Chapter 2. Install Software... 9 Installing TimeSummit... 9

Transcription

1 ExakTime System Guide to Getting Started Contents Chapter 1. Introduction... 1 What s in Your ExakTime System?... 1 System Requirements... 5 Preparation Checklist... 6 Preparing Handheld Devices... 6 Getting Started with your Handheld... 7 A Typical Payroll Cycle with the ExakTime System... 8 Chapter 2. Install Software... 9 Installing TimeSummit... 9 Chapter 3. Set Up TimeSummit Welcome to TimeSummit The Task List Enter Employees Enter Cost Codes Enter Locations Set First Day of the Work Week Define Policies Set up Cloud Service Chapter 4. JobClock Test Drive Assign Keytabs i

2 Assign FastTrakkers Assign JobClocks Configure your Handheld Devices Configuring a BlackBerry Configuring an Android device Setting JobClock Time using the FastTrakker Pro Clock In and Out Create an Incomplete Record Download the Records Downloading Using a Windows Mobile Device Downloading Using a BlackBerry Downloading Using an Android Device Downloading Using the FastTrakker Pro Review the Time Cards Fix an Incomplete Record Review the Reports Viewing the Employee Time Card Report Sample Employee Time Card Report Viewing the Employee Touch Detail Report Sample Employee Touch Detail Report Delete the Test Records Chapter 5. ExakTime Mobile Test Drive Enter ExakTime Mobile Serial Numbers Assign an ExakTime Mobile PIN Set up an Administrative User Configure Your Devices Clock Yourself In and Out Using GPS What is GPS? ii

3 How GPS Works GPS and The ExakTime System GPS Limitations Get GPS Coordinates Using TimeSummit Set Location GPS Coordinates in the Field View ExakTime Mobile Records in TimeSummit Create an Incomplete Record Fix an Incomplete Record Review the Reports Viewing the Employee Time Card Report Sample Employee Time Card Report Viewing the Employee Touch Detail Report Sample Employee Touch Detail Report Set Employee Roles What are ExakTime Mobile Employee Roles? Set Location and Cost Code Defaults Setting a Default Location Create a Crew Create a Group Adding a Location or Cost Code Group Clock In and Out for Others See Who s Here Now View History Delete the Test Records Index 105 iii

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5 Chapter 1. Introduction Welcome to The ExakTime System! Your time and attendance specialist at Exaktime has configured a system that meets the unique needs of your business. This chapter introduces you to The ExakTime System and explains what you need to know and do before you install TimeSummit on your computer. What s in Your ExakTime System? If you re wondering how all those nifty gadgets you ve just unpacked work together, take a moment to read this overview. If you see something here that isn t part of your system, don t worry. Every ExakTime System is different and some of these items might not apply to yours. JobClocks and JobClock Accessories JobClock/EX A weatherproof, battery powered timeclock that stays at each active location. Using Keytabs, employees clock in and out and can optionally track specfic work activities (cost codes). The JobClock stores these time records until you collect them using a handheld device like a BlackBerry, Android or Windows Mobile phone, or a Bluetooth-enabled PC. JobClock Hornet A weatherproof, battery powered, cellular timeclock that stays at each active location. Using Keytabs, employees clock in and out and can optionally track specfic work activities (cost codes). Each hour, the JobClock Hornet automatically sends time records to your office. 1

6 Keytabs What your workers use to clock in and out on a JobClock. Keytabs come in sets of two or more different colors such as green, red, and yellow. You assign a set of Keytabs to each employee. You can simply track when employees clock in (green) and out (red), or each Keytab color can track a specific type of work activity (cost code), such as prep work or cleanup. FastTrakker If you track more than just a few cost codes, you'll use FastTrakkers instead of keytabs. FastTrakker is a handheld device that workers carry with them to quickly clock in for any of 1000 cost codes, at any number of locations. It's like having hundreds of Keytabs in a single device. FastTrakker Pro The FastTrakker Pro includes all of the features of the FastTrakker, and additionally enables you to collect records from JobClocks. Keytab Reader Connects to your computer and lets you assign Keytabs to workers. Handhelds Apple iphone, ipad or ipod Touch Run ExakTime Mobile software to track time records directly on the device and transfer them to TimeSummit. Android Phone Run ExakTime Mobile software to track time records directly on the device and transfer them to TimeSummit. 2

7 BlackBerry Collect time records from JobClocks and transfer them to TimeSummit on your computer. Run ExakTime Mobile software to track time records directly on the device and transfer them to TimeSummit. Windows Mobile Handheld Collect time records from JobClocks and transfer them to TimeSummit on your computer. Run ExakTime Mobile software to track time records directly on the device and transfer them to TimeSummit. Accessories LockBox Get extra protection for your JobClock in a 16 gauge stainless steel casing that s padlock ready in an easy to assemble durable two-piece construction with: visible JobClock lights and easy Keytab access drainage holes for excess water Padlock Secure your JobClock with this padlock that features an extended boron shackle and all padlocks keyed alike. JobClock Mount Kit Provides a convenient and secure way to place JobClocks in either traditional or unique locations. The mounting kit lets you put JobClocks in areas that blend into office environments, or easily mount them in unusual places like the inside of a school bus. Plus, you can easily move JobClocks between different mounting plates in seconds. Available for both JobClock/EX and JobClock Hornets. JobClock Battery We've tested them all and this is the best: 3 volt Energizer E2 lithium 123 cell (camera battery) average life: 4 to 6 months 3

8 Hornet Car Charger Rechares your Hornet in a Vehicle PDA Car Charger Recharges your PDA in a vehicle. PDA Hard Case Makes your PDA rugged and water-proof. PDA Car Mount Kit Kit includes a universal PDA cradle and a windshield suction mounting pedestal with a tightening swivel head. 4

9 System Requirements The ExakTime System: Guide to Getting Started Processor Memory Supported Operating Systems Minimum: 600-megahertz (MHz) Pentium III-compatible or faster processor Recommended: 1-gigahertz (GHz) or faster processor recommended 1 gigabyte (GB) or more 2 gigabytes recommended Windows XP with Service Pack 3 or later (32-bit versions only) Windows Server 2003 Windows Vista with Service Pack 2 or later Windows 7 Windows 8 5

10 Preparation Checklist Before you install TimeSummit, you should have the following items: Fully charged handheld(s) charge for at least three hours before using! ExakTime System Setup File (Downloaded from our Website) Lists of the following information: Your Employees (and employee IDs, if you use them for accounting purposes) Your Active Locations (and location IDs, if you use them for accounting purposes) The Cost Codes you want to track (and cost code IDs, if you use them for accounting purposes) A cost code is a type of work activity, such as prep work, cleanup or travel, or it can simply indicate time in and time out Also, if you re going to use one or more JobClocks to collect time records, you should have these items as well: JobClocks attached to temporary tags Keytabs attached to temporary tags Keytab Reader Preparing Handheld Devices Follow the directions in this section only if you re using a Windows Mobile handheld. If you re using an iphone, BlackBerry or Android Phone, skip to A Typical Payroll Cycle with the ExakTime System on page 8. 6

11 Getting Started with your Handheld The ExakTime System: Guide to Getting Started Getting your handheld set up and ready is quick and simple. Let's get started. Step 1. Charge your handheld by plugging the power cable into the handheld and the other end of the cable into an electrical outlet. Charge your handheld for at least three hours before using it. Please make sure it s fully charged before you continue. Step 2. Set up your handheld: a) Unplug the handheld from the electrical outlet. b) Press the power button (usually located on the top of the handheld). c) If you are using a Windows Mobile device, slide the stylus out of the slot. d) Follow the onscreen instructions. If the handheld asks you to insert the handheld's CD, ignore those instructions. The ExakTime System DVD will take care of everything you need. DO NOT CONNECT THE DEVICE TO YOUR COMPUTER until you are asked to do so during software installation. Ready to get started installing your TimeSummit Software? Your ExakTime System will be up and running soon. 7

12 A Typical Payroll Cycle with the ExakTime System Employees clock In/Out on JobClocks or ExakTime Mobile No more messy handwritten time cards (often written at the end of the week) Foreman collects time and attendance records Records brought to the office or sent directly from the field using Cloud Service No more lost time cards that need to be tracked down or recreated No need to drive time cards to the office Easily review and edit time records in TimeSummit software No more deciphering and calculating time cards for each employee Hours are automatically transferred into accounting software with AccountLinx No More manually entering hours into accounting software 8

13 Chapter 2. Install Software This section describes how to install TimeSummit software on your desktop or laptop computer. What is TimeSummit? TimeSummit is software that lets you view your employee time records and print reports. It also helps you manage your employees, locations, and cost codes. Microsoft SQL Express 2008 R2 is used by TimeSummit to store data and will be installed automatically. Installing TimeSummit The following steps show you how to install TimeSummit on a single computer. This won t take too long. Full installation takes about minutes, and is simple and easy. 9

14 Step 1. Run the downloaded setup file. The Installation Wizard appears. Step 2. On the TimeSummit Installation screen, click Install the ExakTime System. 10

15 Step 3. The installation program helps you install your ExakTime System software and asks you questions about The ExakTime System you purchased. Here s an overview of the steps of the installation. Depending upon your ExakTime System configuration, the installer will bypass some of these steps. Microsoft SQL Express 2008 R2 The database that TimeSummit uses to store your information. TimeSummit Software that lets you view and manage your employee time records and print reports. Mobile Device Sync Software Software that enables your computer to transfer data back and forth with your handheld devices. Exaktime Mobile Software installed on your handheld to collect time records from your JobClocks and/or Clock in directly on the handheld. AccountLinx AccountLinx transfers employee time card data into your accounting or payroll software. 11

16 Step 4. If you purchased ClockPoint Kiosk, you can install the ClockPoint Kiosk software by clicking Install Individual ExakTime System Components from the main setup menu. That was pretty easy, right? You can install TimeSummit on as many computers that you are licensed for (one license per computer), but the database should be installed on only one of them, or separately on a server. All the computers in a networked TimeSummit ExakTime System connect to the same database running on that one computer. 12

17 Chapter 3. Set Up TimeSummit Now that you have successfully installed TimeSummit, it s time to set it up for your business. In the following sections you will: Enter company information and TimeSummit serial number Enter Employees Enter Cost Codes Enter Jobsites Set the first day of the pay week Define your policies Ready? OK. Let s do it! 13

18 Welcome to TimeSummit TimeSummit is your information hub which lets you manage your employees, locations, cost codes, time records, and print reports. To begin: 1. Double-click the TimeSummit icon on your desktop, if TimeSummit isn t already running. 2. Enter your company name. 3. Enter your TimeSummit serial number. This appears on your invoice. 4. Click Continue. The Task List When you run TimeSummit for the first time, it displays the Task List. The Task List guides you through the steps to configure TimeSummit. 14

19 Enter Employees To enter the names of your employees: 1. On the Task List, click the Enter Employees link. 2. Enter your employee information. 3. When you re done, click Finished. The ExakTime System: Guide to Getting Started If you have a lot of employees, you don t have to enter all of them now. It s easy to enter them later, or import them from another program. See Help in TimeSummit to learn how. Enter Cost Codes Cost codes identify a type of work activity such as clocking in and out or travel between locations. You can also use cost codes to indicate the kind of work an employee does such as prep-work, clean-up, installation, or repair. The default cost codes In and Out are already entered for you. To enter more cost codes: 1. On the Task List, click the Enter Cost Codes link 2. Enter your cost codes. 3. When you re done, click Finished. You don t have to enter all of your cost codes now; it s easy to add more later. 15

20 Enter Locations A location is the place where one or more employees on your payroll are working. Depending on the size of your business, you might have just a few locations or you might have hundreds. To enter your locations: 1. On the Task List, click the Enter Locations link. 2. Enter your locations. 3. When you re done, click Finished. Set First Day of the Work Week Set the first day of your pay week. This setting is used to calculate weekly overtime pay: 1. On the Task List, click the Set the first day of the work week link. 2. Select the start of your work week. 16

21 Define Policies Policies are rules you can tell TimeSummit to apply when calculating your employee s work hours, such as overtime, double time, and time rounding. Let s define your company s policies: 1. On the Task List, click the Define your policies link. 2. The Default Policy Configuration Wizard appears. Follow the steps in this wizard to set up your basic overtime calculation policies. You can also create advanced policies here, if you like. Set up Cloud Service If you subscribe to our Cloud Service which enables employees to send records into TimeSummit via the Internet, now s the time to configure TimeSummit to setup and connect to your Cloud Service account. Note that BlackBerry, iphone and Android users always use Cloud Service. 1. Close the Task List. 2. From the Cloud Service menu, choose Cloud Service Website. 3. Click Register on the page that appears. Enter the Cloud Service Company Signup Code that was included in your Cloud Service package. If you do not have a Cloud Service Company Signup Code, contact Exaktime at Follow the prompts to create your Cloud Service Administrator account. If you know who in the field will be using Cloud Service, you should also create your user accounts at this time. 5. From the Cloud Service menu in TimeSummit, choose Account Settings. 6. Under , enter the address that you used to set up your Cloud Service Administrator account. 7. Under Password, enter the password that you associated with the administrator account address. 8. Click Test. If you entered your address and password correctly, Test succeeded appears in green at the right side of the box. 9. Click Save. 17

22 That s it! Configuration is done! Now that you ve finished personalizing TimeSummit, the next step is a Test Drive as described in the following chapters. A test drive will help you get comfortable and familiar with your ExakTime System and let you make sure that everything is working just the way you want. If you re using JobClocks, continue to the JobClock Test Drive, beginning on the next page. For the ExakTime Mobile Test Drive, skip to Chapter 5 on Page

23 Chapter 4. JobClock Test Drive OK. Now that you ve successfully installed and configured TimeSummit and your handheld devices, let s see how they all work together. Read this chapter only if you are using JobClocks to collect time and attendance records. For the ExakTime Mobile Test Drive, skip to Chapter 5 on page 61. In this section you will: Assign Keytabs Assign FastTrakkers Assign JobClocks Clock In and Out Download the Records and Transfer to TimeSummit Review the Time Cards and Fix Incomplete Records Review the Reports Delete the Test Records Are you ready? OK. Let s go for a test drive! 19

24 Assign Keytabs Workers use Keytabs (or FastTrakkers) to clock in and out on a JobClock. If you are using FastTrakkers instead of Keytabs, skip ahead to the section called Assign FastTrakkers on page 26. The Keytab Reader lets you assign a cost code to a Keytab color, such as Green for In Red for Out To assign Keytabs to your employees: 1. Attach the Keytab Reader directly into a USB port on your computer. You can t use a USB hub (a device that acts like an extension cord and turns one USB port into several) because it doesn t provide enough power for the Keytab Reader. Your PC will automatically install the necessary software for the device (allow about a minute for this to happen). 2. Double-click to start TimeSummit (if it s not already running). 3. On the Task List, click the Assign Keytabs link. If the Task List is not curently displayed, from the TimeSummit menu, select View Show Task List 20

25 4. The effective date displays the current date and time. This means that Keytabs will be active for their assigned user as of right now. Click Next. The ExakTime System: Guide to Getting Started 5. When the Assign Keytabs screen for the first employee appears, attach a temporary labeling tag to a set of Keytabs and write the employee s name on it. Each Keytab assignment will apply to the employee displayed at the top of the window. 6. Pick a tracking method: In and Out go to the section, Tracking In and Out on page 22. In, Travel, and Out go to the section, Tracking In, Travel, and Out on page 23. Multiple Cost Codes go to the section, Tracking Multiple Cost Codes on page 24. Which Tracking Method Should I Use? If you have Only Green and Red Keytabs Only Green, Yellow, and Red Keytabs A variety of Keytab colors Choose Tracking In and Out Tracking In, Travel, and Out Tracking Multiple Cost Codes 21

26 Tracking In and Out Use the following steps to assign Keytabs for tracking in and out: 1. On the Keytab Assignment window, click the icon (Green and Red Keytabs). 2. Verify the cost code names (In and Out) above each Keytab are correct. If required, use the drop-down arrow to change your selection. 3. Lightly touch the Keytabs to the Keytab Reader in the order they appear on the screen, starting with the Green Keytab. You don t have to press the Keytab so far into the Keytab reader that it snaps in. A firm touch is all that it needs. 4. Click Next to continue assigning Keytabs for your remaining employees. When you re done, click Finish. If you have FastTrakkers, go to the section called Assign FastTrakkers on page 26. Otherwise, skip to Assign JobClocks on page 30 22

27 Tracking In, Travel, and Out If you re tracking travel, you must first create a travel cost code. Then you can assign it to your yellow Keytabs. To do so: 1. On the Keytab Assignment window, click the icon (Green, Yellow, and Red Keytabs). 2. Verify the cost code names (In, Travel, and Out) above each Keytab are correct. If you need to, use the drop-down arrow to change your selection. 3. Lightly touch the Keytabs to the Keytab Reader in the order they appear on the screen, starting with the Green Keytab. You don t have to press the Keytab so far into the Keytab reader that it snaps in. A firm touch is all that it needs. 4. Click Next to continue assigning Keytabs to your remaining employees. When you re done, click Finish. If you have FastTrakkers, go to the section called Assign FastTrakkers on page 26. Otherwise, skip to Assign JobClocks on page 30 23

28 Tracking Multiple Cost Codes If you want to track the type of work each employee is doing (such as prep, cleanup, installation, or repair), use the following steps to assign Keytabs to track multiple cost codes: 1. Before you can track multiple cost codes, you must first create them: a) On the Task List, click the Enter Cost Codes link. If the Task List is not curently displayed, from the TimeSummit menu, select View Show Task List b) Enter your cost codes and when you re done, click Finished. 2. On the Task List, click the Assign Keytabs link. 3. Don t change the effective date if it s accurate. Click Next. 4. On the Keytab Assignment window, click the icon. 5. Lightly touch a Keytab to the Keytab Reader. You don t have to press the Keytab so far into the Keytab reader that it snaps in. A firm touch is all that it needs. 24

29 6. Select a cost code from the list to assign to this Keytab, then click Assign. A successful assignment gets added to the Keytabs assigned list on the right. The Red Keytab must be assigned to Out. 7. Repeat steps 5 and 6 above to assign the remaining Keytabs for this employee. 8. Click Finish to save the current assignments and close the Keytab Assignment screen. 25

30 Assign FastTrakkers Like Keytabs, workers can use FastTrakkers to clock in and out on a JobClock. Unlike Keytabs, which are each dedicated to a single activity (which we call Cost Codes), such as Painting or Roofing, or simply even In, a FastTrakker is able to clock in a worker to any of several hundred cost codes that you define. If you are not using FastTrakkers, skip to the next section, Assign JobClocks on page 30. Setting up and assigning a FastTrakker to an employee involves two steps: 1. Creating a Cost Code Set for your FastTrakker 2. Uploading the Cost Code Set to the FastTrakker and associating it with an employee. Creating a Cost Code Set As you recall, Cost Codes are job activities, such as Painting or Framing, that you want to individually track, so that you know how much time your employees spent on that type of activity. A Cost Code Set is a collection of these Cost Codes that will be available to "clock in" with on the FastTrakker. At your discretion, this set can be every cost code you've entered into TimeSummit, or it can be a small subset, just covering the types of activities performed by the employee who the FastTrakker will be assigned to. Different FastTrakkers can have different Cost Code Sets. To create a Cost Code set: 1. Double-click to start TimeSummit (if it s not already running). 2. Under the Navigation list on the left, click FastTrakker. 26

31 3. Click on the toolbar. The Cost Code Sets screen appears. 4. We're going to create a new set with all of the cost codes selected. Click the Add button and enter "All Cost Codes". Then click OK. 5. Select every cost code by clicking at the bottom right of the screen. Then click Save and Close. 27

32 Assigning the FastTrakker 1. Plug the Mini-USB connector into the port located beneath the black rubber access cover (on top of the device, behind the roller). The other end of the cable plugs into one of your PCs USB ports. The FastTrakker USB cable is the same cable used with the Keytab Reader. 2. The "FastTrakker Connected" box pops up on the PC screen. Click Assign this FastTrakker now. 3. The Assign Employee to FastTrakker screen appears. 28

33 4. Select the employee that this FastTrakker will go to from the drop down list, and select the "All Cost Codes" set that you created earlier. Then click Assign. A message will appear telling you that the FastTrakker has been updated. 5. Disconnect the FastTrakker from the USB cable and push down on the scroll wheel to turn the FastTrakker on. The employee's name now appears in the display! Scroll the wheel back and forth to cycle through all of your cost codes. 29

34 Assign JobClocks Before you put your newly purchased JobClock to work on a location, you must first assign it to that Location. Did you enter at least one location in TimeSummit as described in the last chapter? If not, you re going to need to go back and do that (and no more skipping, please). Let s add a JobClock in TimeSummit: 1. Double-Click to start TimeSummit (if it s not already running). 2. On the Task List, click the Add JobClock link. If the Task List is not curently displayed, from the TimeSummit menu, select View Show Task List 3. Enter the JobClock Serial Number in the box provided and click Next. The serial number is shown on the back of the JobClock. 30

35 4. If you are using a JobClock Hornet, a wizard will walk you through setting up the Hornet and associating it with your Cloud Service account (and help you set up the account if you have not already done so). At the end of this wizard, or immediately if you are setting up a JobClock/EX, you will be asked to select a Location. 5. Select a Location (the location where you will be using this JobClock) from the pull-down menu and click Finish. 6. If you have more than one JobClock, you will be given the opportunity to add them. Next, let s configure your handhelds so that we can set the time on your new JobClocks 31

36 Configure your Handheld Devices Now that we ve entered your JobClocks into the system, we need to set the time on their internal clocks, so that they ll track time accurately. If you will be using a Windows Mobile device to read your JobClocks, follow the steps beginning on this page. If you will be using a BlackBerry to read your JobClocks, see Configuring a BlackBerry on Page 37. If you will be using an Android device to read your JobClocks, see Configuring an Android device on Page 40. If you will be using a FastTrakker Pro to read your JobClocks, Setting JobClock Time using the FastTrakker Pro on Page 42. Configuring a Windows Mobile Device There are two ways to configure your handheld, and the best way depends on what type of handheld you have. If you have a Windows Mobile Smartphone and you purchased the Cloud Service, the best way is over the Internet. If you have a Windows Mobile PDA, or did not purchase the Cloud Service, you will need to do this by connecting your Windows Mobile device to your PC using a cable. Configure Using the Internet Configuring using the Internet involves three major steps: Sending an update from TimeSummit Downloading the software to your Windows Mobile device Configuring the software on your Windows Mobile device Send an Update From TimeSummit 1. On the Cloud Service menu in TimeSummit, click Send Update This updates the Cloud Service servers with the JobClock(s) and Keytab assignments you added earlier. 32

37 Note that the Cloud Service servers are also automatically updated each time you start TimeSummit. Download the Software to your Windows Mobile Device 1. On the Windows Mobile device, select Start Programs and look for Exaktime Mobile. If you connected your Windows Mobile phone to your PC during TimeSummit installation, this software may already on your device. If so, skip to Configure the Software on your Windows Mobile Device, below. Otherwise, you ll need to download it. To do so, select Start Internet Explorer. 2. On the Address line, enter wm.jobclock.com 3. When the Download box appears, make sure the Open file after download box is checked and click Yes. 4. The Exaktime Mobile program downloads and automatically installs. If asked if you want to install the software, tap Yes. When installation completes, your device reboots. Configure the Software on your Windows Mobile Device 1. On the device, select Start Programs. 2. Tap Exaktime Mobile. 3. You may see a warning not to use the device while driving as well as a Data Services Warning informing you that you may be charged for data usage by your provider and that an unlimited data plan is recommended. To continue, you must tap Accept. 4. A popup will ask you if you d like to download your data via Cloud Service. Tap Yes. 5. Tap Configure. 6. On the Choose how to connect screen, make sure that Builtin/Existing is selected, and tap Next. 7. Enter the Cloud Service address and password for the owner of this Windows Mobile device. If you have not yet set up a Cloud Service account for this user, in TimeSummit, go to the Cloud Service menu and choose User Account Administration. 33

38 8. Under Nickname, enter a name that you can use to identify this employee or this device. The Nickname will appear in records sent to TimeSummit, so that you will know who sent these records to the office. 9. Tap Next. 10. Tap Configure. 11. If configuration is successful, you will see a message saying that application features have been updated. Tap OK to close the box, tap Back to leave the configuration screen, and tap Exit to leave the application. Then skip to Collect the Records on page 45. Configure Using a Cable Connected to your PC 1. Connect your Windows Mobile device to your PC, using the sync cable. 2. The Exaktime Sync Center window appears on your computer. 3. If you connected your Windows Mobile phone to your PC during TimeSummit installation, the Exaktime Mobile software may be already on your device, and will be automatically updated with your JobClock information. 4. If the Exaktime Mobile software was not previously installed, you will be prompted to install it. Click Yes and follow the onscreen prompts. Note that at one point, your PC will display the message See Device for Further Instructions. Within a few seconds, you will see a message on the device asking if it is okay to install an unsigned application. Tap Yes in the lower left-hand corner. 5. Once installation completes, your device reboots. After doing so, you will see your PC synchronize the data between TimeSummit and your Windows Mobile device. 34

39 Set the Time on your JobClocks The ExakTime System: Guide to Getting Started Now that your device is set up, it s time to set the time on the internal clock of your JobClocks. This is done by following the steps to collect records from the JobClock. 1. On the device, select Start Programs. 2. Tap Exaktime Mobile. 3. If you purchased both JobClocks and ExakTime Mobile, you may see a screen that gives you a choice between JobClock Reader and PocketClock. If you see this screen, tap JobClock Reader. 4. Tap the download icon. 5. The Searching for JobClock screen appears. Depending upon whether you plan to read your clocks with Bluetooth or Infrared, follow the appropriate instructions below. Reading the Clock via Bluetooth 1. Press and hold a green Keytab to your JobClock until it beeps a second time and the blue light on the JobClock comes on. 2. Hold the Windows Mobile device within a foot of the JobClock. It may take up to ten seconds to connect to the JobClock. 3. If the device asks for a Pairing Code, enter the Bluetooth pairing code assigned to this JobClock. By default, the code is After several seconds, the JobClock will beep and the Windows Mobile device displays the number of records collected, the Location, the serial number of the JobClock, and the JobClock battery status. Reading the Clock via Infrared 1. If your Windows Mobile device has an infrared port, point the infrared port from a distance of 6-9 inches at the blinking green light on the JobClock. 35

40 2. After several seconds, the JobClock will beep (indicating a connection). If the time is incorrect, a screen like the one below will appear: 3. Assuming the time on the Windows Mobile device is correct (and it should be), tap on the top box (the one that starts with Device ) and then tap Done. 4. Point the infrared port at the JobClock again. A few seconds later your JobClock will beep. The time on your JobClock has been set, and your Windows Mobile device displays the number of records collected, the Location, the serial number of the JobClock, and the JobClock battery status. Note that the JobClock Reader may report having collected two records. These will be test records put on the JobClock at the factory, and they will be ignored by TimeSummit. 36

41 Configuring a BlackBerry Do this section only if you are planning to use a BlackBerry to retreive records from your JobClocks. If you are not using BlackBerrys, Android devices or FastTrakker Pros, you can skip to the next section, Clock In and Out on Page 43. If you will be using an Android device to read your JobClocks, skip to Configuring an Android device on Page 40. If you have a FastTrakker Pro, skip to Setting JobClock Time using the FastTrakker Pro on Page 42. Note that BlackBerrys can collect records only from JobClock/EX type JobClocks. First and second-generation JobClocks do not support Bluetooth, so cannot be read by BlackBerry devices. In addition, BlackBerrys must have an Internet data plan in order to be used with the ExakTime System. Because you may be charged for data usage by your cellular provider, an unlimited data plan is recommended. Configure Your BlackBerry Before you can work with JobClocks, you must first install the Exaktime Mobile application on each BlackBerry, and configure it to send records to your copy of TimeSummit using the Cloud Service. For each BlackBerry: 1. Select and click the Browser application. 2. If your BlackBerry does not display an address line (starting with http ), press the Menu key and select Go To 3. On the Address line, enter 4. Click on Download. 5. After the software downloads, if the device requests a reboot, click Reboot. 37

42 6. Once your BlackBerry reboots, we will need to set the proper permissions on Exaktime Mobile so that it will run correctly. From the main BlackBerry screen, find and click on your Options icon. This is the icon that looks like a wrench. 7. Click on Advanced Options. 8. Click on Applications. 9. Select Exaktime Mobile, click the Menu button, and choose Edit Permissions. 10. Set all three permissions (Connections, Interactions, and User Data) to Allow. 11. Save the changes and then return to the main screen. 12. Select and click on the Exaktime Mobile icon to run the application. 13. You may see a warning not to use the device while driving as well as a Data Services Warning informing you that you may be charged by your cellular provider for data usage, and that an unlimited data plan is recommended. To continue, you must click Accept. 14. Enter the Cloud Service address and password for the owner of this BlackBerry. If you have not yet set up a Cloud Service account for this user, in TimeSummit, go to the Cloud Service menu and choose User Account Administration. 15. Under Nickname, enter a name that you can use to identify this employee or this device. The Nickname will appear in records sent to TimeSummit, so that you will know who sent these records to the office. 16. Click Done. 17. If you see a message that says The server certificate is not trusted by your handheld, this is normal. Click Continue. 38

43 Set the Time on your JobClocks The ExakTime System: Guide to Getting Started 1. If you purchased both JobClocks and ExakTime Mobile, you will see a screen that gives you a choice between JobClock Reader and PocketClock. Click JobClock Reader. Otherwise, go to the next step. 2. Click Collect. The screen will say Looking for JobClock 3. Press and hold a green Keytab to your JobClock until it beeps a second time and the blue light on the JobClock comes on. 4. Hold the BlackBerry within a foot of the JobClock. It may take up to ten seconds for the BlackBerry to connect to the JobClock. 5. If the BlackBerry asks for a Pairing Code, enter the Bluetooth pairing code assigned to this JobClock. By default, the code is After several seconds, the JobClock will beep. If the time is incorrect, you will see a Set JobClock Time screen. Click on the line that starts with Device. 7. Once your JobClock beeps, the time on your JobClock has been set, and your BlackBerry displays the number of records collected, the Location, the serial number of the JobClock, and the JobClock battery status. Note that the JobClock Reader may report having collected two records. These will be test records put on the JobClock at the factory, and they will be ignored by TimeSummit. 39

44 Configuring an Android device Do this section only if you are planning to use an Android device to retreive records from your JobClocks. If you are not using Android devices or FastTrakker Pros, you can skip to the next section, Clock In and Out on Page 43. If you have a FastTrakker Pro, skip to Setting JobClock Time using the FastTrakker Pro on Page 42. Note that Android devices can collect records only from JobClock/EX type JobClocks. First and second-generation JobClocks do not support Bluetooth, so cannot be read by Android device devices. In addition, Android devices must have an Internet data plan in order to be used with the ExakTime System. Because you may be charged for data usage by your cellular provider, an unlimited data plan is recommended. Configure Your Android device Before you can work with JobClocks, you must first install the Exaktime Mobile application on each Android device, and configure it to send records to your copy of TimeSummit using the Cloud Service. For each Android device: 1. Go to the Market and search for Exaktime Mobile. 2. Install the Exaktime Mobile application. 3. Return to the Home screen and select the Exaktime icon to run the application. 4. At the welcome screen, touch Setup Now. 5. You will see a Data Services Warning informing you that you may be charged for data usage by your provider and that an unlimited data plan is recommended. To continue, you must touch Accept. 6. On the setup screen, touch Go and then enter the Cloud Service address and password for the owner of this device. If you have not yet set up a Cloud Service account for this user, in TimeSummit, go to the Cloud Service menu and choose User Account Administration. 40

45 7. Under Nickname, enter a name that you can use to identify this employee or this device. The Nickname will appear in records sent to TimeSummit, so that you will know who sent these records to the office. 8. Touch Done. Your account info will be verified. Once it is, touch OK. 9. Next to Download my data from TimeSummit touch Go. Your device will download employee, location and cost code information from TimeSummit via Cloud Service, and then activate itself. 10. Touch Done! Set the Time on your JobClocks 1. If you purchased both JobClocks and ExakTime Mobile, you will see a screen that gives you a choice between JobClock Reader and PocketClock. Click JobClock Reader. Otherwise, go to the next step. 2. Click Collect. The screen will say Looking for JobClock 3. Press and hold a green Keytab to your JobClock until it beeps a second time and the blue light on the JobClock comes on. 4. Hold the Android device within a foot of the JobClock. It may take up to ten seconds for the Android device to connect to the JobClock. 5. If the Android device asks for a Pairing Code, enter the Bluetooth pairing code assigned to this JobClock. By default, the code is After several seconds, the JobClock will beep. If the time is incorrect, you will see a Set JobClock Time screen. Click on the line that starts with Device. 7. Once your JobClock beeps, the time on your JobClock has been set, and your Android device displays the number of records collected, the Location, the serial number of the JobClock, and the JobClock battery status. Note that the JobClock Reader may report having collected two records. These will be test records put on the JobClock at the factory, and they will be ignored by TimeSummit. 41

46 Setting JobClock Time using the FastTrakker Pro Do this section only if you have not already set the time on your JobClocks using either a BlackBerry or Windows Mobile device. If you have, skip to the next section, Clock In and Out on Page Click the button on the top of your FastTrakker Pro to activate it. 2. Roll the button until the screen on the side of the device reads Collect Records and then push the button. 3. The screen now reads Click to Collect. Push the button to activate the collection feature. The screen will now alternate between displaying Aim at JobClock and Searching. Aim the front of the FastTrakker Pro at the blinking light on your JobClock. A distance of 6-9 inches is best for this. When the collection is done, it will read Success and then display battery status, the number of records collected and the clock s serial number. In addition, the JobClock will now be set to the correct time. Note that the FastTrakker Pro may report having collected two records. These will be test records put on the JobClock at the factory, and they will be ignored by TimeSummit. 42

47 Clock In and Out Now, we ll use the Keytabs and JobClocks you just assigned to create some time records. 1. First, let s transfer the TimeSummit data to your handheld. Synchronize your handheld device by connecting your Windows Mobile handheld to a USB port on the computer where you installed TimeSummit, and then simply wait about a half a minute. Records transfer automatically when you connect the handheld to the PC. 2. Next, let s clock in and clock out: If you're using Keytabs: a) Select a few sets of employee Keytabs (sets you earlier assigned as described in the previous section) and touch the green In Keytab of each set to the JobClock. You ll hear a beep when the JobClock successfully records your touch. b) Wait a few minutes, and then touch the red Out Keytabs of these same sets to the JobClock. If you're using FastTrakkers: a) Turn on a FastTrakker by pushing down on the scroll wheel. Then scroll to any cost code (other than Out) and touch the FastTrakker to the JobClock. You ll hear a beep when the JobClock successfully records your touch. b) Wait a few minutes, and then turn on the FastTrakker again, scroll forward one notch to Out, and then touch the FastTrakker to the JobClock. 43

48 Create an Incomplete Record Sometimes an employee may forget to clock in or out. Let s set up a situation like that so, if it happens, you ll know how to fix it. We re going to create an incomplete record and later on we ll show you what to do when an employee clocks in, but forgets to clock out: 1. Select an employee Keytab set or a FastTrakker. Touch the green In Keytab to the JobClock or choose any FastTrakker Cost code other than Out and touch the FastTrakker to the JobClock. 2. Don t touch any more Keytabs to the JobClock. This will generate an error in TimeSummit, because we've created a record with an "in" but no associated "out" as if your employee forgot to clock out for the day. Don t worry we re going to show you how to fix this later. 44

49 Download the Records The ExakTime System: Guide to Getting Started Let s download (collect) the time records that you created in the previous section from your JobClock to your handheld device. Note that if you are using a JobClock Hornet, your records will be automatically downloaded into TimeSummit within an hour. Take a break for now, and then skip to Review the Time Cards on Page 54. The method for downloading records from JobClocks differs, based on the hardware you plan to use. To download using a Windows Mobile device, follow the steps beginning on this page. To download using a BlackBerry, see Downloading Using a BlackBerry on Page 48. To download using an Android device, see Downloading Using an Android Device on Page 50. To download using a FastTrakker Pro, see Download Using a FastTrakker Pro on Page 52. Downloading Using a Windows Mobile Device Downloading involves two steps: Collecting the Records from the JobClock Transferring the Records from your Windows Mobile Device into TimeSummit Collect the Records 1. On the device, select Start Programs. 2. Tap Exaktime Mobile. 3. If you purchased both JobClocks and ExakTime Mobile, you may see a screen that gives you a choice between JobClock Reader and PocketClock. If you see this screen, tap JobClock Reader. 45

50 4. Tap the download icon. 5. The Searching for JobClock screen appears. Depending upon whether you plan to read your clocks with Bluetooth or Infrared, follow the appropriate instructions below. Reading the Clock via Bluetooth 1. Press and hold a green Keytab to your JobClock until it beeps a second time and the blue light on the JobClock comes on. 2. Hold the Windows Mobile device within a foot of the JobClock. It may take up to ten seconds to connect to the JobClock. 3. If the device asks for a Pairing Code, enter the Bluetooth pairing code assigned to this JobClock. By default, the code is After several seconds, the JobClock will beep and the Windows Mobile device displays the number of records collected, the Location, the serial number of the JobClock, and the JobClock battery status. Reading the Clock via Infrared 1. If your Windows Mobile device has an infrared port, point the infrared port from a distance of 6-9 inches at the blinking green light on the JobClock. 2. After several seconds, the JobClock will beep (indicating a connection), and then beep again a few seconds later (after downloading records). Your Windows Mobile device will display the number of records collected, the Location, the serial number of the JobClock, and the JobClock battery status. Sync the Time Records into TimeSummit As with configuring the device, there are two ways to sync the collected records into TimeSummit, and the best way depends on what type of handheld you have. If you have a Windows Mobile Smartphone and you purchased the Cloud Service, the best way is over the Internet. If you have a Windows Mobile PDA, or did not purchase the Cloud Service, you will need to do this by connecting your Windows Mobile device to your PC using a cable. 46

51 Sync Using the Internet 1. Tap Menu, and then tap Manage. 2. Tap Cloud Service. 3. Tap Sync. The ExakTime System: Guide to Getting Started The records are sent to the Cloud Service servers, and are automatically downloaded into TimeSummit the next time TimeSummit is started. If TimeSummit is currently open, you can get the records now by choosing Send/Receive from the Cloud Service menu. Sync Using a Cable Connected to your PC 1. Connect your Windows Mobile device to your PC, using the sync cable. 2. The Exaktime Sync Center window appears on your computer and automatically transfers your records into TimeSummit. We re almost done! All that s left to do is to fix that incomplete record and look at some of the reports that TimeSummit creates for you. We ll then delete your test records so that you re ready for the real thing. The next sections shows you how to read JobClocks with a BlackBerry, FastTrakker Pro or JobClock Downloader, but since you've already read your JobClock using a Windows Mobile handheld, skip ahead to the section, Review the Time Cards on page

52 Downloading Using a BlackBerry Do this section only if you are planning to use a BlackBerry to retreive records from your JobClocks. If you have already collected your records using a Windows Mobile handheld, you can skip to the next section, Review the Time Cards on Page 54. To download using an Android device, skip to Downloading Using an Android Device on Page 50. If you have a FastTrakker Pro, skip to Downloading Using the FastTrakker Pro on Page 52. Downloading involves two steps: Collecting the Records from the JobClock Transferring the Records from your BlackBerry into TimeSummit Collect the Records 1. If you purchased both JobClocks and ExakTime Mobile, you will see a screen that gives you a choice between JobClock Reader and PcoketClock. Click JobClock Reader. Otherwise, go to the next step. 2. Click Collect. The screen will say Looking for JobClock 3. Press and hold a green Keytab to your JobClock until it beeps a second time and the blue light on the JobClock comes on. 4. Hold the BlackBerry within a foot of the JobClock. It may take up to ten seconds for the BlackBerry to connect to the JobClock. 5. If the BlackBerry asks for a Pairing Code, enter the Bluetooth pairing code assigned to this JobClock. By default, the code is After several seconds, the JobClock will beep, and the BlackBerry will display the number of records collected, the Location, the serial number of the JobClock, and the JobClock battery status. 48

53 Review and Send the Time Records The ExakTime System: Guide to Getting Started 1. Scroll to and click on the History icon at the top of the screen. 2. Select the Location shown at the top of the screen and click on it to view the records for that collection session. To view the details of individual employee JobClock touches, scroll to the employee s name and click on it. 3. Click the Back button until you return to the History screen. 4. Click Sync to send the records to TimeSummit (via Cloud Service). We re almost done! All that s left to do is to fix that incomplete record and look at some of the reports that TimeSummit creates for you. We ll then delete your test records so that you re ready for the real thing. The next sections shows you how to read JobClocks with your FastTrakker Pro or JobClock Downloader, but since you've already read your JobClock using a BlackBerry, skip ahead to the section, Review the Time Cards on page

54 Downloading Using an Android Device Do this section only if you are planning to use an Android device to retreive records from your JobClocks. If you have already collected your records using a Windows Mobile or BlackBerry handheld, you can skip to the next section, Review the Time Cards on Page 54. If you have a FastTrakker Pro, skip to Downloading Using the FastTrakker Pro on Page 52 Downloading involves two steps: Collecting the Records from the JobClock Transferring the Records from your Android device into TimeSummit Collect the Records 1. If you purchased both JobClocks and ExakTime Mobile, you will see a screen that gives you a choice between JobClock Reader and PocketClock. Tap JobClock Reader. Otherwise, go to the next step. 2. Click Collect. The screen will say Looking for JobClock 3. Press and hold a green Keytab to your JobClock until it beeps a second time and the blue light on the JobClock comes on. 4. Hold the Android device within about six inches from the JobClock. It may take up to ten seconds for the Android device to connect to the JobClock. 5. If the Android device asks for a Pairing Code, enter the Bluetooth pairing code assigned to this JobClock. By default, the code is After several seconds, the JobClock will beep, and the Android device will display the number of records collected, the Location, the serial number of the JobClock, and the JobClock battery status. 50

55 Review and Send the Time Records The ExakTime System: Guide to Getting Started 1. Scroll to and click on the History icon at the top of the screen. 2. Select the Location shown at the top of the screen and click on it to view the records for that collection session. To view the details of individual employee JobClock touches, scroll to the employee s name and click on it. 3. Tap Back until you return to the History screen. 4. Tap Sync to send the records to TimeSummit (via Cloud Service). We re almost done! All that s left to do is to fix that incomplete record and look at some of the reports that TimeSummit creates for you. We ll then delete your test records so that you re ready for the real thing. The next sections shows you how to read JobClocks with your FastTrakker Pro or JobClock Downloader, but since you've already read your JobClock using a BlackBerry, skip ahead to the section, Review the Time Cards on page

56 Downloading Using the FastTrakker Pro Do this section only if you are planning to use the FastTrakker Pro to retrieve records from your JobClocks. If you have already collected your records using a BlackBerry or Windows Mobile handheld, you can skip to the next section, Review the Time Cards on Page 54. Downloading involves two steps: Collecting the Records from the JobClock Transferring the Records from your Windows Mobile Device into TimeSummit Collect the Records 1. Push the roller button on the top of the device to turn it on. 2. Roll the button until the screen on the side of the device reads Collect Records and push the button. 3. The screen now reads Click to Collect. Push the button to activate the collection feature. 4. The screen will now alternate between displaying Aim at JobClock and Searching. Aim the front of the FastTrakker Pro at the blinking light on your JobClock. A distance of 6-9 inches is best for this. When the collection is done it will read Success and then display battery status, the number of records collected and the clock's serial number. 52

57 Sync the Time Records 1. Plug the Mini-USB connector into the port located beneath the black rubber access cover (on top of the device, behind the roller). The other end of the cable plugs into one of your PCs USB ports. 2. A window pops up saying that you have unprocessed sessions. Click the button to continue. 3. The records you collected are transferred into TimeSummit. The ExakTime System: Guide to Getting Started 4. When completed, disconnect the FastTrakker Pro and replace the cover to protect the connection port. We're almost done! All that s left to do is to fix that incomplete record and look at some of the reports that TimeSummit creates for you. We ll then delete your test records so that you re ready for the real thing. 53

58 Review the Time Cards You ve collected all this data now it s time to review it! To review the time cards created by TimeSummit: 1. Double-click to start TimeSummit (if it s not already running). 2. If you sent records into TimeSummit using Cloud Service they are automatically downloaded when TimeSummit is started. If TimeSummit was already running, click on Send/Receive from the Cloud Service menu to download the records now. 3. Under the Navigation list on the left, click Time Cards. 4. Make sure that Daily Summary View is selected from the pull-down menu in the upper right corner. 5. Click on the name of the employee whose records you want to see. 6. Click the drop-down arrow next to the Start date and select Today from the calendar, then click View. 54

59 The Time Cards view displays the time records for each of your employees. To review time records, just click on a name listed under Employee on the left side of the window. The ExakTime System: Guide to Getting Started Use the Start and End fields near the top of the window to choose the date range of the records you want to see, and then click View. The Daily Summary on the right side of the window shows the details of each record and lets you add, change, or delete them. The record details include: Location the location of the job Cost Code the type of work that was done Start the time the worker clocked in Stop the time the worker clocked out Hours the number of hours (and partial hours in hundredths) worked Records will appear in the main window for the employees whose Keytabs you used earlier to clock In and Out with. Notice the grayed out employee names. This tells you these workers have no time records within the date range you selected. 55

60 Fix an Incomplete Record OK. Let s find that incomplete record you created earlier when you clocked In with a Green Keytab, but did not clock Out: 1. Look at the Daily Summary and find the employee with an exclamation symbol in the far left column beside their name. Click on that employee name. 2. Click on the exclamation symbol in the Stop field. 3. Enter the time the employee should have clocked out. Notice that TimeSummit marks the record with a pencil and paper icon to let you know that it was changed manually. Also, TimeSummit automatically applies the policies you have defined for your payroll calculations, such as weekly overtime rules or automatic lunch deductions. It s normal for workers to make some mistakes when you re just getting started. They ll get better as they continue to use The ExakTime System and make it part of their daily routine. 56

61 Review the Reports The ExakTime System: Guide to Getting Started Let s look at a couple of the reports that TimeSummit can generate from time and attendance records: Employee Time Card Displays daily totals for each employee within the dates you choose. It displays the hours worked in a traditional time card format. Employee Touch Detail Displays the Start (In) / Stop (Out) times an employee has made within the dates you choose. It s useful when you want to review an employee s daily JobClock touches. Viewing the Employee Time Card Report To view the Employee Time Card Report: 1. Under the Navigation list, click Reports. 2. Under the Choose Reports column, select Employee Time Card. 3. Under the Date Range list, select Time Card View Dates. 4. Click View Report. 57

62 Sample Employee Time Card Report The Employee Time Card Report displays daily totals for each employee in the selected date range. Viewing the Employee Touch Detail Report To view the Employee Touch Detail report: 1. Under the Navigation list, click Reports. 2. Under the Choose Reports column, select Employee Touch Detail. 3. Under the Date Range list, select Time Card View Dates. 4. Click View Report. 58

63 Sample Employee Touch Detail Report The Employee Touch Detail Report displays all Start (In) and Stop (Out) times of an employee for the selected date range. This report is useful when you want to review a worker s daily JobClock touches. There s lots of other reports! There are many other reports that you can explore. There are also a variety of options available for each report. Just click on the Options tab to see how you can customize any report to your needs! 59

64 Delete the Test Records Now it s time to clean up the test drive records so that you can begin using your ExakTime System starting with a clean slate. To delete the test drive records: 1. Double-click to start TimeSummit (if it s not already running). 2. Under the Navigation list, click Time Cards. 3. Click on the employee whose records you want to delete. 4. Click on the time record you want to delete. 5. Under Time Cards Tasks, click Delete Time Entry. Congratulations! You ve finished the JobClock test drive. For more detailed information on how to use the many other features of TimeSummit, click, choose Help from the help menu, or press the F1 function key to bring up the TimeSummit help system. 60

65 Chapter 5. ExakTime Mobile Test Drive Now that you ve got TimeSummit set up, it s time to take your system for a test drive to get comfortable using it and make sure everything is working the way you want. Read this chapter only if you are tracking time and attendance using ExakTime Mobile on a Windows Mobile, iphone, Android or BlackBerry handheld device. In this chapter you will: Enter your ExakTime Mobile Serial Numbers Assign a ExakTime Mobile PIN to Each Employee Clock Yourself In and Out Add GPS Coordinates for a Jobsite Create GPS Coordinates in the Field Review the Time Cards and Fix Incomplete Records Review Reports Set Authorization Types Explore Features for Foremen and Supervisors Delete the Test Records Are you ready? OK. Let s go for a test drive 61

66 Enter ExakTime Mobile Serial Numbers The very first thing you have to do before using ExakTime Mobile for the first time is to enter your ExakTime Mobile serial number(s) in TimeSummit. (Each handheld on which you install ExakTime Mobile requires its own ExakTime Mobile serial number.) 1. Double-click to start TimeSummit (if it s not already running). 2. On the TimeSummit menu, click Tools Licensing. Your complete list of serial numbers may already have been downloaded automatically when you entered your TimeSummit serial number. If they do not appear, follow the additional steps below. 3. On the Serial Numbers screen, click Add Serial Number. 4. Enter the serial number found on your invoice for ExakTime Mobile, then click Add. 5. Repeat steps 3 and 4 above for all of the ExakTime Mobile serial numbers you have. When you re finished, click Close. 62

67 Assign an ExakTime Mobile PIN Assign an ExakTime Mobile PIN to each employee that you want to clock in and out using ExakTime Mobile. To be able to start tracking time records using ExakTime Mobile, an employee must first have a ExakTime Mobile PIN. If you haven t already entered any employee names in TimeSummit, you ll need to do that before you can continue with the test drive (see Enter Employees on page 15). 1. In the TimeSummit Navigation column, click ExakTime Mobile. 2. Select an employee name and click the field on the same line under the ExakTime Mobile PIN column. 3. Enter a unique 4-10 digit PIN (numbers only) for that employee and press Enter. 4. Type the number again to verify it, and then click OK. 5. Repeat steps 2-4 above for each employee that you want to give a ExakTime Mobile PIN. Note: You should keep a copy of these PINs in a secure location. If you forget an employee s PIN, it can t be recovered and you will have to assign a new one. If you have a lot of employees, don t worry about entering a PIN for all of them now. It s easy to add them later. 63

68 Set up an Administrative User Next, we re going to set you up as a ExakTime Mobile administrator. This level of authorization lets you manage the time and attendance records of your employees. 1. Double-click to start TimeSummit (if it s not already running). 2. If you haven t yet entered yourself as an employee, do no now. 3. Under the Navigation list, click ExakTime Mobile. 4. Highlight your name. 5. In the Security Roll column, change your role to Administrator. 6. Click in the ExakTime Mobile Pin field on the line with your name. Then enter a unique 4-10 digit PIN (numbers only) and re-enter it next to Verify. You may want to jot down your PIN somewhere secure for safekeeping as a personal reminder, but, of course, do not share it with anyone. 7. If you are using a Windows Mobile device, connect your device to the computer where TimeSummit is installed to synchronize it. For more information about Employee Roles, see What are ExakTime Mobile Employee Roles? on page

69 Configure Your Devices The ExakTime System: Guide to Getting Started It s time to install and configure the Exaktime Mobile software onto your Windows Mobile device, BlackBerry, iphone or Android Phone. Configuring a Windows Mobile Device There are two ways to configure your handheld, and the best way depends on what type of handheld you have. If you have a Windows Mobile Smartphone and you purchased the Cloud Service, the best way is over the Internet. If you have a Windows Mobile PDA, or did not purchase the Cloud Service, you will need to do configure by connecting your Windows Mobile device to your PC using a cable. IMPORTANT If you previously configured your Windows Mobile device during the JobClock Test Drive, Exakime Mobile is already installed. To configure for ExakTime Mobile, you need only sync your handheld to the TimeSummit PC (as described in the JobClock Test Drive) by using a cable or via Cloud Service. You may then skip this section. Configure Using the Internet Configuring using the Internet involves three major steps: Sending an update from TimeSummit Downloading the software to your Windows Mobile device Configuring the software on your Windows Mobile device Send an Update From TimeSummit 1. Start TimeSummit on your PC. This will automatically update the Cloud Service servers with the JobClock(s) and Keytab assignments you added earlier. If TimeSummit was already running, manually update Cloud Service by clicking Sync Now on the Cloud Service menu. 65

70 66 Download the Software to your Windows Mobile Device 1. On the Windows Mobile device, select Start Programs and look for Exaktime Mobile. If you connected your Windows Mobile phone to your PC during TimeSummit installation, this software may already on your device. If so, skip to Step 7. If not, you ll need to download it. To do so, select Start Internet Explorer. 2. On the Address line, enter wm.jobclock.com 3. When the Download box appears, make sure the Open file after download box is checked and click Yes. 4. The Exaktime Mobile program downloads and automatically installs. If asked if you want to install the software, tap Yes. When installation completes, your device reboots. Configure the Software on your Windows Mobile Device 1. On the device, select Start Programs. 2. Tap Exaktime Mobile. 3. You may see a warning not to use the device while driving as well as a Data Services Warning informing you that you may be charged for data usage by your provider and that an unlimited data plan is recommended. To continue, you must tap Accept. 4. A popup will ask you if you d like to download your data via Cloud Service. Tap Yes. 5. Tap Configure. 6. On the Choose how to connect screen, make sure that Builtin/Existing is selected, and tap Next. 7. Enter the Cloud Service address and password for the owner of this Windows Mobile device. If you have not yet set up a Cloud Service account for this user, in TimeSummit, go to the Cloud Service menu and choose User Account Administration. 8. Under Nickname, enter a name that you can use to identify this employee or this device. The Nickname will appear in records sent to TimeSummit, so that you will know who sent these records to the office. 9. Tap Next.

71 10. Tap Configure. 11. If configuration is successful, you will see a message saying that application features have been updated. Tap OK to close the box, tap Back to leave the configuration screen, and tap Exit to leave the application. Configure Using a Cable Connected to your PC 1. Connect your Windows Mobile device to your PC, using the sync cable. 2. The Exaktime Sync Center window appears on your computer. 3. If you connected your Windows Mobile phone to your PC during TimeSummit installation, the Exaktime Mobile software may be already on your device, and will be automatically updated with your JobClock information. 4. If the Exaktime Mobile software was not previously installed, you will be prompted to install it. Click Yes and follow the onscreen prompts. 67

72 Configuring a BlackBerry If you previously configured your BlackBerry during the JobClock Test Drive, to configure your BlackBerry for ExakTime Mobile, you need only go to the History screen in the JobClock Reader area of Exatime Mobile and click on Sync. You may then skip this section. Note that BlackBerry devices must have an Internet data plan in order to be used with the ExakTime System. Because you may be charged for data usage by your cellular provider, an unlimited data plan is recommended. 1. Select and click the Browser application. 2. If your BlackBerry does not display an address line (starting with http ), press the Menu key and select Go To 3. On the Go To line, enter 4. Click on Download. 5. After the software downloads, if the device requests a reboot, click Reboot. 6. Once your BlackBerry reboots, we will need to set the proper permissions on Exaktime Mobile so that it will run correctly. From the main BlackBerry screen, find and click on your Options icon. This is the icon that looks like a wrench. 7. Click on Advanced Options. 8. Click on Applications. 9. Select Exaktime Mobile, click the Menu button, and choose Edit Permissions. 10. Set all three permissions (Connections, Interactions, and User Data) to Allow. 11. Save the changes and then return to the main screen. 12. Select and click on the Exaktime Mobile icon to run the application. 13. You may see a warning not to use the device while driving as well as a Data Services Warning informing you that you may be charged for data usage by your provider and that an unlimited data plan is recommended. To continue, you must click Accept. 68

73 14. Enter the Cloud Service address and password for the owner of this BlackBerry. If you have not yet set up a Cloud Service account for this user, in TimeSummit, go to the Cloud Service menu and choose Cloud Service Website. 15. Under Nickname, enter a name that you can use to identify this employee or this device. The Nickname will appear in records sent to TimeSummit, so that you will know who sent these records to the office. 16. Click Done. 17. If you see a message that says The server certificate is not trusted by your handheld, this is not a problem. Click Continue. 69

74 Configuring an iphone or ipod Touch Note that your device must have an Internet data plan or access to WiFi in order to be used with the ExakTime System. In the case of iphones, because you may be charged for data usage by your cellular provider, an unlimited data plan is recommended. 1. Go to the App Store and search for Exaktime Mobile for iphone OS. 2. Install the Exaktime Mobile for iphone OS application. 3. Return to the Home screen and select the Exaktime icon to run the application. 4. You may see a warning not to use the device while driving as well as a Data Services Warning informing you that you may be charged for data usage by your provider and that an unlimited data plan is recommended. To continue, you must tap Accept. 5. Enter the Cloud Service address and password for the owner of this device. If you have not yet set up a Cloud Service account for this user, in TimeSummit, go to the Cloud Service menu and choose Cloud Service Website. 6. Under Nickname, enter a name that you can use to identify this employee or this device. The Nickname will appear in records sent to TimeSummit, so that you will know who sent these records to the office. 7. Tap Done. 70

75 Configuring an Android Phone The ExakTime System: Guide to Getting Started Note that your device must have an Internet data plan or access to WiFi in order to be used with the ExakTime System. If you will be transferring records via your celluar carrier, rather than via WiFi, an unlimited data plan is recommended to avoid possible overage charges. 1. Go to the Market and search for Exaktime Mobile. 2. Install the Exaktime Mobile application. 3. Return to the Home screen and select the Exaktime icon to run the application. 4. At the welcome screen, touch Setup Now. 5. You will see a Data Services Warning informing you that you may be charged for data usage by your provider and that an unlimited data plan is recommended. To continue, you must touch Accept. 6. On the setup screen, touch Go and then enter the Cloud Service address and password for the owner of this device. If you have not yet set up a Cloud Service account for this user, in TimeSummit, go to the Cloud Service menu and choose Cloud Service Website. 7. Under Nickname, enter a name that you can use to identify this employee or this device. The Nickname will appear in records sent to TimeSummit, so that you will know who sent these records to the office. 8. Touch Done. Your account info will be verified. Once it is, touch OK. 9. Next to Download my data from TimeSummit touch Go. Your device will download employee, location and cost code information from TimeSummit via Cloud Service, and then activate itself. 10. Touch Done! 71

76 Clock Yourself In and Out Using a Windows Mobile Device 1. On your handheld, tap Start Programs and then tap Exaktime Mobile. 2. If you purchased both JobClocks and ExakTime Mobile, you will see a screen that gives you a choice between JobClock Reader and PocketClock. Tap PocketClock. Otherwise, go to the next step. 3. Enter your PIN. Then tap. 4. Tap, then tap and select a location and a cost code. 5. Wait a minute, then tap and tap. Using a BlackBerry 1. If not already started, run Exaktime Mobile by clicking on 2. If you purchased both JobClocks and ExakTime Mobile, you will see a screen that gives you a choice between JobClock Reader and PocketClock. Click PocketClock. Otherwise, go to the next step. 3. Enter your PIN. Then click 4. Click and select a location and a cost code. 5. Wait a minute, and then click 72

77 Using an iphone or ipod Touch The ExakTime System: Guide to Getting Started 1. If not already started, run Exaktime Mobile by tapping from the Home screen. 2. Enter your PIN. Then tap 3. Tap and select a location and a cost code. 4. Wait a minute, and then tap Using an Android Phone 1. If not already started, run Exaktime Mobile by touching from the Home screen. 2. Enter your PIN. Then touch. 3. Touch to start ExakTime Mobile 4. Tap and select a location and a cost code. Wait a minute, and then tap Great! You ve successfully clocked yourself in and out of ExakTime Mobile. 73

78 Using GPS The most powerful feature of ExakTime Mobile is its ability to accurately record the position of your employee(s) whenever they clock in or out. This feature lets you know if an employee is actually at the location when clocking in or out. What is GPS? GPS stands for Global Positioning System. You see GPS in action every day: car navigation systems cell phones public safety agencies can zero in on the location of all 911 calls made from cell phones guidance systems for airplanes and ships location tracking tools for assets like vehicles and rail cars How GPS Works GPS uses twenty-four satellites that circle the earth transmitting signal information. GPS receivers take this information and determine the user s exact location. To receive satellite signals, your GPS-enabled PDA has a tiny built-in receiver similar to the one in this picture. At any given time, five to twelve satellites are available to anyone with a GPS receiver. You only need four, however, for an accurate location fix. GPS and The ExakTime System ExakTime Mobile and TimeSummit software work together to put GPS location fixes on a map that you can view on your computer. 74

79 GPS Limitations The ExakTime System: Guide to Getting Started To make the most of your new system, you should understand that GPS does have some limitations: You must be outdoors! Satellite signals travel 12,000 miles to get to your receiver. Unfortunately, they re not strong enough to pass through buildings, dense foliage, or other coverings. GPS signals can pass through glass and plastic, but to ensure accuracy, it s best not to have any obstructions between the GPS device and the sky. What this means for you: If you clock in on your PDA while indoors, you probably won t receive a GPS location fix. ExakTime Mobile will, however, record the clock-in time with 100% accuracy whether you re inside or outside. But, to record both location and time, you must take your PDA outside. GPS is not always enabled on your Device GPS receivers require a lot of battery power, so handhelds keep the GPS receiver off whenever the device is turned off or in sleep mode. What this means for you: When you turn on your ExakTime Mobile handheld device, it can take a few minutes to find the four satellite signals it needs to get a location fix. GPS is accurate, but not perfect A GPS fix is generally accurate within about 50 feet in any direction. That s not too bad, considering that the signal is traveling from outer space. What this means for you: When you clock in/out at a location, the GPS fix that appears on the map in TimeSummit could be up to 50 feet away from the true location. What s Next? Now that you know the basics of GPS, it s time to set up your system so that you can start using this powerful technology as a tool to help manage your workforce. 75

80 Get GPS Coordinates Using TimeSummit To get the GPS coordinates of a location, you simply enter the location street address in TimeSummit: 1. Double-click to start TimeSummit (if it s not already running). 2. Under the Navigation list, click Locations. (Be sure that the Current View is set to All or Active.) 3. Double-click on a location. 4. Enter an address for this location. 5. Click the GPS tab at the top of the Location details window. 76

81 6. Click Get Lat/Long to obtain the GPS location of this location. 7. Notice that TimeSummit enters a GEOFence Radius for you that is roughly ¼ of a mile in any direction. This is the maximum distance from the location employees must be when they clock In/Out to be considered on the location. You can change the GEOFence size if you want to increase or decrease the distance employeees are allowed to be from the location when they clock in and out. 77

82 Set Location GPS Coordinates in the Field ExakTime Mobile lets you get the GPS coordinates for a location while in the field using the GPS positioning software on your mobile device. In the previous section, you used TimeSummit to get the GPS coordinates for the street address of a location. You can also set GPS location coordinates using ExakTime Mobile itself at the location. Only an ExakTime Mobile Supervisor or Administrator can perform the following steps. Let s get the GPS Latitude and Longitude coordinates for your current location, such as your business office or shop. On Windows Mobile Devices 1. Take your handheld outside (GPS cannot receive a signal when you re indoors). 2. Start Exaktime Mobile, choose PocketClock (if given an option) and enter your PIN (you should use a supervisor or administrator PIN). Then tap. 3. On the screen that appears, tap More and then tap Locations and select a location from the list (preferably your office/shop). 4. Tap Set Location (in the bottom right corner of the screen). ExakTime Mobile displays the message: Location Position Assigned. If you see the message: ExakTime Mobile does not have a position fix right now Make sure there are no obstructions overhead and wait a few minutes until your device finds the the satellites it needs to get a location fix. 5. Tap Back. 6. Synchronize your Windows Mobile handheld now by connecting it to the computer where TimeSummit is installed. 78

83 On a BlackBerry 1. Start Exaktime Mobile and, if asked, select PocketClock and enter your PIN (you must be a supervisor or administrator). Then click. 2. On the screen that appears, verify that you have a GPS signal. If you do, a green crosshair icon 3. Click the Manage icon appears near top left of the screen. 4. Click Jobsites. Then select a location from the list (preferably your office/shop) and click on it. 5. Click Set Location and then click Yes to confirm. 6. Return to the Clock In screen and click Sync to send your update to TimeSummit. On an iphone or ipod Touch 1. Start Exaktime Mobile and, if asked, enter your PIN (you must be a supervisor or administrator). Then tap. 2. On the screen that appears, verify that you have a GPS signal. If you do, a green crosshair icon screen. 3. Tap the Manage icon appears near the bottom left of the 4. Tap Jobsites. Then select a location from the list (preferably your office/shop) and tap on it. 5. Tap Set Location and then tap Yes to confirm. 6. Return to the Clock Me In screen and tap Sync to send your update to TimeSummit. 79

84 On an Android Phone 1. Start Exaktime Mobile and, if asked, enter your PIN (you must be a supervisor or administrator). Then touch. 2. Touch to start ExakTime Mobile 3. On the screen that appears, verify that you have a GPS signal. If you do, a green crosshair icon screen. appears near the bottom left of the 4. Once you have a GPS fix, press the Back Key on your phone to return to the main Exaktime Mobile screen. 5. Touch the Manage icon 6. Touch Jobsites. Then select a location from the list (preferably your office/shop) and touch it. 7. Press the Menu Key on your phone and then touch 8. Touch Yes to confirm. 9. Return to the main Exaktime Mobile screen and touch Sync to send your update to TimeSummit. 80

85 View ExakTime Mobile Records in TimeSummit You ve collected all this data now it s time to review it! To review the time cards created by TimeSummit: 1. Double-click to start TimeSummit (if it s not already running). 2. Under the Navigation list on the left, click Time Cards. 3. Make sure that Daily Summary View is selected from the pull-down menu in the upper right corner. 4. Click on the name of the employee whose records you want to see. 5. Click the drop-down arrow next to the Start date and select Today from the calendar, then click View. 81

86 The Time Cards view displays the time records for each of your employees. To review time records, just click on a name listed under Employee on the left side of the window. Use the Start and End fields near the top of the window to choose the date range of the records you want to see, and then click View. The Daily Summary on the right side of the window shows the details of each record and lets you add, change, or delete them. The record details include: Location the location of the job Cost Code the type of work that was done Start the time the worker clocked in Stop the time the worker clocked out Hours the number of hours (and partial hours in hundredths) worked Records will appear in the main window for the employees whose PINs you used earlier to clock In and Out with. Notice the grayed out employee names. This tells you these workers have no time records within the date range you selected. 82

87 Create an Incomplete Record The ExakTime System: Guide to Getting Started Sometimes an employee may forget to clock in or out. Let s set up a situation like that so, if it happens, you ll know how to fix it. We re going to create an incomplete record and then show you what to do when an employee clocks in, but forgets to clock out: 1. On your handheld, start Exaktime Mobile. 2. If you are using a BlackBerry, scroll to the very bottom of the screen and choose Logout. If you are using an iphone/pod Touch, tap Logout at the upper left. 3. Enter the ExakTime Mobile PIN you assigned to one of your nonsupervisor employees, and then click. Be sure to use the PIN number of an employee who is not an Administrator or ExakTime Mobile Supervisor. 4. Choose to clock in. (DON T clock out.) 5. Synchronize your Windows Mobile handheld by connecting it to the computer where TimeSummit is installed. Synchronize your BlackBerry/iPhone/iPod Touch by choosing Logout, re-entering your Administrator PIN, and then choosing Sync. Fix an Incomplete Record OK. Let s find that incomplete record you created earlier when you clocked in, but didn t clock out: 1. Double-click to start TimeSummit (if it s not already running). 2. Under the Navigation list on the left, click Time Cards. 83

88 3. Make sure that Daily Summary View is selected from the pull-down menu in the upper right corner. 4. Click on the employee name you used when you made an incomplete record in the previous section. 5. Look at the Daily Summary and find the employee with an exclamation symbol in the far left column beside their name. Click on that employee name. 6. Click on the exclamation symbol in the Stop field. 7. Enter the time the employee should have clocked out. Notice that TimeSummit marks the record with a pencil and paper icon to let you know that it was changed manually. Also, TimeSummit automatically applies the policies you have defined for your payroll calculations, such as weekly overtime rules or automatic lunch deductions. It s normal for workers to make some mistakes when you re just getting started. They ll get better as they continue to use the ExakTime Mobile and make it part of their daily routine. 84

89 Review the Reports The ExakTime System: Guide to Getting Started Let s look at a couple of the reports that TimeSummit can generate automatically from time and attendance records: Employee Time Card Displays daily totals for each employee within the dates you choose. It displays the hours worked in a traditional timecard format. Employee Touch Detail Displays the Start (In) / Stop (Out) times an employee has made within the dates you choose. It s useful when you want to review an employee s daily clock in and out activity. Viewing the Employee Time Card Report To view the Employee Time Card Report: 1. Under the Navigation list, click Reports. 2. Under the Choose Reports column, select Employee Time Card. 3. Under the Date Range list, select Time Card View Dates. 4. Click View Report. 85

90 Sample Employee Time Card Report The Employee Time Card Report displays daily totals for each employee in the selected date range. It displays the hours worked in a traditional timecard format. Viewing the Employee Touch Detail Report To view the Employee Touch Detail report: 1. Under the Navigation list, click Reports. 2. Under the Choose Reports column, select Employee Touch Detail. 3. Under the Date Range list, select Time Card View Dates. 4. Click View Report. 86

91 Sample Employee Touch Detail Report The Employee Touch Detail Report displays all Start (clock in) and Stop (clock out) times of an employee for the selected date range. This report is useful when you want to review a worker s daily time in and out activity. There s lots of other reports! There are many other reports that you can explore. There are also a variety of options available for each report. Just click on the Options tab to see how you can customize any report to your needs! 87

92 Set Employee Roles Use TimeSummit to set the authorization types that determine the level of responsibility an employee has when using ExakTime Mobile. You can do this when you first add an employee or you can go back and change it later. Let s set the authorization level of an existing employee: 1. Double-click to start TimeSummit (if it s not already running). 2. Under the Navigation list, click ExakTime Mobile. 3. For the employee whose role you wish to set, select the dropdown for that employee in the Security Role column. (For more info, see What are ExakTime Mobile Employee Roles? on page 89.) If you re the employer or the person in charge, you should choose Administrator. 4. When you re done, click Save and Close. 88

93 What are ExakTime Mobile Employee Roles? ExakTime Mobile by default, has three levels of authorization: Level This person can Standard Clock in and out Administrator ExakTime Mobile Supervisor Clock in and out Manage employees Manage locations Manage cost codes Add field notes Create crews and groups Set the default location for employees Clock in and out for other employees View the time record history View who is currently clocked in Send records to the office via Cloud Service User customizable, but by default, same as Administrator IMPORTANT: At least one employee should be an Administrator. Creating a Custom Employee Role You can also create custom roles, to give supervisors in the field the ability to do certain administrator functions (such as clocking in for other employees and sending records to the office via Cloud Service). To do this: 1. Click the Edit Roles button. 2. On the Employee Roles screen, click the Add button. 3. Enter a name for the new role. 4. Check the options you want employees assigned to this role to have. 5. Click Save. 89

94 Set Location and Cost Code Defaults ExakTime Mobile lets you set up a default location or cost code. If your workers, for example, go to the same location every day, you can set up a default location that s selected automatically when they clock in. Only a ExakTime Mobile Administrator or employee with a custom role can perform the following steps. Setting a Default Location If some of your employees routinely report to the same location, you can save them time by setting up a default location. That way, these employees only have to select a cost code (rather than a location and cost code) each time they clock in. On a Windows Mobile Handheld 1. Start Exaktime Mobile, choose PocketClock (if given an option) and enter your PIN (you should use a supervisor or administrator PIN). Then tap. 2. On the screen that appears, tap More and then tap Jobsites. 3. On the Jobsites screen, tap Menu and choose Set Default. 4. Tap Automatically are clocked in 5. Tap on a location to select it from the list. Notice that the location you selected appears on the screen. 6. Tap Save and then tap Back 90

95 On a BlackBerry 1. On your handheld, start Exaktime Mobile and, if necessary, click PocketClock and enter your administrator PIN and click. 2. Select and click the Manage icon at the top right. On the screen that appears, click Defaults. 3. Click Automatically be clocked into a jobsite. 4. Click on a location to select it from the list. Notice that the location you selected appears on the screen. 5. Click the Menu button and then click Save. On an iphone or ipod Touch 1. Start Exaktime Mobile and, if necessary, enter your administrator PIN and tap. 2. Tap the Manage icon at the bottom right. On the screen that appears, tap Defaults. 3. Tap Automatically be clocked into a jobsite. 4. Tap on a location to select it from the list. Notice that the location you selected appears on the screen. 91

96 On an Android Phone 1. Start Exaktime Mobile and, if necessary, enter your administrator PIN and touch. 2. Touch to start ExakTime Mobile. 3. Touch the More icon at the top right. On the screen that appears, touch Defaults. 4. Touch Automatically be clocked into a jobsite. 5. Touch a location to select it from the list. Notice that the location you selected appears on the screen. 92

97 Create a Crew A crew is a list of employees that a Supervisor or Administrator can use to clock several workers in and out at one time. In many situations, creating a ExakTime Mobile crew can save your employees and foreman time and effort when clocking in. Only a ExakTime Mobile Administrator or employee with a custom role can perform the following steps. On a Windows Mobile Handheld 1. Start Exaktime Mobile, choose PocketClock (if given an option) and enter your PIN (you should use a supervisor or administrator PIN). Then tap. 2. On the screen that appears, tap More and then tap Crews. 3. Tap Menu (at the bottom right corner of the screen), then tap New. 4. Enter a crew name and then tap Next. 5. Tap on each employee that you want to add to the crew. Notice the checkmark next to each employee name you tapped. It tells you that this employee has been added to the crew. 6. When you re done selecting crew members, tap Save, and then tap Back. On a BlackBerry 1. In Exaktime Mobile, select and click the Manage icon at the top right. On the screen that appears, click Crews. 2. Click Add. 3. Enter a crew name and then click Next. 4. Click on each employee that you want to add to the crew. Notice the checkmark next to each employee name you clicked. It tells you that this employee has been added to the crew. 5. Click the Menu button and then click Save. 93

98 On an iphone or ipod Touch 1. In Exaktime Mobile, tap the Manage icon at the bottom right. On the screen that appears, tap Crews. 2. Tap Edit and then tap Create a new crew. 3. Enter a crew name and then tap Next. 4. Tap on each employee that you want to add to the crew. Notice the checkmark next to each employee name you tapped. It tells you that this employee has been added to the crew. 5. Tap Save. On an Android Phone 1. From the ExakTime Mobile main screen, touch to start ExakTime Mobile. 2. Touch the More icon at the top right. On the screen that appears, touch Crews. 3. Press the Menu Key on your phone. Then touch Add. 4. Enter a crew name and then touch Next. 5. Touch each employee that you want to add to the crew. Notice the checkmark next to each employee name you touched. It tells you that this employee has been added to the crew. 6. Touch Save. 94

99 Create a Group A group is a list that helps you more quickly locate specific locations or cost codes. For example, if you have hundreds of locations, finding one in ExakTime Mobile might take some time. If you group your locations alphabetically (A-Z), you can find what you want faster. Groups also let you organize locations into categories, such as a daily route. For example, if you always do certain jobs on the same day of the week, you can create a group of locations for each day: Monday, Tuesday, and so forth. Only a ExakTime Mobile Administrator or employee with a custom role can perform the following steps. Adding a Location or Cost Code Group The procedures to set up cost code groups and location groups are exactly the same. Let s add a group that contains a list of locations: On a Windows Mobile Handheld 1. Start Exaktime Mobile, choose PocketClock (if given an option) and enter your PIN (you should use a supervisor or administrator PIN). Then tap. 2. On the screen that appears, tap More and then tap Jobsite Groups. 3. Tap Menu (in the bottom right corner of the screen), and then tap New. 4. Enter a group name and then tap Next. 5. Tap on each location that you want to add to the group. A checkmark means that it s been added to the group. 6. When you re done selecting locations, tap Save and then tap Back. 95

100 On a BlackBerry 1. In PocketClock, select and click the Manage icon at the top right. On the screen that appears, click Jobsite Groups. 2. Click Add. 3. Enter a group name and then click Next. 4. Click on each location that you want to add to the group. A checkmark means that it s been added to the group. 5. Click the Menu button and then click Save. On an iphone or ipod Touch 1. Tap the Manage icon at the bottom right. On the screen that appears, tap Jobsite Groups. 2. Tap Edit and then tap Create a new group. 3. Enter a group name and then tap Next. 4. Tap on each location that you want to add to the group. A checkmark means that it s been added to the group. 5. Tap Save. On an Android Phone 1. From within ExakTime Mobile, touch the More icon at the top right. On the screen that appears, touch Jobsite Groups. 2. Press the Menu Key on your phone. Then touch Add. 3. Enter a group name and then touch Next. 96

101 4. Touch each location that you want to add to the group. A checkmark means that it s been added to the group. 5. Touch Save. 97

102 Clock In and Out for Others ExakTime Mobile lets Supervisors and Administrators clock in or out on behalf of employees and crews. This feature can reduce the amount of time workers spend clocking in and out. It can be especially convenient for crews the entire crew can be clocked in and out at the same time. Also, some employers prefer to have a foreman clock workers in and out rather than having them all clock in and out individually. Only a ExakTime Mobile Supervisor or Administrator can perform the following steps. Before you can clock in for others, in addition to having an authorization type of Supervisor or Administrator, you must also be authorized to clock in and out for other employees. On a Windows Mobile Handheld 1. Start Exaktime Mobile, choose PocketClock (if given an option) and enter your PIN (you should use a supervisor or administrator PIN). Then tap. 2. On the screen that appears, tap More and then tap Clock In For. 3. Tap and tap All Jobsites and then select a location from the list. Notice that the location group you created earlier is listed beneath All Jobsites. If you tapped the location group instead of All Jobsites, the list would contain only the locations you added to that Jobsite Group. 98

103 4. Tap and select a cost code. 5. Select an employee (or you can select the crew you created earlier), and then tap Clock In (at the bottom left corner of the screen). Don t tap the ok button. Just keep the list of employee names showing on your screen. 6. Wait a few minutes and then select the same employee (or crew) name you just clocked in, then tap Clock Out (at the bottom right corner of the screen) and tap ok (at the top right corner of the screen). On a BlackBerry 1. In Exaktime Mobile, select and click the Clock In For icon at the top of the screen. 2. Click Choose an employee or crew. 3. Click the crew name that you created earlier. Then click This Crew to select the entire crew. Alternatively, you could click All Employees to choose a single employee from a list. 4. Click Choose a jobsite and then click All Jobsites. Choose a Location from the list. 5. Click Choose an Activity and select a Cost Code. 6. Click to clock in. 7. Wait a few minutes and then click to clock out your crew. 99

104 On an iphone or ipod Touch 1. From within ExakTime Mobile, touch the Clock In For icon at the top of the screen. 2. Tap Choose an employee or crew. 3. Tap the crew name that you created earlier. Then tap This Crew to select the entire crew. Alternatively, you could tap All Employees to choose a single employee from a list. 4. Tap Choose a jobsite and then tap All Locations. Choose a Location from the list. 5. Tap Choose a cost code and select a Cost Code. 6. Tap to clock in. 7. Wait a few minutes and then tap to clock out your crew. 100

105 On an Android Phone 1. In Exaktime Mobile, touch the Clock For icon at the top of the screen. 2. Touch Choose an employee. 3. Touch the crew name that you created earlier. Then touch This Crew to select the entire crew. Alternatively, you could touch All Employees to choose a single employee from a list. 4. Touch Choose a jobsite and then touch All Locations. Choose a Location from the list. 5. Touch Choose a cost code and select a Cost Code. 6. Touch to clock in. If you are asked for employee confirmation, touch Clock In. 7. Wait a few minutes and then touch to clock out your crew. 101

106 See Who s Here Now ExakTime Mobile lets an Administrator or Supervisor view all employees currently clocked into a particular location. On a Windows Mobile Handheld 1. Start Exaktime Mobile, choose PocketClock (if given an option) and enter your PIN (you should use a supervisor or administrator PIN). Then tap. 2. On the screen that appears, tap More Then tap Who s Here Now. Who s Here Now lists the names of all employees who are currently clocked in, plus the date and time each employee clocked in. 3. Tap Show All Clocked In, then tap Locations, and select a location from the list. Notice that the list now shows the workers are clocked in on that location only. 4. When you re done, tap Back. On a BlackBerry 1. Click the Home icon at the top of the screen. 2. Click View. On an iphone or ipod Touch 1. Tap the Home icon at the bottom of the screen. 2. Tap View. On an Android Phone 1. Touch the Home icon at the top of the screen. 2. Touch View. 102

107 View History ExakTime Mobile lets you view and manage all the time records that have been recorded since two weeks prior to your last Sync. On a Windows Mobile Handheld 1. Start Exaktime Mobile, choose PocketClock (if given an option) and enter your PIN (you should use a supervisor or administrator PIN). Then tap. 2. On the screen that appears, tap More and then tap History. Notice that the History screen lists your employee clock In/Out history regardless of locations. 3. Tap All Time Records, then tap Locations and select a location from the list. Notice that the list now shows records from that location only. 4. Tap the button again and this time, tap Employees and select an employee from the list. Notice that the list now shows records for that employee only. 5. When you re done, tap Back On a BlackBerry Select and click the History icon at the top of the screen. On an iphone or ipod Touch Tap the History icon at the bottom of the screen. On an Android Phone Touch the History icon at the top of the screen. 103