 3/14/2010, so the week should be closed Closing the Week The close week will be aborted if certain conditions exist. Before closing the week: Verify that no one is clocked in (Tools > Who's Here > Clocked In tab). If employees are configured to require hour approvals, ensure that all hours have been approved (Employee > Approval Manager). If missed punches are enabled, verify that any missed punches have been approved (Employee > Missed Punches).

51 Do not close the week you are in until the week ends. Otherwise employees will be unable to clock in and out and users will be unable to add time. If you do close this week by accident then there is an option to un-close the week. 1. In WebManager, go to File > Close current week. 2. There will be a warning message that asks you to confirm the close. If multiple weeks are open, please repeat the close week process until the current week is up to date Un-closing the Week If you accidentally close the wrong week then this option allows you to re-open that week. When you un-close the week: The Current Week will be adjusted back to the week before it. Absences, tardies, and accruals that were recorded for the week you are unclosing will be removed. They will be re-posted when you close the week again. If you have schedules and enabled the auto copy/auto transfer options, schedules that were copied forward/schedules that were transferred to hours will not be removed. 1. In WebManager, go to File > Undo close week. There will be a warning message that asks you to confirm. 2. The week you will return to after you unclose the week will appear in the warning. If you wish to return to that week then click Yes.

52 SECTION VII: MANAGER REPORTS 7.0. Payroll Reports TimeClock Plus includes many detailed reports. These reports have been broken down into different sections. Payroll Reports in the Payroll section reflect hours on an employee basis in either a detailed breakdown or summary. Reports that reflect tracked information, estimated wages, supplemental pay, missed punches, and shift notes are also available in this section. Job Code Reports Reports in the Job Code section reflect hours on a job code basis in either a detailed breakdown or summary. This turns the focus to your job codes by showing how time is being spent in each. Period Reports The Period reports section reflects hours for the period. They can be configured to show hours for selected job codes in separate columns (up to two job codes/columns). For example, you could select your Sick job code for one column and your Vacation job code for the other. Scheduler The Scheduler section shows any absent and tardy activity as well as early and late arrivals. A few of the reports will also break down scheduled hours and actual hours. For these reports to be available, schedules must be utilized by WebScheduler. By default, TimeClock Plus considers employees tardy (late) if they clock in 5 minutes after their schedule and absent if they clock in 10 minutes thereafter. These rules may be changed in WebManager (Configuration > Preferences > Defaults > Scheduler Settings > Miscellaneous > Absent and Tardy area). Accruals Reports in the Accrual section show hours that have been accrued to specific job codes (e.g., accrued Sick time). They include the amount of hours accrued, used, and remaining. An estimated cost of future accruals is also available. Miscellaneous Reports in the last section reflect employee information including birthdays, hire date anniversaries, and scheduled reviews that fall in the date range being reported. This section also includes reports that reflect recorded absent and tardy information (recorded when the week was closed), punch locations (the source of each clock operation), approvals, conflicting segments, break totals, the number of individuals working each hour of the day, and shifts that exceed a user defined amount of time. The Absent and Tardy Reports employee in the Scheduler section will calculate absent and tardy information based on the employee s schedule and time worked. The Recorded Absent and Tardy Information Report will reflect what was recorded during the close week operation (incl. excused/unexcused information).

53 Configurable The reports may be configured to include or exclude different pieces of information. These settings may be configured per user thus allowing users to view the same report differently (in a format to their preference). Alternatively there is an option to share the configuration. The option to Use shared configurations in Period Reports may be enabled on a per user basis. Any users with that option enabled will read/write to the same configuration versus their own. Savable There is also an option to save a report. This means that a user can adjust the parameters of a report and save it for faster future retrieval. Parameters include the report options (formatting and sorting), the report settings (what should appear in the report), and the criteria (who should appear in the report). For example, you could create a saved report with the criteria filtering on a department and another saved report with the criteria filtering on a different department. Then, in the future, you will be able to run a report for the department of your choosing without having to change the parameters each time Generating a Report 1. In WebManager, go to Period > Reports. 2. Enter the date range for the report. Instead of entering the dates manually, you can choose a range from the drop down list. 3. Place a check next to the report you wish to view or print. 4. To choose which employees should be included in the report, click Criteria, choose a filter, configure it, and click OK. If you want to include everyone then skip the criteria. 5. To view or print the report, click Print, and choose from the list of available outputs. Print to file This will save the selected report(s) to a TCRPT file which can be opened outside of WebManager using TimeClock Plus Report Printer. Print to PDF This will save the selected report(s) to a PDF for viewing in Acrobat Reader. Print to HTML This will save the selected report(s) to HTML for viewing in a web browser. Print to Office OpenXML This will save the selected report(s) to

54 the OpenXML format for viewing in Microsoft Excel or other spreadsheet applications. Print to This will save the selected report(s) to a PDF and attach them to an inside of WebManager. The option will only be available when the following conditions exist: 1) you are not logged in as supervisor, 2) your user has an address on file (refer to Information Tab in the User Reference Guide), and 3) the mail settings have been defined in the TimeClock Defaults (refer to Mail Settings in the User Reference Guide). The default footer for every report includes the page number (lower left corner) and the month, day, year, and time (lower right corner). This may be changed and custom text may also be entered (Configuration > Preferences > Footers) Configuring a Report 1. In WebManager, go to Period > Reports. 2. Place a check next to the report you wish to configure. 3. Click Settings. 4. You may change the report title or make changes to the settings (the settings will differ for each report). 5. Click OK Saving a Report This feature allows you to save the report options (formatting and sorting), settings, and criteria (who should appear in the report) for faster future retrieval. For example, you could create a saved report for each department. It would then be possible to preview or print these reports without having to change the parameters each time. Creating a Saved Report 1. In WebManager, go to Period > Reports. 2. Right click on the report you choose to save.

55 3. Click Create saved <report name>. 4. Enter a Section (category) or choose from the drop down list of sections (if you have already created any saved reports). 5. Enter a Description. 6. Select one of the following options for the report. Make this report visible to all users If this option is selected, then the saved report will be available to everyone. If un-checked, then it will only be available to the user who saved the report. Save criteria with this report If this option is selected then the criteria you define (from the Criteria button at the bottom of this screen) will be saved with the report. The saved criteria will then override the main criteria (the Criteria button at the bottom of the Reports screen). If un-checked, then the main criteria will be used. Save report options with this report If this option is selected then the options you define (from the Options button at the bottom of this screen) will be saved with the report. The saved options will then override the main report options (the Options button at the bottom of the Reports screen). If un-checked, then the main report options will be used. 7. If you enabled the option: Save criteria with this report then click Criteria, enable and configure a filter (choose who should appear in the report), and click OK. 8. Click Configure, choose the settings for this report, and click OK. 9. If you enabled the option: Save report options with this report then click Options and make any changes to the formatting or sorting options. 10. Click Save. Generating a Saved Report 1. In WebManager, go to Period > Reports. 2. Click on the Saved Reports tab. 3. Enter the date range for the report. Instead of entering the dates manually, you can choose a date range from the drop down list. 4. Place a check next to the report that you wish to view or print. 5. If the saved report does not include any criteria then you may choose who should appear in the report by clicking Criteria, enabling and configuring a filter, and clicking OK. 6. To view or print the report, click Print, and choose from the list of available outputs. Print to file This will save the selected report(s) to a TCRPT file which can be opened outside of WebManager using TimeClock Plus Report Printer. Print to PDF This will save the selected report(s) to a PDF for

56 viewing in Acrobat Reader. Print to HTML This will save the selected report(s) to HTML for viewing in a web browser. Print to Office OpenXML This will save the selected report(s) to the OpenXML format for viewing in Microsoft Excel or other spreadsheet applications. The option will only be available when the following conditions exist: 1) you are not logged in as the supervisor, 2) your user has an E- mail address on file (refer to Info Tab in the User Reference Guide), and 3) the mail settings have been defined in the Defaults (refer to Mail Settings in the User Reference Guide). The default footer for every report includes the page number (lower left corner) and the month, day, year, and time (lower right corner). This may be changed and custom text may also be entered (Configuration > Preferences > Footers). Under the Period menu, there are three additional reports: Approaching overtime, Employee job code report, and Employee accrual rule report. For more information on these reports, please refer to 7.1. Other Reports in the User Reference Guide found on the CD.

57 SECTION VIII: CRITERIA Because companies often have the need to perform certain operations for a selected group of employees (for example, by physical location or for one department), TimeClock Plus provides the ability to filter employees when performing several processes in the system. Employee lists throughout the system, reports, and exports display and export information based on criteria. Some examples of processes that utilize criteria are: Running a Report Globally Adding or Removing a Job Code to and from Employees Globally Adding/Changing/Removing a Schedule Exporting Information or Hours Sending a Message to an Employee/Group of Employees Viewing a Log of Clock In/Out Overrides by Managers Viewing Employee Lists (when editing employee information or hours) All processes that can be filtered feature a Criteria button that will open the following screen. Filtering can be performed based on one field or a combination of the standard fields and custom fields that are presented in the Criteria options as follows: Filter by individual s number if this option is selected, this field allows you to include or exclude a single individual or range of individuals by their employee number. Filter by classification to if this option is selected, this field allows you to include or exclude individuals by a single classification code or range of classification codes. Filter on default job to if this option is selected, this field allows you to include or exclude individuals by a single default job code or range of default job codes.

58 Some employees may not have a default job code designated in Add/Edit (Jobs tab). Filter on department this option allows you to include employees that are part of a particular department. The button found to the right of the field can be clicked to display different options that can assist in locating the department name quickly. Filter on individual s manager to include if this option is selected, this field allows you to include employees that have a specific manager assigned to them. Filter on hire date to include from this option allows you to include employees hired between specific dates. Filter on days since hire to include from this option allows you to include employees based on the number of days since their hire date (a single day or range of days since date of hire). Exclude suspended individuals if this is option is selected, all employees that have been suspended will not be included in the results. This box is checked by default. Exclude terminated individuals if option is selected, all employees that have been terminated will not be included in the results. Exclude salaried individuals if option is selected, all employees that utilize the Salaried overtime calculation category will be excluded from the results. Custom fields if any or all of these fields are chosen, they will be used to determine who is included in the process. You can filter the custom fields to those that are Equal, Contains, Starts With, or Ends With a value that you specify. For more information on custom fields, please refer to Custom Fields in the User Reference Guide found on the CD.

59 SECTION IX: TOOLS IN WEBMANAGER TimeClock Plus includes several tools to monitor employee activity, attendance, and hour totals (overtime), review time off/schedule change requests, access logs (hour edits and overrides), calculate labor costing, and create backups. In this guide, we will cover a few tools for viewing employee activity, fixing clock operations, monitoring hour totals, and creating a backup Who s Here The Who s Here section is used for monitoring employee activity in real-time. It allows managers to immediately know the status of each employee and, from certain tabs, clock an employee out, put an employee on break, or move the employee to a different job code. All This tab lists all of the employees clocked in or otherwise. It includes their status and, if clocked in, their shift information. From here, the manager may clock an employee out, put an employee on break, move an employee to a different job code, or add a shift note to an employee. Clocked In This tab lists all of the employees who are clocked in. From here, the manager may clock an employee out, put an employee on break, move an employee to a different job code, or add a shift note to an employee s shift. On Break This tab lists of all of the employees who are on a break. Auto Out This tab lists all of the employees who have been automatically clocked out (if Auto Out was enabled for their job code). These employees could be considered on the clock, but a time out has already been entered automatically for their shift. They will appear under this tab, to let you know they are working, until the time out that was entered has passed (to determine the time out, right click on the record > Shift info). Not In This tab lists all of the employees who are not clocked in. Last Punch This tab lists each employee s status, last clock in, and last clock out. Hours This tab is similar to the Call List as it lists the total hours worked by each employee for the day and for the week. The employee s last clock out, hire date, and status will also appear here. Leave This tab lists all of the employees who are currently clocked into a leave code (e.g., employees who are sick or on vacation right now). They will appear under this tab until the time out of their leave record has passed.

60 1. In WebManager, go to Tools > Who s here. 2. Choose a tab that includes the information you choose to review. See the breakdown of tabs before these steps for more information. 3. Each tab may be sorted by any of its columns if you click on the column header. 4. To choose which job codes should be included in the list, right click on the list, and select Filter by job code. Select the job codes you choose to include and click OK. This setting will apply to all of the tabs until you right click again and select Cancel job code filter. 5. To choose which employees should be included in the list, click Criteria, choose a filter, configure it, and click OK. If you want to include everyone then skip the criteria. 6. To jump to an employee in the list, enter the first name or last name next to Find. It will highlight the closest match to what is entered as you enter it. 7. To view that employee s hours, right click on him/her, and select Edit hours. 8. To print this list, choose one of the outputs in the top right corner (from left to right:.xls in Microsoft Excel, document in Microsoft Word, or.csv in Microsoft Excel). If minor tracking has been enabled in the TimeClock Defaults (Configuration > Preferences > Defaults > Manager Settings > Minor Tracking) then any minor who is working past the time entered in the Minor Tracking section of the Defaults will appear in red. Shifts that exceed 8 hours will appear in green and shifts that exceed 12 hours will appear in blue. The amounts to flag (8 and 12) and the color (blue and green) may be changed in the Who s Here Options Putting an Employee on Break 1. From the All, Clocked In, Last Punch, or Hours tab, select an employee who is clocked in, right click, and click Clock Out.

61 2. For Date Out, enter the date of the break. 3. For Time Out, enter the time that the break began. 4. Choose the Break type. 5. If tracked fields are enabled for the employee s job code and are required when clocking out, you can enable the tracked fields and enter an amount. 6. Click OK Clocking an Employee Out 1. From the All, Clocked In, Last Punch, or Hours tab, select an employee who is clocked in, right click, and click Clock Out. 2. For Date Out, enter the date of the clock out. 3. For Time Out, enter the time of the clock out. 4. The Break type should remain << None >>. 5. If tracked fields are enabled for the employee s job code and are required when clocking out, you can enable the tracked fields and enter an amount. 6. Click OK Moving an Employee to a Different Job Code 1. From the All, Clocked In, Last Punch, or Hours tab, select an employee who is clocked in, right click, and click Change job code. 2. For Change date, enter the date when the employee should change job codes. 3. For Change time, enter the time when the employee should change job codes. 4. Select the Job Code that the employee should be changed to. 5. If tracked fields are enabled for the employee s job code and are required when clocking out, you can enable the tracked fields and enter an amount. 6. Click OK.

62 9.1. Call List The Call List is a list of each employee s total hours for today and this week to help you avoid overtime, to assist you with making staffing decisions, and to call in replacements on an individual basis or for a new shift. Call List notes may also be entered with an expiration date and time. Each employee s hire date, phone number, and cell phone number is also provided (if entered in Add/Edit) and employees, who have entered overtime, will be flagged in red. 1. In WebManager, go to Tools > Call list. The Call List screen will display employees with their hours worked to date. 2. To choose which employees should be included in the list, click Criteria, choose a filter, configure it, and click OK. If you want to include everyone then skip the criteria. 3. To print this list, choose one of the outputs (from left to right:.xls in Microsoft Excel, document in Microsoft Word, or.csv in Microsoft Excel). Adding a Call List Note In previous versions, the Call List notes would automatically expire after 4 hours. Now the date and time of expiration is up to you. 1. Right click on the record or highlight it and select Add Note. 2. Enter a note. 3. Next to Expiration, enter the date and time that the note should expire. 4. Click OK Creating a Backup Periodically backing up your system information is a good practice. If something caused you to lose your data (e.g., a hard drive or system failure) then the backup can be restored. A backup should be performed at regular intervals to minimize disruption to your business. There are 2 ways to backup the TimeClock Plus database: WebManager and Database Manager.

63 1. In WebManager, go to Tools > Backup system information. 2. For the Server directory, enter a directory on the server (machine hosting the TimeClock Database) where you would like the backup to be created. The directory specified is on the database server and not the local machine. If you enter C:\TCBackup then the backup will be created and placed in the C:\TCBackup directory on the server (not always on the machine performing the backup procedure). 3. For the Backup file name, enter the name you would like for the backup file. 4. Click Start. Should it become necessary to restore a backup, the option is in TimeClock Plus Database Manager. For more information on creating and restoring a backup in Database Manager refer to Section XX: Database Manager in the User Reference Guide on the CD.

64 SECTION X: COMPANY-WIDE CONFIGURATION TimeClock Defaults This section addresses additional settings that will impact your use of the system going forward. Some of these settings were established during the Quick Setup Wizard. In WebManager, go to Configuration > Preferences > Defaults. There are four sections of settings: 1. Global Settings 2. Manager Settings 3. Scheduler Settings (only required if Scheduler will be utilized) 4. Client Settings (applicable to Web Edition s WebClock, 6.0 s On-Screen TimeClock, and the Remote Data Terminal) Some important settings within these sections include: Display Settings: The company name and the commonly mentioned elements of TimeClock Plus (employees and job codes) may be renamed here. Also, if you are using tracked fields, they may be renamed and configured (decimal places) here. Breaks: The four available break types may be set up here (by default there is only one break type, but you may rename that break and enter up to three more). Also the maximum break length may be changed here (if an employee goes on a break and exceeds this amount then the break will be changed to a clock out). Scheduler Settings > Miscellaneous: If you are creating schedules for your employees then the tardy and absent settings may be defined here (how late is tardy and how late is absent). Client Settings > Miscellaneous: The functions available to your employees during a clock operation may be determined here. Missed Punches: The method of managing missed punches may be chosen here. Request Entry: Scheduling, fixed schedule, and time-off requests may be enabled here for the employees (in WebClock). Two of the sections above are covered in this guide. All of the categories may be found in the User Reference Guide (on the CD): Section TimeClock Defaults.

65 Miscellaneous (under Client Settings) This section includes settings that affect the employee in WebClock or a Remote Data Terminal (e.g., which employee self-service options should be available - viewing hours, schedules, accruals, etc. - and how missed punches should be determined if enabled). Allow employee to change his/her pin number If this option is selected, employees will be able to change their pin from the confirmation screen. The confirmation screen appears in WebClock during a clock operation or after clicking the View button and logging in. Allow employee to set a blank pin number If this option is selected, employees will be able to set a blank pin. The option: Allow employee to change his/her pin number must be checked for this option to be available. Allow viewing of hours worked If this option is selected, employees will be able to view their hours worked for the week to date from WebClock or a Remote Data Terminal. Allow approving of punches (on-screen only) If this option is selected, employees will be able to approve their time when viewing their hours from WebClock. Allow printing of hours from view screen (on-screen only) If this option is selected, employees will be able to print their displayed hours worked when viewing from WebClock. Allow viewing of previously entered shift notes (on-screen only) If this option is selected, employees will be able to view shift notes that they entered when viewing their hours from WebClock. Allow entering of shift notes (on-screen only) If this option is selected, employees will be able to enter notes for a particular shift when clocking in/out via WebClock. Allow viewing of accruals (up to current week) If enabled, employees will be

66 able to view their current accrual balance from WebClock or a Remote Data Terminal. Allow viewing of schedules for up to how many weeks If this option is selected, employees will be able to view their schedule for the current work week from WebClock or a Remote Data Terminal. Allow viewing of last punch If this option is selected, employees will be able to view their last clock operation from WebClock or a Remote Data Terminal. Show actual instead of rounded times when viewing last punch If enabled, the actual clock operation time will be displayed instead of the rounded time when an employee views his/her last punch. Allow the use of the break button If this option is selected, the Break button will be viewable in WebClock and functional on the remote data terminal. For WebClock, the Break button must be enabled (WebClock Configuration > Windows Layout tab > Display break button). Allow change job code option The button for changing job codes will be enabled and active in WebClock or a Remote Data Terminal. Allow editing of hours from the employee access terminal (by pressing 6 at the main menu) This option allows users to edit employee hours from the terminal by pressing the number 6 on the keypad. Show employee s id number when performing an operation The employee s number will display as they enter it to clock in/out of the system. If this option is not enabled, asterisks will mask the numbers on the keypad as the id is entered. Prevent clock in if a conflicting shift segments exists If this option is selected, employees will not be allowed to clock in if there is a conflicting shift. Only perform round to minute if not already rounded to schedule If checked, the system will not perform both rounding to schedule and rounding to minute. Auto select default job code when returning from a break (if configured for employee) If selected the employees default job code will be used when they clock back in from a break. This requires that Always use default job code when clocking in is enabled for the employee (Employee > Add/Edit > select employee > Misc tab). Allow time sheet entry up X day(s) in the future and Y day(s) in the past If time sheet entry has been enabled for an employee and employee job code then the employee will be allowed to enter time sheets for that job code X number days in the future and Y days in the past. By default, both are 0, so time sheets can only be added to the current day. Allow employee to view current hours for this period when entering a time sheet If time sheet entry has been enabled for an employee and employee job code and this option is enabled, the Current Hours tab will be available when the employee is entering time sheets.

67 View messaging before entering time sheets - If selected, any messages sent to the employee will be displayed before the employee is allowed to enter a time sheet (if the employee is configured to enter time sheets) Missed Punches This section allows you to setup missed punches. Missed In Punch If an individual attempts to clock out without an associated in punch, what action should be taken (select one of these four options): Deny clock out until the punch is corrected When the employee forgets to clock in and tries to clock out, the operation will be denied until the missed time is edited. Record blank time in and flag as a missed punch When the employee forgets to clock in and tries to clock out, the system will record the missing time in as <<Missed>> and allow the employee to clock out. At some point, the missed in will need to be corrected by a manager and approved. Record scheduled time in (if available) and flag as a missed punch When the employee forgets to clock in and tries to clock out, the system will attempt to match the missed punch with the nearest scheduled time. If a matching schedule is found, the scheduled time will be entered and flagged as a missed punch. At some point, the missed in will need to be approved by a manager. If a matching schedule is not found, then the system will flag it as a <<Missed>> punch. Allow individual to enter the time in and flag it as a missed punch - When the employee forgets to clock in and tries to clock out, the employee will be allowed to enter the time of the missed punch. Eventually a manager will need to approve it.

68 Missed Out Punch If an individual attempts to clock in when they are already clocked in, what action should be taken (select one of these four options): Deny clock in until the punch is corrected When the employee forgets to clock out and tries to clock in, the operation will be denied until the missed time is edited. Record blank time out and flag as a missed punch When the employee forgets to clock out and tries to clock in, the system will record the missing time out as <<Missed>> and allow the employee to clock in. At some point, the missed out will need to be corrected by a manager and approved Record scheduled time out (if available) and flag as a missed When the employee forgets to clock out and tries to clock in, the system will attempt to match the missed punch with the nearest scheduled time. If a matching schedule is found, the scheduled time will be entered and flagged as a missed punch. At some point, the missed out will need to be approved by a manager. If a matching schedule is not found, then the system will flag it as a <<Missed>> punch. Allow individual to enter the time out and flag it as a missed punch When the employee forgets to clock out and tries to clock in, the employee will be allowed to enter the time of the missed punch. Eventually a manager will need to approve it User List In order to access WebManager (for editing hours, generating reports, etc.) an individual must be set up as a user. Employees who will be clocking in/out, but will not be accessing WebManager do NOT need to be set up as users. In WebManager, go to Configuration > User list. The User List screen allows you to add or remove a user, create or change the user s password, select which employees the user can access, establish which job codes are available to the user, and select specific user rights. There are three steps required to setup a user. 1. Add a new user (ID and Name). 2. Set up a password. 3. Establish the user rights (where the user can go and what the user can do in Web Edition). In most areas of the system, when a user logs on, only the items in which the user has access to will be displayed to that user through the graphical interface.

69 Adding a User 1. In WebManager, go to Configuration > User list. 2. Click Add. 3. Enter a User Id. This login which will provide access to various parts of the system. 4. Enter a User Name. This name is for reference purposes (to easily identify the user). 5. The Copy settings from feature allows you to copy and paste another user s access and user rights. If you want the user being added to access the same employees and have the same rights to TimeClock Plus as another user then select the other user from the list. 6. Click OK. 7. If the user should only have access to certain employees, click on the Employee Access tab, select: This user can access only specific individuals and place a check next to the employees that this user will have access to. 8. If the user should only have access to edit or approve hours in certain job codes, click on the Job Code Access tab, select: This user can manipulate hours for only specific job code items, and place a check next to the job codes that should be available. 9. Click on the Passwords tab and set the System Access password. If you choose to also set the other passwords then please do so. 10. Click OK. 11. Click Save. 12. Double click on the user. 13. Set up the user s rights (refer to Establishing the User Rights). 14. Click Save. The steps above describe how to quickly add a user. For more information on the other fields and settings in the User Properties, please refer to User Properties. Copying Rights and Access 1. In WebManager, go to Configuration > User list. 2. Double click on the user you wish to copy settings from and click on the Copy rights button. 3. Place a check next to the user(s) you wish to paste those settings to. 4. Place a check next to the settings you wish to copy: Copy user rights, Copy employee access, and/or Copy job code access. 5. Click OK Editing a User 1. In WebManager, go to Configuration > User list. 2. Double click on a user in the list to access the user rights or click Properties next to a user to access the user properties. 3. Make any desired changes. 4. Click Save.

70 Removing a User In order to remove a user from the system, the user account may be deactivated or deleted. To deactivate a user s account: 1. In WebManager, go to Configuration > User list. 2. Select the user you wish to deactivate. 3. Click Edit. 4. Remove the check next to User is active. To delete a user s account: 1. In WebManager, go to Configuration > User list. 2. Select the user you wish to delete. 3. Click Remove. 4. Click Yes to confirm User Properties This window will open when you add a new user. It can be accessed at any time by double clicking on a user on the left side of the User List and clicking Edit. It includes information that affects functionality such as logging in, report settings, and export settings. It also includes employee access, job code access, and password control. Once the User Id is set, it may not be changed. The User name may be edited. If the user is also an employee with his or her hours being tracked in TimeClock Plus then select the employee s id number from the Employee number drop down list. There are rights that depend on this field (rights that prevent a user from editing his/her information). Employees are the individuals who will be performing clock operations and users are the individuals who will be accessing the management applications such as WebManager and WebScheduler. There may be situations where an individual who has been set up as an employee is also set up as a user (with limited access) because the employee has been asked to perform certain operations in WebManager. For example, a receptionist may need to clock in and out, so an employee is created for her, but she also needs to determine if an employee is clocked in or not (in the office) when a caller asks for that employee, so a user is created (with access to Who s Here).

71 The user s Network ID may be entered in this field. This does not affect Web Edition, but only affects TimeClock Plus 6.0. When a user logs into the network, the system will know who they are and automatically select their user name when they open TimeClock Manager. The user s Address may be entered in this field, so that he/she may reports. The mail settings must also be configured in the TimeClock Defaults (Configuration > Preferences > Defaults > Global Settings > Mail Settings). Start in allows you to select the section that will open when the user logs in. The user s Department may be entered in this field for informational purposes. User is active determines whether or not the user account is enabled. If this is unchecked then the user will be unable to log in. In the User List, underneath the list of users, there is an option to only show active users. Place a check next to that option to hide inactive users from the list. Use shared configurations in Period Reports If this option is checked then the user s report settings will be shared with the supervisor and with other users who have this option checked. If this option is un-checked, the settings will be unique to each user. From the main screen of the User List, expand the TimeClock Manager branch, Reports, and Pay Period. Notice the option: Change individual report settings. If you don t want the user to change the settings (to use whatever you define as supervisor and not have the option to change it) then un-check this option. Use shared configurations in Period Exports If this option is checked then the user s period export settings will be shared with the supervisor and with other users who have this option checked. If this option is un-checked, the settings will be unique to each user. User must change access password every x days If this option is checked, the user will have to change his/her access password (the password for logging in) every X number of days. If you enable this, enter the number of days in which the user will be prompted to change his or her password. Last password change by user displays the date and time of the last required password change. The number in parenthesis is the number of days ago that the last password change took place. This will help you determine how close the user is to the next required password change. Automatic log off when application is idle for x seconds If this option is selected, the user will be logged off when there is inactivity for X seconds. If you enable this, enter the number of seconds in the field next to it. Even if this is disabled, there is another time out that affects all users (definable in the web.config file on your web server): WebManager s default time out: 20 minutes, WebClock: 5 minutes, and WebScheduler: 20 minutes.

72 The Employee Access tab is used to grant the user access to specific employees. By default, the user will be able to access everyone. The Job Code Access tab is available if you decide to only grant the user access to modify hours in specific job codes. By default, the user will be able to modify hours in any job code. Creating/Changing a Password 1. Click on the Passwords tab. 2. Double click on the password or highlight it and click Change. 3. If there is a password on file then enter the current password. If you are logged in as the Supervisor then you do not have to enter the user s current password. If a password policy is in effect then the details of the policy will appear. When entering a new password, it will need to meet each of those requirements. 4. Enter and re-enter the new password. 5. Click OK. You may allow users to set these passwords. When you return to the User List, look at the user rights (right side). Expand TimeClock Manager > Configuration > Preferences > User Options > User can change his/her password Establishing the User Rights The left side of the screen displays all of the users that have been created. The right side of the screen displays the user rights or permissions that are available. The user rights define which screens and actions the user has access to in the system.

73 Click on the (+) sign next to TimeClock Manager. Notice that the structure of the user rights is the same structure as the other menus found throughout the application. For example, if you are looking for rights to the Who s Here list, you would click on the (+) sign next to TimeClock Manager, then the (+) sign next to Tools, and then the (+) sign next to Who s Here because that is the path that would be followed to reach Who s Here. 1. If you created a role and choose to assign a user to it then select Assign user to role, select the role from the drop down list, and skip to step 6. If not then continue with step If you do not have a role to assign then expand the branch (click +) of the application that you want the user to access. 3. Continue expanding the branches underneath the application until the specific section that you want the user to access appears. 4. Expand that section and review the rights underneath it. 5. Place checkmarks by the rights you choose to grant and un-check the rights you choose to revoke. 6. Click Save. There is an option to create user roles (user right templates). These are helpful when you have several users with the same/similar user rights. For more information on user roles, please refer to User Roles in the User Reference Guide found on the CD.

74 SECTION XI: MANAGING SCHEDULES WebScheduler is a powerful yet simple-to-use scheduling system that is fully integrated with TimeClock Plus. Creating schedules is optional, but necessary if you wish to track tardies and absences, set up schedule restrictions (to prevent early and late clock operations), or set up schedule rounding (to round the actual in/out time to the scheduled in/out time) Basic Concepts of WebScheduler All employees who were created in WebManager are accessible in WebScheduler - there is no dual entry of employee data necessary. Schedules for one employee may be saved to a snippet and applied to other employees individually or globally. Schedules may be created individually or globally. Fixed schedules may be enabled and created for an employee (up to 8 fixed schedules per employee). Shift Pools may be created in Scheduler to simplify the scheduling process. These can be established for a single standard shift or multiple shift(s) depending on your company s needs. For example, some employees may be scheduled from 9:00-5:00 so a shift pool could be created from 9 until 5 or employees may work one of three shifts during a 24-hour period, so three different shift pools could be created. This is useful because once your shift pools are created you can quickly choose the shift pool to apply when scheduling an employee rather than having to enter the shift times individually. Schedules may be manually or automatically copied from one period to the next. The automatic copy will occur when the week is closed, but for that to happen there is an option that must be enabled in the TimeClock Defaults (refer to Close Week in the User Reference Guide found on the CD) and another option that must be enabled for the employee (refer to Scheduler Tab in the User Reference Guide found on the CD). Schedules for certain job codes may be manually or automatically transferred to an employee s hours. For the automatic transfer to happen there is an option that must be enabled for the job code in WebManager (refer to Information Tab in the User Reference Guide found on the CD). The automatic transfer of schedules to hours can be very useful if, for example, you are scheduling vacation. The Scheduler includes the same Criteria feature available in WebManager to filter employee data for schedules, reports, etc. The labor cost of scheduled hours can be automatically calculated in WebScheduler (the screen is available in the Tools menu).

75 11.2. Creating/Editing Employee Schedules Creating and editing an employee schedule can be performed individually or globally Individual Scheduling There are several ways to create or edit a schedule individually: Employee schedule, Employee fixed schedule, Weekly overall schedule, and Daily overall schedule (for editing schedules only) Employee Schedule 1. In WebScheduler, go to View > Employee schedule. 2. Double click on the employee or enter their ID above the list and press Enter. 3. Click + next to the day for which you wish to create a schedule. 4. If you want the segment you are scheduling to apply to more than one day then select the number of days next to Add Range of Days. 5. Enter the date and time of the segment. 6. Choose a job code. 7. If there is a break after this segment then select the Break type. To ensure that multiple segments are treated as a single shift, they must be attached with breaks. 8. If you enabled automatic deductions or a segment minimum for the job code you are scheduling, and if you wish to disable either, then place a check next to one or both segment flags. Disabling automatic deductions and/or segment minimums will take place if and when schedules are transferred to hours. It will also affect the calculation of scheduled labor costing. 9. Click OK. Repeat steps 3-9 to add more segments to the same day or a different day. To edit a schedule: 1. Double click on the employee or enter their ID above the list and press Enter. 2. Double click on the record you wish to change. 3. Adjust any of the information and click OK.

76 If the employee is configured in WebManager to use fixed schedules then, when selecting an employee in the Individual Schedule, two tabs will appear: a Fixed Schedule Overrides and Fixed Schedule tab will be available. These tabs are discussed further in the next section. If you do not have fixed schedules then please skip the next section and continue with : The Weekly Overall Schedule in the User Reference Guide found on the CD Employee Fixed Schedule Fixed schedules are schedules that never change. For example, a fixed schedule may be created from 8 AM-12 PM and 1 PM-5 PM, so every week, the employee uses that schedule. However, there is also an option to override the fixed schedule for a specific date if necessary. In WebManager (Employee > Add/Edit > select an employee > Scheduler tab), there is an option that must be turned on if you want to create a fixed schedule for that employee: Individual uses a X week fixed schedule starting on y. X, the first field, represents the number of fixed schedules you plan to create (up to 8 are available) and Y, the second field, represents the week for the first fixed schedule. If this is enabled then the fixed schedule you create for the first week will be applied automatically to every week. If you have two different fixed schedules for an employee then you would select 2: Fixed schedules will be applied to every week. How they are applied depends on how many weeks were selected in WebManager (Add/Edit > Scheduler tab). If the employee is configured in WebManager (Add/Edit > Scheduler tab) to use a 1 week fixed schedule starting on 1/3/2010 then the fixed schedule created for the week of 1/3/2010 will be applied automatically to every week. If the employee is configured to use a 2 week fixed schedule starting on 1/3/2010 then the fixed schedule created for week 1 (the week of 1/3/2010) will be applied automatically to the third week, fifth week, etc. and the fixed schedule created for week 2 will be applied automatically to the fourth week, sixth week, etc.

77 For any day in the future, you may override a fixed schedule from the Employee Schedule by double clicking on a blank cell for the fixed day you want to override. The override will only affect that week and not any after that. Before you can create a fixed schedule, configure the employee in WebManager for fixed scheduling (Employee > Add/Edit > Scheduler tab). Once configured, log into WebScheduler again, and they will appear under the Fixed Schedules tab. 1. In WebScheduler, go to View > Employee schedule. 2. Double click on the employee or enter their ID above the list and press Enter. 3. Click on the Fixed Schedule tab. 4. Click + next to the day for which you wish to create a fixed schedule. 5. If you want the segment you are scheduling to apply to more than one day then select the number of days next to Add Range of Days. 6. Enter the date and time of the segment. 7. Choose a job code. 8. If there is a break after this segment then select the break type. To ensure that multiple segments are treated as a single shift, they must be attached with breaks. 9. If you enabled automatic deductions or a segment minimum for the job code you are scheduling, and if you wish to disable either, then place a check next to one or both segment flags. Disabling automatic deductions and/or segment minimums will take place if and when schedules are transferred to hours. It will also affect the calculation of scheduled labor costing. 10. Click OK. Repeat steps 4-10 to add more segments to the same day or a different day.

78 If you have a 2 week fixed schedule (or more than 2), then scroll down to edit week 2, week 3, etc. To edit a fixed schedule: 1. Double click on the employee or enter their ID above the list and press Enter. 2. Double click on the record you wish to change. 3. Adjust any of the information and click OK Fixed Schedule Overrides From the Fixed Schedule Overrides tab, you may schedule shifts that override the fixed schedule (for the selected week only). For example, a fixed schedule is created from 8 AM-12 PM and 1 PM-5 PM is created, so every week, the employee s uses that schedule. However, on a specific date, the employee will be on vacation, so you can override that fixed schedule for that specific date from this tab. 1. In WebScheduler, go to View > Employee schedule. 2. Double click on the employee or enter their ID above the list and press Enter. 3. Click on the Fixed Schedule Overrides tab. 4. Click + next to the day for which you wish to override a fixed schedule. 5. Enter the date and time of the segment. 6. Choose a job code. 7. If there is a break after this segment then select the break type. To ensure that multiple segments are treated as a single shift, they must be attached with breaks. 8. If you enabled automatic deductions or a segment minimum for the job code you are scheduling, and wish to disable either, then place a check next to one or both segment flags. Disabling automatic deductions and/or segment minimums will take place if and when schedules are transferred to hours. It will also affect the calculation of scheduled labor costing.

79 9. Click OK. Repeat steps 4-9 to override other days. To remove an override, highlight it, and click Delete Segment. It will then be removed and the fixed shift for that day will re-appear Weekly Overall Schedule 1. In WebScheduler, go to View > Weekly overall schedule. 2. Choose which employees should appear by going to View > Change scheduler criteria. If you want to see everyone (that you have access to) then do not worry about the Criteria. 3. Click below the day for which you wish to create a schedule. 4. Choose the desired action. Add segment: This button will let you schedule a new segment. Edit: Highlight a segment in the list and click this button to edit the highlighted segment. Delete: Highlight a segment in the list and click this button to delete the highlighted segment. Shift pool: This button will let you schedule a new segment using a pre-set time from your shift pool or an off, open, or on-call shift. Snippet: This button will let you schedule a segment using a saved schedule. 5. If you want the segment you are scheduling to apply to more than one day then select the number of days next to Add Range of Days. 6. Enter the date and time of the segment. 7. Choose a job code. 8. If there is a break after this segment then select the break type. To ensure that multiple segments are treated as a single shift, they must be attached with breaks. 9. If you enabled automatic deductions or a segment minimum for the job code you are scheduling, and wish to disable either, then place a check next to one or both segment flags. Disabling automatic deductions and/or segment minimums will take place if and when schedules are transferred to hours. It will also affect the calculation of scheduled labor costing. 10. Click OK. Repeat steps 3-10 to add more segments to the same day or a different day.

80 To edit a schedule: 1. In WebScheduler, go to View > Weekly schedule. 2. Click for the day that you wish to create a schedule. 3. Highlight a shift and click Edit. 4. Adjust any of the information and click OK Daily Overall Schedule The Daily Overall Schedule is a graphical breakdown of schedules. 1. In WebScheduler, go to View > Daily overall schedule. 2. Choose a day from the drop down list at the top of the screen. Place the cursor over a shift for a few seconds and the time in and out of that shift will appear in a tool tip. If you wish to edit a shift, double click on the record. This option is not available for fixed schedules. You can jump to an employee s individual schedule if you right click on their shift and select Open individual schedule for <employee name>. To delete a segment, right click on it, and choose Delete selected item(s). You cannot delete segments for fixed schedules. You may also select several segments and delete them all at once using the Ctrl key, then right click and choose Delete selected item(s) Copying a Schedule from one Period to Another 1. In WebScheduler, go to File > Copy schedules. 2. Next to Include, choose the employees to include. Only those matching current schedule criteria - If selected then

81 the copy will affect the employees included by the Scheduler s criteria (View > Change scheduler criteria). So if you adjusted Scheduler s criteria to only include certain employees and you want this copy to affect the same people then select this option. Only the individuals I can access - If selected then the copy will affect everyone who you can access (it ignores all criteria). Only those I can access that match the criteria defined in this form - If selected then the copy will affect the employees included by the criteria established from the Schedule Copy screen (click Criteria at the bottom). 3. Choose the segments that should be copied in addition to regular segments. Copy Off segments from source schedule - If enabled, the copy will include Off segments. Copy On-Call segments from source schedule - If enabled, the copy will include On-Call segments. Copy Open segments from source schedule - If enabled, the copy will include Open segments. Copy overrides for individual using fixed schedules - If enabled, the copy will include segments that override a fixed schedule. Skip individuals that already have segments scheduled in the destination schedule - If enabled, employees who have at least one scheduled segment will be skipped by the copy. 4. If (for Include) you selected: Only those I can access that match the criteria defined in this form then click Criteria, choose a filter, configure it, and click OK. If you want to include everyone (that you have access to) then do not worry about the Criteria. 5. Click Filter to choose which job codes you wish to include or not include in the copy. If all job codes should be included then don t worry about the filter. Include segments for every job code - If selected then every segment for the employees you included will be copied. Include only the job code items selected below - If selected then only segments using the job codes selected in the list will be copied. Include all except the job code items selected below - If selected then all of segments will be copied except segments using the job codes selected in the list. 6. Under Source Schedule, select the period that you wish to paste to the Destination Schedule. This button will reset the date previously selected. This button will allow you to push every Source Schedule to the next week. If you click Preview the process will be simulated to validate it. Nothing will be added, but the system will check the entered schedules against everyone/the defined group of employees and report any problems.

82 7. Click Process Global Scheduling Globally Applying a Schedule The Global Scheduler section (Apply Schedule tab) allows you to create a schedule and globally add it to everyone or to a select group of employees. In WebScheduler, go to Tools > Global scheduler Entering a Schedule 1. From the Apply Schedule tab, click + next to the day for which you wish to create a schedule. If you set up a shift pool then highlight the day, click Shift Pool, and click on the desired pool. 2. If you want the segment you are scheduling to apply to more than one day then select the number of days next to Add Range of Days. 3. Enter the date and time of the segment. 4. Choose a job code. 5. If there is a break after this segment then select the break type. To ensure that multiple segments are treated as a single shift, they must be attached with breaks. 6. If you enabled automatic deductions or a segment minimum for the job code you are scheduling, and if you wish to disable either, then place a check next to one or both segment flags. Disabling automatic deductions and/or segment minimums will take place if and when schedules are transferred to hours. It will also affect the calculation of scheduled labor costing.

83 7. Click OK. Repeat steps 1-7 to add more segments to the same day or a different day. 8. After entering the schedule, choose which employees should be affected in the Criteria: choose a filter, configure it, and click OK. If you want to include everyone (that you have access to) then do not worry about the Criteria. If you click Preview the process will be simulated to validate it. Nothing will be added, but the system will check the entered schedules against the defined group of employees and report any problems. 9. Click Process. To learn about the other functions in Global Scheduler (e.g., global changes and removals) please refer to Global Scheduling in the User Reference Guide found on the CD Deleting Schedules for a Specified Period 1. In WebScheduler, go to Tools > Delete schedules. 2. Under Individuals to Delete, choose the employees to include. Individuals contained in the current schedule criteria - If selected then the deletion will affect the employees included by the Scheduler s criteria (View > Change scheduler criteria). So if you adjusted Scheduler s criteria to only include certain employees and you want this copy to affect the same people then select this option. Individuals contained in the current user access and criteria specified in the form - If selected then the deletion will affect employees that the user can access who are included by this

84 screen s criteria (click Criteria at the bottom). All individuals for the company that match the criteria specified in the form - If selected then the deletion will affect the employees outside of the user s access who are included by this screen s criteria (click Criteria at the bottom). The option: All individuals for the company allows users who have limited employee access to still delete scheduled periods for anyone including employees outside of their access. If you want a user with limited access to have this ability then enable the right for that user in WebManager (Configuration > User List). 3. Select the schedule(s) you wish to delete. Delete schedule for a date range - If selected, you may enter the beginning and end of the period you wish to delete. You may also select a date range from the drop down list. The schedule that is currently open will not be available to delete. Delete specific scheduled weeks - If selected, you may place a check next to the weeks you wish to delete. By selecting a parent item (an item with a plus or minus next to it), all schedules underneath that item will be selected. For example, to select all schedules for the year 2010, place a check next to If (for Include) you selected: Only those I can access that match the criteria defined in this form then click Criteria, choose a filter, configure it, and click OK. If you want to include everyone (that you have access to) then do not worry about the Criteria. 5. Click Process and Yes to confirm.

85 SECTION XII: SCHEDULER REPORTS TimeClock Plus provides several reports with scheduling information. These reports have been broken down into different sections. Daily Reports in this section reflect schedules on a daily basis broken down by employee or job code. One report (Daily Visual) provides a graphical representation of each employee s schedule per day. Other Reports The second section offers a variety of reports including a report with estimated wages based on the employee s schedule and job code rate (if entered in Add/Edit). It includes a detailed breakdown of schedules according to job code and a report with any schedule requests that were submitted by an employee for the period you are reporting. It also includes the Time Coverage report which shows how many employees are working at each hour of the day. Finally it offers an Availability Report that reflects when each employee is not available, according to the Employee Availability section, on a daily basis. Individual Schedules This section includes reports that reflect an employee schedule for each week (one employee per page). Weekly The fourth section includes reports that reflect an employee schedule for each week (several employees per page). Job Code Reports The fifth section includes reports that breaks the schedules down according to job code. Configurable These reports may be configured to include or exclude different bits of information. These settings may be different for each user, allowing everyone to view the same report differently (in a format to their liking). Alternatively there is an option to share the configuration. The option to Use shared configurations in Period Reports may be enabled on a per user basis. Any users with that option enabled will read/write to saved configurations versus reading/writing to their own configurations. Savable There is also an option to save a report. This means that a user can adjust the parameters of a report and save it for faster future retrieval. Parameters include the report options (formatting and sorting), the report settings (what should appear in the report), and the criteria (who should appear in the report). For example, you could create a saved report with the criteria filtering on a department and another saved report with the criteria filtering on a different department. Then, in the future, you will be able to run a report for the department of your choosing without having to change the parameters each time.

86 12.1. Generating a Report 1. In WebScheduler, go to Period > Reports. 2. Enter the date range for the report. You may also select a date range from the drop down list. 3. Place a check next to the report you wish to view or print. 4. To choose which employees should be included in the report, click Criteria, choose a filter, configure it, and click OK. If you want to include everyone (that you have access to) then do not worry about the Criteria. 5. To view or print the report, click on the Print button and choose from the list of available outputs. Print to file This will save the selected report(s) to a TCRPT file which can be opened outside of WebManager using TimeClock Plus Report Printer. Print to PDF This will save the selected report(s) to a PDF for viewing with Acrobat Reader. Print to HTML This will save the selected report(s) to HTML for viewing with a web browser. Print to Office OpenXML This will save the selected report(s) to the OpenXML format for viewing with Microsoft Excel or other spreadsheet applications. Print to This will save the selected report(s) to a PDF and attach to an inside of WebScheduler. The option will only be available when the following conditions exist: 1) you are not logged in as the supervisor, 2) your user has an E- mail address on file (refer to Information Tab in the User Reference Guide found on the CD), and 3) the mail settings have been defined in WebManager s TimeClock Defaults (refer to Mail Settings in the User Reference Guide found on the CD) Configuring a Report 1. In WebScheduler, go to Period > Reports. 2. Highlight the report you wish to configure. 3. Click Settings.

87 4. You may change the report title or make changes to the settings (the settings will differ for each report). 5. Click OK Saving a Report This feature allows you to save the report options (formatting and sorting), settings, and criteria (who should appear in the report) for faster future retrieval. For example, you could create a saved report for each department. It would then be possible to preview or print these reports without having to change the parameters each time. Creating a Saved Report 1. In WebScheduler, go to Period > Reports. 2. Right click on the report you wish to save. 3. Click Create saved <report name>. 4. Enter a Section (category) or choose from the drop down list of sections (if you already created any saved reports). 5. Enter a Description. 6. From the three options, choose the accessibility and parameters of this report. Make this report visible to all users - If this is checked then the saved report will be available to everyone. If un-checked then it will only be available to the user who saved the report. Save criteria with this report - If this is checked then the criteria you define (from the Criteria button at the bottom of this screen) will be saved with the report. The saved criteria will then override the main criteria (the Criteria button at the bottom of the Reports screen). If un-checked then the main criteria will be used. Save report options with this report - If this is checked then the options you define (from the Options button at the bottom of this screen) will be saved with the report. The saved options will then override the main report options (the Options button at the bottom of the Reports screen). If un-checked then the main report options will be used. 7. If you enabled the option: Save criteria with this report then click Criteria, enable and configure a filter (choose who should appear in the report), and click OK. 8. Click Configure, choose the settings for this report, and click OK. You will need to click this button even if you do not wish to make any changes to the report s configuration. 9. If you enabled the option: Save report options with this report then click Options and make any desired changes to the formatting or sorting options.

88 10. Click Save. Generating a Saved Report 1. In WebScheduler, go to Period > Reports. 2. Click on the Saved Reports tab. 3. Enter the date range for the report. Alternatively you may select a date range from the drop down list. 4. Place a check next to the report(s) you wish to preview or print. 5. If the saved report does not include any criteria then you may choose who should appear in the report by clicking Criteria, enabling and configuring a filter, and clicking OK. If you want to include everyone (that you have access to) then do not worry about the Criteria. 6. To view or print the report, click on the Print button and choose from the list of available outputs. Print to file This will save the selected report(s) to a TCRPT file which can be opened outside of WebManager using Report Printer. Print to PDF This will save the selected report(s) to a PDF for viewing in Acrobat Reader. Print to HTML This will save the selected report(s) to HTML for viewing in a web browser. Print to Office OpenXML This will save the selected report(s) to the OpenXML format for viewing in Microsoft Excel and other spreadsheet applications. Print to This will save the selected report(s) to a PDF and attach to an inside of WebManager. The option will only be available when the following conditions exist: 1) you are not logged in as the supervisor, 2) your user has an E- mail address on file (refer to Information Tab in the User Reference Guide found on the CD), and 3) the mail settings have been defined in the TimeClock Defaults (refer to Mail Settings in the User Reference Guide found on the CD). The default footer for every report includes the page number (lower left corner) and the month, day, year, and time (lower right corner). This may be changed and custom text may also be entered (Configuration > Preferences > Footers).

89 SECTION XIII: CONFIGURING WEBCLOCK WebClock may be configured to look and behave differently for certain employees. For example, a company may want to remove the Clock In and Clock Out buttons from their salaried employees and enable the Enter Timesheet and View buttons. By default, everyone will use the Default configuration, but additional configurations may be created and assigned Changing the Configuration 1. Open a supported web browser such as Internet Explorer. 2. Go to the URL of WebClock: server name>/webclock30 During the first visit after installing or updating WebClock, the login page will take some time to load. In the address, replace webclock30 with the name of the virtual directory for WebClock if you performed an advanced setup and chose a different name). 3. Click Configuration. 4. Select the company if more than one company exists. 5. Enter the User Id and Password. 6. Click Login. 7. Click Configure Settings. More than one configuration may be created. For more information, refer to Creating a New Configuration and Assigning Configurations in the User Reference Guide on the CD. 8. Highlight the Default configuration and click Select. Every employee s WebClock will use the Default configuration unless they are assigned to a different configuration. It is recommended that you configure the default settings for most of your clients and assign specific configurations to the employees who need unique settings. 9. Make the desired changes (refer to WebClock Settings in the User Reference Guide on the CD) and click OK. 10. Click Logout to close the WebClock configuration.

90 TimeClock Plus 6.0 TimeClock Plus 6.0 Quick Reference WELCOME TO TIMECLOCK PLUS 6.0 To access the bookmarks go to View > Navigation Panels > Bookmarks. The Quick Reference Guide was written to provide you with the basic information to immediately start using TimeClock Plus. For more detailed information on the various functions of TimeClock Plus, please refer to the User Reference Guide located on the TimeClock Plus CD for viewing or printing. The User Reference Guide thoroughly documents the functions and features of TimeClock Plus. From the main TimeClock Plus installation screen there is an option to View Manual. I.I. How to Use this Guide User Reference Guide Throughout this guide, there will be references to sections in the User Reference Guide. These will be indicated by an open book. The User Reference Guide is located on the CD. If you place your CD in the CD- ROM drive, a menu will appear with an option to View Manual. Notes Notes provide important comments on issues to keep in mind when setting up your TimeClock Plus system. Warnings The warning is to bring your attention to a very important detail, setting, or configuration that is important to your TimeClock Plus system. Tips Tips and shortcuts that may aid you as you use TimeClock Plus. Definitions Indicates a key term that has been defined. Rev. 3/17/11

91 I.II. System Requirements Client Minimum Windows XP, Windows Vista, Server 2003, or Server megahertz (MHz) processor 128 megabytes (MB) of RAM 30 megabytes (MB) of hard disk space 800 x 600 high color resolution Microsoft.NET 3.5 with Service Pack 1 CD/DVD-ROM Drive Keyboard and Mouse Recommended 300 megahertz (MHz) or higher processor 256 megabytes (MB) or more of RAM 1024 x 768 high color resolution Database Server Minimum Windows XP, Windows Vista, Server 2003, or Server megahertz (MHz) processor 256 megabytes (MB) of RAM 600 megabytes (MB) of hard disk space 800 x 600 high color resolution SQL 2000 (MSDE) or better* CD/DVD-ROM Drive Keyboard and Mouse *SQL Express 2005 is available on the CD If you wish to install any TimeClock Plus applications on the database server then Microsoft.NET 3.5 with Service Pack 1 will be necessary as well. Recommended 1 gigahertz (GHz) or higher processor 512 megabytes (MB) or more RAM 1024 x 768 high color resolution SQL Express 2005 Rev. 3/17/11

92 I.III. Customer Service There are 3 ways to contact the Customer Service department: Phone: (325) support@timeclockplus.com Chat: For , please include your company name and serial number. Customer Service Representatives are available from 9:00 5:00 CST, Monday thru Friday (excluding standard holidays) to assist you with any questions regarding the installation or operation of TimeClock Plus. Support sent via typically receives a reply within 2 business days. After your initial 90 days of support have expired, further support will be available on a fee basis. Please contact your Sales Representative or DMI Technical Support for more information. Data Management Inc. reserves the right to modify the Technical Support policies without notice. I.IV. Important Concepts of the Application TimeClock Plus is a very simple-to-use, yet powerful, timekeeping application. The complete list of concepts may be found in the User Reference Guide (on the CD): Section I.IV. Important Concepts of the Application. The most important things to know are: Employees are individuals with access to On-Screen TimeClock or a Remote Data Terminal (RDT). The following are some examples of what an employee would do: perform clock operations (e.g., clock in/out), access information that is enabled for viewing such as their hours or schedule, approve hours, and submit schedule requests. Users are individuals with access to the management applications such as TimeClock Manager and TimeClock Scheduler. The following are some examples of what a user would do: add employees, create schedules, edit and approve hours, review time off/schedule change requests, run reports, and export hours for payroll. When creating a user, the new user s access to employees and functionality may be limited. It is recommended that you create a user for each manager. Doing this will allow you to limit the user s access, if desired, and allow for better tracking of user activity. For example, you will be able to see who made changes to an employee s hours or who performed an override on a clock restriction (if enabled). Rev. 3/17/11

93 Employees, by default, are identified by a numeric Employee ID. This can be the same number you use to identify them in other systems (such as payroll). Alternatively, you may assign the employee any number for the Employee ID and enter the other system s identifier as the Export Code. Time is captured and tracked with a job code for each employee. These codes may be as simple as Hourly, Sick and Vacation, may designate a department, or may be based on the tasks an employee would perform. For example, Bob Smith may work in Assembly (Job Code 1000) and float from Assembly to Shipping (Job Code 2000) throughout the day. To track his movement between the two, assign him job codes 1000 and 2000, and as he changes job codes in On-Screen TimeClock or on a Remote Data Terminal (RDT), you will be able to track his time between both areas. TimeClock Plus has two types of job codes: clockable and non-clockable. Clockable job codes are used by an employee when clocking in through the On- Screen TimeClock or from a remote data terminal. Non-clockable job codes must be entered by a supervisor or manager through the TimeClock Manager (e.g., Sick time). A job code is typically the equivalent of a pay code in many accounting applications. Employees perform clock operations (clock in/out, go on break, or change job code) via the On-Screen TimeClock or through a Remote Data Terminal (RDT). A combination of these two methods can also be utilized. For example, you may have administrative employees who clock in/out via the On-Screen TimeClock while warehouse personnel swipe their badges at an RDT on the warehouse floor. This enables employees to clock in/out as close to their workstations as possible. As technology progresses, we are constantly looking at new ways to be able to track employee time. In earlier versions of TimeClock Plus, if an employee forgot to clock in and tried to clock out, or if an employee forgot to clock out of the last shift and tried to clock in, the operation would not be allowed. Missed Punches, if enabled, create a missing clock in or out time, flag it as a missed punch for manager review, and allow an employee to proceed with the clock operation. A Close Week operation must be performed regularly to calculate accruals/maintain accrual balances, archive hours, track tardies, and track absences. You should close the week once all hours have been edited and approved. You can have up to 4 weeks open at a time. Managers may not add a shift to a date that is more than 28 days past the start of the current week in TimeClock Manager. For more information, refer to the User Reference Guide (on the CD): Section VI. Closing the Week. Rev. 3/17/11

94 I.V. Included Applications and Utility Programs The TimeClock Plus system consists of several integrated applications: TimeClock Manager The TimeClock Manager performs all functions related to managing the application and data. It includes initial setup, the ongoing management of employee information, management of hours, management of job codes, payroll and attendance reporting, the importing and exporting of data, employee messaging, and it supports the monitoring of each employee s status in real time such as when an employee is clocked in, on a break, etc. The On-Screen TimeClock The On-Screen TimeClock can be used by employees to clock in/out. Self-service options may also be enabled including the options to view and approve hours, create a shift note, view schedules or accruals, and submit to schedule requests (requested leave). TimeClock Scheduler The TimeClock Scheduler is not required for the basic gathering of punches. However, in order to take advantage of the attendance functions provided by the TimeClock Plus system, schedules for each employee must be created in the TimeClock Scheduler to track tardiness and attendance. The use of employee schedules also allows for restricting (requiring an override for) early and late clock in/out operations as well as the automatic rounding of an employee s time in/out to their scheduled time when applicable. Database Manager The Database Manager allows users to create a SQL database. It is also used to manage SQL user roles and to backup or restore the TimeClock Plus database. AutoUpdate Periodically updates for the applications will be released. These updates are made available to registered users through AutoUpdate. Aside from updating the applications, many TimeClock Plus modules must be downloaded and installed via this application. Module Manager The Module Manager controls the availability of a module to users or PCs. After a module is installed using the AutoUpdate application, it has to be enabled in Module Manager. In addition to the activation of a module, Module Manager allows users who have a fingerprint terminal or hand scanner to manage their biometric records. WinRemote The WinRemote allows users to configure and activate an RDT. It is designed to run as an application (minimized to the system tray) or as a service in Windows 2000 and later. Tracing System The Tracing System is a tool which logs events that occur while using a TimeClock Plus application. It will only be used when troubleshooting a problem with DMI Technical Support. Rev. 3/17/11

95 Report Printer The Report Printer allows users to open a report that was saved to a file in TimeClock Manager or TimeClock Scheduler. There is an option in the reporting sections of TimeClock Manager and Scheduler: Print to file. This will save the selected report to a TCRPT file which can be opened outside of TimeClock Manager via the Report Printer application. This is useful if you want to a report to another user that is utilizing the Report Printer application. With it, they can print or preview the report. This use of this application can be bypassed because in 6.0, reports can now be ed from the TimeClock Manager. Bar Code Printer The Bar Code Printer allows users to make and print bar codes that can be used with a bar code Remote Data Terminal. Once a layout is chosen, the Bar Code Printer can automatically fill in the number for each bar code starting with a user defined number or fill in the number for each bar code by pulling employee numbers from your TimeClock Plus database. I.VI. Hardware Remote Data Terminals (RDTs) RDTs are physical TimeClock terminals that are used to perform clock in/out operations by employees who cannot use the On-Screen TimeClock application because they do not have access to a PC. They are available with Serial or Ethernet connectivity and with several different types of employee recognition systems including a basic numeric keypad (for the manual entry of an ID number), a barcode or magnetic card swipe, and even biometric recognition (finger or hand print). Serial devices connect to a serial port in the back of a single PC or server. Ethernet devices connect directly to your TCP/IP network via a LAN drop. This means that your placement of the device will not be limited by the availability of a PC. Ethernet RDTs require a static IP address on your LAN/WAN. Biometric devices available with Serial or Ethernet connectivity. These devices authenticate an employee for clock in/out by reading their fingerprint or hand print image of their hand depending on the model you select. These devices reduce the problem of buddy-punching which has become common in some work environments. Barcode RDT Peripherals DMI also offers a hand-held scanners to be used in conjunction with the barcode reader equipped RDTs. These scanners allow you to read barcodes, using the standard 3 of 9 Barcode font from documents such as work orders to collect time by work order, sub-task, etc. I.VII. Additional Software Export Modules TimeClock Plus offers export modules for many popular payroll software packages and service providers in today s market. These modules produce an export file in the format specified by these packages/providers for their import thus eliminating or reducing the need to print the data in TimeClock Plus and then having to key it into another application. Please contact your sales representative today to see if a Rev. 3/17/11

96 module is available for your payroll or HR solution. Job Costing Module A major component of project or cost accounting is tracking the costs associated with personnel at the project or work order level. The Job Costing module allows you to add up to 3 additional levels of tracking to the employee s time (in addition to the employee ID and Job Code tracked in TimeClock Plus). For example, when Bob Smith worked 4 hours in Assembly on Work Order number 1368 of Project A for Customer number 100, the Job Costing module captures the work order through customer number designations. Multi-Company Module Many companies actually process payroll for multiple entities from within one timekeeping and payroll system and may need to allow employees to clock in/out in several companies. The Multi-Company module assists in this process by maintaining separate time keeping companies for each entity. This allows each company s data to be maintained separately. If each company has a different work week, then this module is necessary to accurately track time. Shift Differential Module For those companies who provide pay differentials based on time of day or by the day of the week, this module automates the management and collection of shift data, pay differentials, and is also integrated with the TimeClock Manager. Auto Import Module For those companies that use an application other than TimeClock Plus to collect time, the Auto Import module allows the data to be collected from these applications in an unattended fashion and reduces double entry between the two systems. The Auto Import module automatically imports a text file with the collected information such as employee information, job information, or punches when that file is placed in the TimeClock directory in a designated format. I.VIII. What s New in 6.0 There are several new and improved features in 6.0. Many of the changes are described below. TimeClock Manager Enhanced Navigational Control Added ability to search for an employee by first name, last name, id, badge number, or export code. This includes an auto complete feature that suggests the closest match to what is entered (as it is entered), helping the user narrow down the selection. Improved loading performance of employee lists for a large number of employees. Automatic Transfer of Schedule to Hours Added support for automatically transferring scheduled hours to actual hours. This is especially useful when scheduling vacation. Only scheduled hours for job codes that are configured to automatically transfer will be transferred Rev. 3/17/11

97 from the schedule to the employee s hours during the close week process. Hours are transferred into the week you are entering and not the week you are leaving. Importing Added ability to import punches, raise history, and contracts (Contract Workers module). Added the ability to import employee photos when importing employee information. When importing employee information based on a template, the template name may now be entered in the import file. Exporting Added ability to export employee job code information, raise history (rate access required), accruals, and contract information (Contract Workers module). In addition to a CSV format, information may now be exported to XML, a recognized import format in many applications. Added a list of fields that may be previewed or printed. This list includes all fields that can be imported, their allowed values, and headers. It also includes all custom fields. Employee Default Information Added ability to create more than one set of defaults to apply when adding or editing an employee. In previous versions, only one set of defaults was available, but now more than one may be created. Global Modification Added ability to globally change the manager for a group of employees. Added ability to globally raise the salary for several employees. Edit Hours Added ability to delete multiple shifts at a time. Added ability to edit actual or rounded times. Added an option to perform punch rounding (automatic or schedule) and an option to perform break rounding when adding hours. In previous versions, the system did not round the time being added manually. It only rounded the time during a clock operation. In 6.0, if these options are enabled, the time will also be rounded when manually adding it. Added an additional level of approval ( Other approval, if needed, for a user other than the manager and employee). Added an option to display the ID of the last user who performed an employee approval, manager approval, or other approval. Rev. 3/17/11

98 Allows for splitting a shift an infinite number of times with fixed minutes or percentages. The system will automatically calculate the remaining percentage or minutes for the last segment. Quick Add Hours Added an auto select button that allows you to automatically select employees in the list based on worked criteria. For example, select the employee if they worked at least 8:00 hours on Monday and 8:00 hours on Wednesday. This is primarily used for adding holiday hours to employees that worked the day before and after the holiday. Time Sheets Added screen for quickly entering time sheets. Employee Messaging Added support for the starting and ending date/time of a message. Removed the management message and replaced it with an option to Send a global message. The major difference is that with the Send a global message option you can have multiple messages active at once and with the starting and ending times you could effectively send out a message for each week or a day ahead of time. Reports Major performance tuning (faster report generation). Added the ability to create saved reports. This means that a user can adjust the parameters of a report (the formatting, settings and criteria - who should appear in the report) and save that report for faster future retrieval. One example of this is creating a saved report for each department. It would then be possible to preview or print these reports without having to change the parameters each time. Added support to attach reports to an (mail settings must be configured in TimeClock Manager). After choosing the option: Print report to TimeClock Manager will open its own window where the recipient s address may be entered. Added ability to automate the generation of a report (automation module). Added support to render all reports in a PDF format. Absent and Tardy Reports may be viewed in a calendar layout. Added Employee Accrual Rule Report. Added Shift Note Report. Added Approval Report. Added Conflicting Segments Report. Added Break Totals Report. Added Time Coverage Report. Exports Added ability to automate an export (automation module). Rev. 3/17/11

99 Who s Here Added a real time find function to search for names in the list. The search will look for matching first/last names. Added an Hours tab to reflect each employee s total hours for the day, total hours for the week, and current status. Added a Leave tab to reflect anyone who is currently in a Leave job code (e.g., Sick or Vacation). Master Job Code List A job code can be added or imported using another job code as its template. Added a break rounding simulator to assist in configuring the break rounding settings. Added ability to define accrual resets and caps at the master job code level. These can be overridden at the employee level if necessary. Request Manager Added ability to review and approve or deny time-off requests, scheduling requests, and fixed scheduling requests submitted by the employees through On-Screen TimeClock or a remote data terminal (time-off requests only). The manager s response to a request may be sent to the employee through TimeClock Plus messaging system, an , or both. Accrual Rules An accrual rule can be added using another rule as its template. Holiday Calendar Added ability to add recurring holidays in a manner that just about any holiday can be entered. For example, last Tuesday of month, second Monday of the month, first Thursday after the second Tuesday of the month, etc. Added ability to print the holiday calendar in a list or calendar format for a definable date range. User List Added roles that are functionally user right templates. The user rights for one group of users may be defined and saved as a role for another. Then each user in that group can be created and assigned to that role instead of having to re-define the rights for each user. Note: These roles only correspond to user rights and not to which employees the user has access to. Added ability to define which job codes that user can access. Only applies to editing or approving hours and not assigning job codes to an employee. Added Start in option (per user) to determine what screen is opened when the user logs into TimeClock Manager. SHA-1 password encryption. Rev. 3/17/11

100 TimeClock Defaults Added password policy section. This section allows the user to set the restrictions on each type of password. For example, you can set the restriction to require at least a 10 character password containing at least 2 uppercase, 2 lowercase, and 2 numeric characters. Added options for Edit Hours to clear the approval of a segment when that segment is edited. Added options for Edit Hours to prevent the editing of approved segments and options to prevent the deleting of approved segments. Custom Fields Added support for custom fields at the employee hour level and also at the cost code level (requires Job Costing module). TimeClock Scheduler Open Schedule The number of weeks may be selected when opening a period instead of defining the number of weeks in Scheduler s Preferences. Up to 8 weeks may now be opened at a time (not recommended). Copy schedules Added a Schedule Copy screen for copying schedules from one period to another. Weekly Overall Schedule Full support for editing from the weekly view including drag and drop, cut, copy, paste, and save to/paste from snippet. Improved loading performance. Global (or Mass) Scheduling Added the ability to globally add, change, and delete a scheduled segment to all/selected employees (according to criteria). An entire schedule may also be applied globally. Delete Past Schedules Added ability to delete a date range instead of an entire schedule. Schedules for employees that the current user cannot access are no longer deleted during the deletion process. Added ability to delete schedules based on the Scheduler s criteria, all employees the user can access, or all employees in the company (user right must be enabled). Rev. 3/17/11

101 On-Screen TimeClock Added screen for quickly entering time sheets (to record on this date, I worked x hours, in this job code ). Permission is required on the employee s Misc tab (Add/Edit) to do this. Added ability for employees to split a shift. WinRemote Now stores the prompt files in the database so that can be used anywhere. Added ping on Ethernet tab so that you can ping an IP address. Added Detect option to the Serial tab which detects the terminal type and selects the baud rate (serial terminals only). Terminal Firmware The following changes have been made to the Series 100/200 (firmware 1.3 or later): Added the ability for the hand scanner to work in fallback mode. Added support for the Cogent option to bypass a finger verify for certain employees in fallback mode. Added support for the Cogent option of verification always successful in fallback mode. Added support for the new feature in 6.0 to always use the default cost code when clocking in. Auto Import Added ability to automatically import employee hours. This is different from the already existing employee punches import. It allows for importing complete data and not just individual punches. All fields that can be imported in Manager and Scheduler are now available in Auto Import. Added ability to automatically import contract information and schedules. Modules Added support for authentication modules (POP3, LDAP, etc.) that provide a unified password mechanism when logging into an application (Manager, Scheduler, etc.). Rev. 3/17/11

102 SECTION I: INSTALLATION 1.0. Installing TimeClock Plus 6.0 The installation of TimeClock Plus 6.0 will depend on if you are a new user or upgrading. Before proceeding, you need to determine the steps (and subsections) to follow. There are two very important backend requirements: TimeClock Plus 6.0 uses a SQL database. The minimum server supported is MSDE Microsoft SQL Server 7.0 is NOT supported! Microsoft SQL Express 2005 has also been provided with your copy of TimeClock Plus 6.0. Microsoft.NET 3.5 with Service Pack 1. If this is not detected then it will be installed from the Setup menu. For new users: 1. If necessary, install the Database Engine (1.2. Installing the Database Engine). 2. Install the server applications (1.3. Installing the Server). 3. Open Database Manager, connect to your instance of SQL, and create the TimeClock Plus database (1.4. Creating the Database). 4. Open TimeClock Manager on the server and connect to the TimeClock Plus database (1.7. Connecting to the Database). 5. Install the client applications (1.8. Installing the Client for a Manager/1.9. Installing the Client for an Employee). For users who are upgrading from TimeClock Plus 5.0: 1. Install the Database Engine (1.2. Installing the Database Engine) if you do not have a SQL Server on what will be your 6.0 database server. 2. Install the 6.0 server applications (1.3. Installing the Server). 3. Open Database Manager, connect to your 5.0 instance of SQL, and upgrade the database (1.5. Upgrading the Database from 5.0). 4. Open 6.0 s TimeClock Manager on the server and connect to the TimeClock Plus database (1.7. Connecting to the Database) before installing any clients. 5. Install the client applications (1.8. Installing the Client for a Manager/1.9 -for an Employee). For users who are upgrading from TimeClock Plus 4.0 or 4.1: 1. Install the Database Engine (1.2. Installing the Database Engine) if you do not have a SQL Server on what will be your 6.0 database server. 2. Install the 6.0 server applications (1.3. Installing the Server). 3. Create and convert the database (1.4. Creating the Database and 1.6. Upgrading the Database from 4.0 or 4.1). 4. Open 6.0 s TimeClock Manager on the server and connect to the TimeClock Plus database (1.7. Connecting to the Database) before installing any clients. 5. Install the client applications (1.8. Installing the Client for a Manager and 1.9. Installing the Client for an Employee). Rev. 3/17/11

103 1.1. The Setup Menu Please log on as the administrator or as a user with administrative privileges before proceeding. 1. Insert the TimeClock Plus CD in your CD-ROM drive. If auto-run/auto play is enabled, a menu will appear. If not, go to Start > Run > enter X:\SETUP (where X is the drive letter of your CD-ROM drive) and click OK. The Setup menu offers several options: Install Database Engine This option will allow you to install SQL Express Install Application This option will allow you to install the TimeClock management applications and the On-Screen TimeClock application. Install On-Screen TimeClock This option is for workstations or PCs that will be used for employee clock operations only. It will install the On-Screen TimeClock application only. Install Acrobat Reader This will install Acrobat Reader 9. The User Reference Guide for TimeClock Plus 6.0 can be found on the CD. It has been saved as a.pdf file, which requires Acrobat Reader. View Manual This will open the manual on the CD. Acrobat Reader must be installed. Rev. 3/17/11

104 1.2. Installing the Database Engine This will install Microsoft SQL Express If you have an existing SQL server (MSDE 2000 is the minimum) that you want to host the TimeClock Plus database then skip this step. Otherwise, on your database server, please click Install Database Engine and click Yes to confirm. The installation of SQL Express 2005 will create an instance called timeclockplus Installing the Server 1. Go to the Setup menu (refer to 1.1. The Setup Menu). 2. Click Install Application. 3. Since this is your first installation, leave the path blank and click OK. 4. Click Next. 5. Review the License Agreement and, if you accept the terms, select I accept the terms in the license agreement, and click Next. 6. On the Customer Information screen, enter your user name and organization/company name, and click Next. 7. Click Next to accept the default path unless a different destination is desired. Rev. 3/17/11

105 8. Select the desired setup type and click Next. Complete If this option is selected, all of the applications will be installed. Custom If this option is selected, you will be able to choose from a list of the applications to install. 9. If you selected the custom setup then choose the components to install by clicking on the icon next to an application and choosing whether to install that application or make it unavailable. 10. Click Install. You need to share the TimeClock Plus 6.0 program directory across your network (read access only). New users: After the installation, you need to open Database Manager, connect to the instance, and create a database (as explained in the next section). Upgrading (5.0) users: After the 6.0 installation, verify that you have backed up your 5.0 database in 5.0 s Database Manager. In the Database Manager for 6.0, select the 5.0 database (the database and not the backup), and click Upgrade (as explained in the next section). Rev. 3/17/11

106 1.4. Creating the Database 1. Open Database Manager. 2. Next to Server, enter the server name and instance. The format of the information entered should be: <server name>\<instance name> 3. Select the method to connect or leave as Default. The Default method means that SQL will use what it determines is the best way to connect to the database instance. If you select TCP/IP then specify the port you are using for SQL. The Timeout is the length of time the Connection Manager (over TCP/IP) will try to connect before timing out. 4. Select the authentication. Use integrated authentication If this option is selected, a user name and password will not be necessary since it is authenticating through Windows instead of SQL. For this to work, the Windows user must be added as a login with permissions to the TimeClock Plus database. Use SQL server authentication with default password (sa user) If this option is selected, the sa user s default password will be used. If you installed the SQL Express 2005 included with TimeClock Plus 6.0 then select this (unless the sa user s password was changed since then). If it was changed then you can select the last option (to use the specified password) and enter the new password. Use SQL server authentication with specified password (sa user) If this option is selected, it will authenticate the SQL User and password entered. 5. Click OK. 6. Click Create. Rev. 3/17/11

107 7. Enter your company name and your 6.0 serial number. You will receive a serial number with your purchase. It will be found within your album cover. 8. Enter the database name and database file name if you choose a name different than the default. 9. Enter the database file name if you desire a different name than the default (TcPlus). 10. Click OK. After creating the database, you need to open TimeClock Manager and connect to it before proceeding with any client installations Upgrading the Database from 5.0 or 4.2 This is only necessary if you are upgrading from TimeClock Plus 5.0. If you are not upgrading then please skip this section and proceed to 1.7. Connecting to the Database. USERS UPGRADING FROM 5.0/4.2 SHOULD CREATE A BACKUP OF THE 5.0/4.2 DATABASE BEFORE PROCEEDING. ONCE THE 5.0/4.2 DATABASE HAS BEEN UPGRADED, IT WILL NO LONGER BE AVAILABLE TO ACCESS WITH TIMECLOCK PLUS 5.0/4.2. For users coming from 1.6. Upgrading the Database from 4.0 or 4.1, skip step If you haven t already created a database, please do so now by following the steps in the preceding section (1.4. Creating the Database). Then proceed with step 2 in this section. 2. Open Database Manager. Rev. 3/17/11

108 3. Next to Server, enter 5.0 s server name and instance, if the default, (local)\timeclockplus, is incorrect. The format of the information entered: <server name>\<instance name> 4. Select the method to connect or leave as Default. The Default method means that SQL will use what it determines is the best way to connect to the instance. If you select TCP/IP then specify the port you are using for SQL. The Timeout is the length of time it (over TCP/IP) will try to connect. 5. Select the authentication. Use integrated authentication If this option is selected, a user name and password will not be necessary since it is authenticating through Windows instead of SQL. For this to work, the Windows User must be added as a login with permissions to the TimeClock Plus database. Use SQL server authentication with default password (sa user) If this option is selected, the SA user s default password will be used. If you installed the MSDE 2000 included with TimeClock Plus 5.0 then select this (unless the SA user s password was changed since then). If it was changed then you can select the last option (to use the specified password) and enter the new password. Use SQL server authentication with specified password (sa user) If this option is selected, it will authenticate the SQL user and password entered. 6. Click OK. 7. Select the 5.0 database and click Upgrade. 8. Click Yes to confirm. 9. Enter your company name and 6.0 serial number, and then click OK. After upgrading the database, you need to open TimeClock Manager and connect to that database (1.7. Connecting to the Database) before proceeding with any client installations. Rev. 3/17/11

109 1.6. Upgrading the Database from 4.0 or 4.1 There is a data conversion utility included with 6.0 that converts data from dbase (the database structure of TimeClock Plus 4.0 and 4.1) to SQL (the database structure of TimeClock Plus 5.0 and 6.0). Once converted to SQL, the database must be upgraded using the TimeClock Plus 6.0 Database Manager (1.5. Upgrading the Database from 5.0). 1. If you haven t already created a database, please do so now by following the steps in the preceding section (1.4. Creating the Database). Then proceed with step 2 in this section. 2. Open the Data Conversion Utility. 3. Click Next on the first screen to begin the conversion set up process. 4. On the Select Company screen you need to choose your existing 4.0/4.1 data directory. Once highlighted, click Next. If the company is not displayed, you can browse for the company data directory. This is useful if you just want to move the TimeClock Plus data folder to the server for conversion. 5. On the SQL Settings screen, the SQL database settings will appear. If these settings are incorrect then click Change Settings and adjust them as necessary. Otherwise click Test Settings to ensure that the conversion utility can connect to the database. Once the settings are correct, click Next. Rev. 3/17/11

110 6. The next screen is the Conversion Summary tab and allows you to adjust your Company Number or Name when converting the data. If you would like to change either one of those options, do that now. 7. If company number and name are correct for 6.0, click Finish to start the conversion. Another window will open and the progress of the conversion will display. 8. Once the process is complete, click Close at the bottom of the progress window. After upgrading the database, you need to open TimeClock Manager and connect to that database (1.7. Connecting to the Database) before proceeding with any client installations Connecting to the Database It is recommended that, before connecting, you open the AutoUpdate application and click Update. This will download any available updates and, when anyone opens a TimeClock Plus application, they will be prompted to install those updates (a quick process). 1. Open TimeClock Manager. 2. Click Yes to configure the connection settings. 3. Next to Server, enter the server name and instance, if (local)\timeclockplus, is incorrect. The format of the information entered: <server name>\<instance name> 4. Next to Database, enter the name of the TimeClock Plus database, if the default, TimeClockPlus, is incorrect. Rev. 3/17/11

111 5. Select the method to connect or leave as Default. The Default method means that SQL will use what it determines is the best way to connect to the instance. If you select TCP/IP then specify the port you are using for SQL. The Timeout is the length of time it (over TCP/IP) will try to connect. 6. If your server supports connection encryption then place a check next to Enable connection encryption. 7. Select the authentication. Use integrated authentication If this option is selected, a user name and password will not be necessary since it is authenticating through Windows instead of SQL. For this to work, the Windows User must be added as a login with permissions to the TimeClock Plus database. Use SQL server authentication with 5.0 default user/password If this option is selected, 5.0 s default user (tcuser) and password will be used. If you upgraded a 5.0 database to 6.0 then select this. Use SQL server authentication with 6.0 default user/password If this option is selected, 6.0 s default user (tcuser) and password will be used. If you created the TimeClock Plus database in 6.0 then select this. Use SQL server authentication with the specified user/password If this option is selected, it will authenticate the SQL user and password entered. 8. Click Test to test the connection settings without actually connecting and Save to save the settings and actually connect. After you have connected to the database and see the Select company screen, you may proceed with your client installations Installing the Client for a Manager On the manager s workstation: 1. Go to the Setup menu (refer to 1.1. The Setup Menu). 2. Click Install Application. 3. Enter the path of the TimeClock Plus 6.0 program directory on the computer where you first connected to the database. Rev. 3/17/11

112 4. Click Next. 5. Review the License Agreement and, if you accept the terms, select I accept the terms in the license agreement, and click Next. 6. On the Customer Information screen, enter your user name and organization/company name, and click Next. 7. Click Next to accept the default path unless a different destination is desired. 8. Select the desired setup type and click Next. Complete If this option is selected, all of the applications will be installed. Custom If this option is selected, you will be able to choose from a list of the applications to install. 9. If you selected the custom setup then choose the components you choose to install by clicking on the icon next to an application and choosing whether you choose to install that application or make it unavailable. 10. Click Install. Rev. 3/17/11

113 1.9. Installing the Client for an Employee If your employees will be performing any operations from a PC (clock operations, viewing and/or approving hours, viewing accruals, etc.) then you will need to install the On-Screen TimeClock on that computer. Please note, Microsoft.NET 3.5 (SP1) is required for each workstation running this application. If you have a Remote Data Terminal for clock operations, you can still install the On- Screen TimeClock if you want employees to perform other operations on their PC such as viewing and approving their hours, viewing schedules and accruals, or submitting a schedule change request (submitting a schedule change request is only possible with the On-Screen TimeClock). On the employee s workstation: 1. Go to the Setup menu (refer to 1.1. The Setup Menu). 2. Click Install On-Screen TimeClock. 3. Enter the path of the TimeClock Plus 6.0 program directory on the computer where you first connected to the database. 4. Click Next. 5. Review the License Agreement and, if you accept the terms, select I accept the terms in the license agreement, and click Next. 6. On the Customer Information screen, enter your user name and organization/company name, and click Next. 7. Click Next to accept the default path unless a different installation directory is desired. 8. Select the setup type and click Next. Rev. 3/17/11

114 Complete If this option is selected, all of the applications will be installed. Custom If this option is selected, you will be able to choose from a list of the applications to install. 9. If you selected the custom setup then choose the components you choose to install by clicking on the icon next to an application. 10. Click Install. Rev. 3/17/11

115 SECTION II: INITIAL SETUP OF A COMPANY Once TimeClock Plus 6.0 is installed, you will need to set up a company. The setup will involve several steps (depending on your needs): 1. In TimeClock Manager, create a company (refer to 2.0. Creating a Company in this Reference Guide). 2. OPTIONAL In Scheduler, create schedules (refer to Creating/Editing Employee Schedules in the User Reference Guide on the CD). This step is only necessary if you want to take advantage of the attendance monitoring (tracking tardies and absences), schedule restrictions (preventing early and late clock operations), or schedule rounding (rounding the actual in/out time to the scheduled in/out time). 3. If you purchased any modules, install them with the AutoUpdate application and then load them for the company you created using Module Manager. 4. Log into TimeClock Manager and continue setting up the company (create job codes, create employees, and assign job codes to employees). 5. Configure the On-Screen TimeClock and/or Remote Data Terminal in order to include more options, to change the behavior, or the layout. This section will walk you through creating a company and using the Quick Setup Wizard. Subsequent sections of the guide will cover some of the other areas in TimeClock Manager and other applications (such as TimeClock Scheduler and On- Screen TimeClock). The areas that are not included in this section are covered in the User Reference Guide located on the CD Creating a Company Open TimeClock Manager and create a company. The creation of a company includes entering a company number, name, and the start of your work week. 1. Open the TimeClock Manager application. The Create Company screen will appear. 2. Enter a company Id and Name. 3. Choose the beginning of your work week. 4. Click OK. This date needs to be the beginning of your most recent work week. For example, if you calculate overtime from Sunday to Saturday, last Sunday should be entered (if today is Sunday then today s date should be entered). Rev. 3/17/11

116 If you purchased the multi-company module, you need to install it and load it for the company you created. Once its loaded through the Module Manager, re-open the TimeClock Manager. 5. Highlight your company and click Select. 6. Log in as the Supervisor user. 7. Proceed through the Quick Setup Wizard. This is optional, but the wizard presents some important settings, so this is recommended. If you converted data from a previous version of TimeClock Plus, then you will need to enter the correct supervisor password. 8. Create the job codes. 9. Add the employees and assign the appropriate job codes to each. After step 9, employees may begin clocking in using the On-Screen TimeClock or through a Remote Data Terminal. They will clock into a clockable job code and that record may be edited or approved by a manager or supervisor in TimeClock Manager The Quick Setup Wizard The Quick Setup Wizard is used to configure many vital system settings. When you log into TimeClock Manager for the first time (as supervisor) the Quick Setup Wizard will launch automatically. The Quick Setup Wizard will help you to identify and setup those features and settings. It is not required to go through the wizard during the initial login, however it is recommended. The wizard can be run at any time (there is an option to access the wizard in the File menu of the TimeClock Manager). Much of the TimeClock Plus setup has been consolidated into the Quick Setup Wizard. Any changes you make in the Quick Setup Wizard will not be saved until you click Finish. The Finish button is found on the last screen of the wizard Supervisor Password When creating a new company, the Supervisor s access password will be blank by default. Password: Enter the Supervisor password. This password will be required to log into any of the TimeClock Plus applications as the Supervisor user. Rev. 3/17/11

117 Re-Enter Password: Re-enter the password you entered in the Password field to confirm. This password may also be configured from the User Options screen in TimeClock Manager. If the Supervisor password has already been configured, the Supervisor Password Setup screen will be skipped by the Quick Setup Wizard Terminology This screen includes the two most commonly mentioned elements of TimeClock Plus, employees and job codes. Cost codes will also be included if the Job Costing module is installed and loaded. How do you refer to these individuals? Enter the title you use when referring to the individuals who will be clocking in and out (e.g., Employee, Student, etc.). The employee reference is the most common. How do you refer to these jobs? Enter the title you choose to use when referring to the codes that track time, i.e. ( job codes or pay codes ). These include the codes that employees clock into and the codes that track other time keeping activities such as sick or vacation time. The reference titles established here will propagate throughout the system (menus, reports, etc.) when these individuals and jobs are referenced. Both titles may be changed at any time through (Configuration > Preferences > Defaults > Display) options. Rev. 3/17/11

118 Period and Date Settings The settings at the top of this screen will establish your default pay period information. In TimeClock Plus there are several screens (e.g., the reports) where a date range may be entered manually or selected via the drop down list. These options allow you to quickly adjust the date ranges for your timekeeping activities. There are two options in the drop down list: Last Period and This Period. In the Quick Setup Wizard, the Default pay period and Pay period start dates affect these options. The settings at the bottom of this screen are used for bi-weekly or quadweekly overtime calculations. Default pay period: Select your pay period (Weekly, Bi-Weekly, Semi-Monthly and Monthly). This setting does NOT affect how overtime hours are calculated. This setting only affects the preset date ranges available in the drop down list. Bi-Weekly base week: Select the beginning of the bi-weekly period that you are currently in. If you do not calculate overtime on a bi-weekly basis then disregard this field. Quad-Weekly base week: Select the beginning of the quad-weekly period that you are currently in. If you do not calculate overtime on a quad-weekly basis then disregard this field. Rev. 3/17/11

119 Hour Calculations This screen is used to configure the advanced settings applicable to overtime and shift premiums that occur for hours worked during your normal timekeeping periods. Calculate hours counting toward overtime but not earning overtime first If this option is checked then any job codes configured to only count towards overtime, but not earn overtime will be placed at the beginning of the list when calculating hours. For example, if an individual who is paid overtime after 40 hours works 38 hours and then works an additional 4 hours in a job code that counts toward, but does not earn overtime, that individual will not be paid overtime unless this option is checked. By checking this option, all hours that count toward overtime, but do not earn overtime will be pushed to the beginning of the week or day before hours are calculated. Include premium pay in base rate when calculating overtime If this option is checked then any premiums (holiday premiums or premiums for the 6 th and 7 th consecutive day) will be added to the base rate before the overtime is calculated. The overtime rate will be calculated as (Rate + Premium) x Overtime Factor. If this option is not checked then the overtime rate will be calculated as (Rate x Overtime Factor) + Premium. Pay multiple premiums if they occur in the same shift If there are multiple premiums for a shift and this option is checked, they will all be paid. The individual will earn both premiums such as a combined holiday pay and seventh day pay for that shift. If this option is not checked, the individual will earn the higher of the two premiums. Rev. 3/17/11

120 Time Settings This screen allows you to configure where the TimeClock Plus receives date and time information. The configurations for time zones and/or daylight savings time are located on this screen. Method for retrieving the time - Select the desired method for retrieving time: Use the database server time with no adjustments If this option is selected, the client workstations and terminals will pull their time from the database server without adjusting it to a time zone. This setting should be selected if all client workstations and terminals are located in the same time zone as the database server. Use the database server time adjusted to a specific time zone If this option is selected, client workstations and terminals will pull their time from the database server and adjust it to the specified time zone. This option should be selected if client workstations and terminals are NOT in the same time zone as the database server. This option is designed for organizations with a timekeeping environment distributed across multiple time zones. The Time zone will need to be configured if this option is selected. Use the local system time (Not recommended) If this option is selected, it will use the time on the client s workstation or on the workstation controlling the Remote Data Terminal. Time zone This option becomes available if you select Use the database server time adjusted to a specific time zone for the previous option (Method for retrieving the time). If adjusting to a time zone, select the time zone where the client workstations are located. Adjust for daylight savings time This option becomes available if you select Use the database server time adjusted to a specific time zone for the option above (Method for retrieving the time). Select Yes if you want the system to adjust for daylight savings time (rather than relying on the database server to adjust). Rev. 3/17/11

121 Tracked Fields This screen allows you to configure the name and number of decimal places allowed for each tracked field. Tracked fields are used to collect numeric data from an employee during a clock in/out operation or this information may be entered through the TimeClock Manager. Examples of tracked fields include tips for a restaurant or pieces for a production environment. Once recorded, this tracked information may be included in many of the TimeClock Plus reports or transferred to many payroll packages. Tracked fields allow you to track an amount (whole or decimal) with each shift. For example, the number of parts for assembly, the number of calls for a call center, the amount of mileage for a driver, or the amount of tips collected for a wait staff employee. To set up a tracked field, enter a description of the field in one of the three Tracked field name fields. Next, configure the decimal places allowed. Tracked fields may allow for up to 4 decimal places. For example, a restaurant might set the name to Tips and the decimals to 2 in order to collect dollars and cents. To use a tracked field, it must be enabled for the job code that the employee is working. When creating a job code in the Master Job Code List, there is an option to require tracked field entry. This option will be used when the job code is assigned to an employee in Add/Edit. The option can also be enabled on a per employee basis (Add/Edit). Rev. 3/17/11

122 SECTION III: MANAGING JOB CODES 3.0. What is a Job Code? Time is captured and tracked with a job code. In TimeClock Plus, every employee must be assigned at least one clockable job code in order to clock in and out of the system. There are two types of job codes: clockable and non-clockable job codes. Clockable job codes are used by employees when clocking in from the On-Screen TimeClock or a Remote Data Terminal. Non-clockable job codes are used by a manager or supervisor when entering time into the TimeClock Manager such as sick or vacation time. Employees typically don t enter their own sick or vacation time. Clockable Codes Some companies create only one clockable code because they are only tracking attendance and not the breakdown or distribution of hours between tasks. However, most companies create several job codes per employee because they require a breakdown of how hours and tasks are being utilized. Some examples of clockable codes are: A General or Hourly job code for everyone if a breakdown is not desired. Department-based job codes (e.g., Administration, Marketing, or Shipping). Positional job codes (e.g., Mechanic, Welder, or Driver). Project-based job codes (e.g., Construction or Assembly). An in-depth TimeClock Plus Job Costing module is available for the advanced tracking of projects. For more information, please call to speak with a representative. Non-Clockable Codes Non-clockable codes (or Leave codes) are codes that the employee will not clock into. Non-clockable codes are entered manually by management for leave such as sick, vacation, PTO, and others. Job codes may be: Created in the Master Job Code List. Imported from a file produced by another application such as your previous timekeeping system. Consider importing if you will be using more than 20 job codes. Once you have created job codes in TimeClock Plus, you will need to assign them to your employees. This can be done on an individual basis, globally, or through an import. Rev. 3/17/11

123 3.1. Adding and Editing Job Codes (Master Job Code List) Adding a Job Code When adding a job code, you can use an existing code as a template. This means that you can add a code and have it inherit the settings of another. To do this, highlight the existing code, click Add, and then Yes when asked to use it as a template. 1. In TimeClock Manager, go to Configuration > Master job code list. 2. Click Add. If you wish to create a job code with the same settings as an existing code then highlight the existing code, click Add, and Yes to confirm. 3. Enter a job code number. 4. Enter a description (optional). 5. If the code is non-clockable (should not be available to the employee during a clock operation) then remove the check next to the option Code is clockable. 6. If the code is a leave code (e.g., Sick), then place a check next to Leave code. 7. You may select any of the other options based on your preferences (tracked field settings, break policies, etc.), then click OK. The next section details each tab. Editing a Job Code 1. In TimeClock Manager, go to Configuration > Master job code list. 2. Double click the job code or highlight it and click Edit. 3. Make any desired changes and click OK. Deleting a Job Code It is recommended to deactivate the job code instead of deleting it in order to preserve the history of hours in that job code. This is done by editing the code and un-checking the Active option. 1. In TimeClock Manager, go to Configuration > Master job code list. 2. Highlight the job code and click Delete The Interface In the Master Job Code List, there are three tabs: All, Regular Codes, and Leave Codes. A complete list of codes is available under the All tab and that list is broken down under the two other tabs - one for regular codes and the other one for leave codes. These tabs are used to simplify the management of your job codes. The list may be sorted by the Job Code or Description columns. There are several buttons at the bottom of the screen for managing the Master Job Code List. Among these buttons, the following are the most important: Rev. 3/17/11

124 A complete list of the buttons may be found in the User Reference Guide on the CD: Section 3.2. The Interface. Add This button allows you to add a new job code. Edit This button allows you to edit the highlighted job code. Delete This button allows you to delete the highlighted job code. It is recommended to deactivated the job code instead of deleting it in order to preserve the history of hours in that job code. This is done by editing the code and un-checking the Active option The Job Code Settings The job code settings in the Master Job Code List are the default settings. When you assign a job code to an employee, the settings for that job code in the Master Job Code List will apply. Many of these settings may be overridden per employee. After a job code has been assigned to an employee, any changes made to the job code in the Master Job Code List will not affect the assigned job code (in Add/Edit). Many of the critical settings are listed below: Information Tab A complete list of the settings may be found in the User Reference Guide (on the CD): Section 3.3. The Job Code Settings. Please be clear that the settings below will not affect employees who have already been assigned the job code you are editing. These settings serve as the default settings and affect employees who are assigned the job code after the fact. If the job code has already been added to an employee (Add/Edit) then you will have to adjust these settings at the employee level (Add/Edit) or adjust them globally (Global Modification). Job Code number This is a 10 digit number that identifies the job code. This field is required when adding a job code. Description This is a 30 character name that identifies the job code. Active This option affects the availability of the job code. If a job code is no longer necessary then we recommend you deactivate it instead of deleting to preserve the history of hours. Leave code If checked, the job code will be classified as leave. In the Master Job Code List, codes that are classified as leave codes will appear under the Leave Codes tab. There is also a tab in Who s Here that will show anyone who is currently in a code that is classified as a leave code. Finally there are some export modules that require this option to be active. Refer to your export module documentation for Rev. 3/17/11

125 more information. Code is clockable If checked, the code will be available and viewable to the employee when clocking in from the On-Screen TimeClock or a Remote Data Terminal. If un-checked then the job code will become non-clockable which means it will only be available to a manager when inputting time manually via the TimeClock Manager (e.g., entering Sick or Vacation time). Hours worked earn overtime If this option is checked, the hours for this job code can earn overtime. For example, if an employee is configured (Add/Edit > Overtime tab) to reach overtime after 40 hours then all hours worked over 40 in this job code will earn overtime. The employee will receive the appropriate overtime multiplier times this job code s rate. Hours worked count toward overtime This is checked when Code earns overtime is enabled. If Code earns overtime is not enabled, but this option is enabled, hours for this job code won t earn overtime, but will count towards it. For example, if an employee is configured to reach overtime after 40 hours, works 32 hours in a job code that doesn t earn, but does count toward overtime, and then works 10 hours in a job code that does earn, the employee will have 2 hours of overtime because the 32 hours earlier in the week counted toward overtime. If the employee just worked 42 hours in a job code that doesn t earn, but does count toward overtime, the employee will be paid 42 regular hours because it doesn t earn overtime by itself. Additional Settings (Optional) There are additional settings that control advanced features. Schedules for this employee and job code may be automatically transferred to the employee s hours when the week is closed. This is ideal when scheduling, for example, vacation. Time sheets for a job code (hour amounts) may be entered by the employee. All hours in this job code may be forced into Overtime 1 or Overtime 2. Tracked fields may be collected. These are amounts (whole or decimal) that can be collected after a clock operation. They are ideal when tracking, for example, mileage for a driver or tips for a waiting staff. Breaks may be automatically deducted after x hours are worked. Manual breaks (where the employee uses the Break button) may be paid or unpaid (up to four different breaks may be created and configured differently). A minimum break length may be defined for each break type. Break lengths may be rounded based on when the employee returns from break. The job code may be configured to record a minimum of x hours if the employee clocks out before the minimum (Segment Minimum). The job code may be configured to record x hours and automatically clock out (Auto Out). If you set up accrual rules, and this job code will be accruing time (e.g., Vacation), you may configure the job code to reset or cap after certain conditions are met. The other settings are described in the User Reference Guide (on the CD): Section 3.3. The Job Code Settings. Rev. 3/17/11

126 SECTION IV: MANAGING EMPLOYEES This section of the Quick Start guide provides instruction on the basic processes related to managing your employee records. This includes adding, editing, renumbering, and removing employees. It also includes defaults, templates, global modifications, employee messaging, and reminders. Employee templates may be used to speed up the process of adding employees. Employee defaults may be used to simplify the management of specific employee settings (refer to 4.0. Tricks for Managing Employees in the User Reference Guide found on the CD) Adding and Editing Employees (Add/Edit) There are only four fields required for employees to clock in/out - the Employee ID number, First Name (Info tab), Last Name (Info tab), and a clockable job code (Jobs tab). The remaining employee data can be added later if you prefer. It is recommended that you enter the employee s Hire Date as other features depend on this information such as accruals, criteria, and employee reviews Adding an Employee Before adding employees, ensure that all of your job codes have been created. 1. In TimeClock Manager, go to Employee > Add/Edit. 2. Click New. 3. Enter the employee number (up to 10 digits) or click the Next Available button and the next available number will be automatically entered. 4. If you are applying template information to this employee then select it from the Base new item on which template drop down list. 5. Click OK. 6. Enter a first name and last name (required). Rev. 3/17/11

127 7. Enter a hire date (this is optional, but recommended). 8. Click on the Jobs tab. 9. Click on the Add button. 10. Select a job code for this employee and click OK. Repeat this for every job code that needs to be assigned. Add at least one clockable job code to each employee. 11. Completion of the remaining tabs is optional. For more information, please refer to the Employee Information and Settings in the User Reference Guide found on the CD. 12. Click Save. If a job code in the list is grayed out then its state is inactive at the employee level (select the code, click Edit, and look at the Code is active check box) or its state is inactive at the master job code level (Master Job Code List). Rev. 3/17/11

128 Once you have added a clockable job code, your employees may begin clocking in and out using the On-Screen TimeClock or a Remote Data Terminal Editing an Employee 1. In TimeClock Manager, go to Employee > Add/Edit. 2. Double click on an employee in the list on the left (or enter the ID and press Enter). 3. Make any desired changes. 4. Click Save The Interface You will find the employee list on the left side. Since previous versions of TimeClock Plus, this list has been enhanced to make finding an employee easier. You can search for an employee by first name, last name, id, badge number, or export code. The list also includes an auto complete feature that searches for the closest match to what is entered (as it is being entered). When an employee is selected, the information and settings will appear on the right side of the screen displayed in the tabs. There are several buttons at the bottom of each tab for managing employees. Among these buttons, the following are the most important: A complete list of the buttons may be found in the User Reference Guide (on the CD): Section The Interface. Save This button allows you to save a new employee/changes made to an existing employee. The Save button will save all of the changes for all the employee tabs in Rev. 3/17/11

129 which information was entered or altered. Criteria This button allows you to filter the list of employees. For example, if you want to look at a certain employee or a group of employees then you can adjust the criteria to only show those people. If you want to look at a department or a group of departments then you can adjust the criteria to only show those departments Employee Information and Settings For each employee, you may enter information (such as the employee s name, address and phone number), assign job codes and accrual rules, configure settings (such as the overtime settings, clock restrictions, and rounding), enter notes, store a photo, track reviews, and access archived data (such as tardies, absences, and accrual information). All of this information has been organized under the various tabs. It is not required to complete each tab. However, when you create an employee, you must enter a first and last name, a hire date is recommended, and you must add at least one clockable job code so the employee can clock in and out. Below is a breakdown of the more important tabs and settings. A complete list of the tabs and settings may be found in the User Reference Guide (on the CD): Section Employee Information and Settings Info Tab This tab stores personal information for an employee such as name, address, and telephone number, etc. The majority of this information is not required, but if you do not have this information stored in another application then we recommend that you enter and maintain it here. Many of the fields in this screen track additional information including the hire date, termination date, class, department, export code, network ID, badge, pin, and a suspended option. Rev. 3/17/11

130 Fields can be marked as required in the TimeClock Defaults (refer to Employee Entry in the User Reference Guide found on the CD). First and Last (name) The employee s first and last name are required fields. Hire Date While this is an optional field, it is recommended that you enter the employee s hire date as other features depend on this information such as accruals, criteria, and employee reviews Jobs Tab This tab is used to add job codes and establish a default pay rate for the employee. At least one clockable job code must be assigned to the employee for him/her to start clocking in and out. Rates do not have to be entered, but they may be entered if you choose to track rate of pay. There is also an option to enter a raise. All of the raises are then archived for future reference. Rates will be reflected in many of the reports and the Estimates Wages Report will calculate the estimated pay rate with overtime factored in. For more information on rates and raises, please refer to Jobs Tab in the User Reference Guide found on the CD. Adding a Job Code 1. Click Add. 2. Select a job code from the Job Code drop down list. 3. Complete any or all of the tabs (described in the next sub-section) and click OK. Rev. 3/17/11

131 Editing a Job Code 1. Select a job code by placing a check next to it. 2. Click Edit. 3. Make any changes and click OK. Deleting a Job Code 1. Select a job code by placing a check next to it. 2. Click Delete. 3. Click OK to confirm. If a job code is no longer used, it is recommended that you deactivate it instead of deleting it in order to preserve the history of hours in that job code The Employee Job Code Settings The settings that will affect the employee when clocking into a job code are stored in the employee job code settings screen. As stated earlier, the job code settings in the Master Job Code List are the default settings. When you assign a job code to an employee (from this tab) those default settings will be applied. However, many of these settings may be overridden on a per employee basis. Information Tab After a job code has been assigned to an employee, any changes made in the Master Job Code List will affect employees who are later assigned that job code, but will not affect the employees who were already assigned that code. To change the settings of an assigned job code, you can select the employee in Add/Edit and edit the job code or globally modify the job code (Employee > Global modification). This tab is used to select a job code for the employee, to manage the rate of pay for the job code, and to adjust other settings such as the code being clockable or earning overtime. Job Code This drop down list contains every active job code in the Master Job Code List that has not been assigned to the employee. From here, select the job code you wish to assign. New button This button allows you to create a new job code without having to reference the Master Job Code List option. Rev. 3/17/11

132 Use individual s default rate of pay If this option is selected, the job code will use the employee s default pay rate found in the previous screen (at the top of the Jobs tab). Specify rate for this job code If this option is selected, the job code will use the rate specified here. Code is active If this option is selected, the job code will be active for the employee. If un-checked, the job code will be inactive (not available for clock operations or when editing hours). The job code must also be active in the Master Job Code List. Why would I want to make a job code inactive? When a job code is no longer needed, instead of deleting it (since there may be a history of use for that job code), it is recommended that the code be made inactive. This task may also be carried out globally (Employee menu > Global modification). Code is clockable If this option is selected (and if the code is active) the employee will be able clock in/out using this job code via On-Screen TimeClock or a Remote Data Terminal. TimeClock Manager users will be able to add a shift to the employee using this job code. If this option is un-checked, the employee will not be able to clock in/out using this job code, but users will still be able to add a shift to the employee using this job code. Job codes that are commonly not clockable typically include Sick, Vacation, Holiday, etc. Code counts toward overtime This option is selected when Code earns overtime is enabled. If Code earns overtime is un-checked, but this option is checked, hours for this job code won t earn overtime, but will count towards it. For example, if an employee is configured to reach overtime after 40 hours, works 32 hours in a job code that doesn t earn, but does count toward overtime, and then works 10 hours in a job code that does earn, the employee will have 2 hours of overtime because the 32 hours earlier in the week counted toward overtime. If the employee worked 42 hours in a job code that doesn t earn, but does count toward overtime, the employee will be paid 42 regular hours because it doesn t earn overtime by itself. Code earns overtime If this option is selected, hours for this job code can earn overtime. For example, if an employee is configured (Add/Edit > Overtime tab) to reach overtime after 40 hours then all hours worked over 40 will be considered overtime. Code is default for individual If this option is selected, when an employee is prompted to select a job code, this job code will be highlighted by default. This can only be enabled for one job code per employee. There is also an option in Add/Edit (Miscellaneous tab) to: Always use default job code when clocking in. If enabled, the default job code will be selected. This means that an employee with more than one clockable job code won t have to select a code when clocking in. This is helpful in situations where an employee moves between job codes throughout the day, but always clocks into the same job code at the beginning. Rev. 3/17/11

133 Force overtime 1 for this job code If enabled then every minute worked in this code will be treated as overtime 1. Force overtime 2 for this job code If enabled then every minute worked in this code will be treated as overtime 2. Auto transfer job code hours from schedule during close week If this option is selected, hours that are scheduled in this job code will be transferred from the employee s schedule to the employee s hours in the live database when the week is closed. When the week is closed, the hours scheduled in the week you are entering will be transferred (not the week you are leaving). So, for example, if you enable auto transfer for job code 1 and you close the week of November 1, 2009, the hours that are scheduled for job code 1 in the week of November 8, 2009 will be transferred to the week you are entering (the week of November 8). Allow the use of this code for client time sheet entry If this option is selected, the job code will be available to the employee when entering time sheets (if the option to enter time sheets is enabled for the employee: Add/Edit > Miscellaneous tab) Overtime Tab This tab is used to designate the overtime rules for the employee (how overtime is calculated). This option is not affected by your company s pay frequency. For example, you may pay all employees weekly overtime on a semi-monthly pay frequency. TimeClock Plus allows for the calculation of two overtime types (e.g., you may pay time and a half for hours between 40 and 60 and double-time for hours above 60). Overtime Calculations - From the drop-down list, select the method used to calculate overtime for this employee. Rev. 3/17/11

134 The Best of option requires that a rate to be setup in order for the best overtime method for the employee to be calculated. Weekly Overtime Overtime is based on X hours a week. Daily Overtime Overtime is based on X hours a day. Best of Weekly vs. Daily The system will calculate overtime on a daily and weekly basis for the employee. Overtime will be based on the higher of the two overtimes. Bi-Weekly Overtime Overtime is based on X hours in a 14-day work period. To ensure that biweekly overtime is calculated correctly, the biweekly base date must be correctly set up in the Quick Setup Wizard and pay rates must be entered for all job codes. Best of Bi-Weekly vs. Daily The system will calculate overtime on a daily and bi-weekly basis. Overtime will be based on the higher of the two overtimes. Salaried No overtime will be calculated. However, if this option is selected, an option will become available below to enter the salaried amount per year. This amount may be used in calculating estimated labor cost. Both Daily and Weekly Overtime The system will calculate overtime on a daily and weekly basis for employees. Total overtime will be a sum of daily overtime plus weekly overtime. With this method, daily overtime is calculated first and then regular hours are calculated to determine weekly overtime. Both Daily and Bi-Weekly The system will calculate overtime on a daily and biweekly basis for employees. Total overtime will be a sum of daily overtime plus weekly overtime. With this method, daily overtime is calculated first and then regular hours are calculated to determine weekly overtime. Both Daily and Weekly (2) The system will calculate overtime on a daily and weekly basis for employees. Total overtime will be a sum of daily overtime plus weekly overtime. With this method, daily overtime is calculated first and then all hours are re-calculated to determine weekly overtime. The weekly and daily overtimes are merged to obtain the calculations for the period. Both Daily and Bi-Weekly (2) The system will calculate overtime on a daily and biweekly basis for employees. Total overtime will be a sum of daily overtime plus weekly overtime. With this method, daily overtime is calculated first and then all hours are re-calculated to determine weekly overtime. The weekly and daily overtimes are merged to obtain the calculations for the period. Individual also earns a salaried amount If checked, you can enter a salaried figure along with overtime. This amount may be used in calculating estimated labor costs. Ignore regular hours for this individual If this option is selected, only overtime hours will be reflected in the reports and exports. Rev. 3/17/11

135 Overtime Multipliers In these fields, enter the multipliers used to calculate overtime. If overtime 1 is time-and-a-half then enter 1.5 in the overtime #1 field and if overtime 2 is double-time then enter 2.0 in the overtime #2 field. Overtime Settings In these fields, enter the number of hours an employee must work to qualify for overtime. The fields that appear in this section will change as you select different methods in the Overtime Calculations drop-down list. Employee defaults may be created for this tab (Employee > Default information). To use those defaults, place a check next to: Use default information and select the group of defaults that should apply to this employee. For more, refer to Employee Defaults in the User Reference Guide on the CD Renumbering Employees 1. In TimeClock Manager, go to Employee > Move/Renumber. 2. Highlight the employee you want to renumber. 3. In the New number assignment field, enter the new number. 4. Click Process. 5. Click Yes to confirm. The selected employee s number will then change to the new employee number entered in step 3 and all current and historical data will be moved to the new employee number Removing Employees From time-to-time a company will need to remove an employee from the system. This removal may not be permanent. For example, the employee may be a seasonal worker, returning each summer, and it would benefit the company to keep his/her employee data in the system and just reactivate the employee when they return to work. Rev. 3/17/11

136 Even in cases where an employee will not be returning, a company may want to retain historical information about the employee (so that hours and other information are available via reports). TimeClock Plus offers three options for the temporary or permanent removal of an employee from the system - suspension, termination or deletion. We recommend that you suspend or terminate your employees rather than delete them. If you suspend or terminate them, the criteria, by default, will exclude suspended and terminated employees, so they will not show up in your day to day reporting. If you delete an employee, it will remove all current and historical information from the system permanently Suspending Suspending an employee is recommended to preserve the employee s historical data. By suspending an employee, he/she will no longer be able to clock in or out, their historical data will remain in the database for reporting and research purposes, and the default criteria excludes all suspended employees from lists, reports, etc. In addition, you may consider renumbering all suspended individuals to place them outside your valid employee ID number range (e.g., if all employees are numbered , renumber all suspended employees to numbers greater than 5000). Suspending an Employee 1. In TimeClock Manager, go to Employee > Add/Edit. 2. Select the employee from the list on the left. 3. Under the Info tab, place a check next to Individual is suspended. 4. Click Save. 5. Consider renumbering the suspended employee to a range of numbers reserved for suspended employees. Un-suspending an Employee 1. In TimeClock Manager, go to Employee > Add/Edit. 2. Click Criteria. 3. Remove the check next to Exclude suspended individuals and click OK. 4. Select the employee from the list on the left. 5. Under the Info tab, remove the check next to Individual is suspended. 6. Click Save Terminating Termination is similar to suspension. Once the employee is set to a terminated state, they will no longer be able to clock in or out, their historical data will remain in the database for reporting purposes, and the default criteria excludes all terminated employees from lists, reports, etc. Terminating an Employee 1. In TimeClock Manager, go to Employee > Add/Edit. 2. Select the employee from the list on the left. Rev. 3/17/11

137 3. Under the Info tab, enter a date in the Termination field. 4. Click Save. 5. Consider renumbering the terminated employee to a range of numbers reserved for terminated employees. Removing the Termination 1. In TimeClock Manager, go to Employee > Add/Edit. 2. Click Criteria. 3. Remove the check next to Exclude terminated individuals and click OK. 4. Select the employee from the list on the left. 5. Under the Info tab, remove the date from the Termination field. 6. Click Save Deleting Deleting an employee from the TimeClock system permanently removes all of their work history and personal information from the database. This should only be used if the employee s data will not be needed for any reason, now or in the future. 1. In TimeClock Manager, go to Employee > Delete. 2. Select the employee(s) you choose to delete. THE NEXT STEP WILL REMOVE ALL DATA FOR THIS EMPLOYEE AND IT WILL NOT BE POSSIBLE TO UNDO THIS!!! 3. Click Process. 4. Click Yes to confirm. Rev. 3/17/11

138 4.3. Employee Messaging Employee messaging is a popular feature. It allows managers to send messages to employees, which appear when the employee is performing a clock operation in On- Screen TimeClock or on a Remote Data Terminal (RDT). The system also maintains a history of all messages sent and read with an option to withdraw unread messages. There are two types of messages: individual and global. Individual messages may be sent to one or more than one employee at a time and global messages are sent to the entire company. Individual messages will continue to appear until the employee marks the message read, or the manager deletes the message (only unread messages may be deleted). Global messages will continue to appear until they are either removed from the Global History or expire Sending an Individual Message This is a message to the selected employees and will appear until 1) the employee marks the message read, 2) the user who sent the message deletes it (only unread messages may be deleted), or 3) the message expires. 1. In TimeClock Manager, go to Employee > Messaging. 2. Send a message to selected individuals should be selected. 3. Select the employee(s) you choose to send the message to. 4. Enter the message you choose to send in the Message field. 5. If you choose for this message to display at a later date and time then place a check next to Start displaying message on and enter the date and time it should start. 6. If you choose for this message to expire then place a check next to Stop displaying message on and enter the date and time it should stop. 7. Click Send and OK to confirm. The message will now appear when the employee performs a clock operation through the On-Screen TimeClock or the Remote Data Terminal. Rev. 3/17/11

139 Viewing Message History and Deleting Messages All of the messages sent to an employee are archived. This archive 1) shows if and when a message was read by the employee and 2) allows the user to delete a message that he/she sent unless that message has been read. 1. In TimeClock Manager, go to Employee > Messaging. 2. Select the employee. 3. Click History. 4. To view the break down of information for a message, highlight the message, and click View. If the message was read, the date and time it was read will be shown. 5. To delete a message, highlight it, and click Delete. The message may only be deleted if 1) you are the user who sent the message and 2) the message has not been read by the employee. The Message History for an employee is also available in Add/Edit (Employee > Add/Edit > select an employee > Cumulative tab > Message History) Sending a Global Message This is a message to every employee and will appear during every clock operation until 1) it is removed from Global History or 2) until it expires. 1. In TimeClock Manager, go to Employee > Messaging. 2. Select: Send a global message (to every individual). 3. Enter the message you choose to send in the Message field. Rev. 3/17/11

140 4. If you choose for this message to display at a later date and time then place a check next to Start displaying message on and enter the date and time it should start. 5. If you choose for this message to expire then place a check next to Stop displaying message on and enter the date and time it should stop. 6. Click Send and OK to confirm. The message will now appear when the employee performs a clock operation through the On-Screen TimeClock or the Remote Data Terminal Viewing Global History and Deleting Global Messages 1. In TimeClock Manager, go to Employee > Messaging. 2. Click on the Global History tab. 3. To stop sending a message, but keep it on record, select it, and click Expire. To stop sending a message and remove it from record, select it, and click Delete. Rev. 3/17/11

141 SECTION V: MANAGING EMPLOYEE HOURS The ability to add or edit shifts is essential in TimeClock Plus. There are several screens that allow hours to be entered or approved. Edit Hours is the only section that allows the user to change or delete records. From the Edit Hours screen, a user can add or edit time on an individual basis, add time for non-clockable job codes (sick, vacation, etc.), and correct inaccurate or incomplete clock operations. Quick Add Hours allows a user to quickly add time on an individual or group basis and includes an option to add the same record to X days in a row. The Time Sheets section allows a manager to quickly enter time sheets on an individual basis. Missed Punches is an option in which a user can approve times that were marked by the employee as missed (if missed punches are enabled). The Approval Manager allows a user to approve/unapprove the hours for several employees at a time Edit Hours Adding a new shift can be accomplished in various ways: on an individual basis through Edit Hours or on an individual/group basis through Quick Add Hours. Editing and deleting records is only an option in the Edit Hours section. For more information on Edit Hours, continue reading, but to learn more about Quick Add Hours, refer to 5.1. Quick Add Hours in the User Reference Guide on the CD. Time sheets may also be entered in these sections, but entering a list of time sheets can be done in the Time Sheets section (refer to 5.2. Enter Time Sheets in the User Reference Guide on the CD) Adding a Record 1. In TimeClock Manager, go to the Employee menu > Edit hours. 2. Double click on an employee in the list (or enter the ID and press Enter). 3. Press the Shift button at the bottom of the Edit Hours screen and select Add segment from the menu. You may also press Ctrl + A. 4. To add a complete record, enter the date in, time in, date out, and time out. The dates will be today s date by default and the times will be the default times defined in the Edit Hours Options. These dates and times may be Rev. 3/17/11

142 adjusted to the record you are adding. 5. If you are adding a shift in which the employee is already clocked in, place a check next to Individual is clocked in option and enter the Date In and Time In. 6. To add a time sheet record (e.g., 8 hours of Sick time), place a check next to Time sheet entry, enter the Date In, Time, and Hours. Time sheets are especially useful in situations where you are adding sick or vacation time. For example, when an employee calls in sick, you can just add a time sheet of 8 hours for the Sick job code. 7. Select the job code. 8. If there was a break after this shift then select the break type. 9. Click OK. For a breakdown of the other options, please refer to The Edit Segment Window in the User Reference Guide found on the CD Editing a Record Double click on an employee in the list on the left (or enter the ID and press Enter). The list of employees may be sorted in ascending or descending order by any of the columns. Columns may be enabled or disabled by right clicking on the list of employees and choosing a column. The available columns include the employee number, first name, last name, export code, badge number, and classification. 1. Double click on the record or highlight it, click the Shift button, and select Edit segment. 2. Make your desired changes and click OK. For a breakdown, refer to the next section, The Edit Segment Window The Edit Segment Window Segment Tab Date In This is the date when the shift started. Time In This is the time when the shift started. Date Out This is the date when the shift ended. Time Out This is the time when the shift ended. Job Code This is the job code Rev. 3/17/11

143 for the shift. Rate This is the rate for the job code selected. Track1, Track2, and Track3 These are the three available tracked fields. Examples of tracked fields include tips for a restaurant or pieces for a production environment. If you choose to use any of these then they must be enabled (Employee > Add/Edit > select the employee > Jobs tab > edit the job code > Tracked Fields tab. Break Type This is the break type that follows the shift. Leave the << None >> option selected if a break doesn t follow the shift you are adding. Note This field is used to enter a shift note for the shift you are adding. Individual is clocked in If this option is selected the Date Out and Time Out will not be required and the employee will remain clocked in. Time sheet entry If this option is selected, the Date Out and Time Out fields will be replaced with an Hours field where you may enter the length of the shift. Missed in punch If selected, the Time In for the shift will appear as a missed in. When missed punches are enabled, the system will flag it automatically, but this setting exists should you ever need to add/remove a missed flag. Missed out punch If selected, the Time Out for the shift will appear as a missed out. When missed punches are enabled, the system will flag it automatically, but this setting exists should you ever need to add/remove a missed flag. Extra Tab Entry location The source of this shift (where it was created/being created) will appear here. Disable automatic deduction If there was an automatic break deduction, then you may place a check here to disable it. Disable segment minimum If there was a segment minimum (depending on the segment minimum settings for the job code) then you may place a check here to disable it. Force overtime 1 for this segment If selected, hours in this code will be filed as overtime 1. Force overtime 2 for this segment If selected, hours in this code will be filed as overtime 2. Other Information Additional information about the shift will appear here. Rev. 3/17/11

144 Splitting a Record Records may be split into different segments for situations that involve a break, a job code change, or a rate change. 1. Select the record you choose to split. 2. Press the Shift button at the bottom of the Edit Hours screen and select Split segment from the menu. You may also press Ctrl + S. 3. Click Split. 4. Enter the percentage of time that you desire for each segment. You may also click on the Percentage header and enter the length of time that you desire for each segment. 5. Click Distribute and the times will be adjusted. 6. If there is a break then select the break type for that record 7. If you scroll to the right, you may also change the job code or rate for the segments you are about to create when you split the shift. 8. Click Save Deleting a Record 1. Double click on an employee in the list on the left (or enter the ID and press Enter). 2. Select the record you choose to delete. You may select more than one with the Ctrl key. 3. Press the Delete key on your keyboard or click on the Shift button, and select Delete segment(s) The Interface The screen is divided into several sections and includes display areas for shifts worked, accruals and the current schedule. It will automatically display data for the current week, but previous weeks may be accessed via the History button. Once selected, the employee s hours will display in the shift window on the upper right portion of the screen. Each record includes several self-explained fields such as the time in, time out, and job code. Rev. 3/17/11

145 There are several buttons at the bottom for managing hours. Among these buttons, the following are the most important: Criteria This button allows you to filter the list of employees. For example, if you want to look at a certain employee or a group of employees then you can adjust the criteria to only show those employees. If you want to look at a department or a group of departments then you can adjust the criteria to only show those departments. Shift The Shift button opens a menu with several actions that are broken down in the next section. History This button allows you to access hours in previous weeks. For more information on the interface including the following columns: O, M, I, Note, Edited, and B, please refer to The Interface in the User Reference Guide found on the CD Shift Menu Options When clicking on the Shift button or right clicking in the hours panel (upper right panel), there will be several options. The more important options are mentioned here. A complete list of the options may be found in the User Reference Guide (on the CD): Section Shift Menu Options. Add segment This option allows you to add a record. It will only be available when an employee is selected. Edit segment This option allows you to edit a record. It will only be available when a record is highlighted. Delete segment(s) This option allows you to delete a record. This can also be accomplished by highlighting the record(s) and pressing the Delete key on your keyboard. By default, you will be asked to confirm whether or not you want to delete the selected record. You may disable the Delete Confirmation (Options button > Display tab > Ask for confirmation when deleting a shift from an individual). Approve missed in punch This option allows you to approve a missed time in punch. If the punch was missed, it will appear in blue. Once approved, it will display in a black text. This option will only be available when a record with an unapproved missed time in is highlighted. If the missed punch reads: << Missed >> then you won t be able to approve it until you edit the record and enter a time. Approve missed out punch This option allows you to approve a missed time out punch. If the time out was missed then it will appear in blue. Once approved, it will display in black text. This option will only be available when a record with an unapproved missed time in is highlighted. If the missed punch reads: << Missed >> Rev. 3/17/11

146 then you won t be able to approve it until you edit the record and enter a time. The Missed Punch menu item in the TimeClock Manager allows you to approve multiple missed punches for multiple employees Quick Add Hours In the Quick Add Hours screen, hours may be added to more than one individual at a time. There is also an option to add these hours to a range of days (up to 14 days at a time). Also, the system can automatically select employees who have worked x number of hours on one day and x number of hours on another. This was designed for situations where users want to add a holiday to employees who have worked X hours before and X hours after that holiday. For more information, refer to Auto Select in the User Reference Guide found on the CD Adding a Record 1. In TimeClock Manager, go to Employee > Quick add hours. 2. Select the employee(s). 3. Enter the date and time of the record. 4. To add a complete record, enter the date in, time in, date out, and time out. If the record spans several days then select the number of days from the Add range of days list. For example, for a Monday to Friday operation, when adding a week of time, you would enter Monday s date and then select 5 from the Add range of days list. 5. To add a clocked in record, place a check next to Individual is clocked in and enter the Date In and Time In. 6. To add a time sheet record (e.g., 8 hours of Sick time), place a check next to Time sheet entry, enter the date, time, and hours. 7. Select the job code or leave it at Default to use the employee s default job code. 8. Click Process. Rev. 3/17/11

147 If you click Preview then the hour addition will be simulated to validate the addition for the employees selected. The record will not be added, but the system will check the record addition to the selected employees and report any issues Breakdown of Fields Date In This is the date when the shift started. Time In This is the time when the shift started. Date Out This is the date when the shift ended. Time Out This is the time when the shift ended. Job Code This is the job code for the shift. The Default is the employee s default job code. However, if the selected employee does not have a default job code then hours will not be added to that employee. Rate This is the rate for the job code selected. If left unchecked, the rate used will be based on the job code s configuration for the employee. If this option is checked, the rate may be overridden. Track1, Track2, and Track3 These are the three available tracked fields. Examples of tracked fields include tips for a restaurant or pieces for a production environment. If you choose to use any of these then they must be enabled (Employee > Add/Edit > select the employee > Jobs tab > edit the job code > Tracked Fields tab. Break Type This is the break type that follows the shift. Leave << None >> selected if a break doesn t follow the shift. Note This shift note, if you choose to enter one, will be attached to the shift. Individual is clocked in If this option is selected, Date Out and Time Out are not required and the employee will remain clocked in. Time sheet entry If this option is selected, the Date Out and Time Out fields will be replaced with an Hours field where you may enter the length of the shift. Missed in punch If selected, the Time In for the shift will appear as a missed in. When missed punches are enabled, the system will flag it automatically, but this setting exists should you ever need to add/remove a missed flag. Missed out punch If selected, the Time Out for the shift will appear as a missed out. When missed punches are enabled, the system will flag it automatically, but this setting exists should you ever need to add/remove a missed flag. Rev. 3/17/11

148 Add range of days This is the number of days to which the record will be added (starting with the date you entered). For example, for a Monday to Friday operation, when adding a week of time, you would enter Monday s date and then select 5 from the Add range of days list. Extra Tab Entry location The source of this shift (where it was created/being created) will appear here. Disable automatic deduction If there was an automatic break deduction (depending on the automatic deduction settings for the job code) then you may place a check here to disable it. Disable segment minimum If there was a segment minimum (depending on the segment minimum settings for the job code) then you may place a check here to disable it. Force overtime 1 for this segment If selected, hours in this code will be filed as overtime 1. Force overtime 2 for this segment If selected, hours in this code will be filed as overtime Enter Time Sheets Although time sheets may be entered in Edit Hours and Quick Add Hours, this screen allows for even faster time sheet entry and is ideal in situations where one needs to enter a list of hours Adding Time Sheets 1. In TimeClock Manager, go to Employee > Enter time sheets. 2. Double click on an employee in the list (or enter the ID and press Enter). 3. If necessary, adjust the Date, Time, Hours, and Job Code. Rev. 3/17/11

149 The default date, time, and hours for the first record may be adjusted in the Time Sheet Entry Options. 4. Click Add to add another time sheet (if necessary) and repeat step 3. By default, the next record s date automatically adjusts to the next day. This allows you to quickly enter time sheets for several days without having to adjust the date each time. 5. Repeat steps 3 and 4 for any remaining time sheets. 6. Click Save. If you want to save the same time sheets for another employee: 1. Double click on the employee who has the same time sheets. 2. Click No when asked if you would like to clear the existing time sheets. The time sheets you added to the last employee will remain on screen. 3. Click Save to save the previously entered time sheets to the new employee. If you don t want to re-use the last time sheets you entered then click Yes when asked if you would like to clear the existing time sheets Missed Punches If missed punches are enabled then an employee who forgot to clock in or out may record a missed punch and continue with the original transaction. For example, an employee forgets to clock in and later tries to clock out. If missed punches are not enabled then the operation will not be allowed. However, if missed punches are enabled, he can record a missed punch, and proceed with the clock out. A manager or supervisor will need to approve the missed in or out, otherwise closing the week will be restricted, some of the reports will be unavailable, and exporting hours will not be possible. There are different missed punch methods. One method records a blank time, another records the closest scheduled time, and another method allows the employee to enter the time of the missed in or out. Each method is flagged as a missed punch meaning it still has to be approved by a manager. For a breakdown of each method, please refer to 5.3. Missed Punches in the User Reference Guide found on the CD. 1. In TimeClock Manager, go to Employee > Missed punches. 2. Enter the start and end of the range you choose to scan. Instead of entering Rev. 3/17/11

150 the dates manually, you can choose a range from the drop down list. 3. Make any changes to the display options: Only display shifts that contain unapproved missed punches If this option is checked, only missed punches that have not been approved will appear after you click Update. If un-checked, every missed punch (approved and unapproved) will appear after updating. Only display shifts that I am authorized to approve If this option is checked, only missed punches in a job code that you are allowed to approve will appear after you click Update. If un-checked, every missed punch (within and beyond your control) will appear after updating. 4. Click Update. If you are using the blank method you will need to edit the shift (Edit Hours) and enter the time of the missed in or out before you can approve the shift. 5. If you see a record with the following time in or out: << Missed Punch >>, right click on it and click Edit hours for <employee name>. 6. Highlight the missed punch (a blue time in or out). You may highlight more than one missed punch using the Ctrl key. 7. Click Approve In (for a missed time in) or Approve Out (for a missed time out). Once approved, the missed time in or out will appear in green Approval Manager The Approval Manager provides a process for both managers and employees to review and approve shifts (whether time was collected via a TimeClock or input manually). It also provides an avenue to place notes on a shift as part of the approval process. Approving a Shift 1. In TimeClock Manager, go to Employee > Approval Manager. 2. Enter the desired range in the Start and End fields. Instead of entering the dates manually you may select a date range from the drop down list. 3. To choose which employees should be included in Approval Manager, click Rev. 3/17/11

151 Criteria, choose a filter, configure it, and click OK. If you want to include everyone then skip this criteria. 4. Click Update. 5. To provide Other approval for a shift, place a check in the O column next to that shift. You may also select several shifts at a time using the Ctrl key, right click on one of the selected shifts, select Approve, and then Other. 6. To provide Management approval for a shift, place a check in the M column next to that shift. You may also select several shifts at a time using the Ctrl key, right click on one of the selected shifts, select Approve, and then Management. 7. To provide Employee (Individual) approval for a shift, place a check in the I column next to that shift. You may also select several shifts at a time using the Ctrl key, right click on one of the selected shifts, select Approve, and then Individual. If you place your mouse over a record, more details will appear (the user who granted other approval, the user who granted management approval, and the user who granted individual approval). Records in Blue If there are any records with a time in or time out that is blue (as seen in the screenshot above) then the record contains an unapproved missed punch which needs to be approved in the Missed Punches screen (Employee > Missed Punches) before it may be approved here. If there are any records with a missed time in or out that reads: << Missed >> then you need to edit the shift (Employee > Edit Hours) to enter the time of the missed in or out, and then approve the shift in the Missed Punches screen. Once edited and approved in the Missed Punches screen, you may approve it here. Rev. 3/17/11

152 SECTION VI: CLOSING THE WEEK In the lower right corner of TimeClock Manager, notice that there are two dates. The first is today s date and the second is the beginning of your current week. In the example below, today s date is October 9, 2008, but the current week is 9/28/2008 (last week). The current week has to be updated (or closed) regularly after all shifts have been verified for the week. THIS IS THE MOST IMPORTANT OPERATION IN THE SYSTEM because it acts as a trigger for several important processes. When closing the week, information is archived, accruals are calculated and posted, absent/tardy activity is recorded, and cumulative totals for each employee are updated. There are also features that only activate when the week is closed. For example, the option to automatically copy schedules when closing the week or the option to automatically transfer job code hours from schedule are dependent on the close week process. Although you can still access and edit shifts in a closed week, you should verify that all shifts for the week are accurate and, if necessary, make any changes in Edit Hours prior to a close. You are NOT required to close the week as soon as the week has ended. The system can maintain multiple weeks of data, however, there is a limit: The beginning of the current week must be within 28 days of today. Otherwise employees will be unable to clock in and out and users will be unable to add time. Rev. 3/17/11

153 6.0. Closing the Week Do not close the week that you are in until the week is complete. Otherwise employees will be unable to clock in and out and users will be unable to add time. If you do close this week by accident then there is an option to un-close the week. 1. In TimeClock Manager, go to File > Close current week. 2. There will be a warning message that asks you to confirm the close. If multiple weeks are open, please repeat the close week process until the current week is up to date. The close will be aborted: If an employee is clocked in during the week being closed. If there are any unapproved missed punches in the week being closed. If the approval requirements are enabled in Add/Edit (Miscellaneous tab) and an employee does not have the required approvals in the week being closed. If the option is enabled to Prevent close week if conflicting shift segments exist Rev. 3/17/11

154 6.1. Un-closing the Week If you accidentally close the wrong week then there is an option to undo the close week. Absences, tardies, and accruals that were recorded for the week you are un-closing will be removed. They will be re-posted when you close the week again. Schedules that were copied forward (if you have schedules and enabled the auto copy option), and schedules that were transferred to the hours (if you have schedules and enabled the auto transfer option) will not be removed. 1. In TimeClock Manager, go to File > Undo close week. 2. There will be a warning message that asks you to confirm the date that you will return to upon unclosing the week. If you choose to return to that week then click Yes. Rev. 3/17/11

155 SECTION VII: MANAGER REPORTS 7.0. Payroll Reports TimeClock Plus includes many detailed reports. These reports have been broken down into different sections. Payroll Reports in the Payroll section reflect hours on an employee basis in either a detailed breakdown or summary. Reports that reflect tracked information, estimated wages, supplemental pay, missed punches, and shift notes are also available in this section. Job Code Reports Reports in the Job Code section reflect hours on a job code basis in either a detailed breakdown or summary. This turns the focus to your job codes, allowing you to see how time is being spent in each code. Period Reports The Period reports section reflects hours for the period and can be configure to place hours for a selected job code in a separate column (up to two job codes/columns). For example, you could select your Sick job code for one column and your Vacation job code for the other. Scheduler The Scheduler section reflects any absent and tardy activity as well as early and late arrivals. A few of the reports will also break down scheduled hours and actual hours. For these reports to be available, schedules must be created in TimeClock Scheduler. By default, TimeClock Plus considers employees tardy (late) if they clock in 5 minutes after their schedule and absent if they clock in 10 minutes after. These rules may be changed in TimeClock Manager (Configuration > Preferences > Defaults > Scheduler Settings > Miscellaneous > Absent and Tardy area). Accruals Reports in the Accrual section reflect hours that have been accrued (e.g., accrued Sick time). They include the amount of hours accrued, used, and remaining. An estimated cost of future accruals is also available (Future Cost of Accruals). Miscellaneous Reports in the Miscellaneous section reflect employee information including birthdays, hire date anniversaries, and scheduled reviews that fall in the date range being reported. This section also includes reports that reflect recorded absent and tardy information, punch locations, shifts that exceed a user defined amount of time, approvals, and more. Rev. 3/17/11

156 Configurable The Absent and Tardy Reports in the Scheduler section will calculate absent and tardy information based on the schedule and time worked. The Recorded Absent and Tardy Information Report will reflect what was recorded during the close week operation (including excused/unexcused information). The reports may be configured to include or exclude different pieces of information. These settings may be configured per user thus allowing everyone to view the same report differently (in a format to their preference). Alternatively there is an option to share the configuration. The option to Use shared configurations in Period Reports may be enabled on a per user basis. Any users with that option enabled will read/write to the same configuration versus their own. Savable There is also an option to save a report. This means that a user can adjust the parameters of a report and save it for faster future retrieval. Parameters include the report options (formatting and sorting), the report settings (what should appear in the report), and the criteria (who should appear in the report). For example, you could create a saved report with the criteria filtering on a department and another saved report with the criteria filtering on a different department. Then, in the future, you will be able to run a report for the department of your choosing without having to change the parameters each time Generating a Report 1. In TimeClock Manager, go to Period > Reports. 2. Enter the date range for the report. Instead of entering the dates manually, you can choose a range from the drop down list. 3. Place a check next to the report(s) you wish to preview or print. 4. To choose which employees should be included in the report, click Criteria, Rev. 3/17/11

157 choose a filter, configure it, and click OK. If you want to include everyone then skip the criteria. 5. To preview the report, click on the Print button and choose Print preview. Only one preview will open at a time, If you selected more than one report, the next preview will appear after you close the preview that is active. If there is more than one page then use the arrows in the upper right corner of the preview to move between pages (the up arrow will take you to the next page and the down arrow will take to the previous). 6. To print the report, click on the Print button and choose from the list of available outputs. Print to printer This will send the selected report(s) to your printer. Print to file This will save the selected report(s) to a TCRPT file which can be opened outside of TimeClock Manager using Report Printer. Print to PDF This will save the selected report(s) to a PDF for viewing in Acrobat Reader. Print to HTML This will save the selected report(s) to HTML for viewing in a web browser. Print to Office OpenXML This will save the selected report(s) to the Office OpenXML format for viewing in the Office applications that support this type of file. Print to This will save the selected report(s) to a PDF and attach to an inside of TimeClock Manager. The option will only be available when the following conditions exist: 1) you are not logged in as the supervisor, 2) your user has an E- mail address on file (refer to Info Tab in the User Reference Guide), and 3) the mail settings have been defined in the TimeClock Defaults (refer to Mail Settings in the User Reference Guide). The default footer for every report includes the page number (lower left corner) and the month, day, year, and time (lower right corner). This may be changed and custom text may also be entered (Configuration > Preferences > Footers) Configuring a Report 1. In TimeClock Manager, go to Period > Reports. 2. Highlight the report you choose to configure. 3. Click Settings. 4. You may change the report title or make changes to the settings (the settings will differ for each report). Rev. 3/17/11

158 5. Click OK Saving a Report This feature allows you to save the report options (formatting and sorting), settings, and criteria (who should appear in the report) for faster future retrieval. For example, you could create a saved report for each department. It would then be possible to preview or print these reports without having to change the parameters each time. Creating a Saved Report 1. In TimeClock Manager, go to Period > Reports. 2. Right click on the report you choose to save. 3. Click Create saved <report name>. 4. Enter a Section (category) or choose from the drop down list of sections (if you already created any saved reports). 5. Enter a Description. 6. Select one of the following options for the report: Make this report visible to all users If this option is selected then the saved report will be available to everyone. If un-checked then it will only be available to the user who saved the report. Save criteria with this report If this option is selected then the criteria you define (from the Criteria button at the bottom of this screen) will be saved with the report. The saved criteria will then override the main criteria (the Criteria button at the bottom of the Reports screen). If un-checked then the main criteria will be used. Save report options with this report If this option is selected then the options you define (from the Options button at the bottom of this screen) will be saved with the report. The saved options will then override the main report options (the Options button at the bottom of the Reports screen). If un-checked then the main report options will be used. 7. If you enabled the option: Save criteria with this report then click Criteria, enable and configure a filter (choose who should appear in the report), and click OK. 8. Click Configure, choose the settings for this report, and click OK. 9. If you enabled the option: Save report options with this report then click Rev. 3/17/11

159 Options and make any changes to the formatting or sorting options. 10. Click Save. Generating a Saved Report 1. In TimeClock Manager, go to Period > Reports. 2. Click on the Saved Reports tab. 3. Enter the date range for the report. Instead of entering the dates manually, you can choose a date range from the drop down list. 4. Place a check next to the report(s) that you choose to preview or print. 5. If the saved report does not include any criteria then you may choose who should appear in the report by clicking Criteria, enabling and configuring a filter, and clicking OK. 6. To preview the report, click on the Print button and choose Print preview. Only one preview will open at a time, If you selected more than one report, the next preview will appear after you close the preview that is active. If there is more than one page then use the arrows in the upper right corner of the preview to move between pages (the up arrow will take you to the next page and the down arrow will take to the previous page). 7. To print the report, click on the Print button and choose from the list of available outputs. Print to printer This will send the selected report(s) to your printer. Print to file This will save the selected report(s) to a TCRPT file which can be opened outside of TimeClock Manager using Report Printer. Print to PDF This will save the selected report(s) to a PDF for viewing in Acrobat Reader. Print to HTML This will save the selected report(s) to HTML for viewing in a web browser. Print to Office OpenXML This will save the selected report(s) to the Office OpenXML format. The option will only be available when the following conditions exist: 1) you are not logged in as the supervisor, 2) your user has an E- mail address on file (refer to Info Tab in the User Reference Guide found on the CD), and 3) the mail settings have been defined in the Defaults (refer to Mail Settings in the User Reference Guide found on the CD). The default footer for every report includes the page number (lower left corner) and the month, day, year, and time (lower right corner). This may be changed and custom text may also be entered (Configuration > Preferences > Footers). Under the Period menu, there are three additional reports: Approaching overtime, Employee job code report, and Employee accrual rule report. For more information on these reports, please refer to 7.1. Other Reports in the User Reference Guide found on the CD. Rev. 3/17/11

160 SECTION VIII: CRITERIA Because companies often have the need to perform certain operations for a selected group of employees (for example, by physical location or for one department), TimeClock Plus provides the ability to filter employees when performing several processes in the system. Employee lists throughout the system, reports, and exports display and export information based on criteria. Some examples of processes that utilize criteria: Running a Report Globally Adding/Removing a Job Code for Employees Globally Adding a Shift for Employees Globally Adding/Changing/Removing a Schedule Exporting Information or Hours Sending a Message to a Group of Employees Viewing a Log of Clock In/Out Overrides by Managers Viewing Employee Lists (when editing employee information or hours) All processes that can be filtered feature a Criteria button on their input screens which when pressed displays the following Criteria screen. Filtering can be performed based on one field or a combination of the standard fields and custom fields that are presented in the Criteria options as follows: Filter by individual s number if this option is selected, this field allows you to include or exclude a single individual or range of individuals by their employee number. Filter by classification to if this option is selected, this field allows you to include or exclude individuals by a single classification or range of classification codes. Filter on default job to if option is selected, this field allows you to include or Rev. 3/17/11

161 exclude individuals by a single default job code or range of default job codes. Some employees may not have a default job code designated in Add/Edit (Jobs tab). Filter on department if this option is selected, this field allows you to include employees that are part of a particular department. The button found to the right of the field can be clicked to display different options that can aid in locating the department name quickly. Filter on individual s manager to include if this option is selected, this field allows you to include employees that have a particular manager assigned to them. Filter on hire date to include from if this option is selected, this field allows you to include employees hired between specific dates. Filter on days since hire to include from if option is selected, this field allows you to include employees based on the number of days since their hire date (a single day or range of days since date of hire). Exclude suspended individuals if this is option is selected, all employees that have been suspended will not be included in the results. This box is checked by default. Exclude terminated individuals if option is selected, all employees that have been terminated will not be included in the results. Exclude salaried individuals if option is selected, all employees that utilize the Salaried overtime calculation category will be excluded from the results. Custom fields if any or all of these fields are chosen, they will be used to determine who is included in the process. You can filter the custom fields to those that are Equal, Contains, Starts With, or Ends With a value that you specify. For more information on custom fields, please refer to Custom Fields in the User Reference Guide found on the CD. Rev. 3/17/11

162 SECTION IX: TOOLS IN TIMECLOCK MANAGER TimeClock Plus includes several tools to help you monitor employee attendance, view hours, view labor costing, edit hours, view overrides, create backups, reindexing the database, and reset archived information Who s Here The Who s Here section is used for monitoring employees in real time. It allows managers to immediately know the status of each employee and, from certain tabs, clock an employee out, put an employee on break, or move the employee to a different job code. It includes several tabs: All This tab lists all of the employees clocked in or otherwise. It includes their status and, if clocked in, their shift information. From here, the manager may clock an employee out, put an employee on break, move an employee to a different job code, or add a shift note to an employee. Clocked In This tab lists all of the employees who are clocked in. From here, the manager may clock an employee out, put an employee on break, move an employee to a different job code, or add a shift note to an employee. On Break This tab lists of all of the employees who are on a break. Auto Out This tab lists all of the employees who have been automatically clocked out (if Auto Out was enabled for their job code). These employees could be considered on the clock, but a time out has already been entered automatically for their shift. They will appear under this tab, to let you know they are working, until the time out that was entered has passed (to determine the time out, right click on the record > Shift info). Not In This tab lists all of the employees who are not clocked in. Last Punch This tab lists each employee s status, last clock in, and last clock out. Hours This tab is similar to the Call List section as it lists the total hours worked by each employee for the day and their total hours for the week. The employee s last clock out, hire date, and status will also appear here. Leave This tab lists all of the employees who are currently in a leave code (e.g., employees who are sick or on vacation right now). They will appear under this tab until the time out of their leave record has passed. 1. In TimeClock Manager, go to Tools > Who s here. Rev. 3/17/11

163 2. Choose a tab that includes the information you choose to review. See the breakdown of tabs before these steps for more information. 3. Each tab may be sorted by any of its columns if you click on the column header. 4. To choose which job codes should be included in the list, right click on the list, and select Filter by job code. Select the job codes you choose to include and click OK. This setting will apply to all of the tabs until you right click again and select Cancel job code filter. 5. To choose which employees should be included in the list, click Criteria, choose a filter, configure it, and click OK. If you want to include everyone then skip the criteria. 6. To jump to an employee in the list, enter the first name or last name next to Find. It will highlight the closest match to what is entered as you enter it. 7. To jump to that employee in Edit Hours, right click on him/her, and select Edit hours. 8. To print the tab in Who s Here, click Print and choose from the list of available outputs. If minor tracking has been enabled in the TimeClock Defaults (Configuration > Preferences > Defaults > Manager Settings > Minor Tracking) then any minor who is working past the time entered in the Minor Tracking section of the Defaults will appear in red. Shifts that exceed 8 hours will appear in green and shifts that exceed 12 hours will appear in blue. The amounts to flag (8 and 12) and the color (blue and green) may be changed in the Who s Here Options. Rev. 3/17/11

164 Putting an Employee on Break 1. From the All, Clocked In, Last Punch, or Hours tab, right click on an employee who is clocked in, and click Clock Out. 2. For Date Out, enter the date of the break. 3. For Time Out, enter the time that the break began. 4. Choose the Break type. 5. If tracked fields are enabled for the employee s job code and are required when clocking out, you may enable the tracked fields and enter an amount. If left disabled then a tracked amount of 0.00 will be recorded. 6. Click OK Clocking an Employee Out 1. From the All, Clocked In, Last Punch, or Hours tab, right click on an employee who is clocked in, and click Clock Out. 2. For Date Out, enter the date of the clock out. 3. For Time Out, enter the time of the clock out. 4. The Break type should remain << None >>. 5. If tracked fields are enabled for the employee s job code and are required when clocking out, you may enable the tracked fields and enter an amount. If left disabled then a tracked amount of 0.00 will be recorded. 6. Click OK Moving an Employee to a Different Job Code 1. From the All, Clocked In, Last Punch, or Hours tab, right click on an employee who is clocked in, and click Change job code. 2. For Change date, enter the date when the employee should change job codes. 3. For Change time, enter the time when the employee should change job codes. 4. Select the Job Code that the employee should be changed to. 5. If tracked fields are enabled for the employee s job code and are required when clocking out, you may enable the tracked fields and enter an amount. If left disabled then a tracked amount of 0.00 will be recorded. 6. Click OK Call List The Call List is a list of each employee s total hours for today and this week to help you avoid overtime, to assist you with making staffing decisions, and to call in replacements on an individual basis or for a new shift. Call List notes may also be entered with an expiration date and time. Each employee s hire date, phone number, and cell phone number is also provided (if entered in Add/Edit) and employees, who have entered overtime, will be flagged in red. 1. In TimeClock Manager, go to Tools > Call list. The Call List screen will display employees with their hours worked to date. 2. To choose which employees should be included in the list, click Criteria, Rev. 3/17/11

165 choose a filter, configure it, and click OK. If you want to include everyone then skip the criteria. 3. To print this list, click Print, and choose from the list of available outputs. Adding a Call List Note In previous versions, the Call List notes would automatically expire after 4 hours. Now the date and time of expiration is up to you. 1. Right click on the record or highlight it and select Add Note. 2. Enter a note. 3. Next to Expiration, enter the date and time that the note should expire. 4. Click OK Creating a Backup Periodically backing up your system information provides a safety net for you - the information can be restored should something happen and you lose your data (for example, due to a hard drive or system failure). A backup should be performed at regular intervals to minimize disruption to your business should a restore be required. There are 2 ways to backup the TimeClock Plus database: in TimeClock Manager and in Database Manager. 1. In TimeClock Manager, go to Tools > Backup system information. 2. For the Server directory, enter a directory on the server (machine hosting the TimeClock Database) where you would like the backup to be created. The directory specified is on the database server and not the local machine. If you enter C:\TCBackup then the backup will be created and placed in the C:\TCBackup directory on the server (not always on the machine performing the backup procedure). 3. For the Backup file name, enter the name you would like for the backup file. 4. Click Start. Should it become necessary to restore a backup, the option is in Database Manager. For more information on creating and restoring a backup in Database Manager refer to Section XX: Database Manager in the User Reference Guide on the CD. Rev. 3/17/11

166 SECTION X: COMPANY-WIDE CONFIGURATION TimeClock Defaults This section addresses additional settings that will impact your use of the system going forward. Many of these settings were established during the Quick Setup Wizard. In TimeClock Manager, go to Configuration > Preferences > Defaults. There are four categories of settings: 1. Global Settings 2. Manager Settings 3. Scheduler Settings (only required if Scheduler will be utilized) 4. Client Settings (applicable to both On-Screen TimeClock & Remote Data Terminals) Some important categories include: Display Options: The company name and the commonly mentioned elements of TimeClock Plus (employees and job codes) may be renamed here. Also, if you are using tracked fields, they may be renamed and configured (decimal places) here. Breaks: The four available break types may be set up here (by default there is only one break type, but you may rename that break and enter up to three more). Also the maximum break length may be changed here (if an employee goes on a break and exceeds this amount then the break will be changed to a clock out). Scheduler Settings > Miscellaneous: If you are creating schedules for your employees then the tardy and absent settings may be defined here (how late should be recorded as tardy and how late should be recorded as absent). Client Settings > Miscellaneous: The functions that are available to the employees during a clock operation may be determined here. Missed Punches: The method of managing missed punches may be chosen here. Two of the categories are covered in this guide. All of the categories may be found in the User Reference Guide (on the CD): Section TimeClock Defaults. Rev. 3/17/11

167 Miscellaneous (under Client Settings) This section includes settings that affect the employee in On-Screen TimeClock or a Remote Data Terminal (e.g., which self-service options should be available - viewing hours, schedules, accruals, etc. - and how missed punches should be determined if enabled). Allow employee to change his/her pin number If this option is enabled, employees will be able to change their pin from the confirmation screen. The confirmation screen appears in On-Screen TimeClock during a clock operation or after clicking the View button and logging in. Allow employee to set a blank pin number If this option is enabled, employees will be able to set a blank pin. The option: Allow employee to change his/her pin number must be checked for this option to be available. Allow viewing of hours worked If this option is enabled, employees will be able to view their hours worked for the week to date from the terminal or On-Screen TimeClock. Allow approving of punches (on-screen only) If this option is enabled, employees will be able to approve their time when viewing their hours from the On- Screen TimeClock. Allow printing of hours from view screen (on-screen only) If this option is enabled, employees will be able to print their displayed hours worked when viewing from the On-Screen TimeClock. Allow viewing of previously entered shift notes (on-screen only) If this option is enabled, employees will be able to view shift notes that they entered when viewing Rev. 3/17/11

168 their hours from On-Screen TimeClock. Allow entering of shift notes (on-screen only) If this option is enabled, employees will be able to enter notes for a particular shift when clocking in/out via the On-Screen TimeClock. Allow viewing of accruals (up to current week) If this option is enabled, employees will be able to view their current accrual balance from On-Screen TimeClock or a Remote Data Terminal. Allow viewing of schedules for up to how many weeks If this option is enabled, employees will be able to view their schedule for the current work week from On- Screen TimeClock or a Remote Data Terminal. Allow viewing of last punch If this option is enabled, employees will be able to view their last clock operation from On-Screen TimeClock or a Remote Data Terminal. Allow the use of the break button If this option is enabled, the Break button will be viewable in On-Screen TimeClock and functional on the terminal. For On-Screen TimeClock, the Break button must be enabled (right click on the title bar of On- Screen TimeClock > Configure Settings > log in > select the configuration > Windows Layout tab > Display break button). Allow change job code option If this option is enabled the button for changing job codes will be enabled in the On-Screen TimeClock as well as on a terminal. Allow editing of hours from the employee access terminal (by pressing 6 at the main menu) If this option is enabled, users will be able to edit employee hours from the terminal by pressing number 6 on the keypad. Show employee s id number when performing an operation The employee s number will display as they enter it to clock in/out of the system. If this option is not enabled, asterisks will mask the numbers on the keypad as the id is entered. Prevent clock in if a conflicting shift segments exists If this option is enabled, employees will not be allowed to clock in if there is a conflicting shift. Only perform round to minute if not already rounded to schedule If selected, the system will not perform both rounding to schedule and rounding to minute. Auto select default job code when returning from a break (if configured for employee) If this option is enabled, the employees default job code will be used when they clock back in from a break. This requires that Always use default job code when clocking in is enabled for the employee (Employee > Add/Edit > select employee > Misc tab). Skip pin entry if individual performs clock operation with a badge If enabled, and a Pin has been created for the employee (Employee > Add/Edit > Info tab), a Pin will not be required should the employee clock in or out by swiping a card. Skip pin entry if individual is biometrically verified If enabled, and a Pin has been created for the employee (Employee > Add/Edit > Info tab), a Pin will not be required should the employee identify himself/herself with the biometric reader. Rev. 3/17/11

169 Allow time sheet entry up X day(s) in the future and Y day(s) in the past If time sheet entry has been enabled for an employee and employee job code then the employee will be allowed to enter time sheets for that job code X number days in the future and Y days in the past. By default, both are 0, so time sheets can only be added to the current day. Allow employees to view current hours for this period when entering a time sheet If time sheet entry has been enabled for an employee and employee job code and this option is enabled, the Current Hours tab will be available when the employee is entering time sheets. View messaging before entering time sheets If enabled, any messages sent to the employee will be displayed before the employee is allowed to enter a time sheet (if the employee is configured to enter time sheets) Missed Punches This section allows you to setup missed punches. Missed In Punch If an individual attempts to clock out without an associated in punch, what action should be taken (select one of these four options): Deny clock out until the punch is corrected When the employee forgets to clock in and tries to clock out, the operation will be denied until the missed time is edited. Record blank time in and flag as a missed punch When the employee forgets to clock in and tries to clock out, the system will record the missing time in as <<Missed>> and allow the employee to clock out. At some point, the missed in will need to be corrected by a manager and approved. Record scheduled time in (if available) and flag as a missed punch When the employee forgets to clock in and tries to clock out, the system will attempt to match the missed punch with the nearest scheduled time. If a matching schedule is found, the scheduled time will be entered and flagged as a missed punch. At some point, Rev. 3/17/11

170 the missed in will need to be approved by a manager. If a matching schedule is not found, then the system will flag it as a <<Missed>> punch. Allow individual to enter the time in and flag it as a missed punch - When the employee forgets to clock in and tries to clock out, the employee will be allowed to enter the time of the missed punch. Eventually a manager will need to approve it. Missed Out Punch If an individual attempts to clock in when they are already clocked in, what action should be taken (select one of these four options): Deny clock in until the punch is corrected When the employee forgets to clock out and tries to clock in, the operation will be denied until the missed time is edited. Record blank time out and flag as a missed punch When the employee forgets to clock out and tries to clock in, the system will record the missing time out as <<Missed>> and allow the employee to clock in. At some point, the missed out will need to be corrected by a manager and approved. Record scheduled time out (if available) and flag as a missed When the employee forgets to clock out and tries to clock in, the system will attempt to match the missed punch with the nearest scheduled time. If a matching schedule is found, the scheduled time will be entered and flagged as a missed punch. At some point, the missed out will need to be approved by a manager. If a matching schedule is not found, then the system will flag it as a <<Missed>> punch. Allow individual to enter the time out and flag it as a missed punch When the employee forgets to clock out and tries to clock in, the employee will be allowed to enter the time of the missed punch. Eventually a manager will need to approve it. Allow the employee to enter a note for the missed punch If enabled, a Note field will be available to the employee during a missed punch. This setting will only be available if Allow individual to enter the time is selected for one or both Missed Punch situations above. Require the employee to enter the note If enabled, the employee will be required to enter the note before processing the missed punch User List In order to access the TimeClock Manager (for editing hours, generating reports, etc.) an individual must be set up as a user. Employees who will be clocking in/out, but will not be accessing TimeClock Manager do NOT need to be set up as users. In TimeClock Manager, go to Configuration > User list. The User List screen allows you to add or remove a user, create or change the user s password, select which employees the user can access, establish which job codes are available to the user, and select specific user rights. There are three steps required to setup a user. Rev. 3/17/11

171 1. Add a new user (ID and Name). 2. Set up a password. 3. Establish the user rights (where the user can go and what the user can do). In most areas of the system, when a user logs on, only the items in which the user has access to will be displayed to that user through the graphical interface Adding a User 1. In TimeClock Manager, go to Configuration > User list. 2. Click Add. 3. Enter a User Id. This login will provide access to various parts of the system. 4. Enter a User Name. This name is for reference purposes (to easily identify the user). 5. The Copy settings feature allows you to copy and paste another user s access and user rights. If you want the user being added to access the same employees and have the same rights to TimeClock Plus as another user then select the other user from the list. 6. Click OK. 7. If the user should only have access to certain employees, click on the Employee Access tab, select: This user can access only specific Rev. 3/17/11

172 individuals and place a check next to the employees that this user will have access to. 8. If the user should only have access to edit or approve hours in certain job codes, click on the Job Code Access tab, select: This user can manipulate hours for only specific job code items, and place a check next to the job codes that should be available. 9. Click on the Passwords tab and set the System Access password. If you choose to also set the other passwords then please do so. 10. Enter any additional information you desire or adjust any settings (see User Properties). 11. Click OK. 12. Set up the user s rights (refer to Establishing the User Rights). 13. Click Save. Copying Rights and Access 1. In TimeClock Manager, go to Configuration > User list. 2. In the list on the left, right click on the user you choose to copy settings from and click Copy user rights/access. 3. Place a check next to the user you choose to paste the settings to. 4. Place a check next to the settings you choose to copy: User rights, Employee access, and/or Job code access. 5. Click OK. Editing a User 1. In TimeClock Manager, go to Configuration > User list. 2. Select a user in the list on the left. 3. Make any desired changes. 4. Click Save. Removing a User In order to remove a user, the user account may be deactivated or deleted. To deactivate a user s account: 1. In TimeClock Manager, go to Configuration > User list. 2. Select the user you choose to deactivate. 3. Click Edit. 4. Remove the check next to User is active. To delete a user s account: 1. Select the user you wish to delete. 2. Click Remove. 3. Click Yes to confirm User Properties This window will open when you add a new user. It can be accessed at any time by double clicking on a user on the left side of the User List or by selecting a user and clicking Edit. Rev. 3/17/11

173 It includes information that affects functionality such as logging in, report settings, and export settings. It also includes employee access, job code access, and password setups. Once the User Id is set, it may not be changed. The User name may be edited. If the user is also an employee with his or her hours being tracked in TimeClock Plus then select the employee s id number from the Employee number drop down list. There are rights that depend on this field (that allow a user to only edit his/her information or prevent a user from editing his/her information). Employees are the individuals who will be performing clock operations and users are the individuals who will be accessing the management applications such as TimeClock Manager or Scheduler. There may be situations where an individual who has been set up as an employee is also set up as a user (with limited access) because the employee has been asked to perform certain operations in TimeClock Manager. For example, a receptionist may need to clock in and out, so an employee is created for her, but she also needs to determine if an employee is clocked in (in the office) when a caller asks for that employee, so a user is created (with Who s Here access). The user s Network ID may be entered in this field, so when they log into the network, the system will know who they are and automatically select their user name when they open any of the management applications for TimeClock Plus. The user s Address may be entered in this field, so that he/she may reports. The mail settings must also be configured in the TimeClock Defaults (Configuration > Preferences > Defaults > Global Settings >Mail Settings). The user s Department may be entered in this field for informational purposes. Start in allows you to select the section that will open when the user logs in. User is active determines whether or not the user account is enabled. If this is unchecked then the user will be unable to log in. In the User List, underneath the list of users, there is an option to only show active users. Place a check next to that option to hide inactive users from the list. Use shared configurations in Period Reports If this option is checked then the user s report settings will be shared with the supervisor and with other users who have this option checked. If this option is un-checked, the settings will be unique to each user. Rev. 3/17/11

174 From the main screen of the User List, expand the TimeClock Manager branch, Reports, and Pay Period. Notice the option: Change individual report settings. If you don t want the user to change the settings (to use whatever you define as supervisor and not have the option to change it) then un-check this option. Use shared configurations in Period Exports If this option is enabled then the user s period export settings will be shared with the supervisor and with other users who have this option checked. If this option is un-checked, the settings will be unique to each user. User must change access password every x days If this option is enabled, the user will have to change his/her access password (the password for logging in) every X number of days. If you enable this, enter the number of days in which the user will be prompted to change his or her password. Last password change by user displays the date and time of the last required password change. The number in parenthesis is the number of days ago that the last password change took place. This will help you determine how close the user is to the next required password change. Automatic log off when application is idle for x seconds If this option is enabled, the user will be logged off when there is inactivity for X seconds. If you enable this, enter the number of seconds in the field next to it. When there is inactivity, a progression bar will appear 15 seconds before the amount of time you entered. For example, if you entered 45 seconds then the progression bar will appear after 30 seconds of inactivity. If you entered 60 then it will appear after 45 seconds of inactivity. For the remaining 15 seconds, the progression bar will drop. When it has completely dropped, you will be logged out. If you see this bar, move the cursor to abort it. The Employee Access tab is used to grant the user access to specific employees. By default, the user will be able to access everyone. The Job Code Access tab is available if you decide to only grant the user access to modify hours in specific job codes. By default, the user will be able to modify hours in any job code. Creating/Changing a Password 1. Click on the Passwords tab. 2. Double click on the password or highlight it and click Change. 3. If there is a password on file then enter the current password. If you are logged in as the supervisor then you do not have to enter the user s current password. If a password policy is in effect then the details of the policy will appear under the Password Policy listing. When entering a new password, it will need to meet each of those requirements. Below is an example of one policy. 4. Enter and re-enter the new password. 5. Click OK. Rev. 3/17/11

175 You may allow users to set these passwords. When you return to the User List, look at the user rights (right side). Expand TimeClock Manager > Configuration > Preferences > User Options > User can change his/her password Establishing the User Rights The left side of the screen displays all of the users that have been created. The right side of the screen displays the user rights or permissions that are available. The user rights define which screens and actions the user has access to in the system. Click on the (+) sign next to TimeClock Manager. Notice that the structure of the user rights section is the same structure as the other menus found throughout the application. For example, if you are looking for rights to the Who s Here list, you would click on the (+) sign next to TimeClock Manager, then the (+) sign next to Tools, and then the (+) sign next to Who s Here because that is the path that would be followed to reach Who s Here. 1. If you created a role and choose to assign a user to it then select Assign user to role, select the role from the drop down list, and skip to step 6. If not then continue with step If you do not have a role to assign the user to then expand the branch (click +) of the application that you want the user to access. 3. Continue expanding the branches underneath the application until the specific section that you want the user to access appears. 4. Expand that section and review the rights underneath it. 5. Place a check by the rights you choose to grant and un-check the rights you choose to revoke. 6. Click Save. There is an option to create user roles (user right templates). These are helpful when you have several users with the same/similar user rights. For more information on user roles, please refer to User Roles in the User Reference Guide found on the CD. Rev. 3/17/11

176 SECTION XI: MANAGING SCHEDULES The TimeClock Scheduler is a powerful yet simple-to-use scheduling system that is integrated with TimeClock Plus. This integration is required to provide the real-time attendance monitoring features of the TimeClock application. Creating schedules is optional, but necessary if you choose to utilize tracking tardies and absences, schedule restrictions (to prevent early and late clock operations), or processing scheduling rounding (to round the actual in/out time to the schedule) Basic Concepts of TimeClock Scheduler 1. All employees who were created in TimeClock Manager are accessible in TimeClock Scheduler - there is no dual entry of employee data necessary. 2. Schedules for one employee may be saved to a snippet and applied to other employees individually or globally. 3. Schedules may be created individually or globally. 4. Fixed schedules may be enabled and created for an employee (may be a repeating schedule, repeatable up to 8 weeks). 5. Shift Pools may be created in Scheduler to simplify the scheduling process. These can be established for a single standard shift or multiple shift(s) depending on your company s needs. For example, all employees may be scheduled from 9:00-5:00 so a shift pool could be created from 9 until 5 or employees may work one of three shifts during a 24-hour period, so three different shift pools could be created. This is useful because once your shift pools are created you can quickly choose the shift pool to apply when scheduling an employee instead of having to enter the shift time individually. 6. Schedules may be manually or automatically copied from one period to the next. The automatic copy will occur when the week is closed, but for that to happen there is an option that must be enabled in the TimeClock Defaults section (refer to Close Week in the User Reference Guide found on the CD) and another option must be enabled in Add/Edit (refer to Scheduler Tab in the User Reference Guide found on the CD). 7. Schedules for certain job codes may be manually or automatically transferred to an employee s hours. For the automatic transfer to happen there is an option that must be enabled for the job code in TimeClock Manager (refer to Information Tab). The automatic transfer of schedules to hours can be very useful if, for example, you are scheduling vacation. 8. The Scheduler includes the same Criteria feature available in TimeClock Manager to filter employee data for schedules, reports, etc. 9. The labor cost of scheduled hours can be automatically calculated in TimeClock Scheduler (the screen is available in the Tools menu). Rev. 3/17/11

177 11.2. Creating/Editing Employee Schedules Creating and editing an employee schedule can be performed individually or globally Individual Scheduling There are several ways to create or edit a schedule individually: Employee schedule, Employee fixed schedule, Weekly overall schedule, and Daily overall schedule (for editing schedules only) Employee Schedule 1. In TimeClock Scheduler, go to View > Employee schedule. You can also reach this from the employee list (View > Employee list > Employee tab). On the employee list, there is a Jobs tab that sorts the employee list by job code. Double clicking on an employee from this tab will also open the Employee Schedule. 2. Double click on the employee or enter their ID above the list and press Enter. You can also search by first name, last name, badge number, or export code by clicking the icon button on the left side of the field. Rev. 3/17/11

178 The title of the screen will be Fixed schedule overrides for employee X. The employee must be configured in TimeClock Manager (Add/Edit) to use fixed schedules. There are three tabs at the top: Schedule, Detail, and Visual. A breakdown of the schedule will appear under Detail and a graph summary of the schedule will appear under Visual. The upper section of the screen displays the employee s current schedule in a two-dimensional matrix format (days of the week across the top and schedule segments down the left side). The lower left section displays summary information about the week regarding regular, overtime, and total hours scheduled. The lower right section displays any schedule requests made by the employee for a day in the period that is opened Employee Fixed Schedule In TimeClock Manager (Employee > Add/Edit > select an employee > Scheduler tab), there is an option that must be turned on if you want to create a fixed schedule for that employee: Individual uses a x week fixed schedule starting on y. x (the first field) represents the number of fixed schedules you plan to create (up to 8 are available) and y (the second field) represents the week for the first fixed schedule. If this is enabled then the fixed schedule you create for the first week will be applied automatically to every week. If you have a fixed schedule that should repeat every 2 weeks then you would enable the option for that employee in Add/Edit (setting it to 2). The fixed schedule you create for the first week will be applied automatically to the third week, fifth week, etc. The fixed schedule you create for the second week will be applied automatically to the fourth week, sixth week, etc. For any week in the future, you may override a fixed schedule from the Employee or Weekly Overall Schedules by double clicking on a blank cell for the fixed day you want to override. The override will only affect that week and not any after that. In TimeClock Scheduler, go to View > Employee fixed schedule. You can also reach this from the employee list (View > Employee list > Employee Fixed tab). Double click on the employee or enter their ID above the list and press Enter. You can also search by first name, last name, badge number, or export code by clicking the icon button left of the field. Rev. 3/17/11

179 The layout of the Fixed Schedule is the same as the Employee Schedule (see the bulleted breakdown before these steps for more details) Weekly Overall Schedule 1. In TimeClock Scheduler, go to View > Weekly overall schedule. 2. Choose which employees should appear by going to View > Change scheduler criteria. If you want to see everyone (that you have access to) then disregard the Criteria settings. An advantage of scheduling shifts in the Weekly Overall Schedule is that a schedule can be dragged and dropped from one employee to another through the user interface. The process of scheduling is the same in the Employee, Fixed, and Weekly Overall Schedules. Schedules may be added to these sections in one of several ways: Manual entry Copy and Paste/Drag and Drop Save and Paste a Snippet Entering a Schedule 1. In the Employee Schedule, Fixed Schedule, or Weekly Overall Schedule, double click on the first empty cell under the day you choose to schedule. If you set up a shift pool then highlight the first empty cell, click Shift Pool, and click on the desired pool. If there is a fixed schedule and you want to override it then double click on a blank cell for that day. The override will only affect that week. 2. In the Edit Segment window, enter the Date start. 3. Enter the Time start and Time end. If you selected a shift pool then skip this step since the shift pool times were entered already. Rev. 3/17/11

180 4. Select a Job Code. 5. Enter a description (optional). 6. If a break should follow this segment then select the break type. To ensure that multiple segments are treated as a single shift, they must be attached with breaks. 7. If you enabled automatic deductions or a segment minimum for the job code you are scheduling, and if you choose to disable either, then place a check next to one or both segment flags. Disabling automatic deductions and/or segment minimums will take place if schedules are transferred to hours. It will also affect the calculation of scheduled labor costing. 8. Click OK. If you make a mistake and need to delete a segment, highlight it, and press the Delete key on your keyboard. Copying and pasting are explained in Section Copying and Pasting of the User Reference Guide found on the CD Copying a Schedule from One Period to Another 1. In TimeClock Scheduler, go to File > Copy schedules. 2. Next to Include, choose the employees to include in the copy. Only those matching current schedule criteria If this option is selected then the copy will affect the employees included by the Scheduler s criteria (View > Change scheduler criteria). Adjusted the Scheduler s criteria to include the employees that you want this copy to affect. Only the individuals I can access If this option is selected then the copy will affect everyone that your specific user has access to. Only those I can access that match the criteria defined in this form If this option is selected then the copy will affect the employees included by the criteria established from the Schedule Copy screen (click Criteria at the bottom). 3. Choose the segments that should be copied in addition to regular segments. Copy Off segments from source schedule If this option is selected, the copy will include Off segments. Copy On-Call segments from source schedule If this option is selected, the copy will include On-Call segments. Copy Open segments from source schedule If this option is selected, the copy will include Open segments. Rev. 3/17/11

181 Copy overrides for individual using fixed schedules If this option is selected, the copy will include segments that override a fixed schedule. Skip individuals that already have segments scheduled in the destination schedule If this option is selected, employees who have at least one scheduled segment will be skipped by the copy. 4. If you selected the option: Only those I can access that match the criteria defined in this form then click Criteria, choose a filter, configure it, and click OK. If you want to include everyone (that you have access to) then disregard the Criteria. 5. Click Filter to choose which job codes you choose to include or not include in the copy. If all job codes should be included then disregard the filter. Include segments for every job code If this option is selected then every segment for the employees you included will be copied. Include only the job code items selected below If this option is selected then only segments using the job codes selected in the list will be copied. Include all except the job code items selected below If this option is selected then all of segments will be copied except segments using the job codes selected in the list. 6. Under Source Schedule, select the period where you choose to paste the Destination Schedule. The button with the arrow will reset this. If you click Preview the process will be simulated to validate it. Nothing will actually be added during a Preview process, but the system will check the entered schedules against everyone in the defined group of employees and report any problems. 7. Click Process Editing a Schedule Editing the Employee and Weekly Overall Schedules 1. In either the Employee Schedule or Weekly Overall Schedule, double click on the cell you choose to edit. If the cell contains a fixed schedule (green by default) then anything you enter here will override that fixed schedule. 2. Adjust any of the information and click OK. Editing the Daily Overall Schedule 1. In TimeClock Scheduler, go to View > Daily overall schedule. 2. Choose which employees should appear by going to View > Change scheduler criteria. If you want to see everyone (that you have access to) then disregard the Criteria. 3. Choose a day from the tabs along the top. 4. Click Filter to choose which job codes you choose to include in the export. If you created job code groups and want all of the codes in a particular group to be included, right click on one of the codes in that group and choose Include Group <group name>. You can also save the filter and load it at a later time. If all job codes should be included then disregard the filter. Rev. 3/17/11

182 5. Hover your mouse over a shift to display a tool tip with the shift s date, time, job code, and description. 6. Double click on a shift to edit it. 7. Adjust any of the information and click OK. You can jump to an employee s individual schedule if you right click on their shift and Open individual schedule for <employee name> Global Scheduling The Global Scheduler section (Apply Schedule tab) allows you to create a schedule and globally add it to everyone or to a select group of employees. 1. In TimeClock Scheduler, go to Tools > Global scheduler. 2. From the Apply Schedule tab, double click on the first empty cell under the day you choose to schedule. If you set up a shift pool then highlight the first empty cell, click Shift Pool, and click on the desired pool. 3. In the Edit Segment window, enter the Date start. 4. Enter the Time start and Time end. If you selected a shift pool then skip this step since the shift pool times were entered already. 5. Select a Job Code. 6. Entering a description is optional. 7. If a break should follow this segment then select the break type. To ensure that multiple segments are treated as a single shift, they must be attached with breaks. 8. If you enabled automatic deductions or a segment minimum for the job code you are scheduling, and you decide to disable either, then place a check next to one or both segment flags. Rev. 3/17/11

183 Disabling automatic deductions and/or segment minimums will take place if schedules are transferred to hours. It will also affect the calculation of scheduled labor costing. 9. Click OK. If you make a mistake and need to delete a segment, highlight it, and press the Delete key on your keyboard. 10. Choose which employees should be affected in the Criteria: choose a filter, configure it, and click OK. If you want to include everyone (that you have access to) then disregard the Criteria. If you click Preview the process will be simulated to validate it. Nothing will be added in the Preview process, but the system will check the entered schedules against everyone/the defined group of employees and report any problems. 11. Click Process. To learn about the other functions in Global Scheduler (e.g., global changes and removals) please refer to Global Scheduling in the User Reference Guide found on the CD Deleting Schedules for a Specified Period 1. In TimeClock Scheduler, go to Tools > Delete schedules. 2. Under Individuals to Delete, choose the employees to include. Individuals contained in the current schedule criteria If this option is selected then the deletion will affect the employees included by the Scheduler s criteria (View > Change scheduler criteria). If Rev. 3/17/11

184 you adjusted Scheduler s criteria to only include certain employees and you want this delete to affect the same people then select this option. Individuals contained in the current user access and criteria specified in the form If this option is selected then the deletion will affect employees that the user can access who are included by this screen s criteria (click Criteria at the bottom). All individuals for the company that match the criteria specified in the form If this option is selected then the deletion will affect the employees outside of the user s access who are included by this screen s criteria (click Criteria at the bottom). The option: All individuals for the company allows users who have limited employee access to still delete scheduled periods for anyone including employees outside of their access. If you want a user with limited access to have this ability then enable the right for that user in TimeClock Manager (Configuration > User List.) 3. Select the schedule(s) you choose to delete. Delete schedule for a date range If this option is selected, you may enter the beginning and end of the period you choose to delete. Instead of entering the dates manually you may select a date range from the drop down list. The schedule that is currently opened will not be available to delete. Delete specific scheduled weeks If this option is selected, you may place a check next to the weeks you choose to delete. By selecting a parent item (an item with a plus or minus next to it), all schedules underneath that item will be selected. For example, to select all schedules for the year 2010, place a check next to If you selected the option: Only those I can access that match the criteria defined in this form then click Criteria, choose a filter, configure it, and click OK. If you want to include everyone (that you have access to) then disregard the Criteria settings. 5. Click Process and Yes to confirm. Rev. 3/17/11

185 SECTION XII: SCHEDULER REPORTS TimeClock Plus provides several reports with scheduling information. These reports have been broken down into different sections. Daily Schedules Reports in the first section reflect schedules on a daily basis broken down by employee or job code. One report (Daily Visual) provides a graphical representation of each employee s schedule per day. Other Reports The second section offers a variety of reports including a report with estimated wages based on the employee s schedule and job code rate (if entered in Add/Edit). It also includes a detailed breakdown of schedules according to job code and a report with any schedule requests that were submitted by an employee for the period you are reporting. Finally, it includes a report (Time Coverage) that shows how many employees are working at each hour of the day. Individual Schedules The third section includes a report that reflects an employee schedule for each week (one employee per page). Weekly The fourth section includes a report that reflects an employee schedule for each week (several employees per page). Job Code Reports The fifth section includes reports that break the schedules down according to job code. Configurable These reports may be configured to include or exclude different bits of information. These settings may be different for each user, allowing everyone to view the same report differently (in a format to their liking). Alternatively there is an option to share the configuration. The option to Use shared configurations in Period Reports may be enabled on a per user basis. Any users with that option enabled will read/write to the same configuration versus reading/writing to their own. Savable There is also an option to save a report by right clicking on a report and selecting Create saved X. This means that a user can adjust the parameters of a report and save it for faster future retrieval. Parameters include the report options (formatting and sorting), the report settings (what should appear in the report), and the Criteria (who should appear in the report). For example, you could create a saved report with the criteria filtering on a department and another saved report with the criteria filtering on a different department. Then, in the future, you will be able to run a report for the department of your choosing without having to change the parameters each time. Rev. 3/17/11

186 12.1. Generating a Report 1. In TimeClock Scheduler, go to Reports > Period Reports. 2. Enter the date range for the report. Instead of entering the dates manually, you can choose a range from the drop down list. 3. Place a check next to the report(s) you choose to preview or print. 4. To choose which employees should be included in the report, click Criteria, choose a filter, configure it, and click OK. If you want to include everyone then skip the criteria. 5. To preview the report, click on the Print button and choose Print preview. Only one preview will open at a time. If you selected more than one report, the next preview will appear after you close the preview that is active. If there is more than one page then use the arrows in the upper right corner of the preview to move between pages (the up arrow will take you to the next page and the down arrow will take to the previous). 6. To print the report, click on the Print button and choose from the list of available outputs. Print to printer This will send the selected report(s) to your printer. Print to file This will save the selected report(s) to a TCRPT file which can be opened outside of TimeClock Manager using Report Printer. Print to PDF This will save the selected report(s) to a PDF for viewing in Acrobat Reader. Print to HTML This will save the selected report(s) to HTML for viewing in a web browser. Print to Office OpenXML This will save the selected report(s) to the Office OpenXML format for viewing in the Office applications that support this type of file. Print to This will save the selected report(s) to a PDF and attach to an inside of TimeClock Manager. Rev. 3/17/11

187 The option will only be available when the following conditions exist: 1) you are not logged in as the supervisor, 2) your user has an E- mail address on file (refer to Information Tab in the User Reference Guide), and 3) the mail settings have been defined in the TimeClock Defaults (refer to Mail Settings in the User Reference Guide). The default footer for every report includes the page number (lower left corner) and the month, day, year, and time (lower right corner). This may be changed and custom text may also be entered (Configuration > Preferences > Footers) Configuring a Report 1. In TimeClock Scheduler, go to Reports > Period Reports. 2. Highlight the report you choose to configure. 3. Click Settings. 4. You may change the report title or make changes to the settings (the settings will differ for each report). 5. Click OK Saving a Report This feature allows you to save the report options (formatting and sorting), settings, and criteria (who should appear in the report) for faster future retrieval. For example, you could create a saved report for each department. It would then be possible to preview or print these reports without having to change the parameters each time. Creating a Saved Report 1. In TimeClock Scheduler, go to Reports > Period Reports. 2. Right click on the report you choose to save. 3. Click Create saved <report name>. 4. Enter a Section (category) or choose from the drop down list of sections (if you already created any saved reports). 5. Enter a Description. 6. From the three options, choose the accessibility and parameters of this report. Make this report visible to all users If this option is selected then the saved report will be available to everyone. If un-checked then it will only be available to the user who saved the report. Save criteria with this report If this option is selected then the criteria you define (from the Criteria button at the bottom of this screen) will be saved with the report. The saved criteria will then Rev. 3/17/11

188 override the main criteria (the Criteria button at the bottom of the Reports screen). If un-checked then the main criteria will be used. Save report options with this report If this option is selected then the options you define (from the Options button at the bottom of this screen) will be saved with the report. The saved options will then override the main report options (the Options button at the bottom of the Reports screen). If un-checked then the main report options will be used. 7. If you enabled the option: Save criteria with this report then click Criteria, enable and configure a filter (choose who should appear in the report), and click OK. 8. Click Configure, choose the settings for this report, and click OK. 9. If you enabled the option: Save report options with this report then click Options and make any changes to the formatting or sorting options. 10. Click Save. Generating a Saved Report 1. In TimeClock Scheduler, go to Reports > Period Reports. 2. Click on the Saved Reports tab. 3. Enter the date range for the report. Instead of entering the dates manually, you can choose a range from the drop down list. 4. Place a check next to the report(s) you choose to preview or print. 5. If the saved report does not include any criteria then you may choose who should appear in the report by clicking Criteria, enabling and configuring a filter, and clicking OK. If you want to include everyone (that you have access to) then disregard the Criteria settings. 6. To preview the report, click on the Print button and choose Print preview. Only one preview will open at a time. If you selected more than one report, the next preview will appear after you close the preview that is active. If there is more than one page then use the arrows in the upper right corner of the preview to move between pages (the up arrow will take you to the next page and the down arrow will take to the previous). 7. To print the report, click on the Print button and choose from the list of available outputs. Print to printer This will send the selected report(s) to your printer. Print to file This will save the selected report(s) to a TCRPT file which can be opened outside of TimeClock Manager using Report Printer. Print to PDF This will save the selected report(s) to a PDF for viewing in Acrobat Reader. Print to HTML This will save the selected report(s) to HTML for viewing in a web browser. Print to Office OpenXML This will save the selected report(s) to the Office OpenXML format. Rev. 3/17/11

189 SECTION XIII: CONFIGURING ON-SCREEN TIMECLOCK The On-Screen TimeClock allows employees to clock in and out from a personal computer. It can be customized to display in different formats and to include/exclude certain information and options for employees. You can have multiple configurations of the On-Screen TimeClock and assign these configurations on a computer basis. This section provides instruction on the customization of these options and display features. We recommend that you configure the On-Screen TimeClock before beginning clock in/out operations. 1. Open On-Screen TimeClock. 2. Right click on the title bar and click Configure Settings. 3. Select the user ID, enter your Access password, and click OK. 4. More than one configuration may be created. Every employee s On-Screen TimeClock will use the Default configuration unless configured otherwise. For more information, refer to Creating Multiple Configurations in the User Reference Guide on the CD). 5. Double click on the Default configuration or highlight it and click Select. Every employee s On-Screen TimeClock will use the Default configuration unless configured to use a different one. It is recommended that you configure the default settings to use for the majority of your clients and assign specific configurations to employees who need specific settings. 6. Complete any or all of the tabs (refer to The On-Screen TimeClock Settings in the User Reference Guide on the CD) and click OK. Rev. 3/17/11

190 SECTION XIV: CONFIGURING AND STARTING THE REMOTE DATA TERMINAL This section provides instruction on the configuration and operation of a Remote Data Terminal. Using a terminal, employees can clock in/out via a remote data terminal rather than via a PC using the On-Screen TimeClock. The purpose of a terminal is to collect punches and communicate those back to the TimeClock Plus database. Self-service options may also be enabled to allow employees to perform timekeeping related functions such as viewing their hours, schedules, or accruals Setting up WinRemote Configuring and activating a terminal is the purpose of WinRemote. WinRemote must either be opened (can be minimized to the system tray) or running as a service in order for the terminal to remain activated and communicate with the database. Since the terminal s operation relies on WinRemote running, the computer that you choose to run WinRemote needs to be available at all times (e.g., a server). If the terminal cannot communicate with the database (perhaps the server goes down) then there is a feature called Fallback mode (available on terminals with a fallback capability) which allows employees to still clock in and out. It saves the punches to a file on the terminal and, when communication with the server is restored, the punches are imported into TimeClock Manager. A company must be created in TimeClock Manager before you can configure and start the terminal in WinRemote. Please refer to the section on Creating a Company Configuring and Starting a Serial Terminal Once the terminal has been connected to the serial port of a computer (using the serial cable and adapter provided): 1. On the computer where the terminal is connected, open WinRemote. Rev. 3/17/11

191 2. When you first open it, there will be no ports listed. 3. To add a COM port, click Port > Add port. You may click Locate to determine which COM port the terminal is connected to. 4. Double click on the port or select it and click Port > Configure. 5. Click on Information (under Settings). 6. Select the company. 7. Click on Serial (under Communication). 8. Click Detect and WinRemote will negotiate with the terminal to determine the correct baud rate. For a Series 100/200 terminal, the baud rate is It can be set to a different baud rate when configuring the terminal (not recommended), but the default baud is If it is set to a different baud then you will need to select that baud rate. For an RT, Mark II, or Mark III terminal, the baud rate is The baud rate for older units will be Click OK. 10. Click Port > Start or select the port and press Ctrl+S. Rev. 3/17/11

192 For terminals that include a finger scanner or work in conjunction with a hand scanner, please refer to the documentation that is included with those units to learn more about installing and configuring them. All of the port settings are available in the User Reference Guide on the CD: Section Complete Overview of Port Configuration) Configuring and Starting an Ethernet Terminal Once the terminal has been connected to your network: 1. On the computer where the terminal is connected, open WinRemote. 2. When you first open it, you will need to add an Ethernet port. You may click Locate to search for Ethernet terminals on your network. The type of terminal and IP address on that terminal will be listed. 3. Click Port > Add port. 4. Select Ethernet port and click OK. 5. Double click on the port or select it and click Port > Configure. 6. Click on Information (under Settings). 7. Select the company. Rev. 3/17/11

193 8. Click on Ethernet (under Communication). 9. Next to Network address or name, enter an IP address that is available. You may click Ping to see if a device on your network responds (if a device has already been assigned that IP). For more information on entering an IP address on the terminal, please refer to the documentation that was included with the terminal. 10. By default, the incoming port on the terminal is 3001 but, if this number was changed, then enter the new port number. 11. Click OK. 12. Click Port > Start or select the port and press Ctrl+S. For terminals that include a finger scanner or work in conjunction with a hand scanner, please refer to the documentation that is included with those units to learn more about installing and configuring them. Rev. 3/17/11

194 All of the port settings are available in the User Reference Guide on the CD: Section Complete Overview of Port Configuration Running WinRemote as an Application/Service The port must be running for the terminal to communicate with the TimeClock Plus database. WinRemote must always be running. It may run as an application or as a service. Running WinRemote as an application means that you will have to open WinRemote manually should the computer ever be logged off or rebooted. Alternatively you may create a shortcut to WinRemote and add it to the Startup folder so that Windows automatically opens it when you log on. Whether you open WinRemote manually or have Windows open it for you, the port has to be started manually. Running WinRemote as a service means that Windows will run WinRemote silently in the background. This is the recommended approach. 1. In WinRemote, click Service > Install service. 2. Click Start service. Although WinRemote is running as a service, the port needs to be started, so you will want to configure the port and enable the option to automatically start the port. For more information, please refer to the next section: Enabling Auto Start Enabling Auto Start If WinRemote is running as an application then we recommend enabling the option to automatically start the port. If WinRemote is running as a service then the auto start option must be enabled for the terminal to start. 1. In WinRemote, highlight the COM/ETH port. 2. Click Port > Configure. 3. Click on Terminal Operation (under Settings). 4. Place a check next to the option: Automatically start this terminal when WinRemote starts. 5. Click OK. Rev. 3/17/11

195 SECTION XV: AUTO UPDATE The AutoUpdate application is used to periodically update your TimeClock Plus applications. The updates are made available to all valid licenses of TimeClock Plus 6.0 and may contain enhancements to the system. This is also how software fixes are made available to customers. It is recommended that you run AutoUpdate on a regular basis to check for updates and download any that are available. Unlike previous versions that downloaded and installed the updates, 6.0 will download the updates and place them in the database. When a user opens a TimeClock Plus application (e.g., TimeClock Manager), the system will go to the database and check if there are any updates for any of the applications installed locally. If there are, the user will be asked if he/she wants to install them. This method of updating was chosen for several reasons. Among those reasons: 1. Internet access may not be available to every computer that is using TimeClock Plus, but a connection to the database is required, so placing the updates in the database for clients to download when they open a TimeClock Plus application is a good method. 2. All of the clients no longer have to exit the application before the updates can be installed. AutoUpdate can be configured to automatically and silently download all updates, so when a user opens a TimeClock Plus application, they will be prompted to install those updates. Refer to Silent Updates. When you open a TimeClock Plus application, it will automatically check the database for updates. If updates are found, it will prompt you to install the updates. Rev. 3/17/11

196 The AutoUpdate application offers several options: Update This will allow you to check for updates to the TimeClock Plus database/applications. Revisions The list of updated applications can be reached by clicking this button. After selecting an application from the drop down list, you may review the revision history for that application (the changes made). Module This will allow you to download a module. Once downloaded, you will need to load the module in Module Manager. Installed The list of revisions in the database including their file name and version can be reached by clicking this button. Options This will open a window where you may enter the address of the server where AutoUpdate looks for updates. You may also enable, enter, or adjust your proxy server settings (if you have a proxy server). Register This will open the TimeClock Plus web page where you may register your copy of TimeClock Plus. Support Submitting a question, comment, or suggestion concerning TimeClock Plus or sending a backup of your database for technical support is possible by clicking here. When submitting a backup through AutoUpdate, it requires a submission identifier issued by a TimeClock Plus Support technician Downloading a Module Several modules are available including the Multi-Company module for creating more than one company, the Job Costing module for adding more levels and reports to TimeClock Plus for tracking projects or work orders, the Shift Differential module for paying differentials based on the time of day, the Auto Import module for automatically importing information such as employee information and hours, payroll export modules for exporting hours in TimeClock Plus to a file that a supported payroll application can import, and more. These modules can be installed by downloading the module with the Auto Update application (this requires an activation key available through your TimeClock Plus Sales Representative). Once installed, the module has to be enabled in Module Manager. If a module cannot be acquired by AutoUpdate, it can be sent by DMI Technical Support ( ) and installed using Module Manager. If you purchase a module (e.g., the Multi Company module or Job Costing module): Rev. 3/17/11

197 1. In AutoUpdate, click Module. 2. Enter the module key provided and click OK. 3. Once you have downloaded the module, you must enable it in the Module Manager application. The module key should be located on your original invoice. If you do not have the activation key, you may contact your sales or support representative to get your module activation key. It will connect to TimeClock Plus server and download the latest module. Next you need to load the module in Module Manager (refer to Section XVI: Module Manager) Silent Updates AutoUpdate may be configured to automatically and silently download any updates, so you don t have to worry about manually running AutoUpdate on a regular basis. 1. In Windows, create a scheduled task that regularly runs AutoUpdate (e.g., every hour on a daily basis or once a week). 2. For Windows XP, in the Run field, enter /silent after the last set of quotes: "C:\Program Files\TimeClock Plus 6.0\AutoUpdate.exe" /silent. 3. In Windows Vista, in the Arguments field, enter /silent. 4. In the Start In field, enter the 6.0 directory (by default: C:\Program Files\TimeClock Plus 6.0). Rev. 3/17/11

198 SECTION XVI: MODULE MANAGER Module Manager allows you to manage any modules that you purchased and installed. There are several things that you can do in this application. The most common use of this application is loading a module after it has been downloaded by AutoUpdate. The other uses are listed and documented in the User Reference Guide on the CD: Section XXII. Module Manager. There may be various tabs dependent on which modules you have downloaded. Each tab contains the system information for each module. Activation Module tab - Modules of varying categories such as the Job Costing, Multi-Company, Multi-Time Zone, Shift Differential, Contract Workers or Substitute modules. Hour Calculation Module tab - Modules dealing with specific hour adjustment needs, such as the Auto Deduction, Weighted Overtime and Forced Overtime modules. Export Module tab - Modules dealing with payroll software integration such as QuickBooks, RSCCC, Peachtree, Sage Abra, Great Plains, and PeopleSoft. WinRemote tab - Modules for hardware such as the Digital Output, Hand Scanner, and Fingerprint modules. On-Screen TimeClock tab The Secugen Hamster module. Login Module tab The POP3 and LDAP authentication modules Loading a Module 1. Log into Module Manager. 2. Select the tab of the module type to be configured. 3. To load the module, double click on the module or select it and click Edit. 4. You will see an option to Load this module. 5. Place a check next to that option and click OK. Anyone logged in will need to re-open the application to access the module. Rev. 3/17/11

199 HARDWARE 1.0. Using a Terminal The Remote Data Terminal (RDT) allows employees to clock in and out without a computer. It collects punches and communicates those back to the TimeClock Plus database. When entering the employee number, step 3 in the following lists of steps will only be necessary if the option: Show confirmation screen on manual entry is enabled in WinRemote. When swiping a card, step 3 will only be necessary if the option: Show confirmation screen on non-manual entry is enabled in WinRemote Clocking In 1. Press Clock In. 2. Enter your employee number and press Yes/Enter or swipe your card. If swiping a card, swipe with the magnetic strip or bar code facing right. 3. Press Yes/Enter if prompted to confirm your identity. If more than one clockable job code has been assigned to the employee then the job code will need to be selected and if a tracked field is required then an amount will need to be entered. If a restriction exists then a manager may override it with his/her Remote Data Terminal - Override password. If the terminal has a magnetic/bar code reader then a card can be encoded with the override password and the manager can swipe the card when asked for the password (more secure than entering the password in front of the employee).

200 Clocking Out 1. Press Clock Out. 2. Enter your employee number and press Yes/Enter or swipe your card. 3. Press Yes/Enter if prompted to confirm your identity. If a clock restriction exists then a manager will need to override it with his/her Remote Data Terminal - Override password. If a tracked field is required then an amount will need to be entered Clocking Out for a Break 1. Press Start Break. 2. Enter your employee number and press Yes/Enter or swipe your card. 3. Press Yes/Enter if prompted to confirm your identity. There is one break type by default. However, more than one break type may be created in TimeClock Manager (Configuration > Preferences > Defaults > System Wide Settings > Breaks). After pressing Start Break, if prompted, choose the correct break type. If a tracked field is required then an amount will need to entered Changing Job Codes 1. Press Job Code. 2. Enter your employee number and press Yes/Enter or swipe your card. 3. Press Yes/Enter if prompted to confirm your identity. 4. Select the new job code and press Yes/Enter. If a tracked field is required then an amount will need to entered.

201 Changing Cost Codes (Requires Job Costing Module) If the Job Costing module is installed, loaded, and enabled for the employee and that employee is clocked into a job code that requires a cost code then the employee may change cost codes. 1. Press Cost Code. 2. Enter your employee number and press Yes/Enter or swipe your card. 3. Press Yes/Enter if prompted to confirm your identity. 4. Select the new cost code using the Clock In and Clock Out keys to move through the list, and press Yes/Enter to select each level Viewing Hours Employees may view their hours in the current week on the terminal if the option to Allow viewing of hours worked is enabled in TimeClock Manager (Configuration > Preferences > Defaults > TimeClock Client > Access). If the option to Allow viewing of hours worked is checked or unchecked in TimeClock Manager then the port or ports will need to be stopped and restarted in WinRemote. 1. Press View and then the number 1 to view hours worked. 2. Enter your employee number and press Yes/Enter or swipe your card. 3. Press 0 for detail on the shift or press No/Esc to return to the main screen. Managers may edit hours on the terminal if the option to Allow editing of hours from the employee access terminal is enabled in TimeClock Manager (Configuration > Preferences > Defaults > Client Settings > Miscellaneous). The manager must have a user account with rights to edit hours from the terminal (Configuration > User list) Viewing the Last Punch Employees may view their last punch on the terminal if the option to Allow viewing of last punch is enabled in TimeClock Manager (Configuration > Preferences > Defaults > Client Settings > Miscellaneous). The option to Show confirmation screen on manual entry or, if using a card, the option to Show confirmation screen on non-manual entry must also be enabled in the WinRemote application. If you enabled/disabled the option to Allow viewing of last punch in TimeClock Manager then the port or ports will need to be stopped and started again. 1. Press Clock In or Clock Out. Viewing the last punch does not require a clock operation, but to access the screen that shows the last punch, the Clock In or Clock Out buttons must be pressed. 2. Enter your employee number and press Yes/Enter or swipe your card.

202 3. When your name is displayed on the screen with the Y/N confirmation, press 8 on the keypad and then press No/Esc to return to the main screen Viewing Schedules Employees may view their schedule for the current week and the next week on the terminal if the option to Allow viewing of schedules is enabled in TimeClock Manager (Configuration > Preferences > Defaults > Client Settings > Miscellaneous). 1. Press View and then the number 2 to view hours scheduled. 2. Enter your employee number and press Yes/Enter or swipe your card. 3. If prompted, select this week or next week, and press Yes/Enter. 4. Press Clock In or Clock Out to move through the schedules and then press No/Esc to return to the main screen Viewing Accruals Employees may view their accruals up to the beginning of the current week on the terminal if the option to Allow viewing of accruals (up to current week) is enabled in TimeClock Manager (Configuration > Preferences > Defaults > Client Settings > Access). 1. Press View and then the number 3 to view hours accrued. 2. Enter your employee number and press Yes/Enter or swipe your card. 3. Press a key after the warning. The warning, although the date will vary, should read: Information accurate to 12/15/2007. Press a key. 4. Press Yes/Enter to move between the job codes that accrue time and then press No/Esc to return to the main screen.

203 1.1. Ethernet Terminal Product Components Terminal Wall-Mount Power Pack Ethernet Cable Barrel Keys Wall Mount Installation Location and Position 1. Locate wall-mount on smooth surface at a minimum height of 46 off the floor. Mounting Holes 2. Align a bubble level with the top edge of the wall mount and gently rotate the mount until the bubble level shows that the top edge of the mount is level. 3. Using the mount as a template, mark the locations of the mount holes. 4. Remove mount and drills holes with appropriate hardware based on wall material. Secure to Wall 5. Re-position wall-mount and fasten securely to wall Terminal Installation Connection of Communications and Power 1. Connect power pack to the terminal s Power In port. 2. Connect one end of the Ethernet cable to the terminal s Ethernet port. 3. Connect the other end of the Ethernet cable to the Ethernet port on your network device.

204 Hang and Secure Terminal 4. Place terminal over the wall-mount, making sure to route the power and Ethernet cable through the access hole at bottom or back of the mounting plate. 5. Hook terminal onto top hanger tabs. This will align the terminal on the wall-mount. Rotate bottom in while sliding upward until terminal drops into hanger tabs. 6. Slide the terminal down and close it. Be careful to not crush any electronic components within the terminal by forcing it closed. You may have to check for cable clearances within the terminal. 7. Secure terminal to wall mount with the barrel lock at the bottom Configuring a Series 100/200 Ethernet Terminal 1. To configure the terminal, power it on and press F1 when the display reads F1 for setup... If the terminal is displaying Waiting for Host then it has already completed the boot process. Reset the power to the terminal and press F1 when prompted. 2. This will enter the Terminal Setup menu. Press the down arrow (F2) to select Ethernet and then press Yes/Enter to confirm the selection. 3. The terminal will then display the Ethernet Settings menu. Press Yes/Enter to select IP Address. 4. The terminal will display its current network configuration. Enter the IP address of the terminal and press Yes/Enter. This IP address must be accessible by the computer that will be running the WinRemote software. Please contact your network administrator if you are unfamiliar with configuring a network device. 5. Enter the subnet mask into the field labeled SM and press Yes/Enter. 6. Enter the default gateway into the field labeled GW and press Yes/Enter. 7. When the display reads Accept Changes press Yes/Enter for confirmation.

205 8. Press No/Esc to return to the Terminal Setup menu. 9. Press the down arrow (F2) key until the Save and Exit option is selected. 10. Press Yes/Enter to exit the Terminal Setup menu. This will reset the terminal and allow it to accept communication from the WinRemote software. For information on configuring WinRemote for an Ethernet terminal, please refer to Configuring and Starting an Ethernet Terminal in the User Reference Guide found on the CD Configuring the Fallback Timeout for a 200 Series Terminal Fallback Mode is only a feature of the 200 Series Terminal. Please speak with a representative for more information: The 200 Series Terminal allows clock operations to be performed and punches to be stored inside the terminal when it does not have a real time connection with the software. This can be caused by network failure, a server being taken down for maintenance, etc. If the terminal loses communication with the software, the terminal s TCP timeout, which is 60 seconds by default, begins. If the terminal does not re-establish communication within those 60 seconds then the connection is closed and the Fallback timeout timer, which is 30 seconds by default, begins. If the terminal does not re-establish communication within those 30 seconds then the terminal will enter Fallback Mode, at which point up to 2,000 punches may be stored inside the terminal. Once communication with the software has been re-established, the stored punches will be automatically retrieved from the terminal. To change the Fallback timeout 1. Double click on the port or select it and click Port > Configure. 2. Click on the Fallback Mode tab and change the Fallback timeout to the desired length of time. 3. Click OK.

206 Frequently Asked Questions Where can the Ethernet cable from the terminal be plugged in? The Ethernet terminal can be plugged into any hub or switch that can host a computer as well as a Network Interface Card (NIC). You will have to use a crossover cable if you connect the Ethernet Terminal directly to a Network card. What is the maximum cable length? 100 Meters How can I find out what IP the terminal is running on? When the terminal is online you can press the 1 button twice to have the terminal show you the IP as well as indicating how long the device has been online. This option will need to be enabled in WinRemote by configuring the port, clicking on the Terminal Operation tab, and enabling the option: Allow terminal identification by pressing 11 at the idle screen. Can I convert a Serial terminal into an Ethernet terminal? This is possible, but the terminal will need to be sent in. For a conversion, please call and make arrangements with your TimeClock Plus Sales Representative. Troubleshooting Error: The system was unable to start the port WinRemote will report this error if it is unable to take control of the IP specified in the software. The IP address may be in use by another computer or Ethernet terminal on the network. Disconnect the Ethernet terminal from the network, configure the port, click on the Ethernet tab, and click Ping. If the ping command receives a reply then the IP is currently in use by another device on the network. In this case, you must choose a new IP for the terminal. If there is no reply, reconnect the terminal and click Ping again. If there is still reply then verify that the settings on the terminal are correct (refer to steps 1-3 under Configuring a Series 100/200 Ethernet Terminal earlier in this section). Not connected, waiting 30 seconds This message will appear in WinRemote if the terminal loses its connection with the network or if the network becoming inaccessible. The software will wait 30 seconds before trying to reconnect to the terminal. This prevents the software from creating an unnecessary amount of network traffic while trying to reconnect to the terminal.

207 1.2. Serial Terminal Product Components Terminal Wall-Mount Power Pack Serial Cable Adapter Barrel Keys Wall Mount Installation Location and Position 1. Locate wall-mount on smooth surface at a minimum height of 46 off the floor. Mounting Holes 2. Align a bubble level with the top edge of the wall mount and gently rotate the mount until the bubble level shows that the top edge of the mount is level. 3. Using the mount as a template, mark the locations of the mount holes. 4. Remove mount and drills holes with appropriate hardware based on wall material. Secure to Wall 5. Re-position wall-mount and fasten securely to wall.

208 Terminal Installation Connection of Communications and Power 1. Connect power pack to the terminal s Power In port. 2. Connect one end of the serial cable to the terminal s Serial Port to PC on the Daughter Board located in the Wall-Mount. 3. Connect the other end of the serial cable to the adapter. 4. Connect the adapter to a serial port on the back of the computer that will control it. Hang and Secure Terminal 5. Place terminal over the wall-mount, making sure to route the power and serial cable through the access hole at bottom or back of the mounting plate. 6. Hook terminal onto top hanger tabs. This will align the terminal on the wall-mount. Rotate bottom in while sliding upward until terminal drops into hanger tabs. 7. Slide the terminal down and close it. Be careful to not crush any electronic components within the terminal by forcing it closed. You may have to check for cable clearances within the terminal. 8. Secure terminal to wall mount with the barrel lock at the bottom. For information on configuring WinRemote for a Serial terminal, please refer to Configuring and Starting a Serial Terminal in the User Reference Guide found on the CD Configuring the Fallback Timeout for a 200 Series Terminal Fallback Mode is only a feature of the 200 Series Terminal. Please speak with a representative for more information: The 200 Series Terminal allows clock operations to be performed and punches to be stored inside the terminal when it does not have a real time connection with the software. This can be caused by network failure, a server being taken down for maintenance, etc. If the terminal loses communication with the software, the

209 terminal s Host timeout, which is 60 seconds by default, begins. If the terminal does not re-establish communication within those 60 seconds then the connection is closed and the Fallback timeout timer, which is 30 seconds by default, begins. If the terminal does not re-establish communication within those 30 seconds then the terminal will enter Fallback Mode, at which point up to 2,000 punches may be stored inside the terminal. Once communication with the software has been re-established, the stored punches will be automatically retrieved from the terminal. To change the Fallback timeout 1. Double click on the port or select it and click Port > Configure. 2. Click on the Fallback Mode tab and change the Fallback timeout to the desired length of time. 3. Click OK.

210 1.3. Fingerprint Terminal Depending on the type of Fingerprint terminal that you have purchased, please refer to either the Serial or Ethernet Terminal sections of this guide for information on connecting the device. You will need to enable the fingerprint reader on the terminal and in WinRemote Enabling the Fingerprint Scanner on the Terminal 1. To configure the terminal, power it on and press F1 when the display reads F1 for setup... If the terminal is displaying Waiting for Host then it has already completed the boot process. Reset the power to the terminal and press F1 when prompted. 2. This will enter the Terminal Setup menu. Press F2 (down arrow) to select Aux Device and then press Yes/Enter to confirm the selection. 3. Press F1 and then select Fingerprint and then press Yes/Enter to confirm the selection. This will take you back to the main menu. 4. Press F2 to scroll down to Save and Exit and press Yes/Enter to save your settings. You will now need to install and load the Cogent Fingerprint Module Fingerprint Module Installation To install the Cogent Fingerprint Module: 1. Open Auto Update (Start > Programs/All Programs > TimeClock Plus 6.0 > AutoUpdate). 2. Click on the Module button. 3. Enter your module key for the Cogent Fingerprint Module in the Module Download window and click OK. This will be found on your invoice or you may call TimeClock Plus Customer Support ( ) to retrieve your key. 4. When asked if you would like to check for documentation, click Yes, to obtain the current version of the documentation. 5. Close AutoUpdate. 6. Open Module Manager (Start > Programs/All Programs > TimeClock Plus 6.0 > Module Manager). 7. Log in. 8. Click on the WinRemote tab, highlight the Cogent Fingerprint Module, and click Edit. 9. Place a check next to Load this module. If the use of this module is vital to operations then also check Halt application if module cannot be loaded. 10. Click OK and close Module Manager. You will now need to configure the Cogent Fingerprint Module in WinRemote.

211 Fingerprint Module Configuration If WinRemote has not been configured for terminal connectivity then refer to the appropriate section before proceeding. For Ethernet, refer to the Ethernet Terminal section (1.1) and for Serial, refer to the Serial Terminal section (1.2). Follow these steps to configure the module in WinRemote. 1. In WinRemote, double click on the port or select it and click Port > Configure. 2. Click on the Active Modules tab, highlight Cogent Fingerprint Module and click Configure. 3. Under the Settings tab, place a check next to Enable finger print unit on this terminal. 4. Make sure the Configuration access key has a key set, such as F1, etc. This is the key used to access the fingerprint enrollment screen on the terminal. 5. Choose between one-to-many and one-to-one verification.

212 One-to-many: Operations that verify the employee s identify with the one-to-many approach will ask for the employee s fingerprint and then search for a match. One-to-one: Operations that verify the employee s identity with the one-to-one approach will ask for the employee s ID, then ask for the fingerprint, and compare the taken print with the print on file for that ID. There are benefits of each. If you do not want the employee to enter their ID number and scan then one-to-many would be the best choice. However, if there are a lot of prints on file then one-to-one would be best. The one-to-one approach will always have a consistent verification time whereas the one-to-many approach, while more convenient, will have varying verification times based on the number of prints. 6. If you prefer the one-to-many approach then click on the Identification tab and place a check next to the operations that should require a fingerprint. Clock In, Clock Out, and Go on break are commonly checked. Operations left un-checked will not require a print. 7. If you prefer the one-to-many approach then click on the Verification tab and place a check next to the operations that should require an ID and print. Clock In, Clock Out, and Go on break are commonly checked. Operations left un-checked will not require a print. 8. Click OK.

213 Configuring an Employee to Always Skip the Scan In some situations, you may not require an employee to verify his/her identity using their fingerprint. 1. Open TimeClock Manager (Start > Programs > TimeClock Plus 6.0 > TimeClock Manager). 2. Log in and go to Employee > Add/Edit. 3. Double click on the employee. 4. Go to the Custom tab. 5. Under Cogent FP WinRemote Module, there is an option: Skip Verification. If set to Yes, then this employee will not be required to scan during a clock operation. 6. Click Save Enrolling a Fingerprint These are the only required steps to enroll on the terminal. 1. On the terminal, press the configuration access key defined in the Cogent Fingerprint Module configuration (F1 by default). 2. If the configuration access method selected in WinRemote was Management print then a message will appear that reads: A manager print is required for access but none are present. This message will only appear if there are no manager prints are on file. 3. Then a Maintenance menu will appear with the options for 1. Users, 2. Device, 3. Test. 4. Press 1 for Users. 5. Press 1 to Enroll. 6. Press 1 to enroll individual or 2 to enroll manager. 2 will only be an option if Use system to enroll management prints for overrides and access control is enabled in the Cogent Fingerprint Module configuration. Enrolling an individual: 1. After selecting to enroll individual, enter in the employee ID number and press the Yes/Enter button. 2. A confirmation screen confirming your employee name or manager name will appear. Press Yes/Enter if this is the correct name. 3. Select which of your 5 fingers you want to enroll as print number 4. Watch the display on the terminal for instructions. To enroll you will be required to place your finger on the finger reader two different times to obtain a valid fingerprint. Enrolling a manager: 1. Specify which Manager you are in the Enroll Manager menu. When enrolling a manager you are asked to confirm which manager (user) you are. Press the Clock Out button to go to the next manager in the list, or press the Clock In button to go to the previous manager in the list. 2. Select which of your 5 fingers you want to enroll as print number.

214 3. Watch the display on the terminal for instructions. To enroll, you will be required to place your finger on the finger reader two different times to obtain a valid fingerprint. Once the enrollment procedure is complete the employee can perform clock operations or the manager can authorize restricted clock operations. When enrolling, pay special attention to your fingerprint position on the sensor. You want to make sure the fingerprint images captured are properly centered with even pressure applied and minimal rotation. For example, the same pressure should be used as if pressing a button on a telephone. Also make sure to have clean fingers when enrolling. Finally if you have a damaged area on a finger, then please enroll with a different finger. The images below show common problems with finger placement. Finger Too High Finger Too Low Finger Too Far Left Finger Too Far Right Proper Position Other Important Settings For more information about the required settings, please refer back to the earlier section ( Fingerprint Module Configuration). If any of these options need to be changed and more than one terminal is connected then these options will need to be changed for each port in WinRemote. Settings Tab Configuration access key: This determines which key on the terminal will open the enrollment screen (disabled or F1 - F8). Configuration access method: When a manager presses the configuration access key to open the enrollment screen, the system will verify his/her identity using the method selected here. Management print verification will require managers to scan their finger to verify. Management password will require that managers to enter the password defined here. Management print or password will require the managers to scan their finger. If the scan is unsuccessful, it will require the managers to enter the password defined here.

215 If you enter a configuration access password, you will need to click Update Password. Enrollment Tab Use system to enroll management prints for overrides and access control: This will need to be checked if you choose to enroll managers. If this is not checked then the option to enroll managers will not be available. Use default method for management overrides (User/Password): If this option is selected, manager overrides (for clock restrictions, if any are enabled) will require the manager s override password. Use only management prints to perform overrides: If this option is selected, manager overrides will require the manager s fingerprint. Attempt to use management print, then use default method if verification fails: If this option is selected, manager overrides will require the manager s fingerprint. If the print fails for any reason, they will require the manager s override password. The user s override password is blank by default and must be created in TimeClock Manager (Configuration > User list > double click on the user s name > Passwords tab). Action to be taken if no prints are enrolled for an individual: This determines how a Series 200 terminal behaves in Fallback mode if an employee doesn t have any fingerprints on file. Reject punch will prevent individuals who do not have at least one print on file from performing a clock operation while in Fallback mode. Accept punch will allow individuals who do not have at least one print on file to perform a clock operation while in Fallback mode Other Options on the Terminal for the Fingerprint Reader These additional options may be found on the terminal (enrollment screen). The Maintenance menu contains three different options: Users The first option on the Maintenance menu is Users. When you select this option, you will land on another menu with four options: Enroll - The first option on the Users menu is Enroll. This option will allow you to enroll (create a fingerprint for) an individual/employee or manager. Delete The second option on the Users menu is Delete. This option will allow you to delete the fingerprint of an individual or manager. After selecting either, there will be two options: Delete One and Delete All. If you select Delete One, you will be prompted to choose which device the print should be deleted from: the database, the terminal, or both. Count - The third option on the Users menu is Count. The Record Count screen will give you a total count of fingerprints stored in the database and

216 internally inside the terminal. The maximum number of fingerprints that can be contained inside the terminal is 1,336. Sync - The fourth option on the Users menu is Sync. This option will allow you to sync either one or all individual prints. To sync the prints means to sync the prints between the database and the reader (terminal). After choosing to sync the prints for an individual or for everyone, you will land on the Sync Direction menu. o Sync Direction - The first option in the Sync Direction menu will allow you to sync the fingerprints from the reader (the terminal) to the database. The second option will allow you to sync fingerprints from the database to the reader. The third option will allow you to sync prints between the reader and the database. The Sync option should only be necessary if you have more than one terminal and have to re-enroll an employee. In that event, to ensure that each terminal has the latest copy of his/her fingerprint, perform a sync. Device The second option on the Maintenance menu is Device. When you select this option, you will land on another menu with four options: Info When you press 1 for Info, you will receive a Reader Information screen. This screen will give you information pertaining to your Cogent Fingerprint reader. This information contains the current version of firmware for your Cogent Fingerprint reader. Reset - When you press 2 to Reset, you will be sending a reset command to your biometric device. We do not recommend resetting your biometric device unless instructed to do so by a customer service representative. Firmware When you press 3 for Firmware, you will be allowed to download a new version of firmware for your Cogent Fingerprint reader. You will only need to download new firmware if instructed to do so by a customer service representative. Calibrate - When you press 4 to Calibrate, you will be allowed to calibrate your Cogent Fingerprint reader. Please contact customer support if the operation fails to begin the troubleshooting process. Test The third option on the Maintenance menu is Test. After selecting the option for test you will then be allowed to type in an employee ID number and scan a finger to see if they have a fingerprint on file for that particular finger. If a fingerprint is not on file for that finger you can then enroll the finger from the Enroll menu.

217 1.4. Hand Scanner Product Components Hand Scanner Wall Mount Cable Power Supply Hand Scanner Lock Keys Wall Mount Installation Wall Preparation Protect the hand scanner from the dust and debris generated during the wall plate installation process. 1. Remove the wall mount from the packing carton. 2. Measure and mark a point 48-1/2 inches (123 cm) from the surface of the finished floor. This point will correspond to where the top-center point of the hand scanner should be mounted. 3. For a hollow wall, drive a small nail into the wall at the mark and hang the wall plate from the leveling hole located near the top of the wall mount. 4. For a solid wall, hold the wall mount against the wall, centering the leveling hole over the mark in the wall.

218 5. Align a bubble level with the top edge of the wall mount and gently rotate the mount until the bubble level shows that the top edge of the mount is level. 6. Secure the mount to the wall using heavy masking tape. 7. Using the mount as a template, mark the locations of the two upper screw holes and the three lower screw holes. 8. For a concealed wiring connection, trace the outline of the open area in the center of the mount. Identify and mark a 1/2 inch hole through which the hand scanner s wiring will run. 9. For a surface conduit wiring con nection, mark the two conduit clamp holes at the right side of the wall plate. 10. Remove the wall plate, masking tape, and nail (if used). S ecure the Wall Mount 11. For a hollow wall, use the provided hardware to secure the wall mount. Use the two auger style fasteners for the two upper screw holes. Use the toggle bolts for the three lower screw holes. 12. For a solid wall, use expansion bolts to secure the wall mount. For all five mounting holes, drill a 1/4 inch diameter hole, 1/4 of an inch deeper than the length of the expansion anchor. R outing the Wiring 13. For a concealed wiring connection, drill a 1/2 inch hole in a convenient location within the open area of the wall mount. Pull the wiring to the hand scanner through this hole in the open area. 14. For a surface conduit wiring connection, drill a 1/4 inch diameter hole, 1/4 of an inch deeper than the length of the expansion anchor for each of the two conduit clamp holes. Route 1/2 inch conduit to the hand scanner, ending the conduit between the two conduit clamp holes. Pull the wiring to enter the hand scanner through the conduit Hand Scanner Installation Connection of Communications and Power The hand scanner setup requires the purchase of a terminal. This terminal can be connected directly to a PC (Serial) or to a network (Ethernet) depending on the type of terminal. 1. Remove the hand scanner from its carton. 2. Remove the Terminal from its carton. 3. Connect the Terminal to the computer by connecting it to an available Ethernet port on your network or to a serial port on the computer that will control the unit. Refer to the Ethernet or Serial terminal sections of this manual to connect the terminal. Hang and Secure Hand Scanner 4. Align the sleeves of the back plate with the pins of the wall mount and slide the hand scanner to the left to where the pins of the wall mount slide into the sleeves of the back plate.

219 Connecting the Hand Scanner to an Ethernet Terminal If you have an Ethernet terminal, the hand scanner is connected differently than it is with a Serial Terminal. Skip to step 6 if you have a Serial Terminal. 5. Connect the hand scanner passthrough cable to the terminal by connecting it the AUX port found on the daughter board as shown in the following diagram. Verify the other connections match the following figure. Connecting the Hand Scanner to a Serial Terminal 6. The hand scanner passthrough cable is connected to the Aux Port on the small rectangular daughter board connected to the Main Board by plastic standoffs. Verify the other connections match the following figure. You will need to enable the hand scanner on the terminal and in WinRemote.

220 Enabling the Hand Scanner on the Terminal 1. To configure the terminal, power it on and press F1 when the display reads F1 for setup... If the terminal is displaying Waiting for Host then it has already completed the boot process. Reset the power to the terminal and press F1 when prompted. 2. This will enter the Terminal Setup menu. Press F2 (down arrow) to select Aux Device and then press Yes/Enter to confirm the selection. 3. Press F1 and then select Hand scanner and then press Yes/Enter to confirm the selection. This will take you back to the main menu. 4. Press F2 to scroll down to Save and Exit and press Yes/Enter to save your settings. You will now need to install and load the Handscanner Passthrough Module Hand Scanner Module Installation To install the Hand Scanner module: 1. Open Auto Update (Start > Programs/All Programs > TimeClock Plus 6.0 > AutoUpdate). 2. Click on the Module button, enter your module key for the Hand Scanner Module in the Module Download window, and click OK. This will be found on your invoice or you may call TimeClock Plus Customer Support ( ) to retrieve your key. 3. Open Module Manager (Start > Programs/All Programs > TimeClock Plus 6.0 > Module Manager). 4. After logging in, under the WinRemote tab, highlight Hand Scanner Passthrough Module 6.0, and click on the Edit button. 5. Place a check next to Load this module. If the use of this module is vital to operations then also check Halt application if module cannot be loaded. 6. Click OK and close Module Manager Hand Scanner Module Configuration If WinRemote has not been configured for terminal connectivity then refer to the appropriate section before proceeding. For Ethernet, refer to the Ethernet Terminal section (1.1) and for Serial, refer to the Serial Terminal section (1.2). 1. In WinRemote, double click on the port or select it and click Port > Configure. 2. Highlight the port and click Configure. 3. Click on the Modules tab. 4. Highlight the Hand Scanner Passthrough Module 6.0 and click Configure. 5. Place a check next to Enable hand scanner on this terminal.

221 6. It is recommended that the Reader address remain Click on the Enrollment tab. 8. Select the Key used to access enrollment. 9. Click on the Verification tab. 10. Place a check next to the operation that should require a hand scan. Clock In, Clock Out, and Go on break are commonly checked. 11. Click OK to close the Hand Scanner Configuration. 12. Click OK again to close the Port Configuration Enrolling a Handprint 1. On the terminal, press the key used to access enrollment defined in the Hand Scanner Module configuration. 2. If a manager scan is necessary, select the manager using the Clock In and Clock Out buttons to move through the list, and then press Yes/Enter. 3. After selecting the manager s name, follow the instructions on the display of the terminal. 4. Press 1 to Enroll Individual or 2 to Enroll Manager. 2 will only be an option if Use hand scanner to enroll managers is enabled in the Hand Scanner Module configuration.

222 Enrolling an employee: 1. Enter the employee s ID and press Yes/Enter. 2. If a scan already exists and you choose to replace it then press Yes/Enter. Otherwise press No/Esc. 3. Follow the instructions on the display of the hand scanner. Enrolling a manager: It is recommended that a manager enrolls on the hand scanner. This manager would need to be a user who will be available to authorize the enrollment of an employee. If there is not at least one manager scan on file then anyone will be able to enroll as another employee and perform clock operations for that employee. 1. Select the manager using the Clock In and Clock Out buttons to move through the list and then press Yes/Enter. 2. If a scan already exists and you choose to replace it then press Yes/Enter. Otherwise press No/Esc. 3. Follow the instructions on the display of the hand scanner Other Important Settings For more information about the required settings, please refer back to the earlier section ( Hand Scanner Module Configuration). The settings below are additional settings. If any of these options need to be changed and more than one terminal is connected then these options will need to be changed for each port in WinRemote. Enrollment Tab Key used to access enrollment: This determines which key on the terminal will open the enrollment screen (disabled or F1 - F8). Use hand scanner to enroll managers: This will need to be checked if you choose to enroll managers. If this is not checked then the option to enroll managers will not be available. Enrollment Access: When a manager presses the configuration access key to open the enrollment screen, the system will verify his/her identity using the method selected here. Access enrollment using a management scan only will require managers to scan their hand to verify. Access enrollment using the enrollment password only will require managers to enter the password defined here. Access enrollment using password if management scan fails will require the managers to scan their hand. If the scan is unsuccessful, it will require the managers to enter the password defined here.

223 If you enter an enrollment password, you will need to click Update Password. Override Tab When a management override is required what action should be taken: This will determine the method of verification for a manager override (for clock restrictions, if they are enabled). Use the default method to perform overrides: If this option is selected, manager overrides (for clock restrictions, if any are enabled) will require the manager s override password. Use only a manager s hand scan to perform overrides: If this option is selected, manager overrides will require the manager s handprint. Use manager scan if successful but use default method if unsuccessful: If this option is selected, manager overrides will require the manager s handprint. If the print fails for any reason, they will require the manager s override password. The user s override password is blank by default and must be created in TimeClock Manager (Configuration > User list > double click on the user s name > Passwords tab).

224 1.5. Digital Output Two optional digital output modes are supported by each Terminal. When you ordered your terminal, your TimeClock Plus account representative qualified your needs for either the K-27 Relay D.O or the K-54 power based D.O. If you are unsure of the D.O. that you have purchased please contact your TimeClock Plus Account Manager or TimeClock Plus Customer support. Each D.O. module provides the ability to trigger a device when clocking in, clocking out, changing job codes, changing cost codes, going on break, or at certain times of the day Digital Output Module Installation To install the Digital Output module: 1. Open AutoUpdate (Start > Programs/All Programs > TimeClock Plus 6.0 > AutoUpdate). 2. Click on the Module button, Enter your module key for the Digital Output Module in the Module Download window and click OK. This will be found on your invoice or you may call TimeClock Plus Customer Support ( ) to retrieve your key. 3. Open Module Manager (Start > Programs/All Programs > TimeClock Plus 6.0 > Module Manager). 4. After logging in, under the WinRemote tab, highlight Digital Output Module, and click on the Edit button. 5. Place a check next to Load this module. If the use of this module is vital to operations then also check Halt application if module cannot be loaded. Then click OK Digital Output Module Configuration If WinRemote has not been configured for terminal connectivity then refer to the appropriate section before proceeding. For Ethernet, refer to the Ethernet Terminal section (1.1) and for Serial, refer to the Serial Terminal section (1.2). 1. In WinRemote, double click on the port or select it and click Port > Configure. 2. Click on the Active Modules tab. 3. Highlight the Digital Output Module and click Configure. 4. Under the Access tab, choose the clock operations that should act as a trigger and the length of time that the object being triggered should open or sound. For example, if you want a door to be unlocked for 10 seconds when a user clocks in then you would place a check next to Clock In and enter 10 in

225 the Seconds field next to Clock In. If you want a buzzer to sound for 5 seconds when a user clocks in and out then you would place a check next to Clock In and Clock Out, enter 5 in the Seconds field next to Clock In, and 5 in the Seconds field next to Clock Out. 5. Under the Timers tab, add a day, time, and length if the object should be triggered on a specific day and at a specific time. 6. Click OK to close the Digital Output Configuration. 7. Click OK again to close the Port Configuration K-27 Relay Wiring The K-27 option is designed to trigger a device that has its own power source. Change-over or double-throw contacts control two circuits: One Normally-Open contact and one Normally-Closed contact with a common terminal. This type of configuration is commonly referred to as a Form C contact. Check the specifications for voltage and current for any AC or DC device that you are connecting the relay module to. The DO functionality of the Relay Module utilizes an AC (Alternating Current) up to one hundred twenty (120) volt, one ampere, form C relay or a DC (Direct Current) up to twenty-four (24) volt, two ampere, form C relay. DMI recommends that a qualified electrician perform wiring in accordance with state and local electrical regulations. The numbers are printed on the green board (not on the black terminal block) as shown below. Verify that each wire is attached securely in the correct screw terminal Connecting a Buzzer in a Normally-Open (N/O) Configuration When wiring for a Normally-Open (N/O) connection the relay closes the circuit when triggered; the circuit is disconnected when the circuit is open. This type of configuration is commonly referred to as a Form A contact. The jumper located to the right of the data connection should never be changed. It is there for in-house testing purposes and will be used to accommodate future product development. Before making any connections, ensure all power is disconnected from the terminal as well as the device being controlled. 1. Attach a awg cable from Screw Terminal 4 (Common) of the K-27 board to the positive (+) connection on the power supply for the buzzer.

226 2. Attach a awg cable from Screw Terminal 3 (Normally Open) of the K- 27 board to the positive (+) connection on the buzzer. 3. Attach a awg cable from the negative (-) connection on the buzzer to the negative (-) connection on the power supply. Testing the Circuit from the Terminal 1. Connect all data cables. 2. Reboot the clock. 3. When prompted to enter Setup (Look towards the bottom of the screen for F1 for setup along with a progression line) press the F1 key so that you are in Terminal Setup mode. 4. Select System Test. 5. Scroll down to Digital Output and press Yes/Enter > Yes/Enter. 6. To turn on the circuit, press 1. To turn off the circuit, press Connecting a Buzzer in a Normally-Closed (N/C) Configuration When wiring a Normally-Closed (N/C) connection, the relay opens the circuit when triggered; the circuit is connected when the circuit is open. This type of configuration is commonly referred to as a "Form B" contact. The jumper located to the right of the data connection should never be changed. It is there for in-house testing purposes and will be used to accommodate future product development. Before making any connections, ensure all power is disconnected from the terminal as well as the device being controlled. 1. Attach a awg cable from Screw Terminal 4 (Common) of the K-27 board to the positive (+) connection on the power supply for the buzzer. 2. Attach a awg cable from Screw Terminal 2 (Normally Closed) of the K- 27 board to the positive (+) connection on the buzzer. 3. Attach a awg cable from the negative (-) connection on the buzzer to the negative (-) connection on the power supply.

227 Testing the Circuit from the Terminal 1. Connect all data cables. 2. Reboot the clock. 3. When prompted to enter Setup (Look towards the bottom of the screen for F1 for setup along with a progression line) press the F1 key so that you are in Terminal Setup mode. 4. Select System Test. 5. Scroll down to Digital Output and press Yes/Enter. 6. To turn on the circuit, press 1. To turn off the circuit, press 0. Connect and secure all wiring as shown below for an Ethernet or Serial Terminal with a K-27 Relay board. Serial Terminal with K-27 Relay Ethernet Terminal with K-27 Relay

228 K-54 Relay Wiring Your Terminal is equipped with an optional Digital Output relay board. This option is designed to trigger a device that requires 12 volts DC power not to exceed 800 ma (milliamps). Check the specifications for voltage and current for any DC device that you are connecting the relay to. DMI recommends that a qualified electrician perform wiring in accordance with state and local electrical regulations Connecting a Buzzer in a Normally-Open (N/O) Configuration 1. The K-54 device ships, by default, configured for a Normally-Open (N/O) circuit, there are no changes necessary. 2. Unplug the power pack from the wall so that there is no power to the hardware. Connect the power jumper cable from the K-54 board to the input power on the main board. 3. Connect the buzzer (or load) to the screw terminal on the bottom of the K-54 board. The positive wire should be connected to the positive (+) screw terminal (left side of the terminal block). The negative wire should be connected to the negative (-) screw terminal (right side of the terminal block). 4. Connect the power supply to the bottom barrel of the daughter (K-54) board and then plug the other end into the wall Other Important Settings For more information about the required settings, please refer back to the earlier section ( Digital Output Module Configuration). Access If any of these options need to be changed and more than one terminal is connected then these options will need to be changed for each port in WinRemote. Perform these triggers in fallback mode: This option allows any triggers caused by a clock operation or a schedule under the Timers tab to be performed when the terminal even when the terminal has lost a connection with the software and is

229 collecting punches in Fallback Mode. This only applies to the 200 Series terminal. Perform these triggers in fallback mode is not recommended if the digital output is for door access because the terminal, having lost a connection to the software will be unable to validate each individual s identity in Fallback Mode. QuickPunch is access only: This option only applies to a terminal with a card reader. If enabled, a Quick Punch will trigger the Digital Output (D.O.) only instead of the Digital Output and clock operation. One useful application of this option is door access. For example, a company may choose to purchase a terminal with a card reader and D.O. port for door access only and expect the employee to perform the clock operation at his/her desk. Enable QuickPunch must be enabled for this option to take effect. To enable, configure the port in WinRemote, click on the Clock Operations tab, place a check next to Enable QuickPunch, and click OK. A QuickPunch is an option for terminals with a card reader. It allows employees to swipe a badge without having to first press Clock In or Clock Out. When they swipe their badge from the main menu, the system checks their status in the database and initiates the appropriate operation. Any operations besides clocking in and out will require the employee to press a button (e.g., going on a break). For Fallback terminals (200 Series), QuickPunch is not available when the terminal is in Fallback mode. In Fallback mode, it cannot communicate with the database, which means it doesn t know whether the employee is clocked in or clocked out. Disable all keys from main screen: This option will disable every button on the terminal, which will require the employee to perform a Quick Punch. Companies may choose to purchase a terminal with a card reader and D.O. port for door access only and expect the employee to perform the clock operation at his/her desk. These companies would likely choose to disable the buttons on the terminal (Clock In, Clock Out, etc.). Options Log digital output events when used for access only: This option will record digital output events if the option: QuickPunch is access only, found under the Access tab when configuring the Digital Output Module, is enabled. If enabled, each event will be recorded for the Digital Output Access Report. Log digital output events when triggered during a clock operation: This option will record digital output events when a clock operation is performed. If enabled, each event will be recorded for the Digital Output Access Report. If the option: QuickPunch is access only, found under the Access tab when configuring the Digital Output Module, is enabled then this option will not be effective.

230 1.6. Secugen Hamster The following instructions will aid you in the installation of the fingerprint scanner. After physically connecting the fingerprint scanner, it will be necessary to install the software that will configure your computer to use the scanner. It will be necessary to restart your computer several times as indicated in the following instructions. It is assumed that you have already installed and setup TimeClock Plus before you proceed setting up the fingerprint scanner. 1. Connect your fingerprint scanner to your computer s USB port. Your computer should automatically detect that a new USB device has been connected. If not, you may need to restart your computer. 2. When prompted to install the driver, browse to the TimeClock Plus 6.0 CD, and select the driver Secugen Hamster Module Installation To install the Secugen Hamster Module: 1. Open AutoUpdate (Start > Programs/All Programs > TimeClock Plus 6.0 > AutoUpdate) 2. Click on the Module button. 3. Enter your module key for the Secugen Hamster Module in the Module Download window and click OK. This will be found on your invoice or you may call TimeClock Plus Customer Support ( ) to retrieve your key. 4. When asked if you would like to check for documentation, click Yes, to obtain the current version of the documentation. 5. Close AutoUpdate. 6. Open Module Manager (Start > Programs/All Programs > TimeClock Plus 6.0 > Module Manager) 7. Log in. 8. Click on the On-Screen TimeClock tab, highlight the Secugen Hamster Module, and click Edit. 9. Place a check next to Load this module. If the use of this module is vital to operations then also check Halt application if module cannot be loaded. Then click OK. 10. Close Module Manager Secugen Hamster Module Configuration 1. Open On-Screen TimeClock (Start > Programs/All Programs > TimeClock Plus 6.0 > On-Screen TimeClock). 2. Right click on the title bar of On-Screen TimeClock 3. Select Configure Modules. 4. Log in. 5. Highlight the Secugen Hamster Module and click Configure. 6. Under the Settings tab, select FDU03 for the device type. The device type is found on the bottom of the Hamster (it is a portion of the model number). For example, the model number HFDU03FRS is an FDU03.

231 7. Under the Verification tab, select Manual, 1:Many, or 1:1. None - If the authentication is none then the system will ask for the employee s ID. Select this for any operations that should not require a finger scan (if any). 1:Many - Operations that authenticate with the one-to-many approach will ask for the employee s fingerprint and then search all of the prints on file for a match. 1:1 - Operations that authenticate with the one-to-one approach will ask for the employee s ID, then ask for the fingerprint, and compare the taken print with the print on file for that ID. There are benefits of each. If you do not want the employee to enter their ID number and then scan then one-to-many would be the best choice. However, if there are a lot of prints on file or the quality of prints has caused several failures then one-to-one would be the best choice. The one-to-one approach is always going to be a consistent verification time whereas the one-to-many approach, while more convenient, will have varying verification times based on the number of prints. 8. Click OK to close the Secugen Finger Scan Module window and OK again to close the TimeClock Options. 9. Close and re-open On-Screen TimeClock Enrolling an Employee 1. In On-Screen TimeClock, right click on the title bar. 2. Select Configure Modules. 3. Log in. 4. Highlight the Secugen Hamster Module and click Configure.

232 5. Select the Individual Scans tab. 6. Highlight the employee in the list and click Enroll. 7. Place the employee s finger on the scanner. 8. When there is a clear and distinct fingerprint for Image 1, click Capture. 9. Lift the employee s finger off of the scanner when instructed. 10. Place the employee s finger back on to the scanner. This is required for a second capture. 11. When there is a clear and distinct fingerprint for Image 2, click Capture Enrolling a Manager 1. In On-Screen TimeClock, right click on the title bar. 2. Select Configure Modules. 3. Log in. 4. Highlight the Secugen Hamster Module and click Configure. 5. Select the Management Scans tab. 6. Highlight the user in the list and click Enroll.

233 7. Place the manager s finger on the scanner. 8. When there is a clear and distinct fingerprint for Image 1, click Capture. 9. Lift the employee s finger off of the scanner when instructed. 10. Place the employee s finger back on to the scanner. This is required for a second capture. 11. When there is a clear and distinct fingerprint for Image 2, click Capture Other Important Settings For more information about the required settings, please refer back to the earlier section ( Secugen Hamster Module Configuration). Settings Configure (next to the Device Type): The brightness, contrast, and gain device are adjusted here. These settings control the clarity of the device. Brightness: This slider controls the brightness of the fingerprint image. The higher the percentage of brightness, the more light will be let into the picture. Contrast: This slider controls the contrast in lines of the fingerprint image. The higher the percentage of contrast, the more distinct the lines of the image will be. Gain: This slider controls a combination of light and contrast in the image. The higher the gain setting results in less contrast and brightness.

234 Preview: This button creates a live image of the finger currently placed on the device. This option allows users to see the results of their changes to the brightness, contrast, and gain. Auto Exposure: This button sets the brightness, contrast, and gain automatically to an optimal exposure. Use management prints to perform overrides: If enabled, managers will be able to use their fingerprint to perform an override on a clock restriction (if any are enabled) instead of entering an override password. Verification security level: This setting determines how sensitive the scanner should be. The higher the verification level, the more accurate the fingerprint has to be. The system allows for different variances in fingerprint reads because it would be difficult to place your finger on the scanner the exact same way every time. By setting this higher you reduce the odds of a false print being verified. If this is increased, the print has to be more accurate to the originals to pass verification. Decreasing this will increase the odds of a false print being verified. Attempt to auto sense proper finger placement during an identification: If enabled, the scan will be automatically captured and identified during a clock operation once it reaches 100 percent. If this is not enabled then the employee will have to click OK to capture the scan.

235 1.7. CCD Scanner CCD Scanner Installation 1. Plug the cable connector into the cable interface port on the bottom of the scanner s handle. 2. Plug the other end of the cable in the Scanner port on the back of the terminal as shown on the next page.

236 Performing a Clock Operation 1. Press the desired operation (Clock In or Clock Out, for example). 2. On the Enter Employee ID# screen, scan your badge using the CCD Scanner. 3. On the confirmation screen (if enabled), press Yes/Enter if the information is correct. Ensure the scan line crosses every bar and space of the symbol. Upon successful decode, the scanner beeps and the LED turns green. Enabling the option: Enable QuickPunch will allow you to scan the badge without pressing Clock In or Clock Out. To enable, configure the port in WinRemote, click on the Clock Operations tab, place a check next to Enable QuickPunch, and click OK. In order to perform other operations such as going on break or changing job code, you will have to press the appropriate key. For Fallback terminals (200 Series), QuickPunch is not available when the terminal is in Fallback mode. In Fallback mode, it cannot communicate with the database, which means it doesn t know whether the employee is clocked in or clocked out.

237 1.8. Serial Scanner Serial Scanner Installation 1. Plug the cable connector into the cable interface port on the bottom of the scanner s handle. 2. Connect the other end of the cable to the COM port on your computer. 3. Connect the power supply to the cable. Serial Scanner Configuration 1. Open On-Screen TimeClock (Start > Programs/All Programs > TimeClock Plus 6.0 > On-Screen TimeClock). 2. Right click on the title bar of On-Screen TimeClock 3. Select Configure Modules. 4. Log in. 5. Highlight the configuration and click Select. 6. Click on the Scanner tab. 7. Set the Port Address to the COM port where the serial scanner is connected. 8. Set the Baud rate to Set the Settings to N,8, Select the Start and Stop characters for your badges. Or choose 0 to disable the start and stop characters. 11. Click OK. Performing a Clock Operation 1. Press the desired operation (Clock In or Clock Out, for example). 2. On the Enter Employee ID# screen, scan your badge using the CCD Scanner. 3. On the confirmation screen (if enabled), press Yes/Enter if the information is correct. Ensure the scan line crosses every bar and space of the symbol. Upon successful decode, the scanner beeps and the LED turns green. Enabling the option: Allow QuickPunch from the main window will allow you to scan the badge without pressing Clock In or Clock Out. To enable, right click on the title bar of On-Screen TimeClock, click Configure Settings, log in, highlight the configuration and click Select, click on the Scanner tab, place a check next to Allow QuickPunch from the main window, and click OK. In order to perform other operations such as going on break, you will have to press the appropriate key.

238 1.9. Power Over Ethernet Injected Power Over Ethernet Included is a Remote Power Injector Module. Some important highlights: Only the supplied power injector supplied by TimeClock Plus should be used. No special cables are required for either the Ethernet or Serial connections. Power is present on the terminal jack labeled TO TERMINAL. Power is not present on the terminal jack labeled TO HOST. DO NOT CONNECT THE POWER SUPPLY TO THE OUTLET UNTIL STEP 7. Determine Location for Remote Power Injector Module 1. Ensure that the location of the adapter is within 6 feet of an 110V AC outlet. 2. Ensure that the location will not exceed the specified maximum length for the communications being deployed. Ethernet max: 100m (300 ) Connections 3. Verify that the Internal POE Board is connected to the primary power port on the main board as shown on the next page. 4. Connect one end of an Ethernet cable to your switch and the other end to the LAN port on the Power Over Ethernet injector box. 5. Connect one end of another Ethernet cable to the PoE port on the Power Over Ethernet injector box. 6. Plug the PoE injector box into a DC outlet (DC IN port). The Power LED in the center should light up. 7. Separate the wall mount from the face plate of the terminal. Insert the barrel key into the bottom of the unit and unlock the two pieces. Separate the two pieces and lay them side by side. 8. Thread the Ethernet cable from the Power Over Ethernet injector box through the cable access hole in the back plate and under the cable management system as shown below. 9. Connect the Ethernet cable to the J2 FROM NETWORK port on the Power Over Ethernet adapter board. 10. Connect the short Ethernet cable from the J1 TO TERMINAL port on the Power Over Ethernet adapter board to the Ethernet port on the motherboard. The terminal should now be powering up. If your terminal does not power up immediately, please call TimeClock Plus Technical Support for troubleshooting.

239 Power Over Ethernet The 802.3af POE Standard is supported by the 100/200 Series Terminals. Setup is similar to the Injected Power Over Ethernet setup except a Power Injector Module is not required. Because the router powers the terminal, it is connected directly to the Internal POE Board. You will need to verify that your router or switch is 802.3af compliant. If it is not, you risk damage your RDT. THE ETHERNET CABLE FROM THE POWER OVER ETHERNET SWITCH / ROUTER MUST BE CONNECTED TO THE INTERNAL POE BOARD. IF YOU ATTEMPT TO CONNECT IT TO THE STANDARD ETHERNET PORT ON THE TERMINAL, YOU MAY DAMAGE IT.

240 Connections 1. Verify that the Internal POE Board is connected to the primary power port on the main board as shown on the next page. 2. Connect the Router or Switch to the Internal POE Board with a standard CAT 5 patch cable. (included) 3. The Terminal should now power up. 4. Refer to the Ethernet documentation in this manual to set the internal configurations of the terminal. If your terminal does not power up immediately, please call TimeClock Plus Technical Support for troubleshooting.

241 1.10. UPS Battery Backup The TimeClock Plus Battery Backup can be installed with the 100 and 200 Series terminals to prevent downtime during a power outage. This Battery backup device is typically installed within the terminal prior to shipping. The power regulation card and rechargeable battery cells lie hidden in the wall mount behind the clock. The power cells provide alternative power to a 100 or 200 Series terminal for up to 1.5 hours during a power outage. The additional use of peripheral devices such as CCD Scanners, Barcode Readers, or the use of Biometric Fingerprint reader will reduce the expected life of the battery. Connection of the Device Certain components used in electronic assemblies are sensitive to static electricity and can be damaged by its discharge. Static charges are created when nonconductive materials are separated, such as when plastic bags are picked up or opened, when friction occurs between articles of synthetic clothing, when plastic tapes are dispensed and many other causes. If you find it necessary to handle the electronic components, they should be handled by the edges when possible. Avoid touching the component leads. 1. Separate the wall mount from the face plate of the terminal. Insert the barrel key into the bottom of the unit and unlock the two pieces. Separate the two pieces and lay them side by side as shown on the next page. 2. Connect the battery backup connector to the port labeled Battery Backup as shown on the next page. 3. The battery backup should be allowed to charge for at least 8 hours before use.

242