TimeClock Plus Quick Reference Guide

TimeClock Plus Quick Reference Guide

TimeClock Plus Quick Reference Guide

Table of Contents

Table of Contents ............................................................................................................ 2

Welcome......................................................................................................................... 5

About TimeClock Plus ............................................................................................................. 5

Installation ............................................................................................................................. 6

Admin Server ........................................................................................................................ 14

Database Operations......................................................................................................... 14

System Update ................................................................................................................. 16

TimeClock Manager .............................................................................................................. 17

Hours ................................................................................................................................ 20

Individual Hours ............................................................................................................. 20

Accruals Tab ..............................................................................................................24

Schedules Tab ........................................................................................................... 25

Individual Hours Options ............................................................................................ 25

Group Hours .................................................................................................................. 27

Period Reports ............................................................................................................... 30

Report Options .......................................................................................................... 35

Period Export ................................................................................................................ 37

Employee .......................................................................................................................... 39

Employee Profiles .......................................................................................................... 39

General Tab ...............................................................................................................42

Job Code Tab .............................................................................................................44

Hour Tab .................................................................................................................... 47

Management Tab ...................................................................................................... 50

Payroll Tab ................................................................................................................ 53

Overtime Tab ............................................................................................................ 55

Exceptions Tab .......................................................................................................... 57

Employee Roles ............................................................................................................ 60

Global Modification ....................................................................................................... 63

Employee Messaging .................................................................................................... 64

Tools ................................................................................................................................ 66

Import .......................................................................................................................... 66

Export .......................................................................................................................... 69

Employee Status ........................................................................................................... 71

Employee Status Options .......................................................................................... 74

Other Tools ................................................................................................................... 75

Hours Audit Log ......................................................................................................... 75

Configuration .................................................................................................................... 77

Users ............................................................................................................................. 77

User Profiles .............................................................................................................. 77

General Tab ........................................................................................................... 79

Employee Access ...................................................................................................80

Job Code Access .................................................................................................... 82

Permissions Tab ..................................................................................................... 83

Passwords Tab .......................................................................................................84

User Roles .................................................................................................................. 85

Job Codes ..................................................................................................................... 86

General tab ................................................................................................................ 87

Breaks Tab .................................................................................................................88

Accruals Overview ........................................................................................................ 89

Company ...................................................................................................................... 99

Close Week ............................................................................................................... 99

Company Defaults ................................................................................................... 100

Global Tab ........................................................................................................... 100

Manager Tab ........................................................................................................ 105

Schedule Tab ....................................................................................................... 107

Client Tab ............................................................................................................ 108

Other Configurations ................................................................................................... 111

Manage Clock Configuration .................................................................................... 111

Automatic Breaks .................................................................................................... 115

User Options ............................................................................................................... 119

Filters .............................................................................................................................. 120

Filter Employee ........................................................................................................... 121

Filter Job Codes ........................................................................................................... 122

Exception Filter ........................................................................................................... 123

TimeClock Scheduler .......................................................................................................... 124

Schedules ........................................................................................................................ 124

Manage Schedule ........................................................................................................ 124

Manage Schedule Template ........................................................................................ 128

Scheduler Options ....................................................................................................... 132

Scheduler Reports ................................................................................................... 132

WebClock ............................................................................................................................ 134

Clock In ........................................................................................................................... 135

Clock Out ........................................................................................................................ 137

Break ............................................................................................................................... 138

Change Job Code............................................................................................................. 139

View ................................................................................................................................ 140

View Hours .................................................................................................................. 140

View Last Punch .......................................................................................................... 142

View Schedules ........................................................................................................... 142

View Messages ............................................................................................................ 143

Change Cost Code ........................................................................................................... 143

Change Job Code............................................................................................................. 144

TimeClock Terminal ............................................................................................................ 144

Manage Clocks ................................................................................................................ 144

General Tab ................................................................................................................. 149

Clock Settings ............................................................................................................. 150

Punch Settings ............................................................................................................ 151

Badge Processing ........................................................................................................ 152

Manage Add-Ons Configurations .................................................................................... 153

Manage Module Data .................................................................................................. 156

Glossary ....................................................................................................................... 157

Index ...........................................................................................................................172

Welcome

Welcome to TimeClock Plus! This manual is designed to help you navigate your new product. Whether you are a long-time user that just upgraded or implementing your company's first time and attendance software, this document is here to answer any questions you may have. To the left you will see a table of contents for the various parts of TimeClock Plus. In addition, there is a glossary of commonly used terms you may run across.

If you have any questions, please contact our technical support team at (325) 223-9300, visit our

live support chat site

, or send an e-mail to

[email protected]

. Support is available Monday through Friday from 9:00

AM to 5:00 PM Central Time, excluding holidays. Support sent via e-mail typically receives a reply within two business days.

TIP: Be sure to include your TimeClock Plus serial number and company name when contacting support via e-mail.

After your initial 90 days of support have expired, further support is available on a fee basis. Please contact your account representative or TimeClock Plus Technical Support for more information.

About TimeClock Plus

The TimeClock Plus system is composed of several distinct applications, utilities, and individual features that come together to provide you with the best possible time and attendance solution.

Software

TimeClock Manager is the heart of TimeClock Plus. It allows users to create and modify employee and job settings, manage hours and accruals, run reports, and oversee the majority of the system-wide company settings.

TimeClock Scheduler is a distinct component of the TimeClock Plus system that allows managers to schedule their employees, oversee staffing requirements, and plan in advance for any break or vacation time.

WebClock is the primary interface for employees to enter in their time. Employees can browse to the site and clock in, clock out, go on break, view hours, or perform any other necessary tasks.

Terminal Hub and Manage Clocks are used in tandem to control any physical timeclock hardware that needs to connect to the TimeClock Plus database. Terminal Hub connects to the clocks directly and acts as a go-between for the clock and database, and is typically installed locally at a timeclock's location. Manage Clocks allows a user to manage multiple clocks from multiple terminal hubs.

Hardware

Remote Data Terminals (RDTs) are physical timeclock terminals that employees use to perform clock operations, as an alternative to the WebClock application. RDTs are available with serial or Ethernet connectivity, and with several different types of employee recognition systems, including a basic numeric keypad

(for the manual entry of an ID number), a barcode or magnetic card swipe, and even biometric recognition (e.g. fingerprint or hand scan).

Serial devices – These connect to a serial port in the back of a single PC or server.

Ethernet devices – These connect directly to your TCP/IP network via a LAN drop. This means that your placement of the device will not be limited by the availability of a PC. Ethernet RDTs typically require a static IP address on your LAN/WAN.

Biometric devices are also available with serial or Ethernet connectivity. These devices authenticate an employee for clock in/out by reading a fingerprint or hand print image, depending on the model you select. These devices reduce the problem of "buddy-punching," which has become common in some work environments.

Barcode peripherals are also available as hand-held scanners to be used in conjunction with barcode readerequipped RDTs. These scanners use the 3 of 9 barcode standard, and allow the system to read barcodes from documents (such as work orders) to collect time by work order, sub-task, and so forth.

Installation

Before you can start using TimeClock Plus to track employee hours, you will need to start by installing the product. Upon purchasing the software, you will receive a license key and install media. You'll need both of these to install TimeClock Plus and create your organization.

Installing a new Instance of TimeClock Plus

1. Run TimeClockPlusSetup.exe.

2. Select where you would like to install the software and click Next.

3. Enter in the license key you received with the software and click Next.

4. To create an entirely new database, select New TimeClock Plus 7.0 Installation and click Next.

5. If you are creating a new instance, select Create a New SQL Instance and skip to step 7 below. If you are connecting to an existing SQL instance, select Connect to an Existing Database and click Next.

6. Enter in the connection information for your existing database and click Next.

7. Select whether or not you want to run a Basic or Custom Installation and click Next.

8. Create an ADMIN account (used to log into TimeClock Manager and other apps) as well as an account name for the Administrative Server, then click Next.

9. TimeClock Plus will now begin downloading the necessary components to create your organization. If you chose to create a new SQL instance, SQL 2012 Express will download and create an instance. This process may take several minutes.

10. Once the software has finished installing, click Finish. You will then automatically navigate to the Admin

Server application.

Installing While Upgrading a Previous Database

TIP: The upgrade process only works for customers that were previously using TimeClock Plus 6.0,

TimeClock Plus Web Edition 3.0, or Hybrid Edition. Please contact customer support if you need assistance upgrading an older database.

1. Run TimeClockPlusSetup.exe.

2. Select where you would like to install the software and click Next.

3. Enter in the license key you received with the software and click Next.

4. To create an entirely new database, select Upgrading from TimeClock Plus 6.0 or Web Edition 3.0 and click Next.

5. Enter the database connection details of your existing database and click Next.

6. Select the database you'd like to convert from the existing databases dropdown and click Next.

7. Select whether or not you want to add the new database to the same instance, create a new instance, or connect to another instance, then click Next. If you want to connect to another SQL instance, enter those details on the following screen then click Next.

8. Enter the name for your new database and click Next.

TIP: If you are using the same SQL instance as before, the new database must have a different name.

9. Create an ADMIN account (used to log into TimeClock Manager and other apps) as well as an account name for the Administrative Server, then click Next.

10. Click on the Ports button to ensure that all ports the software uses are available. If they are all marked as

Passed, click OK to leave the Port Test Window and click Start to begin the installation.

11. TimeClock Plus will now begin downloading the necessary components to create your organization. If you chose to create a new SQL instance, SQL 2012 Express will download and create an instance. This process may take several minutes.

12. Once the software has finished installing, click Finish. You will then automatically navigate to the Admin

Server application.

Admin Server

After installing TimeClock Plus, you will be taken to a local site on the server called the Admin Server. This will usually be located at

https://localhost:8443/app/admin/index.html#/AdminLogOn

, though that may change depending on port settings used during the install process.

TIP: The Admin Server can only be accessed on the license server (that is, the computer that TimeClock

Plus was installed on.

To log into the Admin Server, enter the Admin Server password created during installation.

TIP: The Admin Server password is created separately from the password for the ADMIN account, and can be different.

Once you have logged into the Admin Server, you can perform the following operations:

 Change Database Connection Settings

 Backup and Restore the Database

 Create a Namespace or organization

 Upload License Files to existing companies

 Update TimeClock Plus

 Upgrade Older TimeClock Databases

Database Operations

The Database Operations menu allows users to determine what SQL server TimeClock Plus connects to. In addition, databases can be backed up and restored.

Database Connection Settings

Server: This is the connection path to the SQL instance the TimeClock Plus database is located at. It is usually entered as [server]\[instancename]. By default, the database will be located at (LOCAL)\TIMECLOCKPLUS.

Method: The connection method used. By default, this is TCP/IP, but Named Pipes and Shared Memory are also available.

Port: If TCP/IP is selected and your database uses a different port than the default defined when installing

TimeClock Plus, enter that port number here.

Timeout: This setting determines how many seconds TimeClock Plus will take to attempt connecting with the database.

Authentication Method: Here you select whether or not you plan on using the default TimeClock Plus credentials

(created upon installation), or connecting using specified credentials. (specified below)

TIP: Unless the SQL instance was created separately from TimeClock Plus, it is best practice to use the default credentials whenever they work.

Test Connection: This button allows you to test your connection settings to ensure TimeClock Plus can properly communicate with the database.

Once you have configured and tested your Database Connection Settings, click Save.

Backing Up A Database

TIP: Backups are created on the server where TimeClock Plus is installed. It is

STRONGLY RECOMMENDED that these in turn be backed up elsewhere in case of server failure.

Databases can be backed up locally on the server for easy restoration in case of corruption. To back up a database:

1. Select Backup from the Database Operations menu.

2. Select the Database you'd like to create a backup for from the table.

3. Click on the Backup button.

4. Select the location you'd like to save the backup to, then click Ok.

5. Once the backup has been created, navigate to the location where it was created and confirm the .tcp70 file was created successfully.

Restoring a Database

Once a database has been backed up, it can be restored from within Admin Server. To restore a database:

1. Select Restore from the Database Operations menu.

2. Enter the file path for your backup in the Backup file: field.

3. Enter the new name for the database in the Restore as: field.

4. Enter a file name for the new database in the File name: field.

5. Click Verify to validate the contents of the backup.

6. Once the file is verified, click Restore to finish the operation.

System Update

The System Update feature allows users to update their installation of TimeClock Plus. Updates will be released periodically to fix bugs and add features. In addition, running an update will install any new features your organization may have purchased for your license.

BEST PRACTICES: Updating the system will log off all other users currently using the software. Always backup your database before updating and run updates at a time when you are the sole user of the software.

To update your install of TimeClock Plus, click on the Update button. The update process should begin automatically and may take several minutes.

TimeClock Manager

TimeClock Manager is the centerpiece of TimeClock Plus. Here, you will create and manage your employees, job codes, and users as well as edit hours and organization settings.

New Organization Wizard

1. Find the organization you just created in the Select Organization dropdown. Enter ADMIN in the User ID field and click Log In.

2. Once you log into TimeClock Manager for the first time, you will automatically be taken to the

Organization Setup Wizard. The first screen gives you a chance to change the Organization Name. Once you have decided on a name, click Next.

3. Select the start of your organization's work week. The day your work week starts is important for calculating overtime and other payroll considerations. Once you have selected the start of your work week, select Next.

TIP: This is a very important step that cannot be easily changed; if you do not know when your work week starts, check with the individual in charge of payroll before continuing. You have finished running the

Organization Setup Wizard

! The next steps will be to create or import employees and job codes, create users, and begin having your employees clock in and out. Please see the relevant sections on how to set-up your company. For your convenience, several of these sections will appear in the

My QuickLinks

dropdown on the menu bar.

Logging into TimeClock Manager

1. On the TimeClock Manager log in screen, find your organization in the Select Organization dropdown menu.

2. Enter your User ID. This is either the default ADMIN account or one that has been created and assigned to you.

3. If your account is password-protected, enter it in the Password field.

4. Click on the Log On button to access TimeClock Manager.

Navigating TimeClock Manager

Once you've logged into TimeClock Manager, you will be greeted with several elements that will assist you in navigating the application and tracking your employee hours. The primary tools you will use to navigate

TimeClock Manager are:

Basic Information: The top-right corner contains basic information about TimeClock Manager, such as the current week and the user currently logged in. To log out of TimeClock Manager, select the user's name and click

Log Out.

The Menu Bar: This strip of options breaks contains several categories that house the features you will use to create and track employee hours. Click on any of the sections to view the various features contained within. You can also click the Home icon at any point to return to the dashboard.

My Dashboard: My Dashboard allows you to customize the dashboard to show you the information you need as soon as you log into the app. Widgets can be added and configured by clicking on the Edit button.

Using the My QuickLinks Menu

The My QuickLinks feature allows you to save a list of features that you commonly use under a menu for easy access at any point in the software. For example, if you primarily find yourself using the Employee Status and

Group Hours features, you could save them here. To add a feature to the My QuickLinks menu:

1. Navigate to the section that feature is located at and select it (for example, to be able to quickly select

Group Hours, you would navigate to Hours, then select Group Hours.)

2. On the feature itself, click on the star icon next to the feature name. Once the star appears in gold, the My

QuickLinks menu will appear in the menu bar. Click on this star again to remove the feature.

3. Select My QuickLinks on the menu bar to view the features you have marked for easy access.

Hours

Individual Hours

The Individual Hours screen is where you can add, edit, and review employee hours. You can also tie together segments through breaks, approve segments, and manage missed punches from this screen.

On the left side of the screen, you will see a list where the first 100 employees will appear. Specific employees or a different range can be set using the Filter button. Employees can also be filtered by typing in a name or number into the Search bar. Clicking the X button to the right of the search bar will revert the list to the previous settings.

The list can also be sorted in several ways in ascending or descending order by clicking the Sort button.

Once you have an employee selected, their employee information should appear in the Hours tab. This tab shows the employee name, as well as the number of Regular, Overtime 1, Overtime 2, and Leave hours worked.

Individual Hours also features the following controls:

Date Range Picker: The Date Range Boxes allow you to manually enter in a range of dates to view.

Date Range dropdown: This allows you to select from a number of commonly used date ranges (e.g., last month, week to date, yesterday).

Update: Once a date range has been selected, click on the Update button to see segments from within that time frame.

Add Segment: This button allows you to add a segment.

Manage Segments: This button provides a drop down of options that allow you to edit, delete, or change approval for a segment.

Manage Exceptions: This button allows you to approve or deny any exceptions on the selected segment(s).

Exception Filter: This button allows you to access the Exception Filter and limit the segments displayed to those that meet a set criteria.

Job Code Filter: This button allows you to access the Filter Job Codes feature and limit segments displayed to only the selected job codes.

Adding a Segment

1. Click on the Add Segment button to access the Edit Segment window.

2. Enter in a Date and Time in. You can use the calendar to select a date or the clock icon to enter a time as well as manually entering those numbers.

3. If the employee is currently clocked in, check Individual is clocked in. If the segment has already been completed, enter a Date and Time out.

4. If this is a time sheet entry, click Time Sheet Entry. This will enable the Hours field and allow you to enter in a segment length. The Date and Time in will remain as the anchor point of the shift.

5. If the segment is going to be tied to another segment by a break, select the appropriate option in the

Break Type dropdown.

6. Select the job code this segment was worked in the Job Code dropdown.

7. If this segment is going to earn a different rate than the one normally assigned to this employee, enter it in the Rate box.

8. If the segment was the result of a missed punch, you can signify this by selecting Missed in punch and/or

Missed out punch.

9. If you would like to enter in a note about the segment, do so in the Note field.

10. If your organization uses custom fields for segments worked, these can be edited by clicking on Custom

Editing a Segment

In order to edit a segment already in the system:

1. Click on the segment to highlight it. Then click Manage and Edit to access the Edit Segment window.

2. The Dates and Times in and out can be edited.

3. If the employee is currently clocked in, check Individual is clocked in.

4. If you want to make the segment a time sheet entry, check Time Sheet Entry. This will enable the Hours field and allow you to enter in a segment length. The Date and Time in will remain as the anchor point of the shift.

5. If rounding is enabled and you'd like to edit the actual times of the segment, check Edit actual times.

6. If you want to change the break type that is at the end of the segment, select the appropriate option in the

Break Type dropdown.

7. Select the job code this segment was worked in the Job Code dropdown.

8. If this segment is going to earn a different rate than the one normally assigned to this employee, enter it into the Rate box.

9. If you would like to enter a note in for the segment, do so in the Note field.

10. If the segment includes a missed punch, you can signify this by selecting Missed in punch and/or Missed

out punch.

11. If your organization uses custom fields for your segments, these can be edited by clicking on Custom.

Deleting a Segment

In order to delete a segment already in the system, click on the segment to highlight it. Then click Manage and

Delete. This will bring up a prompt asking you to verify that you want to delete the segment. To delete the segment, click Ok.

Add and View Segment Notes

Brief (100 character or less) notes can be entered when adding and editing segments. These notes can be used to explain exceptions or edits, or anything otherwise noteworthy about the segment. Notes can also be edited by clicking on the note icon in the Notes column. To view or add segment notes:

1. Click on the Note icon in the Notes column.

2. In the Manage Work Segment Notes window you will see a list of all notes entered, with the date entered, the User ID that entered the note, and the text of the note itself.

3. To edit a note, click on the icon. This will allow you to enter in new text for the note.

4. To delete a note, click on the icon. This will permanently delete the note.

5. To add a new note, click on the Add button. This will add a new note to the segment.

View Hour Edit History

When hours are edited, it creates an entry in the Hours Audit Log. This allows you to see who edited a segment, as well as the date the edit occurred and what information was changed. This information can also be viewed

within Individual Hours by right-clicking on a segment and selecting Audit Log. Each edit made to the segment can be seen on this screen, as well as what information changed between each edit.

Approving Shifts

If any of the approval types are required for your employees, you will be unable to close weeks if you have unapproved segments. To approve a segment, click on the checkbox under the appropriate header (M for

Manager, E for Employee, and O for Other). To approve all the segments currently displayed, click on the

Approval column header.

Approving Segment Exceptions

TIP: Depending on the employee's settings in the Exceptions tab, you may not be able to close the week or run reports with unapproved segments.

1. If a segment has an exception, a dot will appear in the Exception column. If a blue dot appears, the segment has one or more exceptions that are tracked for that employee. If the red dot appears, the segment has one or more segments that will prevent the week from closing until they are rectified or approved, at which point the blue dot will appear.

2. Select one or more segments with an exception. Right click on the segment(s) or hover over the Manage button to view the exceptions.

3. To approve exceptions, select the Approve radio button. If the exception would prevent the week from closing or reports from running with this employee, the red dot in the exception column will become a blue dot.

Mass Approving Exceptions

All exception types for the displayed range can be approved or unapproved at once by selecting the Resolve

Period button and choosing which exceptions you'd like to approve.

NOTE: Resolving exceptions will resolve ALL exceptions in that time frame, not just the ones visible on the page.

Toggle Breaks

If an employee forgot to take a break, or if you just want to tie together segments with a break, you can manually do so.

1. Select the segment you want to enable a break after.

2. Select Manage and click on Toggle Break. This will tie the segment together with the one below it as long as they are both within the maximum break length.

Accruals Tab

The Accruals Tab allows users to view and edit accrual history for the selected employee. The tab becomes visible after selecting an employee in Individual Hours.

Viewing and Editing Accrual History

1. On an employee's Accruals Tab, click on the icon next to the accrual bank you'd like to edit.

2. Select the date range you'd like to view a ledger for in the Manage Accruals window. A date range can be manually entered, or select a date range from the dropdown menu.

3. To manually add an entry to the accrual ledger, click Add.

4. Select a date and enter in an amount accrued, amount taken, and/or an amount used over the limit. Please note that the date must be before the actual current date.

5. Enter in a Note for a brief description of the transaction.

6. Click Save to confirm the changes made and exit the Manage Accruals window.

Schedules Tab

The Schedules Tab allows users to view employee schedules for the selected date range in Individual Hours.

Please note that this is for informational purposes only - employee schedules cannot be edited from this tab.

Individual Hours Options

The Individual Hours Options window contains options used to change what information is displayed in the

Individual Hours window.

Display

Date format: This option determines how dates are displayed on the Manage Hours screen. You can choose from the cultural default or have months, days, and years displayed in different orders.

Time format: This option determines the way time is displayed on the report. Time can be set to:

Company default: (the format chosen when setting up the company)

Cultural default: (the format chosen by the culture used on the individual's computer)

Hours:Minutes: (4:15 for 4:15 PM)

Hundredths: (4.25 for 4:15)

Military time 1: (1615 for 4:15 PM)

Military time 2: (16:15 for 4:15 PM)

Hour format: This option determines if hours are displayed in minutes (e.g., 8:15 for 8:15 AM) or hundredths (e.g.,

8.25 for 8:15 AM).

NOTE: Regardless of settings for how hours are displayed, they will always be entered as minutes.

Highlight segments that contain breaks: With this option selected, segments that contain breaks will be highlighted to make them more visible.

Display actual punch times in addition to rounded times: With this option selected, if an employee is set to have their clock operations rounded, this will also show the actual time that employee performed a clock operation.

Always display actual times: If this is selected, the actual time will always be shown, even if it is the same as the rounded time.

Ask for confirmation when deleting a segment: With this option selected, when deleting a shift, the user will be asked if they are sure they want to proceed. As deleting shifts is permanent, it is strongly recommended this be selected.

Combine rates and shift premiums in the list: With this option selected, the shift premium (if enabled) for the employee will be included in that employee's rate for a segment as long as that shift has been processed.

Display job code description in the list: This option shows the job code description alongside the job code number on segments worked.

Display total hours for each day: This option displays the total amount of hours worked in a single day.

Display day of week for each time in/out: This option displays the day next to each date. For example, Tue,

7/30/2013.

Warn if the segment will exceed accrual balance: With this option selected, if entering in a shift will take that employees accrual balance below zero, a warning will be displayed.

Show the user id of the user that granted approval: Enabling this option shows the user that approved a segment. This is helpful if multiple users will be approving employee hours.

Show cost code description in list: With this option enabled, cost code descriptions will display next to segments worked in that particular cost code.

Settings

Show segment descriptions in list: If a segment has a description in Scheduler, checking this option will display that on the Individual Hours screen.

Show schedule break lengths in list: This option shows how long breaks were scheduled for.

Show scheduled shift totals: This option shows how long a segment was scheduled for easy comparison between scheduled hours and hours worked.

Show scheduled week totals: This option shows how many hours that employee was scheduled for in that week for easy comparison between scheduled hours and hours worked.

Default Times: These default times are the default values for when you create a segment. You can customize the times entered here as well as the default length of a time sheet.

Perform punch rounding on added shift segments: With this option enabled, the rounding settings for your employees will take effect when a shift is entered through Individual Hours.

Perform break rounding on added shift segments: With this option enabled, the break rounding settings for your company will take effect when a shift is entered through Individual Hours.

Warnings: These radio buttons determine when a user is warned before a segment with actual and rounded times is edited. Individual Hours can be set to Always change time to edited time, Always keep actual times, or

Always prompt the user to select the change they'd like to make.

Group Hours

The Group Hours allows users to add, edit, and view segments for multiple individuals at the same time.

Employee exceptions (as defined in the Exceptions Tab of Employee Profiles) can also be viewed and approved here.

Below the Group Hours feature name, you will see Sort and Filter buttons. The filter buttons allow you to determine what employees will be visible when you click Update.

The list can also be sorted in several ways in ascending or descending order by clicking the Sort button.

The information bar contains several buttons that determine what information is available and how it can be edited:

Date Range Boxes: This allows you to manually enter in a range of dates to view.

Date Range dropdown: This allows you to select from a number of commonly used date ranges (e.g., last month, week to date, yesterday).

Update: Once a date range has been selected, click the Update button to see segments from within that time frame.

Add: This button allows you to add hours for several employees at once. For more information, see "Adding segments" below.

Manage: This button allows you to edit the selected segments. For more information, see "Editing segments" below.

Employee Filter: This button allows you to select which employees will appear when you click Update by using the Filter Employee feature.

Job Code Filter: This button allows you to select which job codes will return results when you click Update by using the Filter Job Codes feature.

Exception Filter: This button allows you to filter out results to only those that are flagged with a certain exception by using the Exception Filter feature.

Once you have selected the range and type of segments you'd like to view, click Update.

Adding Segments

1. Click on the Add button

2. Select the employees you'd like to edit from a filter or from the list. You can use a regular Employee Filter or use the Work Filter.

Work Filter

The Work Filter allows you to filter employees based on hours worked as well as specific job codes. For example, if you wanted to only include employees that worked 0:01 to 32:00 hours on the week of October 6th, 2014 you would fill out those fields on the work filter. Up to two different hour filters can be created as well as a job code filter on the Work Filter screen.

3. Click Next.

4. Create the segment for your employee(s). For more information, see "Adding a Segment" in Individual

Hours .

5. If the segment will repeat across multiple days, select how many days you'd like to include in the Repeat

days dropdown.

6. Click Next.

7. View the summary for the segment(s) you are adding. If you would like to make sure the segments will create correctly, click Preview. Once you are satisfied with the changes made, click Process.

Editing Segments

Individual segments can be edited from Group Hours. Please note that you can only edit one segment at a time - selecting multiple segments will disable the Edit option. For more information, see "Editing a Segment" in

Individual Hours .

Approving Exceptions

Exceptions can be approved for multiple employees at the same time within Group Hours. To approve exceptions:

1. Select one or more segments that you would like to approve.

2. Select Manage Exceptions in the information bar, or right click on the Exceptions column.

3. Under the Exceptions header, you will see all the applicable exceptions for the selected segment(s). Here, you have the option to approve or unapprove the selected segment(s). If multiple segments have been selected with different approval states (e.g., some have been approved, some have not), neither option will be selected.

4. Click the Approve radio button to approve that exception for the selected segment(s).

Mass Approving Exceptions

All exception types for the displayed range can be approved or unapproved at once by selecting the Resolve

Period button and choosing which exceptions you'd like to approve.

NOTE: Resolving exceptions will resolve ALL exceptions in that time frame, not just the ones visible on the page.

Deleting Segments

Multiple segments can be deleted across multiple employees within Group Hours.

1. Select one or more segments that you would like to delete.

2. Select Manage in the information bar, or right click on the segment(s) to bring up the Manage menu.

3. Select Delete under the Manage

Period Reports

The Period Reports feature allows users to create, customize, print, and save reports on employee hours across a given period. These reports can be customized to show information on selected employees and can be printed as well as downloaded in HTML, PDF, or OpenXML formats.

When you enter the Period Reports screen, you will see a number of options. You can select the report you'd like to run from the left. Once you have selected a report, you'll see a number of options on the right. There are also several options at the top of the screen:

Types of Reports

Note: The availability of reports may differ slightly depending on which modules your organization has purchased.

Payroll Reports

Approaching Overtime Report: This report displays employees that are coming close to or are already in overtime. The length of time until an employee hits overtime can be configured for daily, weekly, bi-weekly, and quad-weekly overtime as well as differently for salaried individuals in the Settings screen.

Complete Payroll Report: This report displays each shift worked for each employee, including the hours worked and the total hours worked that day and week. This report is ideal for situations where you need all the information on a period on hand for an audit or payroll purposes.

Day Breakdown Report: This report provides a breakdown of all job codes worked on a daily basis, giving the user totals of how many hours were worked in that day.

Estimated Wages Report: This report calculates roughly how much employers can expect to pay in wages over the reporting period, based on the employee's pay rate, hours worked, and overtime modifiers.

Individual Exception Report: This report details any exceptions that have been reported, and breaks it down on a per-employee basis.

Individual Job Report: This report compares the total amount of hours an employee worked and the job codes in which they worked, providing a period total and a break down by job code.

Overtime Report: This report highlights all shifts responsible for creating overtime as well as an overtime total for each job code and for the pay period.

Payroll Detail Report: This report breaks down individual segments worked by employees, including totals, job code rates, and break lengths. This report is ideal for situations where you need the most information for a period available in one place.

Missed Punches Report - This report shows who has missed punches for that period, when the missed punch occurred, and that employee's total of missed punches throughout the period. This report is ideal for situations where you need to check how often missed punches occur or need to track down who has missed punches.

Payroll Summary Report: This report simply shows the total regular and overtime hours worked for each employee. This report is ideal for when the totals for your entire company must be available in one place.

Shift Note Report: This report displays all segments with a note attached as well as the full text of the note.

Tracked Information Summary Report: This report displays the cumulative amount of tracked fields per job code on each employee throughout the reporting period. This report is ideal for receiving quick totals for all tracked fields your organization uses.

Weekly Punch Report: This report shows the individual punches an employee has made including time in, time out, and the job code. This report is ideal for situations where you simply want to see when and where your employees are clocking in and out.

Weekly Schedule Report: This report will show a per-week breakdown of employees' scheduled time.

Weekly Summary: This report displays hours per week (for up to a 6 week period), and separates regular, overtime 1, and overtime 2 hours.

Job Code Reports

Job Code Analysis Detail Report: Selecting this report gives you the option to choose what job codes you would like a summary of. It will then give you a detailed report on the total hours and estimated wages worked for each job code broken down by employee as well as totals for each job code and job code group.

Job Code Analysis Summary Report: Selecting this report gives you the option to choose what job codes you would like a summary of. It will then give you a detailed report on the total hours and estimated wages worked for each job code as well as totals for each job code group.

Job Code Overtime Report: This report displays each segment that created overtime as well as which employees earned overtime in that job code. The report also provides a subtotal of how much overtime was earned by each job code.

Job Code Split Report: This report breaks down hours into user-defined groups containing the selected job codes.

Selected Job Code: This report provides a detailed breakdown of all hours worked per employee in job codes selected through the Job Code Filter.

Scheduler Reports

Schedule Variance: This report displays any inconsistencies between employee scheduled segments and the actual clock operation times for the selected period.

Schedule vs. Actual Breakdown Report:This report provides a breakdown of Scheduled and Actual hours, including estimated wages, alongside a cumulative amount of the variances, per job code.

Schedule vs. Actual Report:This report provides a breakdown of Scheduled and Actual hours, including estimated wages alongside a cumulative amount of the variances per employee throughout the reporting period.

Scheduled Job Code Analysis Detail Report: This report breaks down how many hours were scheduled for each job code by each employee throughout the reporting period.

Scheduled Job Code Analysis Summary Report: This report summarizes all hours were scheduled in each job code for each employee throughout the reporting period.

Period Reports

Period Report (Detail): This report displays the cumulative hours an employee worked, sub-totaled by work week and broken down by regular, overtime 1, and overtime 2 hours.

Period Report (Summary): This report displays the cumulative hours an employee worked, broken down by regular, overtime 1, and overtime 2 hours.

Period Report (Variance): This report displays any variance in the amount of hours an employee worked in that week compared to a threshold defined in the report Settings. This report is useful for determining if an employee is eligible for hours-dependent benefits.

Cost Code Reports

Cost Code Budget Report: This report displays the total budget (in dollars and hours) of a cost code, as well as the segments worked in that cost code. The report also displays any variance in actual hours versus the budget.

Cost Code Summary:This report provides a total amount of regular and overtime hours used in each cost code throughout the reporting period.

Cost Code Summary by Individual: This report breaks down how many hours were worked in each job code by each employee throughout the reporting period.

Cost Code Usage Report: This report summarizes all hours worked in each cost code by each employee throughout the reporting period.

Cost Code Punch Detail Report:This report displays which cost codes were used during each clock operation across the report period.

Individual Cost Code Summary: This report displays a summary of all hours worked in each cost code, broken down by employee.

Individual Costing Detail: This report includes a breakdown of hours by individual segment, for ease of referencing which cost codes have been used over time.

Period Individual Cost Report (Detail): This report only displays one cost code, and displays each employee that worked the cost code. It lists regular and overtime hours, and breaks down hours worked by individual weeks.

Period Individual Cost Report (Summary): This report only displays one cost code, showing each employee that worked the cost code, as well as any regular and overtime hours worked.

Accruals Reports

Accrual Usage Information: This report displays the accrued time, used accrual time, and adjusted totals for the accrual banks of your employees, and shows when an amount was deducted from an accrual balance.

Future Cost of Accruals Report: This report will provide a cost of an accrual balance based on the amount remaining, as well as the leave code's base rate.

Period Accrual Information Report: This report displays cumulative amounts or accrued time, used accrual time, and adjusted totals.

Miscellaneous Reports

Anniversary Report: This report displays all hire date anniversaries that fall within the configured date, as well as how many years that individual has been employed.

Birthday Report: This report displays all employee birthdays that fall within the configured date. Optionally, the employee's age can be displayed as well.

Break Totals Report: This report displays all breaks taken as well as the length of breaks and the total amount of breaks that were paid.

Exception Summary Report: This report will show lists of employees per each type of exception, which is ideal for identifying issues on a per-exception basis.

Punch Location Report: This report provides a complete list of clock operations throughout the reporting period as well as where they were made and what method (RDT, WebClock, etc.) was used.

Time Coverage Report: This report breaks down a cumulative amount of hours worked within the selected day, broken down by hour.

Contract Reports

Contract Details Report: This report provides a list of employees under contract as well as how many days and hours they've worked in that contract.

Contract Variance Report: This report compares the hours each employee worked versus those that they are contracted to work, as well as providing a variance in hours and days.

Other Reports

Schedule Request Report: This report provides a list of all employee requests during the selected time period, as well as what leave code the request was made in, and its approval status.

Configuring a Report

1. Select the report you'd like to run from the Period Reports screen.

2. Apply the desired Employee and Job Code Filters by clicking the buttons at the top of the screen.

3. Enter in the date range for the report or select a predefined date range from the dropdown.

4. Click on Settings to change individual facets of the report. These settings are unique to each report, so for example if you want to remove employee social security numbers from the Period Report (Summary), you would uncheck "Print social security number at top of page" in the Settings menu.

5. If you would like to change the font, spacing, or page orientation used on the report, click on Page Layout at the bottom of Settings.

6. Once you have customized the report, click Save to commit these changes and return to the Period Reports screen.

7. Click on the Download button to change the output the report uses. The types of output TimeClock Plus produces are:

HTML: The output is produced in a .html file that can be opened by a web browser.

PDF: The output is produced in a .pdf file that can be opened in Adobe reader or another program designed to read .pdf files. As the .pdf report is more difficult to edit than the other formats, many companies use this for producing reports to send out.

OpenXML: The report is produced in a .xml file that can be opened in Microsoft Excel or OpenOffice Calc.

8. Click Preview to see an example report and make sure that it includes all of your criteria.

9. Once you have configured the report, click on your output type (e.g., HTML) to create a downloadable report. If you wish to print a hard copy, click Print to send the report to a printer.

Saving a Report

Reports can be saved for later use. To save and access reports:

1. Select the report that you would like to save and configure the settings as you normally would.

2. Click on the Save as button.

3. On the Saved Report menu, select a Category you'd like to save this report under. Similar reports can be grouped in the same category for easy access. Give the report a unique name.

4. If you'd like to allow other users to access this saved report, check Make report visible to all users.

5. To create an employee filter that will consistently be used on the saved report, check Save employee filter and create the filter.

6. To create a unique set of options the report, check Save options and configure the report.

7. Click Save to add the report to Saved Reports.

8. To run this report later, select the report from the category they are saved in.

Report Options

The Options menu of the Payroll Report screen provides users with options to customize the format and content of their Payroll Reports. Please note that these are general options in regards to how the report and employees are formatted and displayed - for control over the information the report displays, click on that individual report's

Settings button.

Formatting Options

Time format: This option determines the way time is displayed on the report. Time can be set to:

Company default: (the format chosen when setting up the company)

Cultural default: (the format chosen by the culture used on the individual's computer)

Hours:Minutes: (4:15 for 4:15 PM)

Hundredths: (4.25 for 4:15).

Military time 1: (1615 for 4:15 PM)

Military time 2: (16:15 for 4:15 PM)

Date format: This option determines how dates are displayed. Dates can be set to display as the company default, the cultural default, Month/Day/Year, or Day/Month/Year.

Hour format: This option determines how segment lengths and other lengths of time are displayed on the report.

Can be set to Hours:Minutes (e.g., 4:15 for four hours and fifteen minutes) or Hours.Hundredths (e.g., 4.25 for four hours and fifteen minutes). Please note that there may be rounding errors when using the Hours.Hundredths method. These can be mitigated by extending the amount of decimal places used.

Decimal places: This option determines if you are using Hours.Hundredths for your report, this is where you determine how many decimal places the time goes out to before rounding. For example, a segment that is seven hours and nineteen minutes long comes out to 7.3167 hours. If the decimal places are set to two, the segment is rounded to 7.32 hours. While this still converts to 7:19, over time this can lead to employee hours being off by several minutes. Setting the Decimal places value would record the accurate length of 7.3167 hours.

Name format: This option determines how employee names are displayed. The options are:

Full name: John Smith

Partial name: J. Smith

Last, First: Smith, John

Normalize employee names to same case: Checking this option will show all employees with the same casing.

This is useful if you have imported employee information from multiple sources and some employees are in upper case.

Normalize job code names to same case: Checking this option will show all job codes with the same casing. This is useful if you have imported job code information from multiple sources and some job codes are in upper case.

Miscellaneous

First, Second, and Third sort keys: The sort keys determine the order by which your employees are displayed.

You can use up to three sort keys. The employees will then be sorted by the first key. Once employees are sorted, the second key runs to determine those employees that have the same criteria for the first key. The types of sort keys used are:

Id Number: The employee's ID number

Last Name: The employee's last name

First Name: The employee's first name

Export Code: The export code assigned to an employee

Social Security: the employee's social security number

Classification: The employee's assigned classification

Manager: The user that the employee is assigned to

Badge Number: The employee's assigned badge number

Default reporting period: This option selects the time frame reports will default to.

Print Options

Hide overtime 1 column if not present on report: With this option selected, overtime 1 will not be displayed on the report if none of your employees went into overtime during that period.

Hide overtime 2 column if not present on report: With this option selected, overtime 2 will not be displayed on the report if none of your employees went into overtime 2 during that period.

Use bold printing to emphasize totals: With this option selected, totals on reports will be bolded for emphasis.

Report Line spacing (0.8-3.0): This option allows you to set how much space appears between lines of a report.

For example, if you wanted the report to be double-spaced (a blank line between every line of data) you would enter 2.

Shading color for shaded sections on reports: This option allows you to select what color will appear on shaded sections within the report. Shaded sections can be defined in the Settings for most reports.

Period Export

The Period Export screen allows you to export segments worked to a third party payroll software. The exact steps to performing a period export will depend on the export module you are using, but the general layout of the

Payroll Export screen remains the same. For more information on how to configure the Period Export screen for your payroll software, please refer to the module documentation.

At the top of the Period Export screen is an information bar. This allows you to select what software you'd like to export to and the date range you'd like to export. There are also four buttons for configuring and customizing your report

Employee Filter: This button brings you to the Filter Employee screen.

Job Code Filter: This button brings you to the Filter Job Codes screen.

Save: This button allows you to save an export template for later use (See Saving A Template below).

Load: This button allows you to load a saved configuration from a dropdown menu.

Configuring the Export

1. Select the program you'd like to export to from the drop down list.

2. Change the basic configuration of the export such as whether or not the hours are split by job code

(recommended for most exports) and the name of the export file in the Settings section.

3. Assign payroll items and configure options specific to your payroll items in the Configuration section.

4. Determine how the export will be displayed in the Options section.

5. If you'd like to filter the export to only display certain employees or job codes, use the Employee Filter and

Job Code Filter buttons at the top of the screen.

Performing the Export

1. Once the export has been configured, click Generate to begin the export process. If you have not saved your configuration, you will be asked if you'd like to do so now.

2. If any exceptions occurred during the export process, the Show Exceptions button will become active.

Clicking this button allows you to see the errors and exceptions that occurred while creating the report.

3. To download the export file for your payroll software, click Download.

Saving a Template

1. Once your export has been configured, you can save it as a template in order to easily access it in the future. To do so, click on the Save button.

2. On the Save Export Screen, enter in a name for the template.

3. Configure the options for the template:

Default: Enabling this option automatically loads this saved template when you enter the Period

Export screen.

Make Public: Enabling this option makes this template available for all other users that have access to Period Export.

Save output file name: Enabling this option saves the file name for the export for future use.

Save employee filter: Enabling this option saves the employee filter options you are using (if any) for future use.

Save job code filter: Enabling this option saves the job code filter options you are using (if any) for future use.

Save current options: Enabling this option saves the options configured for the export for future use.

4. Once you've configured the template, click Save to store the template for future use.

5. If you'd like to delete a previously saved template, click the icon next to the template name.

Employee

Employee Profiles

Employee Profiles is where you will add and edit employee information. It is also where you will assign job codes to the employee.

On the left side of the screen, you will see a list where the first 100 employees will appear. Specific employees or a different range can be set using the Filter button. Employees can also be filtered by typing a name or number into the Search bar. Clicking the X button to the right of the search bar will revert the list to the previous settings.

The list can also be sorted by several methods in ascending or descending order by hovering over the Sort button and selecting a method.

Once you have an employee selected, their employee information should appear in the header bar. This bar shows some basic information about the employee, such as their name, ID, Manager, Department, Default Rate, and Job Code.

Each tab includes multiple sections. Click on the to expand out a section or click Expand or Collapse All to show or hide each section. When you have finished making changes, click Save to save your work or Cancel to go back to the previous settings.

Adding an Employee

1. Click the Add button in the top right corner of the screen to bring up the Add Employee Wizard.

2. Enter in basic employee information on the General Information screen. The three fields required to add an employee are First Name, Last Name, and Employee ID, which should automatically fill in with the first available number. Additional fields may be required, which can be configured in the Manager Tab of

Company Defaults. Once you have entered the required information, click Next.

3. Assign a job code to the employee Job Codes screen. To assign a job code to an employee, click Assign. In the Assign Job Code Items window, you will have the option of clicking one or more job codes and clicking

Assign to assign them to an individual. You can also change the default rate for the selected job code(s) by clicking on the Rate dropdown below the job code list. Once you have assigned a job code, you can click

Next to go to the final screen, or Finish.

4. If desired, select the job code an employee will default to on the Defaults screen. Setting a job code as default automatically selects the job code for that employee.

5. Once you are happy with the employee’s settings, click Finish to add the employee to the employee list.

Deleting an Employee

Click the Delete button to bring up the Delete Employee prompt. On this screen you can delete the employee by clicking the green Ok button.

TIP: It is strongly recommended that you do not delete employees that already have hours logged in the system. Deleting an employee will also delete all of these records. If an employee no longer needs to be on the list, consider suspending the employee (by checking Suspended in the General Tab of Employee

Profiles) or entering in a Termination Date.

General Tab

The General tab of Employee Profiles is where users will enter in general information about an employee after the employee been added to the system. The only fields required in the General tab are First and Last Name.

However, it is strongly recommended that you include a Hire Date in order to make sure that some functions of the software (accruals and other behind-the-scenes calculations) process properly.

Click on the to expand out a section or click Expand or Collapse All to show or hide each section. When you have finished making changes, click Save to save your work or Cancel to go back to the previous settings.

Personal

Employee ID: The employee's numeric employee ID. This is how many individuals will log into WebClock or terminals to perform clock operations.

First Name: The employee’s first name.

Last Name: The employee’s last name.

Address: These two fields are for entering in an employee’s address.

City: The city in which the employee resides.

State: The two-letter abbreviation of the employee’s state of residence.

Zip: The employee’s numeric zip code.

Gender: A dropdown menu to select the employee’s gender.

DOB: The employee’s date of birth, written as mm/dd/yyyy (e.g., 1/4/1970 or 10/14/1982).

SSN: An employee’s nine-digit social security number.

Email: The employee’s e-mail address.

Cell: The employee’s cell phone number.

Phone: The employee’s phone number.

Edit Photo: This is where you can upload a photo of the employee.

TIP: For best results, use a 64x64 thumbnail of the person's face under 1 megabyte.

Company

Role ID: If the employee has been assigned a role, the role ID will appear here.

Department: This is where you will set the employee’s department. You can type in a new department or click on the dropdown icon to select from a previously entered department.

Class: This is where you can set a numeric classification of the employee. Classifications are numeric identifiers that you can use to filter employees (e.g., 1 for full-time, 2 for part-time, 3 for variable-hour.)

Export Code: This is where you will enter in an employee’s export code. This is the identifier you will use when exporting to payroll software. Please refer to the documentation for your period export module on when and how to use this field.

Hire Date: This is where you’ll enter in the employee’s hire date. Though not required for employee entry, it is recommended that a hire date is entered to make sure accrual rules and other behind-the-scenes calculations process correctly.

Termination: If an employee is no longer with the company, this is where you can enter the employee’s termination date. Entering a date for employee termination will mark an employee as terminated for filtering and report purposes. The employee will also be unable to log in and perform clock operations.

Suspended: This checkbox indicates whether or not the employee is suspended. When checked, this employee will count as suspended for filtering and report purposes. The employee will also be unable to log in and perform clock operations.

Other

Network ID: This is the employee’s network ID.

PIN: This is where you will enter an employee’s Personal Identification Number (PIN). This can be used when the employee clocks in and out to provide additional security.

Badge: This is where you will enter in an employee’s badge number. The badge number can be used on a terminal with badge-reading capabilities to identify the employee.

Job Code Tab

The Job Code tab is where you manage the job codes assigned to the selected employee. From here, you can add, edit, and delete job codes that the selected employee has access to as well as change employee settings for each job code.

NOTE: Changes made on the employee job code level will be unique to that employee. For example, changing an employee's rate in a job code that they are assigned will not change that for any other employees. To modify existing job codes for several employees, see Global Modification.

The Job Code tab consists of two sections: Job Code and Default. Click on the to expand out a section or click

Expand or Collapse All to show or hide each section. When you have finished making changes to the tab, click

Save to save your work or Cancel to go back to the previous settings.

Assigning a Job Code

1. Click Assign to open up the Assign Job Code Items window.

2. At the bottom of the window, select a job code not already assigned to the employee. To filter job codes by name or ID, type the criteria in the search bar and click Search. Click the X button to clear the search.

3. To change the rate that the employee will earn in that job code, select the appropriate option under Rate.

4. Once you have one or more job codes selected, click Assign to assign those job codes to the employee.

Changing Job Code Settings

Click on the icon to access the Configure Job Code window. Note that the modified settings here will only affect the selected employee. To change the default settings of a job code for all employees, see Job Codes .

Overwrite individual’s default pay rate: This checkbox allows you to enter in a unique rate of pay for this employee when working in this job code.

Active: Flagging the job code as Active allows the user to clock in and out. If Active is not checked, the job code will still be assigned to the user, but he or she will not be able to clock in or out using it.

Clockable: The clockable checkbox determines whether or not a user can clock in or out. If it is unchecked but the code is active, the user will not be able to clock in or out in the job code, but their manager could assign a shift.

Unclockable job codes are most often leave codes such as Sick or Vacation.

Allow time sheet entry: Enabling this option will allow the user to enter time sheets for this job code in

WebClock. This is useful for traveling employees or those that may not have access to the clock normally. Time sheets must also be enabled in the employee's Management Tab .

Auto transfer hours from schedule during close week: Enabling this option will automatically transfer scheduled hours in the upcoming week as hours worked in this job code by the employee. If enabled, hours will transfer as part of the close week process.

Overtime

These settings determine how overtime is calculated within this job. The options selected here will determine how these hours count toward the settings in the Overtime Tab .

No Overtime: Hours worked in this job do not earn or count towards overtime.

Counts toward overtime: Hours worked in this job do not earn overtime, but will count towards the overtime threshold if the employee also works in a job code that earns overtime.

Counts toward and earns overtime: Hours worked in this job code count towards and earn overtime.

Force Overtime Settings:These options determine whether or not the job code forces overtime hours. You are given the following options:

Do not force overtime: Hours are calculated normally.

Force overtime 1: Hours worked in this job code will automatically be processed as overtime 1.

Force overtime 2: Hours worked in this job code will automatically be processed as overtime 2.

Custom: Clicking the Custom button will allow you to access custom fields that have been assigned to the

Employee Job Code feature. For more information, see Custom Fields .

Deleting a Job Code

To delete a job code from the employee, click on the icon. This will remove the job code from the employee. If the employee already has hours in this job code, clicking on the icon will bring up a screen suggesting that the user to make the job code inactive instead. This is to ensure that you have accurate records for this employee.

Changing Job Code Defaults

The Default section contains several options that determine the employee's default rate, job code, and if the job costing module is enabled, default cost code and group.

Default pay rate: This is the employee's default hourly rate. Job codes that use the default option will pay this amount per hour.

Default Job Code: This is the employee's default job code. If you'd like the employee to always clock in using this job code, check Use default job code when clocking in. (the employee can always change job codes later).

Default Cost Code: This is the employee's default cost code. If you'd like the employee to always clock in using this cost code, check Use default cost code when clocking in. (the employee can always change cost codes later).

Cost Code Group: This is where the user assigns a cost code group to this employee.

Hour Tab

The Hour tab of Employee Profiles is where you manage the settings related to clock operations and hours for an employee, such as clock operation restrictions and shift rounding.

Click on icon to expand out a section or click Expand or Collapse All to show or hide each section. When you have finished making changes, click Save to save your work or Cancel to go back to the previous settings.

Rounding

Automatic Rounding: These settings allow you to automatically round shifts to a certain amount of time. This does not require the use of a schedule, but will automatically take place after round-up time. The first field must evenly divide into 60 and the second field must be less than the first field. Valid numbers for the first field are 2, 3,

4, 5, 6, 10, 12, 15, 20, or 30. When using rounding, the actual time will be recorded and viewable as well as the rounded time.

Example:

Molly's manager wants her shifts to round to 15 minutes when Molly clocks in or out. With the current settings, if

Molly were to clock in at 8:55, it would round to 9:00. If Molly was running late and clocked in at 9:06, it would still round back to 9:00. However, if she clocked in at 9:08, the clock-in time would round to 9:15. If she were to clock in at 9:23 it would round 9:30, and so on.

Schedule Rounding: These settings allow the employee’s clock operations to be rounded to their schedule. For this option to work correctly, a schedule must be set for the employee. When using rounding, the actual time will be recorded and viewable as well as the rounded time.

Example:

In order to prevent Jeremy from clocking in early or "riding the clock" to get a few extra minutes at the end of his scheduled shift, the manager has set up Schedule Rounding to round any time clocked 30 minutes before the shift to record as his scheduled start time. So if Jeremy were to clock in at 8:33 when he is scheduled for 9:00, his time in would be marked as 9:00. Similarly, to prevent Jeremy from hanging around after he is supposed to go home, the manager has set him to round at 10 minutes after clocking out. So if Jeremy was supposed to leave at 5:00 but did not clock out until 5:07, the recorded time would read 5:00.

Clock Configuration

Time Sheet Entry: These radio buttons allow you to configure whether or not an employee can enter in time

sheets for applicable job codes in client applications, such as WebClock or a Remote Data Terminal. If Time

sheet is not allowed is checked, the employee will not be able to enter in time sheets at all. If Allow the

employee to manually enter time based time sheets from client applications is checked, the employee will be able to enter in time sheets based on the time worked (For example, entering in a time sheet from 9 AM to 5 PM).

If Allow the employee to manually enter amount based time sheets from client applications is checked, the employee will be able to enter in time sheets based on the amount of time worked (For example, entering in a time sheet that states the employee worked 8 hours in that job code starting at 9 AM).

Allow employee to split worked segments from View Hours in WebClock: When this option is checked, the employee will be able to split segments by logging into WebClock.

Can access WebClock: When this option is checked, the employee will be able to log into and perform clock operations in WebClock.

Clock Configuration: This allows you to select the WebClock configuration this employee uses. You can select the configuration from the dropdown list or click Create New to create a new configuration.

Schedule

Individual participates in auto copy of schedules during close week: If this option is enabled this employee’s schedule will copy over from Scheduler into the upcoming week when performing a Close Week operation.

Assign Schedule: This is where you will assign Recurring Schedules to an employee. For more information, see

Company Wide Recurring Schedule in Company Defaults or Manage Recurring Schedules in TimeClock

Scheduler.

Automatic Break

The Automatic Break section is where you can assign rules created in Automatic Breaks . These rules are added to the employee by clicking on Assign. Assigned rules can also be edited to have a start and end date.

Management Tab

The Management tab of Employee Profiles is where you will assign what users have access to this employee, who can approve employee shifts, and manage employee notes and reviews.

Access

Assign: You can assign a User to have access to an employee by clicking the Assign button. Doing so will bring up the Assign Users screen. From here, you can select a user and click Assign to give them to the employee. Once a user has been assigned, you can select the user from the Manager dropdown to assign that user as the employee’s manager. To give a user acceptance permission, check that user's Request Notifications checkbox.

Note

Notes are brief messages about the employee you would like to keep on their file. To add a new note,click Add.

On the Add Note window, you can enter in a brief (100 character or less) description and a note about the employee. The buttons below the description allow you to make the text bold, italicized, or underlined, as well as change the size. Once written, notes will appear in a table below the Add button listed by description. To view or edit a note, click on the icon to the left of the description.

Review

The Review section is where you schedule and record reviews with your employees. In order to schedule or add a review, click Add.

On the Manage Review screen, you can add a date and time for the review by typing it in or selecting it from the calendar button. You can also click Calculate to calculate a date that is a definable number of days after a definable date or after the employee’s hire date anniversary. For example, scheduling 90 days from 5/22/2014 would set the scheduled review date for Wednesday, 8/20/2014. Once an employee’s review has been completed, the date can be entered in the Completion date field. Notes about the review can be placed in the Comments field.

Managing Individual Messages

1. Select the employee you would like to view messages for in Individual Hours .

2. Select the Management tab, and open the Messages section.

3. select the date range you would like to view messages from and click on Refresh.

4. Click on the icon to edit the message start and stop dates. You can also delete a message by clicking on the delete icon, and view if the message has been marked as read or not by checking the Read column.

Payroll Tab

The Payroll tab is where you will assign Accrual Rules and Banks. These are created in Accruals Overview

Assigning and Removing Accrual Banks

1. Click on the Assign button.

2. Select the Accrual Bank(s) you'd like to assign.

3. Click on Assign.

4. To delete an assigned Accrual Bank, click on the icon.

5. Click Save to confirm the changes to the Payroll tab.

Modifying Accrual Banks

1. Click on the icon next to the Accrual Bank you'd like to edit.

2. Edit the Accrual Rules assigned to this bank. Like job codes, Accrual Banks can be edited on the employee level.

3. Accrual Banks can be edited similarly to the initial set-up. For more information on editing banks, see

Accruals Overview .

4. Click Save to exit the Configure Accrual Bank screen, and Save to confirm the changes to the Payroll tab.

Viewing the Accrual Ledger

1. Select the Accrual Bank you'd like to edit the ledger for.

2. Select the date range you'd like to view a ledger for. A date range can be manually entered, or select a date range from the dropdown menu.

3. To manually add an entry to the accrual ledger, click Add.

4. Select a date and enter in an amount accrued, amount taken, and/or an amount used over the limit. Please note that the date must be before the actual current date.

5. Enter in a Note for a brief description of the transaction.

6. Click Save to exit the Add screen and Save to confirm the changes to the Payroll tab.

Overtime Tab

The Overtime tab screen is where you can configure the overtime settings for the selected employee, such as rate, when overtime takes effect, and the overtime calculation.

Click on the to expand out a section or click Expandor Collapse All to show or hide each section. When you have finished making changes, click Save to save your work or Cancel to go back to the previous settings.

Basic

Overtime Type

This is where you will select the type of overtime used by this employee. Each employee can earn overtime based on the following options in the dropdown list:

Types of Overtime

Weekly Overtime: Overtime is based on X hours in the system week (defined to the right).

Daily Overtime: Overtime is based on X hours in the day (defined to the right).

Best of Weekly vs. Daily: The system will calculate overtime using both weekly and daily. Overtime will be based on the higher of the two totals

Bi-Weekly Overtime: Overtime is calculated on X hours in a 14 day period, as defined by the bi-weekly base date during company setup.

Best of Bi-Weekly vs. Daily: Overtime will be calculated using both daily and bi-weekly methods

Salaried: No overtime will be calculated. However, if selected, an option will become available below to enter the salaried amount per year. This amount will be used in calculating labor cost.

Both Daily and Weekly Overtime: The system will calculate overtime on a daily and weekly basis for employees.

Total overtime will be a sum of daily overtime plus weekly overtime. With this method, daily overtime is calculated first and then regular hours are calculated to determine weekly overtime.

Both Daily and Bi-Weekly Overtime: The system will calculate overtime on a daily and bi-weekly basis for employees. Total overtime will be a sum of daily overtime plus weekly overtime. With this method, daily overtime is calculated first and then regular hours are calculated to determine weekly overtime.

Both Daily and Weekly Overtime (2): The system will calculate overtime on a daily and weekly basis for employees. Total overtime will be a sum of daily overtime plus weekly overtime. With this method, daily overtime is calculated first and then all hours are re-calculated to determine weekly overtime. The weekly and daily overtimes are merged to obtain the calculations for the period.

Both Daily and Bi-Weekly Overtime (2): The system will calculate overtime on a daily and biweekly basis for employees. Total overtime will be a sum of daily overtime plus weekly overtime. With this method, daily overtime is calculated first and then all hours are re-calculated to determine weekly overtime. The weekly and daily overtimes are merged to obtain the calculations for the period.

Each of these options (with the exception of Salaried) will give you the following options:

Individual also earns a salaried amount X.XX per year: If enabled, you can enter in a salaried amount this employee receives. This amount will be reflected in labor costing.

Ignore regular hours for this individual: With this option enabled, only overtime for this employee will be reflected in reports and exports.

Overtime Settings

Overtime Settings are where you will configure when an employee goes into overtime. Depending on the overtime type, you will be asked to enter in the amount of hours required to go into Overtime 1 and Overtime 2 per day and/or week. Since Overtime 2 pays out more than Overtime 1, the time for Overtime 2 must be greater

than Overtime 1.

Multipliers

This is where you will define the rates for Overtime 1 and Overtime 2. By default, Overtime 1 is set to 1.5 (timeand-a-half) and Overtime 2 is set to 2 (double time). However, this amount can be customized to meet the needs of your company.

Exceptions Tab

The Exceptions tab allows you to define what exceptions are tracked by the software, as well as when the software will count an abnormal clock operation as an exception.

Approvals

Track employee approval: With this option checked, segments without employee approval will be tracked for this employee. This option includes several sub-options:

Requires approval before closing the week: When this box is checked, segments must be approved by the employee before the week can be closed.

Requires approval before exporting or reporting: When this box is checked, segments must be approved by the employee before the week can be closed.

Track manager approval: With this option checked, segments without manager approval will be tracked for this employee. This option includes several sub-options:

Requires approval before closing the week: When this box is checked, segments must be approved by the manager before the week can be closed.

Requires approval before exporting or reporting: When this box is checked, segments must be approved by the manager before the week can be closed.

Track other approval: With this option checked, segments without other approval will be tracked for this employee. This option includes several sub-options:

Requires approval before closing the week: When this box is checked, segments must be approved by the other supervisor before the week can be closed.

Requires approval before exporting or reporting: When this box is checked, segments must be approved by the other supervisor before the week can be closed.

Shift Exceptions

Track conflicting shift: With this option checked, segments that share time with another segment (e.g., clocking in while already clocked in) will be flagged. This option includes several sub-options:

Requires approval before closing the week: When this box is checked, long shifts must be approved before the week can be closed.

Requires approval before exporting or reporting: When this box is checked, long breaks must be approved before the week can be closed.

Track short break: With this option checked, segments that include or end in a short break (defined in that break's settings) will be tracked for this employee. This option includes several sub-options:

Requires approval for clock operation: When this box is checked, an employee returning from a short break must be approved by a user with access to that employee before the clock operation can be completed.

Requires approval before closing the week: When this box is checked, short breaks must be approved before the week can be closed.

Requires approval before exporting or reporting: When this box is checked, short breaks must be approved before the week can be closed.

Track long break: With this option checked, segments that include or end in a short break (defined in that break's settings) will be tracked for this employee. This option includes several sub-options:

Requires approval for clock operation: When this box is checked, an employee returning from a long break must be approved by a user with access to that employee before the clock operation can be completed.

Requires approval before closing the week: When this box is checked, long breaks must be approved before the week can be closed.

Requires approval before exporting or reporting: When this box is checked, long breaks must be approved before the week can be closed.

Track long shift: With this option checked, shifts that are longer than the length of time specified in this field will be tracked for this employee. This option includes several sub-options:

Requires approval before closing the week: When this box is checked, long shifts must be approved before the week can be closed.

Requires approval before exporting or reporting: When this box is checked, long breaks must be approved before the week can be closed.

Track long week: With this option checked, shifts within a work week that total to an amount longer than the length of time specified in this field will be tracked for this employee. This option includes several sub-options:

Requires approval before closing the week: When this box is checked, long shifts must be approved before the week can be closed.

Requires approval before exporting or reporting: When this box is checked, long breaks must be approved before the week can be closed.

Track missed in/out punches: When these boxes are checked, segments that contain a missed punch will be tracked for this employee. These options each include several sub-options:

Requires approval before closing the week: When this box is checked, segments containing missed punches must be approved before the week can be closed.

Requires approval before exporting or reporting: When this box is checked, segments containing missed punches must be approved before the week can be closed.

Track overtime: With this option checked, segments that put the employee in overtime will be tracked. This option includes several sub-options:

Requires approval before closing the week: When this box is checked, segments overtime segments must be approved before the week can be closed.

Requires approval before exporting or reporting: When this box is checked, segments containing missed punches must be approved before the week can be closed.

Schedule Exceptions

Track absent: With this option checked, absences (clock operations that occur further than the length of time entered in this field from the scheduled time)will be tracked for this employee. This option includes several suboptions:

Requires approval before closing the week: When this box is checked, absences must be approved before the week can be closed.

Requires approval before exporting or reporting: When this box is checked, absences must be approved before the week can be closed.

Track tardy: With this option checked, clock operations that occur after the length of time specified in this field from the scheduled clock operation will be tracked for this employee. This option includes several sub-options:

Requires approval before closing the week: When this box is checked, long breaks must be approved before the week can be closed.

Requires approval before exporting or reporting: When this box is checked, long breaks must be approved before the week can be closed.

Track schedule variance: With this option checked, clock operations that take place outside of the range(s) entered below will be tracked. This option includes several sub-options:

Requires approval before closing the week: When this box is checked, schedule variance must be approved before the week can be closed.

Requires approval before exporting or reporting: When this box is checked, schedule variance must be approved before the week can be closed.

Early Clock in outside X:XX minutes: Checking this box will track all early clock ins that are further from the scheduled time by the amount entered above. For example, if this were set to 0:10 and an employee clocked in at 6:48 AM with a scheduled clock in of 7:00 AM, the schedule variance would be noted.

Early Clock out outside X:XX minutes: Checking this box will count all early clock outs that are further from the scheduled time by the amount entered above. For example, if this were set to 0:10 and an employee clocked out at 4:43 PM with a scheduled clock-out of 5:00 PM, the schedule variance would be noted.

Late Clock in outside X:XX minutes: Checking this box will track all late clock ins that are further from the scheduled time by the amount entered above. For example, if this were set to 0:05 and an employee clocked in at 7:06 AM with a scheduled clock in of 7:00 AM, the schedule variance would be noted.

Late Clock out outside X:XX minutes: Checking this box will count all late clock outs that are further from the scheduled time by the amount entered above. For example, if this were set to 0:05 and an employee clocked out at 5:10 PM with a scheduled clock-out of 5:00 PM, the schedule variance would be noted.

Employee Roles

The Employee Roles feature allows users to create and configure roles. Roles are predefined settings in

Employee Profiles that can be assigned to multiple employees. Roles can be created for different types of employees, and information changed in an employee role will automatically be applied to all employees that role has been assigned to.

Creating an Employee Role

1. Navigate to the Employee Roles feature in the Employee section, then click on the Add Role button.

2. Enter the ID you would like to use for this rule.

3. Enter the Description you would like to apply to this Role, then click Add to create it.

Editing an Employee Role

1. Select the Employee Role you would like to edit.

2. Select the tabs you would like to edit information for. The information changed here will apply to all employees with this role, unless the role is overridden on the employee level. The following information can be set for role:

General Tab

Here you can change the role Description as well as the Classification and Department of the role.

Job Code Tab

The Job Code tab contains several options for how the role will interact with previously assigned job code items:

Assignment clears non-role job code items: Job Code items not assigned to this role will be removed/deactivated from the employee when this role is assigned

Assignment resets role job code items: Job code items will reset back to those on the role when the role is assigned to the employee.

Unassignment clears role job code items: Removing this role from an employee will also remove job codes added through this role.

Assigning a job code to a role involves the same steps as assigning them to an employee. Job codes can exist alongside job codes assigned to an employee individually.

Custom Field Tab

Any custom fields added by a module or for your company can be filled out here.

Hour Tab

Rounding, Clock Configurations, and Automatic Breaks can be assigned to a role here. In addition, three additional rules can be checked to change how Automatic Breaks assigned by the role interact with existing breaks:

Assignment clears non-role automatic break rules: Automatic break rules not assigned to this role will be removed/deactivated from the employee when this role is assigned.

Assignment resets role automatic break rules: Automatic break rules settings will reset back to those on the role when the role is assigned to the employee.

Unassignment clears role automatic break rules: Removing this role from an employee will also remove automatic break rules added through this role.

Management Tab

Users can be assigned to a role here. These users will be able to access all employees that have been assigned this rule. There are also two additional rules that can be checked to change how users assigned by a role interact with those assigned individually:

Assignment clears non-role user access: User access rules not assigned to this role will be unassigned.

Assignment resets role user access: Assigned users already assigned to this employee will reset to role settings when the role is assigned to the employee.

Unassignment clears role automatic user access: Removing this role from an employee will also remove user access added through this role.

Overtime Tab

Overtime Settings and Multipliers can be assigned to the role here.

Exception Tab

Exception tracking and approval settings can be assigned to the role here.

Assigning an Employee Role

Once a role has been created and saved, you can assign it to an employee using the following steps:

1. Access Employee Profiles and select the employee you would like to add a role to.

2. Click on the Select Role button.

3. Select the role you would like to assign from the list, and click Submit.

To override sections of the role, browse to the relevant tab and check Override role settings.

Deleting an Employee Role

Employee roles can be deleted. This will also remove the role from any employees that it has been assigned to.

Settings assigned by the role will continue to apply to the employee unless a setting has been checked to prevent this.

Global Modification

Global Modification is a powerful tool that allows you to change information for multiple employees at the same time. Global Modification allows you to change most aspects of the Employee Profiles screen for multiple employees at the same time. For example, if you need to assign a job code to multiple individuals at once, then

Global Modification would be the ideal tool to accomplish that.

TIP: Great care must be taken when using this tool, as changes made through Global Modification cannot be reversed. Therefore, it is STRONGLY RECOMMENDED that any use of Global Modification be preceded by using the Preview button to view the results without actually writing them to the database.

Using Global Modification

1. Select Global Modification from the Employee menu.

2. Select Modify Employees and click Next.

3. Select the Employee setting you would like to modify from the first column.

4. Select the section that contains the option you'd like to modify from the second column.

5. Depending on your previous selections, you may have to select the Operation you'd like to perform in the third column. Once you have decided on the changes you'd like to make, click on Next.

6. Depending on your selections, you may have to select job codes, accrual banks, or other items from the program to modify. Select the required items and click on Next. For more information on the choices you can make here, see the section on that feature.

7. You will be presented with a list of options that you can change within the software. Select the changes you'd like to make. On several items, you will have a dropdown box that presents three options. Yes and

No will change that option for all selected employees, and No Change will leave that option alone based on the settings for that particular employee. Once you've made your changes, click on Next.

NOTE: Employees with roles assigned will not have their role settings modified through a global operation unless Override Role was selected.

1. You will be presented with a summary of what will be modified and how many employees will be effected.

Once you have verified the results, click on Process.

TIP: It is STRONGLY RECOMMENDED that you click Preview to make sure that the changes made are the ones you specified; changes made via Global Modification CANNOT be reversed.

Globally Modifying Roles

1. Select Global Modification from the Employee menu.

2. Select Modify Roles and click Next.

3. Select the Employee setting you would like to modify from the first column.

4. Select the section that contains the option you'd like to modify from the second column.

5. Depending on your previous selections, you may have to select the Operation you'd like to perform in the third column. Once you have decided on the changes you'd like to make, click on Next.

6. Depending on your selections, you may have to select job codes, accrual banks, or other items from the program to modify. Select the required items and click on Next. For more information on the choices you can make here, see the section on that feature.

7. You will be presented with a list of options that you can change within the software. Select the changes you'd like to make. On several items, you will have a dropdown box that presents three options. Yes and

No will change that option for all selected employees, and No Change will leave that option alone based on the settings for that particular employee. Once you've made your changes, click on Next.

8. You will be presented with a summary of what will be modified and how many employees will be effected.

Once you have verified the results, click on Process.

TIP: It is STRONGLY RECOMMENDED that you click Preview to make sure that the changes made are the ones you specified; changes made via Global Modification CANNOT be reversed.

Employee Messaging

Employee Messaging is a feature that allows users to view messages that were sent to individuals or the entire company. These messages can serve as reminders, and can be displayed for a set amount of time.

Sending a Company-Wide Bulletin

1. Select Compose Message button in the upper right hand corner from anywhere in Manager.

2. Select Company-wide Bulletin.

3. If you would only like the message to display over a certain time frame, check Message start and/or

Message stop, and select the date and time you would like the message to start and stop displaying.

4. If you would like employees to be able to mark the message as read (preventing it from automatically displaying), check Message can be marked as read.

5. Type out your message in the text box and click Send to send the message to all employees this user has access to.

Sending an Individual Message

1. Select Compose Message button in the upper right hand corner from anywhere in Manager.

2. Select Individual Message.

3. If you would only like the message to display over a certain time frame, check Message start and Message

stop and select the date and time you would like the message to start and stop displaying.

4. If you would like employees to be able to mark the message as read (preventing it from automatically displaying), check Message can be marked as read.

5. Select the employees you would like to send messages to by clicking on Select recipients. Here you can select the employees you would like to send a message to by selecting them from a list or creating a filter.

6. Type out your message in the text box and click Send to send the message to the selected recipients

Managing Company Bulletins

1. Select Employee Messaging from the Employee dropdown menu.

2. Enter in a date range you would like to view company bulletins for and click on Refresh.

3. You will see a list of all current company bulletins. To edit the start and stop time for a company bulletin, click on the icon. Delete a company bulletin by clicking on the icon.

Managing Individual Messages

1. Select the employee you would like to view messages for in Individual Hours.

2. Select the Management tab, and open the Messages section.

3. Select the date range you would like to view messages from and click on Refresh.

4. Click on the icon to edit the message start and stop dates. You can also delete a message by clicking on the icon, and view if the message has been marked as read or not by checking the Read column.

Tools

Import

The Import function allows you to import delimited or fixed length files containing employee information into

TimeClock Plus. This allows you to quickly integrate information from another program into your database, preventing the need to double-key employee information or segments.

Importable Information

 Employee Information

 Employee Accruals

 Employee Job Code Information

 Employee Punches

 Employee Rate Changes

 Job Code List

 Schedules

 Employee Segments

Preparing a File for Import

1. If you are importing information from another program, check that program's documentation for exporting information.

2. If you are entering in the information yourself, create a plain text file.

3. With one line for each piece of information, enter in the relevant field separated by a comma. Once you have entered in the fields you wish to import, hit enter to create a line break

4. Repeat this process for each piece of information you'd like to import.

Importing Information from a Delimited File

1. To import information from a file, choose the file in the Import menu by clicking on the Choose File button.

2. Select the type of data you'd like to import from the drop down menu.

3. Select Delimited ASCII Text. By default the delimiter will be set to comma, but you can also select from other common delimiters or enter one of your own.

4. If the document has multiple delimiters between fields you wish to import, select Treat consecutive

delimiters as one. If you are importing information where some of the fields might be blank, it is recommended you do not use this option.

5. If you wish to skip the first records in the file, select the rows you'd like to leave out in the Records to skip field.

6. If the first line of the file is a header that identifies each field in the file, check "Use the first line in the file

as the header to automatically map the fields"

7. Once you have configured the import, click Next to map the fields.

1. On the Map data screen, you will see the different fields within the file along with the first imported field.

Next to the field, there is a Mapped as drop down. This is where the fields will be matched in TimeClock

Plus.

2. If the field has characters at the beginning that shouldn't be imported, select the number of characters to

Offset.

3. Once you map the fields you'd like to import, click Next.

4. If the required fields have been mapped, you are taken to the Review screen. If you'd like to save the mapped fields for future imports, select Save Import Settings.

5. If you are unsure if the import will be successful, click on Validate to test the import. This will run the import and report any errors.

6. Once you have verified the import, click Import.

Export

The Export feature allows you to export information (such as employee information or segments worked) for other software. The export is customized and generated as a plain text file with commas separating the different fields.

Configuring Export Options

1. Click on the Options button in the top right corner.

2. Select the format from Fixed, Delimited, or XML.

3. If the Delimited format is active, select the type of delimiter you'd like to use from the drop down. By default, the export will use a comma delimiter.

4. If the Delimited format is active and you'd like fields to be in quotation marks, check Surround strings in

quotes below the format.

5. Click Save to commit your changes.

Exporting Information

1. Select the type of information you'd like to export from the drop down menu in the upper left corner of the screen.

2. If you'd like to customize the header of the export click Add Fields under Header. Then click on the icon to customize the text.

3. To add fields to the body of the export file, select Add Fields under Body.

4. Click on the icon next to a field to configure it.

5. If you want to create a blank line between each record, add the New Line field.

6. If you'd like to include a footer, configure it in the same way that you configured the header.

7. Click Save if you'd like to store this configuration for future use and then click Generate to create a copy of the export.

8. Click Download to save a local copy of the report in the selected format.

Employee Status

The Employee Status features allows users to monitor employees work status in real time. From the Employee

Status screen, you can see which employees are clocked in, what job code they are working in, and how long the employee has been clocked in. You can also switch job codes for your employees and clock them out.

After entering Employee Status, you will see a list of your first 100 employees. The top bar will show the number of employees clocked in, clocked out, on break, and on leave. There are also several buttons you can use to filter and edit the Employee Status information:

Refresh: The Refresh button updates the employee information.

Employee Items: The Employee Items button brings up the Filter menu.

Job Code Items: The Job Code Items button filters clocked in employees by their current job code. For more information, see Filter Job Code.

Individual Hours: The Individual Hours button opens Individual Hours for the selected employee.

Options: The Options button allows you to change a number of settings for Employee Status. For more information, see Employee Status Options .

Print: The Print button allows you to print the currently selected tab.

There are also a number of tabs that allow you to view the employee list in different ways:

Employee Status Tabs

All: The All tab allows the user to view every employee they have access to, their status, and (if clocked in) their job code, time in, and location.

Clocked In: The Clocked In tab only shows clocked in employees, as well as the job code that each employee is clocked in to, the time they clocked in, and the location of the clock operation.

On Break: The On Break tab only shows employees that are currently on break, as well as the job code that employee is clocked in to, the time they took a break, the duration of the break, and the location of the clock operation.

Auto Out: The Auto Out tab only shows employees that are clocked into an auto out job code, as well as the job code that employee is clocked into, the time they clocked in, and the location of the clock operation.

Not In: The Not In tab only shows employees that are not currently clocked in. Not In also contains a number of sub-options:

Not Scheduled: This view only displays the employees that are not currently clocked in and are not scheduled to be clocked in currently.

Scheduled: This view displays only the employees that are not clocked in and are scheduled to be clocked in that day.

Absent: This view displays only employees that have not clocked in at all during their scheduled segment, which has already passed.

Last Punch: The Last Punch tab shows each employee, their status, their last clock in, and their last clock out.

Hours: The Hours tab shows each employee, their hire date, the amount of hours worked today, the amount of hours worked this week, their employee status, and the last time that employee clocked out.

On Leave: The On Leave tab shows employees that are currently clocked into a leave code as well as any shift notes about that segment.

To sort employees on any tab of the Employee Status list, click on the column header. To manage those employees, right click on a name or select Segment.

TIP:Multiple employees can be managed at once in Employee Status. To do so, hold down control and click on the employees you would like to edit, then perform the desired action using Manage.

Clocking Employees Out from Employee Status

1. Select the employee(s) you wish to clock out from the Employee Status list.

2. Right click on the employee or click on Segment, then select Clock Out.

3. In the Clock Out window, enter the date and time you want the segment to end on, then click on Clock

out.

Changing an Employee Job Code

1. Select the employee(s) you wish to change job codes for from the Employee Status list.

2. Right click on the employee or select Segment, then select Change job code.

3. Enter the date and time at which you want to change the employee's job code, as well as the new job code, then click on Change.

Creating a Call Note

Call Notes allow you to place a brief note next to an individual's status in Employee Status. This can be used to show why an employee is not present, or whether or not that employee has been called to pick up a shift. To create a call note:

1. Select the employee from Employee Status.

2. Click on the icon in the Call Note column

3. Enter a brief note for the individual and enter how long it will display before it expires. Once entered, this note will display next to the employee until the expiration time is reached.

4. Click Save to add the note for this individual.

Managing an Employee's Hours

1. Select an employee from the Employee Status list.

2. Right click on the employee and select Individual Hours.

3. This will take you to the Individual Hours window for this employee.

Viewing an Employee's Shift Information

1. Select an employee from the Employee Status list.

2. Right click on the employee and select View Shift Info.

3. On the Shift Information window, you will see the segments worked for that employee today.

Employee Status Options

The Options menu for Employee Status allows you to change how much of the information displays within

Employee Status.

Highlight segments over __ and __ Hours: Enter in two different times for which you'd like to see when shifts go over. By default, this will highlight shifts at 8 hours and again at 12 hours to provide a quick visual reference for when an employee has worked a long shift.

Include classification: Checking this option allows you to view the employee's classification on the Employee

Status screen.

Include department: Checking this option allows you to view the employee's department on the Employee

Status screen.

Show actual time for last punch: Checking this option allows you to view the actual time for the last clock operation the employee has performed instead of the rounded time recorded by the system.

Double Click Action: Select one of the options as the action you'd like Manager to perform when you double click on an employee:

Open shift info: Double clicking will open the shift info for that employee

Open Individual Hours: Double clicking will open that employee's Individual Hours window.

Change Highlights: The bottom row of buttons allows you to change how a shift is highlighted if it meets the listed criteria. You can pick from a number of preselected options or select the red X if you do not want shifts of this type highlighted.

Other Tools

Hours Audit Log

The Hours Audit Log allows users to view and search for edits made to employee segments. While many operations performed within TimeClock Plus will be performed by the employees themselves and will not require user oversight, the Hours Audit Log provides a permanent record of segments that were added, edited, or deleted by users, as well as information on where, when, and by whom these changes were made.

Navigating The Hours Audit Log

Group by: This dropdown determines how hours will be sorted within the Hours Audit Log.

Search on dates edited: Selecting this radio button searches for segments edited within that date range. For example, if you were to search for segments edited in the month of December 2014, all segments that were edited during that time frame would appear, regardless of when the segment took place.

Search on segment times: Selecting this radio button searches for segments within that date range. For example, if you were to search for segments edited in the month of February 2015, all segments from that month that were edited would appear, regardless of when they were edited.

Date Range: The date range boxes allow you to select a date range for the edited hours you would like to see. In addition, several common date ranges (such as month to date, open weeks, or pay period) can be selected from the dropdown menu.

Refresh:Once a date range and other criteria have been defined, clicking on the Refresh button allows you to view relevant segments.

Filter: The Filter menu allows you to filter the Hours Audit Log by a number of filters. One or more filters can be applied to any search within the Hours Audit Log:

Hours Audit Log Filters

Employee Filter: The Employee Filter allows you to filter employee segments by a number of criteria, such as hire date, employee number, or length of employment.

Job Code Filter: The Job Code Filter allows you to filter employee segments by the job code(s) the employees worked in.

Location Filter: The Location Filter allows you to filter employee segments by where the feature from which they were added or edited.

Edit Filter: Enabled by checking Include edits, the Edit Filter allows you to filter employee segments by the type of edit (adding, editing, or deleting).

Approval Filter: Enabled by checking Include approvals, the Approval Filter allows you to filter employee segments by exception type, override method, or triggering (type) of operation.

The Edit and Approval Filters can be fine-tuned by clicking on the option icons next to their check boxes.

Performing an Hours Audit

1. Select the date range desired for the hour audit. If necessary, select how segments will be grouped and the criteria for the date range.

2. If desired, filter the audit by selecting the valid filter. Segments can be filtered by employee or job code as well as type of edit or exception type.

3. Once you've configured your audit, click Update

4. A list of all relevant segments will appear below the information bar. Segment groups can be expanded or collapsed by clicking on the icon next to the group.

5. If the employee you are looking for doesn't appear on this list, type in their name or Employee ID into the search bar and click Search.

6. Each segment has an icon to the right. Click on this icon to open up the Hours Audit Log History. This window will show the time, location, user, and values for each version of the segment.

7. Each individual edit can be selected from the list on the left of the Hours Audit Log History. Additionally, edits can be browsed by clicking the up and down arrows.

8. Each edit will display the old and new values for each applicable field. If nothing was changed for the segment, a single value will appear across both fields.

Configuration

Users

User Profiles

The User Profiles feature is where users add and edit User access and rights. It is also where you will assign job codes and employees to your users.

On the left side of the screen, you will see a list where the first 100 users will appear. Specific users or a different range can be set using the Filter button. Users can also be filtered by typing in a name or number into the Search bar. Clicking the X button to the right of the search bar will revert the list to the previous settings.

The list can also be sorted in several ways in ascending or descending order by clicking the Sort button.

Once you have a user selected, their information should appear in the header bar. This bar shows some basic information about the user, such as their department and employee ID. It also contains the Delete button, which allows you to delete the selected user. See the Deleting a User section below.

Each tab includes multiple sections. Click on the to expand out a section or click Expand or Collapse All to show or hide each section. When you have finished making changes, click Save to save your work or Cancel to go back to the previous settings.

Adding a User

1. Click the blue Add button in the upper-right hand corner.

2. Enter the desired User ID for the new user. This is how the user will log into Manager.

3. Enter in the user's First and Last Name.

4. If you would like to base this user's rights on that of an existing user, select them in the Template dropdown.

5. Once you have entered in the basic user information, click Add to enter in the user.

Deleting a User

To delete a user, select the user in the user list, and click Delete. This will bring up a prompt asking if you are sure you want to delete this user. If you are, click Ok to permanently delete the user.

General Tab

The General tab is where you will manage the basic information about the user, such as name, e-mail address, and network ID.

Click on the to expand out a section or click Expandor Collapse All to show or hide each section. When you have finished making changes, click Save to save your work or Cancel to go back to the previous settings.

Personal

ID: The Employee's login ID. This is what the user will use to log into Manager and other TimeClock applications.

First Name: The user's first name.

Last Name: The user's last name.

Employee Number: The user's employee number if they are also in the system as an employee in Employee

Profiles. The number can be entered, or you can click on the gear icon to select the employee from the list.

Active: This check box determines whether or not the user is active. A user must be active to log into TimeClock

Manager.

Network ID: The user's network ID.

E-mail Address: The user's e-mail address.

Department: The department that the user is in. The Department field is mostly used for sorting and filtering purposes.

Options

Use shared configuration in reports: With this option selected, reports will run with the same settings other users and the Supervisor have saved. Otherwise, the report configuration will be unique to the user.

Employee Access

The Employee Access tab is where you will determine which employees a user has access to. Please note that this does not determine what the user can do with these employees; to set up those rights, see the article about the

Permissions Tab .

By default, the user will have the User has access to all employees option selected, which will give them access to every employee in the company. To only give the user access to specific employees, follow the instructions below.

Assigning Specific Employees to a User

1. Click on User has access to only specific employees. You will see the employee list and Assign button below become active.

2. Click on Assign to view the Assign Employee window.

3. On the Assign Employee window, click on an employee to add them to the list of employees that the user has access to. You can sort the employees according to the different columns by clicking on the column head. If you are searching for a specific employee, type the appropriate name or ID into the Search box to filter the list. Once you have one or more employees selected, click Select to add them to the employee list.

4. You will now see a list of employees this user has access to beneath the Assign button. To remove an employee from the list, click on the icon in the left-most column of the user list.

5. Once you have the employees selected for this user, click Save to confirm the changes, or click Cancel to revert the changes.

6. To display suspended or terminated employees within the list, check Show suspended/terminated.

Job Code Access

The Job Code Access tab is where you will determine which job codes a user has access to. Please note that this does not determine what the user can do with these job codes; to set up those rights, see the article on the

Permissions tab.

By default, the user will have the User can manipulate hours for all job codes option selected, which will give them access to every job code in the company. To only give the user access to specific job codes, follow the instructions below.

Assigning Specific Job Codes to a User

1. Click on User can manipulate hours for only specific job codes. You will see the Job Code List and Assign buttons below become active.

2. Click on Assign to view the Job Code Access window.

3. On the Job Code Access window, click on a job code to add it to the list of job codes that the user has access to. You can sort the job codes according to the different columns by clicking on the column head. If you are searching for a specific job code, type the appropriate description or ID into the Search box to filter the list. Once you have one or more job codes selected, click Select to add them to the job code list.

4. You will now see a list of job codes this user has access to beneath the Assign button. To remove a job code from the list, click on the icon in the left-most column of the list.

5. Once you have the appropriate job codes selected for this user, click Save to confirm the changes, or click

Cancel to revert the changes.

6. To hide inactive job codes from the list, check Active only.

Permissions Tab

The Permissions tab allows you to change what features the user can access within TimeClock Plus. Most aspects of each feature can be edited, allowing granular control of what each user can do within the software.

Editing a User's Permissions

1. After selecting a user from the list, select Apply specific permissions to user.

2. Permissions appear in a tree view below. If the box next to a permission or permission set is blank, that user does not have access to it. If the box contains a checkmark in a white background, that user has full access to that feature, as well as any sub-features. If the box contains a checkmark on a gray background, the user has access to some of the sub-features. For example, if you wanted to remove the rights to delete hours from a user, Hours and Manager will show up as partial access.

3. Click the plus sign next to a feature to view it's sub-features. For example, expanding out Manager will display the different menus within manager. Expanding out a menu will display the features contained within that menu. Expanding out a feature will allow you to change individual rights within that feature, such as being able to renumber employees.

4. In addition to access rights to various features, System Wide rights can be set. When checked, these rights allow the user to view and edit sensitive information, provided they have access to that feature.

5. Once a user's permissions have been set, click Save. When the user logs in, they will only have access to the selected features.

Passwords Tab

The Passwords tab is where you can change the passwords a supervisor uses to log into Manager, override

WebClock restrictions, and authorize restricted actions on a remote data terminal. Please select the password you'd like to change below for more details.

System Access

The System Access password is what the user will need to log into TimeClock Manager and TimeClock

Scheduler. It is recommended that this password be unique for each user.

To change this password, type in the new password in both New Password and Re-Enter New Password and click Update.

On-Screen TimeClock Override

The On-Screen TimeClock Override password is what the user will need to override restrictions on On-Screen

TimeClock. The user will also require override permissions.

To change this password, type in the new password in both New Password and Re-Enter New Password and click Update.

RDT Override

The RDT Override password is what the user will need to override restrictions on a terminal. The user will also require override permissions. This password must be numeric unless the terminal has a badge reader, in which case the password should be what the override badge reads.

To change this password, type in the new password in both New Password and Re-Enter New Password and click Update.

RDT Edit Hours

The RDT Edit Hours password is what the user will need to edit hours on a terminal. The user will also require permissions to edit hours.

To change this password, type in the new password in both New Password and Re-Enter New Password and click Update.

User Roles

The User Roles feature allows for users to create standardized sets of user permissions to assign to other users of

TimeClock Plus.

Creating a User Role

1. Select User Roles from the Configuration section of TimeClock Plus.

2. Click on the Add button.

3. Enter a brief Description for the new User Role. If you'd like to base this role on an existing role, select that role from the Copy settings from dropdown.

4. Select what permissions this role will have.

TIP: Users can only assign permissions they themselves have access to.

1. Once the user role has been configured, click Save.

Assigning a User Role to a User

1. Select User Profiles from the Configuration section of TimeClock Plus.

2. Select the user you'd like to apply a role to, and click on their Permissions tab.

3. Select Assign user to role and choose the role you'd like this user to have from the dropdown.

4. Once the role has been added, click Save to commit the changes. The next time the user logs in, they will have the access rights assigned by that role.

Job Codes

The Job Codes feature allows users to add, edit, and delete Job Codes.

On the left side of the screen, you will see a list where the first 100 job codes will appear. Specific employees or a different range can be set using the Filter button. Job codes can also be filtered by typing in a name or number into the Search bar. Clicking the X button to the right of the search bar will revert the list to show every code.

The list can also be sorted by Job Code ID or Description in ascending or descending order by clicking the Sort button.

Once you have a job code selected, their employee information should appear in the header bar. Hovering your mouse over the job name will provide basic information, such as the Job Code ID, Rate, and Group it belongs to.

Delete: This button allows you to delete the selected job code. See the Deleting a Job Code section below.

Adding a Job Code

1. Click on the Add button in the top right of the Job Codes screen.

2. Enter in an unused number in the New Number field to act as the new job code's ID.

3. Enter the name of the job code in the Description field.

4. If you want to base the new job code settings on an existing job code, select it in the Template drop down.

5. Once you have entered information for the new job code, click Add to add the job code to the list.

Deleting a Job Code

To delete a job code, click on the Delete icon. You will then be asked if you want to delete the job code. If so, click

Ok to remove the job code from your database.

Please note that this will only work with job codes that do not have any segments assigned to them. If one or more employees have hours in the job code, you will instead be asked if you would like to deactivate the job code on the master level and/or employee level. Disabling the job code on the master level will prevent all employees from clocking into the job code while disabling it on the employee level will only disable it for the employees that currently have it active.

General tab

The General tab is where you will enter job code information such as the description and default rates.

Click on the to expand out a section or click Expand or Collapse All to show or hide each section. When you have finished making changes, click Save to save your work or Cancel to go back to the previous settings.

Information

Description:The name of the job code.

Group: The group name for sorting purposes.

Active: Checking the Active option means the job code is currently in use and employees can clock in under it if assigned. Please note that marking a job code inactive here will deactivate it for every employee it is assigned

to. To make a job code inactive for just one employee, deactivate it in their Job Code Tab .

Leave Code: Checking this option will mark the job code as a Leave Code. Leave Codes are often used for holiday, paid time off, bereavement, or vacation, and will display differently in some reports and export modules.

Defaults

Default Pay Rate:The default rate of pay for this job code.

Clockable:Checking this option determines whether or not an employee is able to clock in and out of this job code. If unchecked, a manager can still assign that job code to a segment or the employee can enter in a time sheet if enabled. Many times, Leave Codes are not Clockable to prevent employees from clocking in to them.

Allow Time Sheet Entry: If this option is enabled as well as Allow employee to manually enter time or amount

based time sheets from client applications in the Management tab of Employee Profiles, the employee will be able to enter in time sheets for this job code.

Auto transfer hours from schedule during close week: If this option is enabled, all hours scheduled for employees who worked in this job code will transfer from Scheduler when you close the week.

Overtime:

Earns Overtime Settings: These options determine whether or not the job code counts towards overtime. Each job code must select one of the following:

 No overtime: Hours worked in this job code do not count towards or earn overtime.

 Counts Ovt: Hours worked in this job code do not earn overtime, but will count towards overtime if the employee has worked forty or more hours in job codes that earn overtime.

 Earns Ovt: Hours in this job code will count toward and earn overtime.

Force Overtime: These options determine if the job code automatically pays out overtime. If the job pays out normally, select Do not force overtime. If any time in the job code is paid overtime, select Force Overtime 1 or

Force Overtime 2 to pay out at the employee's respective overtime rate.

Breaks Tab

The Breaks tab in Job Code allows users to configure break settings within each job code. Breaks can be configured to be paid or unpaid, and break minimums and rounding rules can be created on a per employee basis.

Paid Break Settings

Break is paid: This option must be checked in order for employees to be paid for breaks within this job code.

Up to X minutes are paid if the break does not exceed X minutes: This option allows you to determine how long a break can be while still being eligible for pay, and how much of that break will count as paid. For example, if up to 15 minutes are paid if the break does not exceed 30 minutes is entered, an employee will be paid for up to 15 minutes of a break as long as they clock back in before a half hour has passed.

Configuring Break Minimums and Rounding

Override Company Defaults: This option must be checked in order to configure the rest of the options. Checking this will override company break settings as long as an employee takes a break while clocked into this job code.

A long break is considered: This option allows you to enter in the length of time an employee will have to be on break to have it be considered a long break.

A short break is considered: This option allows you to enter in a length of time for which an employee will be considered to have taken a short break if they clock in under it.

Round breaks to nearest X minutes: This option rounds the break to the nearest amount of minutes entered. For example, if you have entered nearest 15 minutes and don't use any of the options below, a break of 17 minutes will be rounded to 15, and a break of 24 minutes will be rounded to 30.

If you want the break to round up at a certain amount of time, check Round first X minutes up at Y minutes, and enter in a time you'd like it to round. For example, if you set round first 15 minutes up at 8, any time spent on break between 8 and 15 minutes would round to 15. If you want additional rounding segments to round at a different time, check Round other X minutes up at Y minutes. For example, if you wanted additional 15 minute segments to round up at 10 minutes, any time on break between 8 and 15 minutes would round to 15, then anytime between 16 and 24 minutes would round to 15, and 25-30 minutes would round to 30.

Accruals Overview

Accruals are how the software keeps track of hours earned. Accruals are commonly used to track sick time, vacation time, paid time off, and other forms of paid leave. The accrual process in TimeClock Plus consists of two major parts:

Accrual Rules: These determine how many accrual hours are earned by the employee. These can be set to be earned based on hours worked, or a static amount can be assigned to the employee on designated dates.

Accrual Banks: Accrual rules determine how many hours accumulate in accrual banks. These hours can then be used in the job codes designated in the bank.

Accrual Rules and Accrual Banks are kept in separate features. Both can be accessed under the Configuration menu.

Example

Rob's employees receive two weeks of vacation and personal time on their hire date. In addition, for every hour worked over 40 in the week earns the employee another tenth of an hour (six minutes) of time towards vacation or personal time. To accurately reflect this, Rob will create two accrual rules. One won't be based on hours worked and will post on the employee's hire date anniversary. The other will be based on hours worked and will only reflect hours worked over 40 for the week. The examples throughout the accrual section will explain in greater detail how Rob will set up this accrual system.

Creating an Accrual Rule Not Based on Hours Worked

1. Select Accrual Rules in the Configuration section.

2. Click on Add

3. Enter in a rule number and description.

4. Make sure the Rule is NOT based on hours worked during a period radio button is selected.

5. Select the amount the accrual rule will post in the Hours to accrue on post date field.

6. Click Next.

7. Select when you would like the accrual rule to post. accruals can posted at certain intervals (such as weekly bi-weekly) as well as monthly or yearly on specific dates.

8. Select when you'd like the accrual to begin posting after an employee's hire date. This amount can be in days, weeks, months, or years. If no amount of time is entered in the Accruals start posting field, the accrual will post immediately.

9. Select when you'd like the accrual to stop posting after an employee's hire date. This amount can be in days, weeks, months, or years, and must match the unit of time used for when the accrual starts posting. If no amount of time is entered in the Accruals stop posting field, the accrual will post indefinitely.

10. Click on Next to view a summary of the rule. If all the information looks correct, select Finish to create this rule.

Example:

All of Rob's employees receive two weeks of vacation or personal time starting one year after they begin working at his organization. Rob's organization defines a work week as 40 hours. When creating this rule, Rob will select the Rule that is NOT based on hours worked during a period and set the hours to accrue as 80 (two 40 hour weeks).

After clicking Next, Rob will select Yearly on hire date plus 0 days. With this option selected, every time an employee with this rule assigned has an anniversary, they will receive 80 hours of time. He will then check

Accruals begin posting and set the time to 1 year. This ensures that employees will not receive the accrual hours until they have worked there at least one year. Since this will continue indefinitely, Rob will leave Accruals stop

posting unchecked and click Finish to add the rule.

Creating an Accrual Based on Hours Worked

1. Click on Add.

2. Enter in a rule number and description

3. Make sure the Rule is based on hours worked during a period radio button is selected.

4. Enter in the amount of hours that will have to be worked before the employee begins accruing hours in the

Process accrual only if counted hours are above field.

5. Enter in the amount of Hours to accrue for each counted hour in decimal format.

6. If the accrual also posts a flat number of hours on the post date, enter that amount in Hours to accrue on

post date.

7. Click Next

8. Select the job codes that will count towards this accrual. By default, All job code items is selected, but you also have the option to only use clockable job codes, or select from a list. Once you've configured the job codes, click Next.

9. Select whether Regular, Overtime 1, or Overtime 2 count towards accruing hours. In addition, if you would like to limit the hours counted to a certain range, enter those hours in the Of the hours counted field.

Once you've configured the hours that count, click Next.

10. Select when you would like the accrual rule to post. Accruals can posted at certain intervals (such as weekly or bi-weekly) as well as monthly or yearly on specific dates.

11. Select when you'd like the accrual to begin posting after an employee's hire date. This amount can be in days, weeks, months, or years. If no amount of time is entered in the Accruals start posting field, the accrual will post immediately.

12. Select when you'd like the accrual to stop posting after an employee's hire date. This amount can be in days, weeks, months, or years, and must match the unit of time used for when the accrual starts posting. If no amount of time is entered in the Accruals stop posting field, the accrual will post indefinitely.

13. Click on Next to view a summary of the rule. If all the information looks correct, select Finish to create this rule.

Example:

In addition to the flat amount of personal time Rob's employees receive, they are also eligible for additional personal time for every hour worked over 40 in the week. To reflect this, Rob will create a Rule based on hours

worked. This rule will provide 6 minutes of personal time per hour over 40, so Rob will use the following settings:

Process accrual only if counted hours are above: 40

Hours to accrue for each counted hour: 0.1

Hours to accrue on post date: 0

After clicking Next, Rob will choose what job codes will count towards earning hours. Rob only wants clockable hours to count (so taking extra vacation time doesn't earn more time off), so he will select All clockable job code

items. If Rob wanted to only include certain job codes, he could also select them by selecting Only selected job

code items and pick the specific job codes.

After clicking Next, Rob will select the period for this rule. Since he wants these to be posted per week, he will select Weekly. Since this will only apply to employees that have worked at his organization for over a year, Rob will enter Accruals begin posting 1 year after hire date. Once the rule is configured according to company policy,

Rob will click Finish to create it.

Creating an Accrual Bank

Once you have created Accrual Rules, you must assign them to one or more Accrual Banks. Accrual Banks are where the hours earned from Accrual Rules are stored and determine how they can be used. To create an Accrual

Bank:

1. Click Add on the Accrual Bank screen.

2. Enter in a Bank Id and Description of the bank.

3. Click Next.

4. Assign one or more Accrual Rules this bank will use by clicking Assign and selecting them from the list, then click Next.

5. Assign the job codes that will use hours from this accrual bank. Any time this employee enters in a segment in one of the selected job codes, it will deduct from this bank. Once you've assigned the appropriate job codes, click Next.

6. Select whether or not the amount of hours accrued will cap. An accrual cap is a point when the bank stops counting hours. Besides not capping accruals, there are two options:

Hours Accrued: Accruals will not post for that period if the amount of hours accrued reach the cap.

This doesn't take into account hours used in the week being closed, so if an employee is capped at

100 hours and uses 8 the week that the accruals will post, the cap will still see 100 hours and not post any more hours to this bank.

Hours Remaining: This option takes into account the amount of hours used, and will post accruals as long as that employee has hours remaining under the cap. In the previous example, the employee would be left with 92 hours. With hours remaining, the bank would see that the hours remaining were under 100 and post accruals.

7. Select when this cap will reset. If Entire history is selected, the cap will never reset. Otherwise, the cap can be reset yearly on the hire date anniversary or a specific date.

8. Enter the accrual cap in the Cease accruing hours if hours exceed: field.

9. Click Next.

10. Select when the accruals reset. If Do not automatically reset accruals is selected, accruals in a bank will not reset. Otherwise, the accruals can be set to reset on the employee's hire date anniversary or a specific date. If a reset date is selected, you can also enter in an amount the cap will reset to. For example, if the amount is set to 30, the accrual hours will reset to 30 hours if the employee has more than 30 hours in the bank. If there are less than 30 hours in the employee's bank, the amount will stay the same.

11. Click Finish to save the Accrual Bank.

Example:

Rob is ready to create his Accrual Bank. After clicking Add and typing in a description, he will click Next. Here, he will assign his Vacation and Personal job codes to this bank. This means that employees can use the time accrued in this bank towards either of those job codes.

After clicking Next, Rob can select when the accruals cap. Company policy dictates that the maximum amount of time an employee can have for vacation or personal time is six weeks, so Rob will set the cap to Hours Remaining and enter 240 hours in the Cease accruing hours if hours exceed: field. He would then click Next

Rob's company does not reset accruals, but if they did, he would select when the hours reset and to what amount.

Since he is not using this option, he is just going to click Finish to create the bank.

Assigning an Accrual Bank to an Employee

Once an Accrual Bank has been created, it must be assigned to an employee. To do so:

1. Select that employee in Individual Hours.

2. Navigate to the Payroll tab.

3. Click Assign and select the bank(s) you'd like to assign to the employee.

4. Click on the icon to customize this bank for the employee.

5. Click Save to commit your changes to this employee's Payroll tab.

Company

Close Week

The Close Week section is where you will close the TimeClock Week. Closing the week is an essential function of

TimeClock Plus as it commits the hours worked to the database, as well as performs behind-the-scenes calculations for accruals, absences, tardies, and cumulative totals. In addition, employees will be unable to clock

in if the TimeClock Week is 56 days (8 weeks) from the current date.

Closing a Week

1. Select Close Week from the Hours menu.

2. Click on Close Week to close the current TimeClock Week.

3. If there were no errors in the close week process, the current week in the upper right hand corner of the program will reflect the new week.

4. If you receive an error, reference the Frequent Errors section below.

Unclosing a Week

If you need to access a week that has already been closed, you can unclose the week. Unclosing a week will revert all the calculations made (such as accruals and absences) to the amount in the previous week.

1. Select Close Week from the Hours menu.

2. Click on Undo Close Week to revert TimeClock Plus to the previous week.

3. If there were no errors in the unclose week process, the current week in the upper right hand corner of the program will reflect the previous week.

Frequent Errors

There are a number of reasons a week may not close. When the software is unable to close a week, you will be notified of the reason the close operation failed. Some of the more common reasons for failures are:

Unapproved missed punches: If one or more employees have missed punches that have not been approved, the week will not close. See Missed Punches for more information on how to correct missed punches.

Employees still clocked in: If one or more employees are still clocked in during the week, the week will not close.

See Employee Status for more information on how to clock employees out.

Unapproved shifts: If one or more employees have segments that still require approval, the week will not close.

Management Tab in Employee Profiles for more information on segments approval.

Prevent close week options: If one or more of the options to prevent close week operations is checked in the Manager Tab of Company Defaults the week will not close if that criteria is met.

Company Defaults

The Company Defaults feature is where you will configure options to ensure that TimeClock Plus meets the needs of your company.

Global Tab

The Global tab of Company Defaults is where you will configure settings related to calculating hours and breaks.

Click on the to expand out a section or click Expandor Collapse All to show or hide each section. When you have finished making changes, click Save to save your work or Cancel to go back to the previous settings.

Display Options

Company Name: This is where you'll enter the name of the company. This determines how the company name is displayed for all users as well as on reports.

Refer to individuals as: This determines how employees (the people who clock in and out using WebClock) are referred to throughout the software.

Refer to job items as: This determines how job items (the tasks individuals clock in and out of) are referred to throughout the software.

Refer to costing items as: This field determines how cost items (specific tasks or work orders within a job) are referred to throughout the software.

Refer to Accrual Banks as: This field determines how accrual banks (where employee paid time off is tracked) are referred to throughout the software.

Time format: This determines how time is displayed within TimeClock Plus:

Culture: (how time is displayed on the server)

Culture fixed: (the same as culture, but displays the time using a consistent amount of digits, such as

04:15 PM)

Hours:Minute (HH:MM PP): (4:15 PM)

Hundredths (HH.HH): (16.25 for 4:15 PM).

Military time 1: (1615 for 4:15 PM)

Military time 2: (16:15 for 4:15 PM)

Date format: This determines how dates are displayed within TimeClock Plus:

Culture: (How the date is displayed on the server)

Month/Day/Year: (3/15/2016 for March 15th, 2016)

Day/Month/Year: (15/3/2016 for March 15th, 2016)

Hour Format: This determines how hours are displayed within TimeClock Plus. Hours can be displayed as

Hours:Minutes (HH:MM; e.g., 2:20 for 2 hours, 20 minutes) or Hours.Hundredths (HH.HH; e.g., 2.34 for 2 hours,

20 minutes). If HH.HH has been chosen, the dropdown box next to the hour format determines how many decimal places the hours will go out to. Having more decimal places ensures greater accuracy when calculating hours.

Rate precision: Enter the desired number of decimal places for rates. For example, if an employee is paid

$16.5325 for a task, enter in a rate precision of 4.

Calculations

Include premium pay in base rate when calculating overtime: With this option checked, any premium pay an employee receives for a segment will be included when the base rate is multiplied while calculating overtime.

Pay multiple premiums if they occur in the same shift segment: If an employee receives multiple premiums in a single segment (such as one for working a certain shift and another for working in a specific job code), they will receive both premiums if this option is selected. If not, they will receive the highest of the eligible premiums for each segment.

Calculate hours counting toward overtime but not earning overtime first: If this option is checked, any job codes that are configured to count towards overtime, but not earn overtime will be calculated at the beginning of the overtime period.

Example:

If an individual who is paid overtime after 40 hours works 38 hours Monday through Thursday, then works an additional 4 hours in a job code that counts toward, but does not earn overtime on Friday, then that individual will not be paid overtime unless this option is checked. If it is checked, the 4 hour segment will be pushed to the beginning of the week for overtime calculation.

Include shift differential premium in base rate when calculating overtime: If this option is checked, any premium the employee receives from the Shift Differential module will be included in the base rate when calculating overtime. Otherwise only the base rate will be considered.

Round calculated wages in each segment: If this option is checked, calculated wages will be rounded to the nearest cent. For example, if an employee worked in a job code that paid $13.25 an hour and worked 7.6 hours, the calculated wages would come out to $100.776. If this option is selected, the wages would be rounded to

$100.78.

How do forced overtime segments count toward overtime?:This dropdown menu configures how job codes that are configured to force overtime are calculated when it comes to determining overtime.

Example:

If an employee who has overtime at 40 hours in a week has worked 8 hours in a job that forced overtime and 40 hours in a regular job code. How this will be calculated depends on the setting chosen:

Always counts: With this option selected, hours worked in a job code that forces overtime will count towards that individual's overtime for the period. In this case, the worker will have 32 hours of regular time, and 16 hours of overtime.

Never counts: With this option selected, hours worked in a job code that forces overtime will not count towards the individual's overtime for the period. In this case, the worker will have 40 hours of regular time, and 8 hours of overtime.

Use job code settings: With this option selected, the way the overtime will be calculated will depend on the settings for the individual job codes.

How many hours constitute a day worked: Enter the minimum amount of time needed to work in a segment for it to be considered a day worked. For example, if you do not want to consider an employee having worked that day until they have worked 30 minutes, you would enter :30 into the box. Check the Include non-clockable hours if you want non-clockable job codes to count towards a worked day.

Maximum length of a worked segment: Enter the maximum length an employee can work in a single segment. If you also want to restrict the amount of time that can be used on a single time sheet, check Also restrict time

sheets.

Breaks

The Breaks section is where you will configure the types of breaks your company uses. You can configure up to four different types of breaks, though configuring each type will follow the same instructions

Configuring Breaks

1. Enter in the name of the break in Break type. This is what the employee will select when they go on break.

2. Select whether or not the break is active with the Active checkbox. Employees can only use active break types.

3. Configure the lengths of time that will be considered a long break or short break in their respective fields.

4. If you want to have breaks round to a certain amount of time check Round breaks to nearest X minutes and enter in the amount of time you want the break to round toward.

5. If you want the break to round up at a certain amount of time, check Round first X minutes up at Y

minutes, and enter in a time you'd like it to round. For example, if you set round first 15 minutes up at 8, any time spent on break between 8 and 15 minutes would round to 15.

6. If you want additional rounding segments to round at a different time, check Round other 15 minutes up

at Y minutes. For example, if you wanted additional 15 minute segments to round up at 10 minutes, any time on break between 8 and 15 minutes would round to 15, then anytime between 16 and 24 minutes would round to 15, and 25-30 minutes would round to 30.

Maximum Break Length: This is the amount of minutes an employee can take on a break and still have it be considered a break rather than a clock out. This number can be anywhere between 1 and 240.

The Automatic Break Preference determines what type of Automatic Break will take precedence if both types of automatic breaks apply to a segment. Select Shift based or Time of day based to determine what type of

Automatic Break will be applied.

Cost Code Items

Cost Code Status Names: Each cost code can be marked as having up to ten different statuses. By default, these are referred to as "Stages", but here you can rename them according to your organization's preferences.

User defined field names: Each cost code also has four user defined checkboxes. The name used for each of these boxes can be changed here.

Cost Code Level Names:Each cost code can consist of up to five levels. If you would like to refer to the levels as something else, you can change them here.

Cost Code Groups: These settings determine what cost codes an employee is allowed to use when clocking into a job code that is restricted by group. Intersection will include cost codes that apply to both groups, and Union will include cost codes that are in either group.

Password Policy

The Password Policy feature lets you define minimum requirements for user passwords. Each password can be configured separately. To edit a password, click on the icon. Passwords can be required to have a certain number of lowercase letters, uppercase letters, numbers, and special symbols.

TIP: Please note that if any password requirements have been entered, you must enter in a maximum length for the password that must be at least as long as the total amount of required characters.

Time Settings

This is where you can select the method for displaying the current time. By default, time will be displayed as per the database server. Different methods for displaying time can be selected from Time retrieval method:

Use database server time with no adjustments: This method will simply use the time on the database server.

Use database server time adjusted to a particular time zone: This method will use the time on the database server but will adjust it for a specific time zone (selected from the Time zone dropdown). This is

often used in situations where the database server is located in another time zone from the organization itself.

Use application server time (not recommended): This method uses the time on the client computer. Due to the potential for abuse by employees, it is strongly recommended that this option not be used.

Mail Settings

These settings allow you to configure how TimeClock Plus interacts with your mail server. This is REQUIRED for all functions of TimeClock Plus that send e-mails to users and employees.

SMTP Server: The name or IP address of your SMTP server.

SMTP Port Number: The port number for SMTP traffic.

Enable encryption (TLS): Checking this box enabled Transport Layer Security (if enabled for your mail server).

Outbound server requires authentication: If the outbound server requires authentication then check this box.

User Id and Password: If authentication is required, enter your network user name and password, and click Test

Settings to test the settings.

Manager Tab

The Manager tab in Company Defaults is where you can edit settings related to Web Manager.

Accruals

Accruals post on the _____ day of the week: This option determines when accruals post when the week is closed.

For example, if this option is set to post on Saturday, then any time an accrual rule will post hours to a bank, the hours will post on the Saturday of the closing week.

Do not post accruals for individuals marked as suspended: When this option is checked, accruals will not post for suspended individuals.

Do not post accruals for individuals past the termination date: When this option is checked, accruals will not post for individuals once the system date passes their termination date.

Do not post accruals prior to hire date: When this option is checked, accruals will not post until the system base date has passed the employee's hire date.

View Options: These options determine the range in which employees view their accrual information

View entire history: The individual's complete accrual history will be displayed.

View from a specific date: The individual's accruals will only be displayed from the date selected here.

View from individual's hire date: The individual's accruals will only be displayed from the individual's hire date.

View remaining balances only: Individuals will only see their remaining balances.

Employee Entry

By default, when creating a new employee you will be required to enter their first and last name. If you would like to require additional information when creating a new employee, check the relevant box under Employee Entry.

Add Employee

Automatically grant current user access to all individuals added by this user: This option will automatically assign access to all employees a user creates. This can prevent duplication of effort, or situations where a user can't access an employee they just created.

Close Week

Prevent close week if active employee overtime periods have not ended: This option prevents weeks from closing if the overtime period for an employee is still active. For example, if an employee is set to bi-weekly overtime, the week will not close until that period has ended to ensure that overtime calculates correctly.

Prevent close week if employee could continue working segments in the week: This option will prevent the week from closing if employees are still able to work segments. This will prevent a manager from closing the week too early.

Skip pre-close error check when closing the week: If this option is selected, the software will make a quick pass over the data in the week being closed to ensure that the week will close properly. If this option is unchecked, the software will examine each shift in detail, which can lead to a delay of several minutes before finding out the reason a week cannot close.

Use default cost code for auto transferred segments that require a cost code: If this option is selected, if a segment is transferred in for any reason without a cost code assigned to it, it will use the employee's default cost code.

Segment Approvals

The Segment Approvals section contains settings for how segments can be edited with approvals. Each option allows you to configure it for Employee approval, Manager approval, Other approval, and approvals of shift exceptions.

Clear the following if the segment is edited: This option will clear the selected approvals from a segment after it has been edited. This requires individuals to approve edited hours again to ensure they are accurate.

Prevent editing of segment any of the following: This option prevents editing of any segment with the selected approvals. This prevents approved segments from being changed after approval.

Prevent deletion of segment with any of the following: This option prevents users from deleting segments with the selected approvals. This prevents approved segments from being removed.

Schedule Tab

The Schedule Tab allows users to create a company wide recurring schedule .

Client Tab

The Client tab of Company Defaults allows you to change settings related to employees using WebClock to perform clock operations.

Click on the icon to expand out a section or click Expandor Collapse All to show or hide each section. When you have finished making changes, click Save to save your work or Cancel to go back to the previous settings.

General Employee Access

Select break type to use as break button text: This option allows you to change what type of break is used to label the break button in WebClock. For example, if you have multiple breaks set up for Break, Paid Break, and

Lunch and want the button to read Lunch, you would check this option and select Lunch from the dropdown.

Allow break button: Enable this option to allow employees access to the Break button for going on break.

Allow employee to change pin number: Enable this option to allow employees to change their PIN. If you want employees to remove their PIN, check Allow employee to set blank pin number below.

Employee View Access

Allow viewing of hours worked: Checking this option allows employees to see the segments they have worked by pressing the View button in WebClock or View/Self Service on a terminal. Checking this option also makes the following sub-options available:

Allow approving of punches (WebClock only): Selecting this option allows employees to approve their punches in WebClock if they are required to do so.

Allow viewing of entered shift notes (WebClock only): Selecting this option allows employees to view shift notes that they or their managers have entered about their shifts in the View Hours screen.

Allow viewing of schedules up to how many weeks: Enabling this option will allow employees to view their schedule as well as their schedule for the number of weeks ahead as selected in the dropdown box.

Allow viewing of messages: Enabling this option will allow employees to view messages when performing clock operations.

Allow viewing of last punch: Enabling this option will allow the employee to view the last punch performed. If you use rounding and would like the employee to see the actual time clocked in, check Display actual times

instead of rounded as well.

Miscellaneous

Display employee id when performing a clock operation: Enabling this option displays an additional prompt confirming the employee ID and name. This can be used to keep employees from accidentally clocking in with a similar employee ID.

Prevent clock in if a conflict exists: If this option is enabled, employees will not be able to clock in if there is a conflict with an existing segment. If this option is unchecked, the software will allow the employee to clock in, and will flag the segments as conflicting.

Round to the minute if not already rounded to schedule: If this option is enabled, clock operations will be rounded to the nearest minute if the employee is not already set up to have their clock operations round to their schedule.

Allow time sheet entry up to __ day(s) in the future and __ day(s) in the past: This option determines how many days from the current date an employee can enter a time sheet through WebClock, provided they have the proper permissions.

Missed Punches

Missed punches occur when an employee performs a clock operation they are already on file as having done. For example, if an employee forgets to clock in after lunch and attempts to clock out for the day, there will be a missed punch because the last clock operation was already a clock out. There are four company-wide settings for missed punches. Also In punches and out punches can both be set independently.

Deny clock in/out until the punch is corrected: This option will not allow the employee to perform the clock operation until a manager corrects the missed punch.

Record a blank time in/out and flag as a missed punch: This option creates a blank time for the missed punch and allows the employee to perform their clock operation. The time of the missed punch must be entered before the week can be closed.

Record the schedule time in/out (if available) and flag as a missed punch: If the employee is working on a schedule, this option records the time they were supposed to clock in or out and allows the employee to perform their clock operation.

Allow the employee to enter the time in/out and flag it as a missed punch: This option allows the employee to enter in the time that they were supposed to clock in or out and flags it as a missed punch.

Allow the employee to enter a note for the missed punch: This option allows employees to enter in a note about their missed punch. If you would like to require the employee to enter in a note, select Require the

employee to enter the note as well.

Employee Log On Preference

These options allow you to determine how employees will log into WebClock or terminals:

Employee ID only: The employee can only log in using their Employee ID number.

Badge number only: The employee can only log in using their badge number.

Employee ID and then badge number: The employee can log in using their Employee ID, at which point they will be prompted to enter in their badge number.

Badge number and then Employee ID: The employee can log in using their badge number, at which point they will be prompted to enter in their Employee ID.

Request Entry

These options pertain to how Requests are entered by employees and users in TimeClock Plus.

Allow entry of time-off request with unspecified leave code: This option will allow employees and users to make requests without selecting a specific leave code. Note that all request segments must have a leave code assigned before they can be approved.

Force unspecified leave code entry: This option forces employees to put in an unspecified leave code, requiring a user to manually assign a leave code before the request can be approved.

Allow entry of a description when submitting a time-off request: This allows employees and users to enter a brief description of the time-off request. If Require a description to be entered is also checked, a description must be entered.

Send e-mail notification to individual's request managers when a pending request is removed: This option sends an e-mail to the employee's request managers when the employee deletes a pending request through

WebClock.

Send e-mail notification to individual's request managers when a request is entered: This option sends an email to the employee's request manager(s) when an employee or user enters a time-off request.

Minimum days advance notice required to enter a request: This option determines how many days in advance from the current date an employee must enter in a time-off request.

Allow time-off requests that are up to how many days prior to the current date: This option determines how many days prior to the current date an employee can enter a time-off request. Regardless of this setting, times cannot be entered for closed weeks.

Request Days: These options allow you to set what days an employee can request off. When a day has been unchecked, employees will not be able to make requests on that date. For example, unchecking Tuesday would prevent any employees from making time off requests on Tuesdays.

Time-Off Request Default Times: These fields determine the default value for the start time and length of a request.

Request Processing

These settings determine the actions TimeClock Plus takes when a time-off request has been approved or denied.

Automatically assign hours: Checking this option will automatically assign the requested time off to the hours the employee has worked when the request is approved.

Automatically schedule hours: Checking this option will automatically create a scheduled segment with the requested time off in Scheduler when the request is approved.

Approve & Deny Notifications: These dropdown boxes allow you to select how employees will receive notification of their request approval: via e-mail, a TimeClock message, both, or neither. In addition, the specific message can be changed by clicking on Edit Message.

Other Configurations

Manage Clock Configuration

The Manage Clock Configuration feature allows users to create custom configurations that determine the features and options that are available to an employee who logs in using WebClock or another client application.

Saved Clock Configurations can be assigned to employees on the Hour tab of Employee Profiles.

Saved clock configurations will appear on a searchable list on the left. Selecting a clock configuration will display the number of employees and terminals this configuration has been assigned to.

Adding a Clock Configuration

1. Click the Add button in the upper right hand corner of the screen.

2. Enter a Description for the new clock configuration. This is how the configuration will appear when assigning it to employees. Click Next to continue.

3. Select which clock operations the employee will have access to on the Punch Settings screen, and click

Next to continue.

4. If you would like to restrict clock operations to specific job codes, check Enable job code restrictions and click Assign to select what job codes the employee will have access to.

5. Select what other options you would like enabled for this configuration, then click Finish to save and add the new configuration.

Operations

Allow clock in: This option allows the employee to clock in.

Allow clock out: This option allows the employee to clock out.

Allow break: This option allows the employee to go on break.

Allow change job code: This option allows the employee to change job codes (if more than one job code is assigned to the employee)

Allow change cost code: If job costing is enabled for your company, this option allows the employee to change cost codes.

Allow view (hours, schedules, etc.): This option allows the employee to view their hours and last punch.

Allow time off request: This option allows the employee to make a time off request.

Allow a job code change into the same job code: This option allows the employee to change job codes into the job code they were already working in. This creates a new segment.

Default to last cost code used when clocking in: This option automatically selects the last cost code used when the employee clocks in.

Restrictions

Enable job code restrictions: When checked, this option creates a job code filter for the employee. What this means is that employee will only be able to perform clock operations in the filtered job code(s). Once this option is checked, you will need to click Assign to create the job code filter for this configuration.

Options

Show employee confirmation on manual entry: This option shows a confirmation screen whenever an employee clocks in with their employee ID. This screen confirms the employee's name as well as the date and time, and requires the employee to acknowledge that this information is correct before allowing them to finish the clock operation.

Show employee confirmation on badge entry: This option shows a confirmation screen when an employee clocks in by using a badge. This screen confirms the employee's name as well as the date and time, and requires the employee to acknowledge that this information is correct before allowing them to finish the clock operation.

Show pin entry if employee performs clock operation with a badge: This option requires the employee to enter their PIN when clocking in using a badge for added security.

Auto select default job code when returning from a break: This option automatically selects the assigned default job code when the employee returns from their break. Otherwise, the employee will be asked to enter in the job code they are working in when clocking in after a break.

Display actual punch times in view hours: If rounding is enabled for this employee, the rounded time for each clock operation will be displayed in View Hours. If this option is checked, the actual time will also be displayed.

Display totals in hours:minutes when viewing hours: When this option is checked, total hours worked will be displayed in hours and minutes. If unchecked, hours will be displayed in hours.hundredths (e.g., 4 hours 45 minutes would be displayed as 4.75)

Automatic Breaks

The Automatic Breaks features is where users can create rules for automatically deducting breaks from employee shifts. These are primarily used in situations where employees may not be able to clock out for a break, or if the entire organization takes a break at the same time (such as a shop shutting down at noon for lunch).

There are two types of Automatic Breaks:

At [Time] Deduct XX Minutes: At the time designated in the rule, the amount of time will be deducted from the shift.

For shifts longer than X:XX deduct XX minutes: When a segment runs longer than the time entered in the first field, a break the length of the second field will be deducted from the shift.

Automatic Break rules are listed on the left side of the screen. Rules can be searched for by Description in the search box, and the alphabetical order can be reversed by clicking on Sort.

When an automatic break rule has been selected, you can Delete or Rename it by clicking on the respective button.

Adding an Automatic Break Rule

1. Select Add.

2. Enter in a Description.

3. Select the type of rule you would like to create from At [Time] Deduct XX Minutes, For shifts longer than

X:XX deduct XX minutes.

4. Select the type of break you'd like this rule to use as well as whether it applies to hours worked, hours scheduled, or both.

5. Click Next.

6. If you would like to restrict the times of day that this rule takes effect, do so by checking Restrict time of

day and entering a start time and stop time. An employee that clocks in between the start and stop time will receive their automatic deduction.

7. If you would like to restrict the days of the week that the rule takes effect, check Restrict days and select those days. The employee must clock in on these days to receive their automatic deduction.

8. If you want to prevent the rule from occurring outside of a certain shift length, check Restrict shift length and enter in the minimum and maximum lengths. This is useful to prevent employees who clocked in just before the rule from having a half hour deducted.

9. Click Next.

10. Assign what job codes will use this rule. Only job codes selected in this option will have the rule applied.

11. Click Finish to save the rule.

Assigning an Automatic Break to an Employee

1. Select the employee you would like to assign Automatic Break(s) to from Individual Hours.

2. Select the Hour tab.

3. Click on Assign in the Automatic Breaks section.

4. Select the Automatic Break(s) you'd like to include. Determine when you'd like the rule to begin or end with the Effective Date and Expiration Date checkboxes. Click Assign to add these to the employee's rule list.

5. Click on the icon to edit a rule's start and stop dates, or the icon to delete the rule.

6. Click Save to commit the changes made to the Hour tab.

User Options

The User Options feature allows users to change their own settings. Any non-supervisor user with proper access to the User Options feature can edit some of their own information, such as e-mail address, log off delay, and passwords. User Options can be accessed by clicking on the user's name in the top right corner of the software.

General tab

The General tab allows you to view your personal information, such as name and department. With the exception of the user's email address, information cannot be changed from this screen.

Email address: This field allows you to change the email address associated with this user.

Log off after number of seconds: This option lets you change how many seconds of idling it will take before you are automatically logged off. By default, this is set to 300 seconds (or 5 minutes) and can be set anywhere between 15 and 900 seconds. When 15 minutes remain until you are to be logged off, a prompt will appear asking if you would like to remain logged in. Click Okay to refresh the timer.

Passwords tab

The Passwords tab allows you to edit your own passwords, as well as change the ADMIN access password (with the appropriate permissions). The following passwords can be changed:

System Access: This password is used to log into TimeClock Manager.

On-Screen TimeClock Override: This password is used to override clock operations from WebClock (requires override permissions).

RDT Edit Hours: This password is used to edit hours from a remote data terminal. Please note that some terminals may be limited to numeric input. On badge-enabled terminals, a badge can be used as the alphanumeric password.

RDT Override: This password is used to override clock operations from a remote data terminal. Please note that some terminals may be limited to numeric input. On badge-enabled terminals, a badge can be used as the alphanumeric password.

ADMIN: This is the password used to access the Supervisor account. As Supervisor has full access to the entire program, it is strongly recommended that access to the Supervisor account be limited to top-level users and

IT staff.

Filters

Most features within TimeClock Plus allow the use of one or more filters that only display the relevant information. The following section details the three most common filters:

TIP: Most features contain one or more of the following filters. However, regardless of the feature, filters will serve the same function. For example, Employee Filter will always filter which employees are visible, whether you are looking at Individual Employees or running a Report.

Filter Employee

The Filter Employee feature allows you to include or exclude employees based on user-selected criteria. The

Filter Employee screen can be accessed by clicking the Filter button on several screens within TimeClock

Manager.

After clicking on the Filter button, you will see a number of options on the left hand side for filtering employees.

You can navigate between them by clicking on the Prev and Next buttons or by clicking on the option's name.

The top of the window shows how many employees meet your criteria and can be refreshed by clicking the

Refresh button. You can also see what employees meet your criteria by clicking Preview, save the filter criteria for later by clicking Save as, or reset back to the default criteria by selecting Reset All.

TIP: By default, Exclude suspended and Exclude terminated individual are always checked, so employees that are no longer with the company are always hidden from the list. Uncheck these options to view employees that

Filter Employee Options

To include an option in the filter, place a check next to its name.

Employee Status: This option filters by employee status. You can filter out terminated, suspended, or salaried employees. By default, terminated and suspended employees are excluded.

Employee ID: This option allows you to either include or exclude employees by their employee ID number. After activating this option, you can enter the employee ID numbers in the Manual entry field or select them from a list.

Default Job Code: This option allows you to either include or exclude employees by their default job code. After you activate this option, you can enter the default job code numbers in the Manual entry field or select them from a list. Please note that this will only filter employees who have a default job code assigned to them in Employee

Profiles .

Classification: This option allows you to either include or exclude employees by their classification. After activating this option, you can enter the range of numbers in the Manual entry field or select them from the list.

Department: This option allows you to either include or exclude employees by their department. After activating this option, you can select from a list of your departments.

Manager: This option allows you to either include or exclude employees by the manager assigned to them. After activating this option, you can select from a list of your managers.

Hire Date:This option allows you to include employees that have a hire date between two selected dates.

Days Employed: This option allows you to include employees that have been working between two selected amounts of days.

Summary: The Summary tab gives a brief summary of the rules you have selected.

Filter Job Codes

The Filter Job Codes screen allows you to filter information on Employee Status and other screens in TimeClock

Manager by selecting the job codes you'd like to see.

Filtering By Job Codes

1. Click on Job Code Items in Employee Status.

2. Select the job codes you want to see by clicking on them in the list. To select each job code, click on All

(useful if you want to select all and then deselect a few job codes). To clear the list so none of the job codes are selected, click on Clear.

3. To save the filter you have created, click on Save as and enter a name for your selection. Later, if you want to apply the filter, click on Load, and the name of the desired filter.

4. Once you have selected the job codes you'd like to see, click Filter to apply your selection.

5. If you wish to disable the job code filter, re-open the Filter window and select Disable.

Exception Filter

The Exception Filter allows you to filter segments in Group Hours and other features based on the exceptions flagged on those shifts. For example, if your organization required you to approve all overtime segments before closing the week or running payroll, you could filter all the segments worked that week to see just those segments that are in overtime so you could approve them all at once.

Exception Filter Criteria

Required for Close Week: This option filters to include segments that must be approved to close the week

Required for Payroll Reports and Exports: This option filters to include segments that must be approved to run reports or export information.

Tardy: This option filters to include segments where the employee is flagged as tardy.

Tardy 2: This option filters to include segments where the employee is flagged as [tardy2].

Absent: This option filters to include segments where the employee is flagged as absent.

Conflicting Shifts: This option filters to include segments where the employee has segments that are conflicting with one another.

Long Break: This option filters to include segments where the employee has taken a long break, as defined in their Exceptions tab

Long Shift: This option filters to include segments where the employee has worked a long shift, as defined in their

Exceptions tab.

Missed Punches: This option filters to include segments containing missed punches.

Employee: This option filters to include segments that require Employee approval.

Manager: This option filters to include segments that require Manager approval

Other: This option filters to include segments that require Other approval.

Overtime: This option filters to include segments in which the employee is working in overtime, as determined by the settings in that employee's Overtime tab.

Creating an Exception Filter

1. In Group Hours, click on the Exception Filter button.

2. Select the Exceptions you would like to view. In the example above, you would select Overtime as well as

Required for Close Week to view all segments in overtime as well as anything else required to close the week.

3. Click Filter to return back to Group Hours with only the segments that meet the selected criteria visible.

4. To remove criteria, enter the Exception filter again and click on Disable.

TimeClock Scheduler

Schedules

Manage Schedule

Manage Schedule is where you can edit individual schedules as well as override recurring schedules to meet the needs of your workforce.

On the left side of the screen, yousing the Filter Employee button. Employees can also be filtered by typing a name or number into the Search bar. Clu will see a list where the first 100 employees will appear. Specific employees or a different range can be set icking the X button to the right of the search bar will revert the list to the previous settings.

The list can also be sorted by several methods in ascending or descending order by hovering over the Sort button and selecting a method.

Sort Criteria:

 Employee ID

 First Name

 Last Name

 Class

 Badge

 Export Code

Once you have an employee selected, their employee information should appear in the information bar. This bar shows some basic information about the employee, such as their name and ID. Hovering over the Employee's name will also allow you to view the employee's photo, department, manager, and classification. This bar also features several buttons:

The Up and Down Arrows allow to select the previous or next employee on the list.

The Date Range boxes allow you to select the date range you'd like to view schedules for. A manual date range can be entered, or a commonly used date range can be selected from the dropdown. Once you've entered in a date range, click Refresh to view it below.

Manage: This button allows you to manage individual segments and shifts when selected.

Exception Filter This button allows you to access the Exception Filter and limit the segments displayed to those that meet a set criteria.

Job Code Filter: This button allows you to access the Filter Job Codes feature and limit segments displayed to only the selected job codes.

Please note that by default Saturdays and Sundays will not be displayed in the Manage Schedules screen. In order to see and edit those days, check Display Weekends. If there is segment information in Saturday or Sunday, you will see "Some segments are hidden" next to the Display Weekends checkbox.

Adding a Segment

1. Click on Add beneath one of the days on the schedule to access the Add Schedule menu.

2. Select the type of segment you would like to create for the day. The different types of segments are below:

Regular: A regular segment is one that is worked normally by the employee

Off: An off segment is one that an employee will not be working, such as if the employee has school or the shop closes down at that time.

Open:An open segment is one where the employee is not scheduled but is available to work.

On-Call: An on-call segment is one where the employee is not working but can be expected to be called in.

3. Create a Date and Time in as well as a Date and Time out for the segment.

4. If this segment ends in a break, select the Break type from the dropdown menu.

5. Select the Job Code this segment will be worked under. In a Company Wide Recurring Schedule, this will usually be set to Default Job Code so each employee can simply clock into their own job code.

6. Enter any notes about the shift in the Description field.

7. If you'd like to copy this schedule to other days within the week, select the number of days you'd like to copy forward in the Repeat Days field. For example, if your week starts on a Monday and you want to copy this segment through Friday, you would select 5 in the Repeat Days field.

8. Click Save.

9. To Delete a segment, select it then select Delete from the Manage menu. You can also right click on the segment and select Delete.

10. To Copy a segment, select it then select Copy from the Manage menu. You can also right click on the segment and select Copy.

11. To Paste a copied segment to another day, right click on the day you would like to add the segment to and select Paste.

Overriding a Segment

If an employee has a Company Wide Recurring Schedule or other recurring schedule assigned to them, those segments will automatically show up on the schedule. However, recurring schedules can be overridden if, for example, you need to schedule time off for the employee, you can simply create an Off segment. To do so:

1. Select the employee within Manage Schedules.

2. Select the date range you'd like to view and click Refresh.

3. Select Add on the date you'd like to override.

4. Enter in the overriding segment and click Save.

5. If the segment overlaps with a recurring segment, you will be told that there is a conflict that must be resolved. The software gives you two different options:

Override overlapping Recurring schedule(s): This will override the recurring schedule for that day only. The new segment will be added, and the rest of the recurring segment (if any) is entered as an additional override segment.

Override entire days: This option replaces all of the recurring segments for that day with the segment created.

6. To reset one or more days back to the original occurring schedule, select the day(s) you'd like to revert, hover over Manage, and select Reset Day(s). The day(s) will then revert to the original recurring segments.

Manage Schedule Template

The Manage Schedule Template feature of TimeClock Plus allows users to create, manage, and edit schedule templates. Schedule templates allow users to quickly assign similar schedules across one or more days without having to manually create the segments. There are three types of schedule templates:

Creating a segment template

Segment templates are a template that covers a single segment over a 24 hour period. These are commonly used when creating templates that correspond with certain shifts, such as a morning or overnight shift. To create a segment template:

1. Select Template from the Schedules menu.

2. Click on Add in the upper right hand corner.

3. Select Create segment template as the template type.

4. Enter a brief Description (e.g., Mid-shift) for the template. If your organization plans on using several templates, consider entering a Category for easy organization.

5. If you would only like this template to be visible to this user, check the Private checkbox. Once you have selected the template type and named it, click Next.

6. Create a single segment as you would in Manage Schedule. The segment can be assigned to a specific job code, or can use the employee's Default Job Code to increase versatility in assigning the segment. Once the segment has been created, click Finish to add it to the list of Schedule Templates.

Creating a day template

Day templates are templates that cover one or more days (up to a week). These are commonly used when creating several segments in a row, such as when an employee will work a three days on, two days off schedule.

To create a day template:

1. Select Template from the Schedules menu.

2. Click on Add in the upper right hand corner.

3. Select Create day template as the template type. Select how many days the template will run from the dropdown menu.

4. Enter a brief Description (e.g., three on, three off) for the template. If your organization plans on using several templates, consider entering a Category for easy organization.

5. If you would only like this template to be visible to this user, check the Private checkbox. Once you have selected the template type and named it, click Finish.

6. Create the segments as you would in Manage Schedule. Segments can be assigned to a specific job code, or can be set to use the employee's Default job code to increase versatility in assigning the template.

Creating a week template

Week templates are schedule templates that cover one or more weeks (up to 8 weeks). These are commonly used when employees have irregular schedules that span multiple weeks. To create a week template:

1. Select Template from the Schedules dropdown in TimeClock Scheduler.

2. Click on Add in the upper right hand corner.

3. Select Create week template as the template type. Select how many weeks the template will run from the dropdown menu.

4. Enter a brief Description (e.g., 28 day mid-shift) for the template. If your organization plans on using several templates, consider entering a Category for easy organization.

5. If you would only like this template to be visible to this user, check the Private checkbox. Once you have selected the template type and named it, click Finish.

6. Create the segments as you would in Manage Schedule. Segments can be assigned to a specific job code, or can be set to use the employee's Default job code to increase versatility in assigning the template.

Editing a template

Segments and lengths of templates can be edited. Please note that these changes will not be retroactive, and will only apply when this template is used in the future. To edit a template:

1. Select Template from the Schedules menu.

2. Select the template you'd like to edit from the template list.

3. Click on the Edit button to change the template's Category, Description, Private or Active status. In addition, if the template is a day or week template, the length can be changed here.

4. Segment time(s) and types can be edited as they would be in Manage Schedule.

Deleting a template

Schedule templates can be deleted. Please note that deleting a schedule template will permanently remove it from Scheduler; it is strongly recommended that you deactivate unused Templates instead. To delete a template:

1. Select Template from the Schedules menu.

2. Select the template you'd like to delete from the template list.

3. Select the Delete button from the information bar.

4. You will be asked if you are sure you want to delete the template. If the template is public, you will be warned that this will also delete it for other users, and be given the choice to deactivate the template instead. Select which action you would like to take, and click Ok.

Using schedule templates

Once you have created one or more schedule templates, you can begin using them anywhere that allows you to create schedules. Segment templates can be assigned using the Add button, which will overwrite the values in the

Add Segment window with those of the template. To use a day or week template, select the day you'd like the template to begin on, then select Paste from Template from the Manage menu. Here, you will see a sortable list of all templates and can select the one you'd like to apply. After selecting the template and clicking Select. The template segment(s) will appear on that employee's schedule.

Scheduler Options

Scheduler Options contains settings for determining how segments are displayed in TimeClock Scheduler.

Scheduler Options

Display job code id: When this option is checked, segments will display the numeric job code Id.

Display job code description: When this option is checked, segments will display the job code description

Display segment description: When this option is checked, a description given to a segment will be displayed.

Ask for confirmation when deleting segment(s): If this option is checked, you will be asked if you are sure you want to delete a segment. Otherwise, the segment will simply be deleted without any additional confirmation from the user.

Scheduler Reports

The Scheduler Reports feature allows users to create, customize, print, and save reports on employee schedules across a given period. These reports can be customized to show information on selected employees and can be printed as well as downloaded in HTML, PDF, or OpenXML formats.

When you enter the Scheduler Reports screen, you will see a number of options. You can select the report you'd like to run from the left. Once you have selected a report, you'll see a number of options on the right. There are also several options at the top of the screen:

Types of Reports

Note: The availability of reports may differ slightly depending on which modules your organization has purchased.

Other Reports

Job Code Detail Report: This report displays all scheduled segments for the reporting period broken down by scheduled day, scheduled job code, which employees are scheduled to work in that job code, and how many hours total have been allotted.

Availability Report: This report generates a table displaying all available hours in that date range, broken down by day. Times that the employee is unavailable will be marked out. Using this report allows you to see what times an employee is available on any given day.

Estimated Schedule Wages Report: This report calculates roughly how much employers can expect to pay in wages over the scheduled period, based on the employee's pay rate, hours worked, and overtime modifiers.

Time Coverage Report: This report creates a bar graph for each day included in the reporting period. This bar graph shows how many employees are scheduled for that period of time on that day. This allows users to see at a glance which parts of the day have too much or too little coverage.

Daily Schedule

Daily Schedule: Selecting this report prints out a list of each day in the reporting period, as long as the employee schedules for those days and how many hours total that employee is scheduled to work for.

Daily Visual Schedule: This report contains identical information to the Daily Schedule, but presents it in a visual graph.

Individual Reports

Individual Schedules: This report creates an individual page for each employee included containing all of their schedules for the reporting period. This can be used to print out schedules for employee reference.

Job Code

Job Code Calendar Report: This report generates a calendar for the reporting period containing all employee segments scheduled on those days.

Configuring a Report

1. Select the report you'd like to run from the Scheduler Reports screen.

2. Apply the desired Employee and Job Code Filters by clicking the buttons at the top of the screen.

3. Enter in the date range for the report or select a predefined date range from the dropdown.

4. Click on Settings to change individual facets of the report. These settings are unique to each report, so for example if you want to remove employee ID numbers from the Individual Schedules report, you would uncheck

"Print employee number" in the Settings menu.

5. If you would like to change the font, spacing, or page orientation used on the report, click on Page Layout at the bottom of Settings.

6. Once you have customized the report, click Save to commit these changes and return to the Period Reports screen.

7. Click on the Download button to change the output the report uses. The types of output TimeClock Plus produces are:

HTML: The output is produced in a .html file that can be opened by a web browser.

PDF: The output is produced in a .pdf file that can be opened in Adobe reader or another program designed to read .pdf files. As the .pdf report is more difficult to edit than the other formats, many companies use this for producing reports to send out.

OpenXML: The report is produced in a .xml file that can be opened in Microsoft Excel or OpenOffice Calc.

8. Click Preview to see an example report and make sure that it includes all of your criteria.

9. Once you have configured the report, click on your output type (e.g., HTML) to create a downloadable report. If you wish to print a hard copy, click Print to send the report to a printer.

WebClock

Now that you have created your employees, job codes, and managers in TimeClock Plus, your employees are ready to start clocking in and out. The WebClock application is the primary way employees will use TimeClock

Plus as they clock in and out, view their hours, and even request time off.

Logging into WebClock

1. Navigate to the WebClock page for your organization.

2. If your company does not show up in the Select Organization field, select it from the drop down list.

3. Enter in your employee ID numberand click on Log On To Dashboard.

4. If you have a PIN, enter it in the pop-up box and click Ok

Navigating WebClock

After you have logged into WebClock, select the relevant action from the header bar.

In the top right, you will see the server date and time as well as the button to Log Off. On the blue bar, you will see your name as well as your status (if you are clocked in, you will see the time you clocked in, and if you are on break, you will see the length of your break.

Performing Quick Clock Operations

1. Navigate to the WebClock page for your organization.

2. If your company does not show up in the Select Organization field, select it from the dropdown list.

3. Enter in your employee ID number.

4. Select the operation you would like to perform. You will then be walked through the clock operation process. Be sure to follow all on-screen instructions until you receive a Clock operation successful message.

Clock In

Once you have logged onto WebClock, you will need to select the Clock In button to begin your shift. This will show your manager that you are present, the time you started working,and what job code you are working on.

Clocking In Using WebClock

1. Once you are logged into WebClock, select Clock In.

2. You will now be on the Confirmation screen. You will see your name and the current database time, as well as buttons to Cancel, go Back, or Continue. If the name and time are correct, click Continue.

3. If you have more than one job code, select the job code from the list.

4. If you have any unread messages, they will be displayed here. Click Continueonce you are done reading your messages.

5. If job costing is enabled for this job code, select the cost code you will be clocking into and click Continue.

6. Click Ok on the "Clock operation successful" window.

Clocking In with a Missed Punch

If your company has missed punches enabled and you attempt to clock in while still clocked in to the last shift, you will be brought to the Missed Punches screen. You will be asked to confirm that you missed a punch. Then, depending on the Company Defaults, you may be asked to enter in a time for your missed punch. For more information on missed punches, see the Manager Tab in Company Defaults.

Clocking In with a Manager Override

If you are attempting to clock in while restricted, you will be taken to the manager override screen. Reasons for a restriction may include:

 Clocking in after you've met an hourly threshold or overtime.

 Clocking in outside of a schedule restriction

 Clocking in before the required minimum break length

In order to clock in while restricted, have a manager with override access enter their password. Then clock in as normal.

Clock Out

When you are ready to end your day, you must Clock Out to end the shift in TimeClock Plus. Clocking out marks you as no longer working and ensures that you are paid for the time worked.

Clocking Out of WebClock

1. After logging into WebClock while clocked in, select Clock Out.

2. You will now be on the Confirmation screen. You will see your name and the current database time, as well as buttons to Cancel, go Back, or Continue. If the name and time are correct, click Continue.

3. Click Ok on the "Clock operation successful" window.

Clocking Out with a Missed Punch

If your company has missed punches enabled and you attempt to clock out while still being clocked out, you will be brought to the Missed Punches screen. You will be asked to confirm that you missed a punch. Then, depending on the Company Defaults, you may be asked to enter in a time for your missed punch. For more information on missed punches, see the Manager Tab in Company Defaults.

Break

When you are ready to take a break or lunch, but are not clocking out for the day, you will use the Break button.

This will mark you as on break within the system so your manager can see the type and length of break being taken.

Going on Break in Web Clock

1. Once you are logged into WebClock while clocked in, select Break from the header bar.

2. If your company has more than one active type of break, select the appropriate break to continue.

3. You will now be on the Confirmation screen. You will see your name and the current database time, as well as buttons to Cancel, go Back, or Continue. If the name and time are correct, click Continue.

Returning from a Break

1. When it is time to return from your break, log into WebClock and select Return From Break.

2. You will now be on the Confirmation screen. You will see your name and the current database time, as well as buttons to Cancel, go Back, or Continue. If the name and time are correct, click Continue.

3. Select the job code that you want to clock into and click Continue.

4. Click Ok on the "Clock operation successful" window.

Change Job Code

When you switch tasks or jobs, you may have to use the Change Job Code button. Changing job codes will switch you to the new job code and tie the two segments together. This allows the system to track each job you worked, and when you worked them.

Changing a Job Code

1. Once you are logged into WebClock and clocked in, select Change Job Code.

2. You will now be on the Confirmation screen. You will see your name and the current database time, as well as buttons to Cancel, go Back, or Continue. If the name and time are correct, click Continue.

3. You will be given a list of your available job codes. Select the job code you are changing to and click

Continue.

4. Click Ok on the "Clock operation successful" window. You can now see the new segment tied to the old one in the View Hours screen (if enabled).

View

View Hours

The View Hours option allows you to view the hours worked in any given week. If you are required to approve segments before the week closes, this is where you can view and approve them.

Navigating the View Hours Window

1. After logging into WebClock, select View, and View Hours.

2. Select the appropriate week with the Next and Prev buttons.

3. After you select the appropriate week, you can see the segments you have worked and how long you worked.

Approving Segments

1. After logging into WebClock, select View, and View Hours.

2. Select the appropriate week with the Next and Prev buttons.

3. Find the segment you want to approve and click on the check mark in the [E] column. If you want to approve all the shifts on screen, click on the [E] column.

Splitting Segments

1. Make sure that your manager has enabled Allow employee to split worked segments from View Hours

in WebClock in TimeClock Manager.

2. After logging into WebClock, select View, and View Hours.

3. Find the segment you'd like to split and click on the Split Segment icon.

4. In the Split Segment window, click on the Split icon in the leftmost column to create two segments.

5. By default, segments will be split by percentage. To split segments by length, click on the Percentage column header.

6. Define how long you want your segments to be. If desired, change the break length, job code, or cost code used for each segment.

7. If specifics need to be changed about the segment (such as break type or adding a note, click on theEdit button to change segment details.

8. Delete segments by clicking on the Delete icon. Note that all time from deleted segments will be added to the last segment by default.

9. Once you've split the segment, click Save to add the new segments to the hours worked.

View Last Punch

The View Last Punch option allows you to view the last time you clocked in. After selecting View Last Punch, you will be able to see the time of your last punch as well as the job code assigned to it.

View Schedules

View Schedules is where employees can view schedules for current and upcoming weeks, as determined by the settings in the Client Tab in Company Defaults.

Navigating View Schedules

1. After logging into WebClock, select View then View Hours.

2. Select the week you would like to view with the Next and Prev buttons. You can also select which week you would like to view by selecting the Calendar icon.

3. If you would like to view schedules for that Saturday and Sunday, make sure that Display Weekends is checked.

View Messages

The View Messages option allows you to view any messages sent through TimeClock Plus. After selecting View

Messages, you will be able to see a list of messages you have been sent. Click on the Read icon to read the entire message, and (if the message can be marked as read), check Read to remove the message from your list.

Change Cost Code

When you switch tasks or jobs, you may have to use the Change Cost Code button. Changing cost codes will switch you to the new cost code and tie the two segments together. This allows the system to track each task you worked on, and when you worked them.

Changing a Job Code

1. Once you are logged into WebClock and clocked in, select Change Cost Code.

2. You will now be on the Confirmation screen. You will see your name and the current database time, as well as buttons to Cancel, go Back, or Continue. If the name and time are correct, click Continue.

3. You will be given a list of your available cost codes. Select the cost code you are changing to and click

Continue.

4. Click Ok on the "Clock operation successful" window. You can now see the new segment tied to the old one in the View Hours screen (if enabled).

Change Job Code

When you switch tasks or jobs, you may have to use the Change Job Code button. Changing job codes will switch you to the new job code and tie the two segments together. This allows the system to track each job you worked, and when you worked them.

Changing a Job Code

1. Once you are logged into WebClock and clocked in, select Change Job Code.

2. You will now be on the Confirmation screen. You will see your name and the current database time, as well as buttons to Cancel, go Back, or Continue. If the name and time are correct, click Continue.

3. You will be given a list of your available job codes. Select the job code you are changing to and click

Continue.

4. Click Ok on the "Clock operation successful" window. You can now see the new segment tied to the old one in the View Hours screen (if enabled).

TimeClock Terminal

Manage Clocks

The Manage Clocks feature is where you will set up Remote Data Terminals in order to allow employees to perform clock operations without having to access a computer. Manage Clocks acts as a centralized application to manage clocks in tandem with any Terminal Hub applications, which directly control the terminals at their respective locations.

Adding a Clock Through Location

1. Click on the Add button in the upper right corner of the Manage Clocks feature.

2. On the Add Clock screen, choose Select from list and click Next.

3. If you would like to base this clock's settings on a clock that has already been set up, select the clock you would like to use from the Template dropdown.

4. Enter in a Description for the clock. The description is a brief name (e.g., 2nd Floor Terminal) that allows users to easily discern what clock they are working with.

5. Select a Location for this clock. The location is just a description of where the terminal is physically located for sorting and filtering purposes.

6. Select the clock you would like to use from the Select Clock list. This list includes all terminals (both serial and ethernet) that have been located by Manage Terminals.

7. Click Finish to save the clock's configuration.

Adding an Ethernet Clock

1. Click on theAdd button in the upper right corner of the Manage Clocks feature.

2. On the Add Terminal Configuration screen, select Add network clock and click Next.

3. If you would like to base this terminal's settings on a terminal that has already been set up, select the terminal you would like to use from the Template dropdown.

4. Enter in a Description for the terminal. The description is a brief name (e.g., 2nd Floor Terminal) that allows users to easily discern what terminal they are working with.

5. Select a Location for this terminal. The location is just a description of where the terminal is physically located for sorting and filtering purposes.

6. Enter the IP address for your terminal This can be found on the terminal itself.

7. Enter the Port number for this terminal. By default, this is 3001. The port number can be found on the terminal itself.

8. Click Finish to save this clock's configuration.

Adding a Serial Clock

1. Click on theAdd button in the upper right corner of the Manage Clocks feature.

2. On the Add Clock Configuration screen, select Add serial clock and click Next.

3. If you would like to base this clock's settings on a terminal that has already been set up, select the terminal you would like to use from the Template dropdown.

4. Enter in a Description for the clock. The description is a brief name (e.g., 2nd Floor Terminal) that allows users to easily discern what clock they are working with.

5. Select the COM port the clock uses on this PC. The COM port used will be determined during clock setup.

6. Select the Baud rate used by this clock from the dropdown menu. By default, this is set to 115200.

However, if your clock uses a different baud rate, the setting here must match it to ensure the clock is able to communicate with the database.

7. Click Finish to save this clock's configuration.

Managing Clocks

Once a terminal has been added, it may or may not start, depending on clock settings. To start, stop, or restart a clock, select it from the list of clocks to the left and click on the Manage button. Here, the clock can be started, stopped, or restarted, and the clock logs can be accessed for troubleshooting purposes. In addition, settings from one clock can be copied to another by using the Copy button.

General Tab

The General Tab of Manage Clocks allows you to change settings pertaining to the clock's identification, configuration, and which employees can access it.

General Clock Settings

Description: The name of this clock (for example, maintenance clock). The clock description is used for finding the clock in a list as well as for sorting purposes.

Location: The physical location of the clock (for example, second floor). The clock location can be used for sorting and filtering the clock list.

IP address (Ethernet clocks only): This is the IP address of the terminal. The IP address can be found within the clock's settings.

Port number (Ethernet clocks only): This is the port number used by the clock to communicate with TimeClock

Plus. The port number defaults to 3001, but can be set within the clock itself.

COM port (serial clocks only): This is the COM on the terminal hub computer that the serial clock is connected to.

Baud rate (serial clocks only): This is the baud rate (or data speed) the serial clock uses to communicate with

TimeClock Plus. The default baud rate is 115200, but other baud rates can be configured on the clock.

Startup delay: This option determines how long the clock takes to automatically connect after booting up.

Validate connection: This button allows you to verify that a stable connection is maintained with the clock, by performing a quick connection test.

Clock configuration: Select a clock configuration from the dropdown list here, or create a new one. For more information, see Manage Clock Configuration .

Restrict access to this clock by employee: This option allows you to create a filter for which employees are allowed access to this clock. Only employees included in this filter will be able to perform clock operations on this clock.

Clock Settings

The Clock Settings tab of Manage Clocks allows users to change different settings regarding clock operations.

Settings

Automatically start this clock when Terminal Hub starts: This option automatically starts this clock as long as

Terminal Hub is running.

Display current company time at title screen: This option displays the current company time on the clock. If you would like the clock to only display hours and minutes, select Display minutes only (no seconds).

Beep when a key is pressed: This option causes the clock to produce a beeping sound when a button is pressed.

Beep when a badge is successfully read: This option causes the clock to produce a beeping sound when a badge is swiped and read. This provides audio feedback to the employee to confirm the badge was read successfully.

Language: This allows you to choose which language is displayed on the clock.

Allow clock identification by pressing "11" at the idle screen: With this option enabled, a clock identification screen (with information such as IP address) can be viewed by pressing the 1 key twice on the idle screen.

Clock contains a legacy magnetic card reader (before 2003): Check this option if this clock uses an older magnetic card reader.

Move cursor to home position when cycling through long cost codes: With this option checked, the cursor will automatically return back to the default option when scrolling through long lists of cost codes.

Idle Timeout

The Idle timeout settings determine how many seconds the clock will wait for user input before automatically canceling an operation. For example, if the idle timeout is set to 5, once an employee presses Clock In, they have five seconds to enter their ID or swipe their badge before the operation cancels.

Feedback

Feedback determines what kind of audio-visual feedback the clock gives for successful and failed clock operations. Both successful and failed operations can have different settings.

Number of beeps: This determines the number of beeps (1-9) that will sound when the operation succeeds of fails.

Beep tone: This determines the tone the beeps will be in. 1 is high pitched, and 5 is the lowest. If the terminal does not support multi-tonal sounds, this option will have no audible effect.

LED duration: This option determines how long LED lights will display after the operation (from 0.5 to 5 seconds).

Monitoring

Enable automatic screen refresh on this clock: This option enables a refresh of the screen every so often. This is usually used with serial clocks to keep data current.

Enable connection monitoring on the clock: This option enables connection monitoring. Connection monitoring is primarily used for serial clocks, and sends a small query to the clock at the designated time to ensure that it is still connected.

Punch Settings

The Punch Settings tab allows you to choose how the clock handles individual punches.

Operation Settings

Display message on successful clock operations: This option displays a confirmation message when the employee has successfully clocked in on the clock.

Force badge usage to perform a clock operation: If your clock has a badge reader, then this will force employees to use their badges when performing a clock operation, and will not allow them to enter their ID number on the keypad.

QuickPunch settings

Enable QuickPunch: This will enable the QuickPunch option on the clock, which allows the employee to clock in or out by simply swiping a badge without choosing a clock operation on the keypad. This setting will reference the employee's last punch, and create a new punch based on the previous one.

Ignore a repeated QuickPunch within how many seconds of the first QuickPunch: In case the employee accidentally swipes their badge twice, this option prevents the second QuickPunch from registering as a valid punch in the database.

Fallback Mode

Enable fallback timeout: If you have a clock capable of Fallback Mode, then this can be activated to allow a disconnected terminal to enter Fallback Mode within a certain time frame. The time frame itself (in seconds) can be entered into the Fallback timeout seconds box.

Validation file updates: In case the clock needs to be up-to-date in the event of a disconnect, you can set up times for the server to automatically update the clock's internal memory as it pertains to employee information, job code information, and so on. Checking Automatically update offline validation files at the following times, then setting up to four update times, will update the clock's memory.

Badge Processing

If you have a clock that uses a magnetic or proximity badge reader, then you will likely need to set up Badge

Processing in order for the clock to read the badge. This can be done for any badges used for employees, job codes, cost codes, and/or tracked entries.

Configuring employee badge processing

1. Navigate to Manage Clocks, and highlight a clock in the list. Choose the Badge Processing tab. Expand out the Employee section.

2. Set your Parse Settings. This determines how the system will need to read the numerical information contained on the badge. You can choose to Use all characters in the badge, Use portion of the badge

(which starts at a certain character, and continues on for a number of characters), and Use last characters

in badge.

3. Next, you can set your Proximity Translation. You can choose No translation -- parse only (which leaves the information untranslated and as-is), Translate raw badge to decimal then parse result (which converts the entire badge to decimal, then uses the Parse Settings), and Parse raw badge then translate

result to decimal (which will use the Parse Settings first, then translates the results).

4. If need be, you can use the Test Settings button to see how the badge information will be processed.

5. Click Save at the top.

Configuring job code badge processing

1. Navigate to Manage Clocks, and highlight a clock in the list. Choose the Badge Processing tab. Expand out the Job Code section.

2. Set your Parse Settings. This determines how the system will need to read the numerical information contained on the badge. You can choose to Use all characters in the badge, Use portion of the badge

(which starts at a certain character, and continues on for a number of characters), and Use last characters

in badge.

3. Next, you can set your Proximity Translation. You can choose No translation -- parse only (which leaves the information untranslated and as-is), Translate raw badge to decimal then parse result (which converts the entire badge to decimal, then uses the Parse Settings), and Parse raw badge then translate

result to decimal (which will use the Parse Settings first, then translates the results).

4. If need be, you can use the Test Settings button to see how the badge information will be processed.

5. Click Save at the top.

Configuring cost code badge processing

1. Navigate to Manage Clocks, and highlight a clock in the list. Choose the Badge Processing tab. Expand out the Cost Code section.

2. Set your Parse Settings. This determines how the system will need to read the numerical information contained on the badge. You can choose to Use all characters in the badge, Use portion of the badge

(which starts at a certain character, and continues on for a number of characters), and Use last characters

in badge.

3. Next, you can set your Proximity Translation. You can choose No translation -- parse only (which leaves the information untranslated and as-is), Translate raw badge to decimal then parse result (which converts the entire badge to decimal, then uses the Parse Settings), and Parse raw badge then translate

result to decimal (which will use the Parse Settings first, then translates the results).

4. If need be, you can use the Test Settings button to see how the badge information will be processed.

5. Click Save at the top.

Configuring tracked entry badge processing

1. Navigate to Manage Clocks, and highlight a clock in the list. Choose the Badge Processing tab. Expand out the Tracked Entry section.

2. Set your Parse Settings. This determines how the system will need to read the numerical information contained on the badge. You can choose to Use all characters in the badge, Use portion of the badge

(which starts at a certain character, and continues on for a number of characters), and Use last characters

in badge.

3. Next, you can set your Proximity Translation. You can choose No translation -- parse only (which leaves the information untranslated and as-is), Translate raw badge to decimal then parse result (which converts the entire badge to decimal, then uses the Parse Settings), and Parse raw badge then translate

result to decimal (which will use the Parse Settings first, then translates the results).

4. If need be, you can use the Test Settings button to see how the badge information will be processed.

5. Click Save at the top.

Manage Add-Ons Configurations

The Manage Add-On Configurations feature allows users to configure Remote Data Terminals that contain biometric readers, such as fingerprint readers or handscanners, as well as configure digital output. Configurations created here can be added to a clock on its General tab.

Configuring a Cogent Fingerprint Clock

1. Navigate to Manage Add-On Configurations by selecting Configuration from the Manage Add-Ons menu.

2. Click on the Add button in the upper right corner of the Manage Clocks feature.

3. On the General tab, enter the Name you would like to use for this configuration. In the Module type dropdown, select Cogent Fingerprint. Click Next.

4. On the Settings page, choose the Configuration access key managers will use to access enrollment.

Additionally, select how managers will use to view the enrollment option with Configuration access

method. If accessing enrollment requires a password, that password can be entered by selecting Change

Password.

NOTE: This password is not the same password used for other manager overrides, and is used by all managers that will be accessing this clock to enroll employees.

5. Select how much often partial match fingerprints are accepted on the clock in the Allowed print variation dropdown. If the clock supports audio feedback, select how many beeps will sound on successful and

failed verifications.

6. If you would like to allow the fingerprint sensor to recalibrate when the port is started through Terminal

Hub, check Calibrate fingerprint sensor when port is started (~20 seconds). This will cause the port to take longer to start up, but will allow for more accurate reads. Click Next to continue.

7. Under Manager Enrollment, check Use system to enroll management prints for overrides and access

control to allow managers to enroll fingerprints on this configuration. Here you can also choose to allow managers to use their RDT override password, require a fingerprint, or only use a password if the fingerprint fails.

8. Under Enrollment Process, select whether or not you'd like users to press a button when scanning a fingerprint for enrollment, or have the enrollment process immediately proceed after a period of time. If

Automatically start the second enrollment after a period of time was selected, select how long you'd like the delay between captures to be.

9. If you'd like to hide previously enrolled fingers when an employee is enrolling (to prevent accidentally overriding existing prints), check Hide previously enrolled indexes when enrolling a new print.

10. If the clock is Fallback Mode capable, select whether or not you'd like the employees clock operation to be

Approved or Rejected if they have no prints on file. Click Next.

11. Select which clock operations you would like to Verify with fingerprints. Verifying a clock operation means that employees will scan their fingerprint after they have entered their employee ID or badge number.

12. Under Options, configure the following settings:

Set entry type to biometric after successful verification: If enabled, clock operations completed with a successful verification will have an entry type of Biometric instead of RDT.

Display print accepted message after successful verification: If enabled, clock operations completed with a successful verification will display an acceptance message on the clock.

Synchronize prints from database to reader before verification: If enabled, before verification the clock will check the database for a newer print than what is currently stored internally in the reader and update the internal reader with the newest set.

Verify against prints in database first if they exist (prints will not be enrolled in reader): If enabled, fingerprints will be verified directly against prints which have been stored in the database.

Allow any operation if no print is enrolled for individual: If enabled, an employee without a fingerprint on file will be able to complete a clock operation.

During verification what action should be taken when an individual has multiple prints on file:

Verify against the lowest enrolled print index automatically: Verifies against print number 1 if number 1 is the first print you enrolled.

Request the print index to verify from the individual will allow the employee to select which enrolled print to verify against.

Verify against all enrolled prints attempts to verify your fingerprint against all prints on file.

13. Click Next.

14. On the Identification page, select what clock operations you would like to have employees use only their fingerprints for. Identification is NOT recommended for organizations with 50 or more employees, or settings where employee clock operations must be entered rapidly.

15. Select Allow manual entry of ID number if identification fails to allow the employee to enter in their employee ID if they are unable to make a successful match. Additionally, choose the Maximum number of

seconds to attempt identification. Once you are done, click Finish.

Configuring a GT-400 Handscanner

1. Navigate to Manage Add-On Configurations by selecting Configuration from the Manage Add-Ons menu.

2. Click on the Add button in the upper right corner of the Manage Clocks feature.

3. On the General tab, enter the Name you would like to use for this configuration. In the Module type dropdown, select Handscanner. Click Next.

4. In the Enrollment Settings section, choose the Configuration access key managers will use to access enrollment. Select how long the enrollment will take to timeout by entering a value in Enrollment

timeout. If you would like managers to use this handscanner to enroll themselves, check Use handscanner to enroll managers. Additionally, check Display enroll soft key on main menu to create an enrollment key on the handscanner if the space exists.

5. In Enrollment Access, choose whether to allow managers to use their RDT override password, require a handprint, or only use their password if the handprint fails. If accessing enrollment requires a password, that password can be entered by selecting Change Password.

NOTE: This password is not the same password used for other manager overrides, and is used by all managers that will be accessing this terminal to enroll employees.

6. On the Verification screen, choose the clock operations that will require a handscan when performed by an employee.

7. Under Options, determine the Approval threshold, or the amount of variance allowed in scanning handprints. This is set to 75 by default. Select how long you would like the handscanner to idle when waiting for a scan by entering a value in Verification timeout. Finally, select Display scan accepted

message when scan is successful if you would like confirmation. Click Next.

8. Under Management Overrides, select how you would like the terminal to handle overrides when required:

Use the default method to perform overrides – If selected, the manager’s override password

(defined in the Passwords Tab in the User List) will be required to perform an override.

Use only a manager’s hand scan to perform overrides – If selected, the manager’s scan will be required to perform an override.

Use manager scan if successful but use default method if unsuccessful -If selected, the manager’s hand scan will be required to perform an override, but if it fails then the manager’s override password may be entered.

9. Click Finish

Configuring Digital Output

1. Navigate to Manage Add-On Configurations by selecting Configuration from the Manage Add-Ons menu.

2. Click on the Add button in the upper right corner of the Manage Clocks feature.

3. On the General tab, enter the Name you would like to use for this configuration. In the Module type dropdown, select Digital Output. Click Next.

4. Under Digital Output triggers, select the clock operations you'd like to have trigger the digital output, as well as for how long. Additionally, check Perform these triggers in fallback mode if you'd like to have these triggers occur when the clock cannot reach Terminal Hub. Click Next.

5. If Digital Output is enabled, select the key that would allow QuickPunch, as well as how many seconds a

QuickPunch would trigger your Digital Output components. Click Next.

6. On the Timers section, choose specific days and times to trigger the Digital Output module. Click Add to select the dates and times the trigger will occur, as well as for how long.

Example: An organization would like a buzzer to sound for 15 seconds at the beginning of every weekday morning shift.To set this up, each weekday would be selected, and the trigger time would be 7 AM with a

duration of 15 seconds.

7. Click Finish.

Assigning a Configuration to a clock

Once a configuration has been created, it can be assigned to any clocks under the Add-ons tab in Manage Clocks.

Select the type of module you'd like to configure, and choose the configuration you just created in the Select add-

on configuration dropdown.

If you have a cogent fingerprint clock, then the Cogent Fingerprint section will also contain buttons to Manage

Fingerprint Data (for syncing or deleting print data from a clock) and Firmware Update (for updating the cogent firmware on the clock). Neither of these options will be available until the clock is connected to the Terminal Hub.

Manage Module Data

The Manage Module Data feature allows users to view and delete manager and employee data used in clock modules (such as fingerprint or handscan data).

Deleting Module Data

1. Access the Manage Module Data feature by selecting Data from the Manage Add-Ons Configurations menu of Manage Clocks.

2. Select the relevant tab for the information you would like to delete. For example, to delete an employee's fingerprint, you would select the Employee Cogent Data tab.

3. Search for the employee or manager you would like to delete data for by either using the Search bar, creating an Employee Filter, or finding that employee on the list.

4. Select the record(s) you would like to delete, and click the Delete button.

Glossary

A

Absent Segment

An Absent Segment is a segment for which an employee was scheduled to work for, but did not record any hours worked during that time.

Accrual Bank

The accrual bank is assigned one or more accrual rules that determine how much time an employee has available to be used in the job codes assigned to that bank.

Accrual Rule

A rule that determines when and how often an employee earns time that can be used for time off or comp time based on seniority and/or time worked.

Accruals

Leave time an employee earns at defined intervals. When an employee logs time in one of the accrual job codes, then the appropriate balance is deducted from the accrual total. Accruals post whenever weeks are closed within TimeClock Manager.

Active

Employees and anything that can be assigned to them (job codes, automatic break rules, accrual banks, etc.) must be active in order to actually be used. Inactive employees and items will still exist, but cannot be used until reactivated.

ADMIN

This is the name of the top-level user within TimeClock Plus, who always has unlimited access to the whole of the TimeClock Plus software. In previous versions of the software, this user was called SUPERVISOR.

Approval

Employees, managers, and other parties can verify that the employees’ hours are correct via the Individual, Manager, and Other approval levels. Any other employee exceptions can also be approved/unapproved, and these can optionally be set as a requirement before running a payroll export or closing the week.

Approvals

Employees, managers, and other parties can verify tha t the employees’ hours are correct via the Individual, Manager, and Other approval levels. Any other employee exceptions can also be approved/unapproved, and these can optionally be set as a requirement before running a payroll export or closing the week.

Auto Out

A job code can be configured to automatically clock out with a specified amount of hours. As soon as an employee clocks into the job code, he or she will be clocked out with the number of hours entered.

Automatic Rounding

Automatic rounding will round Clock In and Clock Out operations to the nearest defined time. Enabling this option does not round the Go On Break operation, since break lengths use their own internal rounding function.

Automation

This refers to an automatic process within TimeClock Plus. Specifically, Shift

Differential, AutoImport, and Automated Reports all use a common automation process to perform their tasks.

Automation Utility

This refers to an automatic process within TimeClock Plus. Specifically, Shift

Differential, AutoImport, and Automated Reports all use a common automation process to perform their tasks.

Available

Available segments are scheduled segments where an employee is not scheduled to work but is available to be called in if necessary.

Available Segment

Available segments are scheduled segments where an employee is not scheduled to work but is available to be called in if necessary.

B

Badge

The Badge field on the employees’ profiles is an alternate way for the system to identify the employees when they perform a clock operation through magnetic, barcode, and proximity badges. Badges, unlike employee ID numbers, can contain alphabetical characters and symbols.

Badge Number

The Badge field on the employees’ profiles is an alternate way for the system to identify the employees when they perform a clock operation through magnetic, barcode, and proximity badges. Badges, unlike employee ID numbers, can contain alphabetical characters and symbols.

Break

A break is a measured space between two segments. When an employee uses the

Go On Break button, then they are clocked out on a break. When the employee clocks back in, a new segment is created and tied to the previous one, and a break length is recorded. Breaks can also be set up as automatic deductions, if needed.

Budget Dollars

The allotted amount of money assigned to a cost code, for use with the Cost Code

Budget Report.

Budget Hours

The allotted amount of time assigned to a cost code, for use with the Cost Code

Budget Report.

C

Calculation Module

Hour calculation modules a re option modules that alter how employees’ hours are calculated. Calculation modules can be configured as needed on a company-wide basis, or on a per-employee basis.

Calculation Modules

Hour calculation modules are option modules that alter how employees’ hours are calculated. Calculation modules can be configured as needed on a company-wide basis, or on a per-employee basis.

Calculator

TimeClock Plus has a simple calculator that works like a common office calculator, except this one is capable of converting from decimal values to hour and minute values, making it handy for calculating amounts of time.

Class

This is a numeric value that can be applied to a group of employees for filtering and sorting purposes.

Classification

This is a numeric value that can be applied to a group of employees for filtering and sorting purposes.

Clock Config

These are the settings that can be configured for employee clock operations. By default, each employee entry location uses a company default, but it is possible to create additional configurations for other purposes as well.

Clock Configuration

These are the settings that can be configured for employee clock operations. By default, each employee entry location uses a company default, but it is possible to create additional configurations for other purposes as well.

Clock Operation

Clock operations are actions an employee performs that affect their hours worked, such as clocking in, clocking out, going on break, or changing job codes.

Clockable

When a job code is marked as clockable, it means that the employee will be able to clock into that code. Typically, this would be enabled for any job code that the employee could clock into.

Close Week

Whenever a user closes the week, the week’s hours are archived and new accruals are posted. Because of the importance of this operation, weeks will need to be closed regularly. Up to eight weeks (56 days) can be open at a time in TimeClock

Plus; any more than that, and employees will not be able to clock in.

Company Default

These are the global settings for your company.

Company Defaults

These are the global settings for your company.

Company Settings

These are the global settings for your company.

Compose Message

Messages can be sent to all employees, a selection of employees, or a single employee. The employees typically can view messages when performing a clock operation.

Contract

If a worker is contracted for a set number of hours, a contract can be created that defines these hours per day, then is assigned to the employee's profile. Once the employee has clocked hours in the system, the employee’s actual hours can then be compared to the contracted hours within a Contract Variance report.

Contracts

If a worker is contracted for a set number of hours, a contract can be created that defines these hours per day, then is assigned to the employee's profile. Once the employee has clocked hours in the system, the employee’s actual hours can then be compared to the contracted hours within a Contract Variance report.

Cost Code

A cost code is generally a task that an employee can perform during the course of working through their regular job. For instance, an employee working under a

“Carpenter” job code could clock into a cost code reflecting a client’s location, or a particular crafting project.

Cost Codes

A cost code is generally a task that an employee can perform during the course of working through their regular job. For instance, an employee working under a

“Carpenter” job code could clock into a cost code reflecting a client’s location, or a particular crafting project.

Criteria

The Filter button to is used to filter employees. Filtering can be performed for many categories of information. By default, all suspended and terminated individuals are filtered out; and regardless of any filtering, features will only display the employees that the logged-in user has access to.

Custom Field

Custom fields are user-created fields that can be used to store extra information that may be needed for tracking and filtering purposes. Custom Fields are also sometimes added by certain modules for extra functionality.

Custom Fields

Custom fields are user-created fields that can be used to store extra information that may be needed for tracking and filtering purposes. Custom Fields are also sometimes added by certain modules for extra functionality.

D

Dashboard

This is the main page within TimeClock Manager and TimeClock Scheduler, and can be accessed by the house icon in the toolbar. It is also the first page that opens when a user logs in, so it is possible to configure this page to include widgets to show the user a variety of useful information at a glance.

Dashboard Widget

This is a mini-utility that can be configured to display on the Dashboard when a user logs in. These can be configured to show punch exceptions, reminders, employees approaching overtime, pending time off requests, and employee events.

Database

Within the context of TimeClock Plus, the database is the centralized location where all the data

– employee data, user data, hour data, settings, and so on – is stored. It is recommended that the database run in a server environment, or on a computer that does not shut down or hibernate.

Department

This alphanumeric field is used for sorting both employees and users, and is useful when it comes to sorting employees via Employee Filter.

Dept

This alphanumeric field is used for sorting both employees and users, and is useful when it comes to sorting employees via Employee Filter.

Download

When saving reports or certain other information from TimeClock Plus, it is possible to save the information as a HTML, PDF, and OpenXML document.

Downloads

When saving reports or certain other information from TimeClock Plus, it is possible to save the information as a HTML, PDF, and OpenXML document.

E

Edit Log

TimeClock Plus keeps a meticulous record of any modifications that are made to the information contained within. These logs are accessible in case you need to audit your edit records, or view a previous record in case of an accidental edit.

Employee

An employee is an individual whose time and information is tracked within

TimeClock Plus. Generally, the term “Employee” is also synonymous with

“Individual.”

Employee Filter

The Filter button to is used to filter employees. Filtering can be performed for many categories of information. By default, all suspended and terminated individuals are filtered out; and regardless of any filtering, features will only display the employees that the logged-in user has access to.

Employee Messaging

Messages can be sent to all employees, a selection of employees, or a single employee. The employees typically can view messages when performing a clock operation.

Employee Role

Employee Roles are settings that will be shared among certain employees, such as job codes, departments, overtime settings, and exceptions.

Employee Roles

Employee Roles are settings that will be shared among certain employees, such as job codes, departments, overtime settings, and exceptions.

Employee Schedule

A schedule is the potential hours that an employee could work. Schedules are typically entered to allow the employees to know what they’re working, but can also be used to set restrictions on clock operations, and track tardies and absences.

Schedules are handled within TimeClock Scheduler.

Employee Segment

When referring to hours within TimeClock Plus, a segment describes just that: a singular segment of time. A basic segment will be comprised of a single line within

Group or Individual Manage Hours, and typically contains a start time and end time, as well as a job code. Segments can be tied together to create shifts.

Employee Shift

A shift is one or more segments tied together by break[s] or job code changes, that constitute an employee's work during the day.

Employee Status

Employee Status provides a quick overview of which employees are clocked in, where they are clocked in, as well as which employees may be absent or on leave.

Exception

Exceptions are used to track any variance in worked segments, such as tardiness, missed punches, or a lack of approval. Segment exceptions can also be configured to prevent payroll exports, closing the week, or employee clock operations.

Exception Filter

The Exception Filter allows users to filter employee segments to only include those that have certain unapproved exceptions. This filter can also be used to quickly see what segments require approval before the week can be closed or those hours can be exported.

Export

There are a wide variety of options available for extracting, or exporting, information from TimeClock Plus, be it for information storage, payroll purposes, or other needs.

Export Code

The Export Code field is commonly used when exporting data to a third-party payroll software. This field needs to reflect the code or identifier that the payroll software uses to identify the employee.

G

Global Modification

Global Modification is a tool that allows settings and job code adjustments to be performed for multiple employees or employee roles. You can use the Global

Modification utility to modify these settings all at once.

Global Scheduler

This can be used to apply, copy/overwrite, and delete schedules for multiple employees. The tool can also modify scheduled segments en masse, and it can transfer scheduled segments into TimeClock Manager as actual hours.

H

Holiday

Holidays are defined within the Holiday Calendar, then can be used in conjunction with advanced overtime settings. Placing a holiday into the calendar does not automatically assign holiday time-off to employees, though this can be done through other means.

Holiday Calendar

Holidays are defined within the Holiday Calendar, then can be used in conjunction with advanced overtime settings. Placing a holiday into the calendar does not automatically assign holiday time-off to employees, though this can be done through other means.

Hour Calculation Module

Hour calculation modules are option modules that alter how employees’ hours are calculated. Calculation modules can be configured as needed on a company-wide basis, or on a per-employee basis.

Hour Calculation Modules

Ho ur calculation modules are option modules that alter how employees’ hours are calculated. Calculation modules can be configured as needed on a company-wide basis, or on a per-employee basis.

Hour Edit Log

TimeClock Plus keeps a meticulous record of any modifications that are made to the information contained within. These logs are accessible in case you need to audit your edit records, or view a previous record in case of an accidental edit.

Hours Edit Log

TimeClock Plus keeps a meticulous record of any modifications that are made to the information contained within. These logs are accessible in case you need to audit your edit records, or view a previous record in case of an accidental edit.

I

Inactive

Employees and anything that can be assigned to them (job codes, automatic break rules, accrual banks, etc.) must be active in order to actually be used. Inactive employees and items will still exist, but cannot be used until reactivated.

Individual

An employee is an individual whose time and information is tracked within

TimeClock Plus. Generally, the term “Employee” is also synonymous with

“Individual.”

J

Job Code

A job code will correspond to the task that an employee works during a period of time. However, a job code can also be used to track any kind of time in TimeClock

Plus (e.g. any worked time, as well as any leave/bonus time that a manager might enter), aside from breaks, which are tracked separetely.

Job Codes

A job code will correspond to the task that an employee works during a period of time. However, a job code can also be used to track any kind of time in TimeClock

Plus (e.g. any worked time, as well as any leave/bonus time that a manager might enter), aside from breaks, which are tracked separetely.

Job Costing

A cost code is generally a task that an employee can perform during the course of working through their regular job. For instance, an employee working under a

“Carpenter” job code could clock into a cost code reflecting a client’s location, or a particular crafting project.

L

Leave Code

A leave code is a job code that has been marked as Leave in the Job Code List.

This is typically done to make these codes available for employees entering a timeoff request, but it can also be used to define the code as leave. It is advised that you make these codes non-clockable, since users typically enter leave time manually.

Long Day

The long day exception allows users to track employee hours that exceed a certain amount in their shift. This is useful for employees who are authorized to work a certain amount of time past overtime, or need to have their hours limited for other reasons.

Long Week

The long week exception allows users to track employee hours that exceed a certain amount in the TimeClock week. This is useful for employees who are

authorized to work a certain amount of time past overtime, or need to have their hours limited for other reasons.

M

Mail Settings

Mail Settings are required for TimeClock Plus to send e-mail to employees and users. These settings require an SMTP server and port, and you can set encryption and authentication as needed.

Manager Override

If an employee is unable to perform a clock operation due to a restriction, then it is possible to configure a user to override that restriction with a password. Passwords can be configured in the user profiles, and overrides can be performed on the

WebClock and on terminals.

Messaging

Messages can be sent to all employees, a selection of employees, or a single employee. The employees typically can view messages when performing a clock operation.

Missed Punch

TimeClock Plus relies on continuity for its punches, meaning that a Clock In must always be partnered with a Clock Out or a Go On Break operation. If one of these punches is missed, then the continuity is not maintained, and the system will need to know how to handle the error.

Missed Punches

TimeClock Plus relies on continuity for its punches, meaning that a Clock In must always be partnered with a Clock Out or a Go On Break operation. If one of these punches is missed, then the continuity is not maintained, and the system will need to know how to handle the error.

Module

Modules are additional features that can be added to your TimeClock Plus installation to suit the needs of your organization. Modules are available for payroll export, special hour calculations, hardware additions, login settings, and more.

Modules

Modules are additional features that can be added to your TimeClock Plus installation to suit the needs of your organization. Modules are available for payroll export, special hour calculations, hardware additions, login settings, and more.

My Dashboard

This is the main page within TimeClock Manager and TimeClock Scheduler, and can be accessed by the house icon in the toolbar. It is also the first page that opens when a user logs in, so it is possible to configure this page to include widgets to show the user a variety of useful information at a glance.

My Quicklinks

QuickLinks are shortcuts to features within TimeClock Manager or Scheduler. To create this shortcut, choose the fea ture, and click on the star next to the utility’s

name. The feature will then be accessible through the “My QuickLinks” menu in the top toolbar.

N

Non-Clockable

A non-clockable job code is a job code that employees are unable to clock themselves into. These are commonly used for leave codes, or to keep track of time that the employee is not actively working.

O

Off Segment

Off segments are segments where an employee is not scheduled to come in.

On-Call

On-Call segments are scheduled segments where the employee is not scheduled to be present, but could be expected to be called in.

On-Call Segments

On-Call segments are scheduled segments where the employee is not scheduled to be present, but could be expected to be called in.

Other Approval

Other is an optional approval category used for a third person to sign off on an employee's hours. For example, an operations officer or HR manager could be required to approve hours.

Override

If an employee is unable to perform a clock operation due to a restriction, then it is possible to configure a user to override that restriction with a password. Passwords can be configured in the user profiles, and overrides can be performed on the

WebClock and on terminals.

Overtime

There are two separate overtime options available within TimeClock Plus. By default, Overtime 1 corresponds to time-and-a-half (x1.5), and Overtime 2 corresponds to double-time (x2). One, both, or neither of these options can be used; and each overtime multiplier can be altered, depending on your needs.

P

Payroll Export

If you need to export hour info for a certain period, then this can be done via the

Period Export option. This allows you to put the data in a format that your payroll software can read. There are already a few simple built-in export formats, but it is also possible to use an export module that matches your payroll software’s format.

Payroll Reports

These contain different options for bringing certain information out of TimeClock

Plus, typically for tracking purposes. Each report can be configured via the Settings button.

Period Export

If you need to export hour info for a certain period, then this can be done via the

Period Export option. This allows you to put the data in a format that your payroll software can read. There are already a few simple built-in export formats, but it is also possible to use an export module that matches your payroll software’s format.

Period Reports

PIN

These contain different options for bringing certain information out of TimeClock

Plus, typically for tracking purposes. Each report can be configured via the Settings button.

A Personal Identification Number, which is meant to be classified and acts as an additional layer of security when an employee performs a clock operation.

Punch

This refers to a singular operation that either begins or ends a segment. For instance, Clock In, Clock Out, Go On Break, and Change Job Code (or Cost Code) are all considered punches.

Q

QuickLink

QuickLinks are shortcuts to features within TimeClock Manager or Scheduler. To create this s hortcut, choose the feature, and click on the star next to the utility’s name. The feature will then be accessible through the “My QuickLinks” menu in the top toolbar.

QuickLinks

QuickLinks are shortcuts to features within TimeClock Manager or Scheduler. To create this shortcut, choose the feature, and click on the star next to the utility’s name. The feature will then be accessible through the “My QuickLinks” menu in the top toolbar.

R

Rate

TimeClock Plus is capable of tracking hourly wages per employee or per job code, for the purpose of calculating estimated wages.

Recurring Schedule

A recurring schedule is a standardized schedule of one or more weeks that can be applied to an employee for an extended period of time.

Reminder

If a user needs to remind themselves to perform a task, then they can make use of the Reminder widget. This allows the user to post a reminder note and tie it to a date, then mark the reminder as complete once the task is done.

Reports

These contain different options for bringing certain information out of TimeClock

Plus, typically for tracking purposes. Each report can be configured via the Settings button.

Resolve Period

The Resolve Period button will automatically approve all selected exceptions that fall within the viewed date range.

S

Salaried

Exempt employees can be marked as Salaried in the overtime tab. Doing this will allow you to filter these individuals out of any payroll exports or reports, if necessary.

Saved Report

Reports an be saved with certain settings and filters enabled for later use. The saved report will then retain any settings and filtering that you set for it.

Schedule

A schedule is the potential hours that an employee could work. Schedules are typically entered to allow the employees to know what they’re working, but can also be used to set restrictions on clock operations, and track tardies and absences.

Schedules are handled within TimeClock Scheduler.

Schedule Rounding

If an employee clocks in or out during a period of time around their scheduled time in or out, then it is possible to round the time to said scheduled time. This is configured in the employee profile.

Schedule Template

This is a schedule segment that you can prepare in advance, for a segment, a day, or a week; and containing an in and out punch, a job code, a segment type, and an optional break type and description. Once created, this can be easily applied to an employee’s schedule.

Schedule Templates

This is a schedule segment that you can prepare in advance, for a segment, a day, or a week; and containing an in and out punch, a job code, a segment type, and an optional break type and description. Once created, this can be easily applied to an employee’s schedule.

Schedule Variance

Schedule variant exceptions are exceptions that track when an employee performs a clock operation outside a certain number of minutes from their scheduled

segments. The four schedule variance exceptions are early clock in, late clock in, early clock out, and late clock out.

Segment

When referring to hours within TimeClock Plus, a segment describes just that: a singular segment of time. A basic segment will be comprised of a single line within

Group or Individual Manage Hours, and typically contains a start time and end time, as well as a job code. Segments can be tied together to create shifts.

Shift

A shift is one or more segments tied together by break[s] or job code changes, that constitute an employee's work during the day.

SUPERVISOR

This is the name of the top-level user within TimeClock Plus, who always has unlimited access to the whole of the TimeClock Plus software. In previous versions of the software, this user was called SUPERVISOR.

System Base Date

This is set during the company setup process, and tells the system when the weeks start for the purpose of calculating overtime. If this needs to be changed after the fact, please contact the TimeClock Plus Technical Support department.

System Time

By default, TimeClock Plus retrieves its time from the server that the database runs on. However, it is also possible to use this time adjusted to a specific time zone, which is useful if your server is in another time zone than your company; or to use the local system time of the application server (where the web client runs).

System Update

To ensure that your version of TimeClock Plus has the most up-to-date features, we recommend running updates with a degree of regularity. Updates typically are used to fix issues, update calculation settings, and enhance features.

T

Tardy

This is an indication of how late an employee is, by comparing actual clocked hours against any scheduled hours. In TimeClock Plus, within the employees’ restriction settings, there are two thresholds that can be set for minutes late (e.g. 5 minutes for Tardy1, and 10 minutes for Tardy2).

Terminal

A terminal is a physical time clock device that connects to the TimeClock Plus database, that the employees can use to perform clock operations. Terminals can be managed via the Manage Clocks function.

Time Settings

By default, TimeClock Plus retrieves its time from the server that the database runs on. However, it is also possible to use this time adjusted to a specific time zone, which is useful if your server is in another time zone than your company; or to use the local system time of the application server (where the web client runs).

TimeClock Manager

This is the main program within the TimeClock Plus system. Manager allows users to input and track employee information, job information, and hour information. It also manages many system-wide configuration settings.

TimeClock Scheduler

This program is used to manage and track employees’ schedules. For this reason, it is a completely separate and distinct application, although Manager and

Scheduler can and do share information (e.g. for schedule variance information).

TimeClock Week

The current week within TimeClock Plus. This is often different than the actual current week, and can be up to eight weeks (or 56 days) behind the current date to allow for payroll processing.

Timeout

As a security feature, TimeClock Plus will automatically log a user out of Manager and Scheduler after 15 minutes of inactivity, and will log an employee out of the

WebClock after five minutes of inactivity. The system will provide a 30 second countdown warning beforehand, with the option to renew the timeout.

Tracked Field

Tracked fields are typically used for tracking tips, commissions, mileage, and so on.

Up to three tracked fields can be defined within the company settings, depending on what you need to track.

Tracked Fields

Tracked fields are typically used for tracking tips, commissions, mileage, and so on.

Up to three tracked fields can be defined within the company settings, depending on what you need to track.

U

Unavailable

Unavailable segments are scheduled segments where an employee is not scheduled and will be unable to come in.

Unavailable Segments

Unavailable segments are scheduled segments where an employee is not scheduled and will be unable to come in.

Unresolved Punch

Generally, these are punches that have been uploaded from a fallback-enabled terminal, but cannot be reconciled within the system due to clock restrictions, missed punches, or other exceptions.

Unresolved Punches

Generally, these are punches that have been uploaded from a fallback-enabled terminal, but cannot be reconciled within the system due to clock restrictions, missed punches, or other exceptions.

User

A user in TimeClock Plus is someone who logs into the management side of the software (TimeClock Manager and TimeClock Scheduler), someone who performs clock operation overrides for employees, and/or someone who enrolls employees in any available biometric options. Usually, a user may be a manager or payroll clerk.

User Role

User Roles are predefined permissions that can be created and assigned to a user through the permissions tab, and prevent similar users from having to have their access rights set up one at a time.

User Roles

User Roles are predefined permissions that can be created and assigned to a user through the permissions tab, and prevent similar users from having to have their access rights set up one at a time.

Users

A user in TimeClock Plus is someone who logs into the management side of the software (TimeClock Manager and TimeClock Scheduler), someone who performs clock operation overrides for employees, and/or someone who enrolls employees in any available biometric options. Usually, a user may be a manager or payroll clerk.

V

View Hour

A user can view hours via Individual Hours and Group Hours within TimeClock

Manager, and can see hour totals for the week via the Employee Status tool. In addition, employees can view and approve their own hours via the View Hours utility within the WebClock.

View Hours

A user can view hours via Individual Hours and Group Hours within TimeClock

Manager, and can see hour totals for the week via the Employee Status tool. In addition, employees can view and approve their own hours via the View Hours utility within the WebClock.

W

WebClock

This is the web-based utility that the employees will use to perform clock operations, as well as view and approve hours, see schedules, read messages, and look at other information.

Widget

This is a mini-utility that can be configured to display on the Dashboard when a user logs in. These can be configured to show punch exceptions, reminders, employees approaching overtime, pending time off requests, and employee events.

Index

A about, 5

Access, 53, 65, 83, 85, 87, 111, 124, 160, 161 accrual banks, 98 accrual ledger, 56 accruals, 93 accruals overview, 93 accruals reports, 35 accruals tab, 26 add segment notes, 24 adding a clock configuration, 115 adding a clock through location, 150 adding a segment, 23 adding a serial terminal, 152 adding a user, 81 adding an automatic break rule, 119 adding an employee, 42 adding an ethernet terminal, 151 adding job codes, 89 adding segments, 30 adding time, 23 admin server, 14 approving exceptions, 31 approving segment exceptions, 25 approving segments, 145 approving shifts, 24 assigning a configuration to a terminal, 161 assigning a user role, 88 assigning accrual banks, 55 assigning an accrual bank to an employee, 101 assigning an employee role, 64 assigning automatic break rules, 121 assigning job codes to a user, 85 assigning job codes to an employee, 47 assigning specific employees to a user, 83 automatic break rules, 119 automatic breaks, 119 automating reports, 37

B backing up a database, 16 badge processing, 157 break, 143

C

Calculations, 104 call note, 76 change cost code, 148 change job code, 144, 149 changing job code defaults, 49 changing job code settings, 48 changing job codes via employee status, 75

client tab, 111 clock configuration, 115 clock in, 141 clock out, 142 clock settings, 155 clocking employees out from employee status, 75 close week, 102

Close Week, 52, 109, 127 close week errors, 103 company defaults, 103 company settings, 103 company-wide bulletin, 67 configuring a cogent fingerprint clock, 158 configuring a handscanner, 160 configuring a report, 36 configuring cost code badge processing, 157 configuring digital output, 161 configuring employee badge processing, 157 configuring job code badge processing, 157 configuring tracked entry badge processing, 158 contract reports, 35 cost code reports, 34 creating a call note, 76 creating a day template, 133 creating a segment template, 132 creating a user role, 88 creating a week template, 134 creating accrual rules based on hours worked, 95 creating accrual rules not based on hours worked, 94 creating an automatic break rule, 119 creating an employee role, 62

D daily schedule reports, 137 database backups, 16 database connection settings, 15 database connections, 15 database operations, 15 database restoration, 16 deleting a segment, 24 deleting a template, 135 deleting a user, 81 deleting an employee, 44 deleting an employee role, 65 deleting job codes, 90 deleting segments, 31 deleting time, 24 editing a segment, 23 editing a template, 134 editing accrual history, 26

E editing an employee role, 63 editing segments, 31 editing time, 23

email settings, 108 employee access, 83 employee messaging, 67 employee profiles, 42 employee roles, 62 employee status, 74 employee status options, 77 exception filter, 127 exceptions tab, 59 export, 71

Export, 39, 40, 46, 129

F fallback mode, 157

Filter, 22, 29, 34, 40, 42, 74, 79, 81, 89, 125, 126, 127,

161 filter employee, 125 filter job codes, 126 filters, 124

G general clock settings, 154 general tab, 45, 82, 91, 154 global modification, 65 global tab, 103 group hours, 29 group manage hours, 29

H hour tab, 50 hours audit log, 78

I import, 69 importing from a delimited file, 70 individual hours, 22 individual hours options, 27 individual reports, 137 installation, 6 installing a new instance of TimeClock Plus, 6 installing while upgrading a previous database, 10 introduction, 5

J

Job Code, 22, 30, 33, 40, 42, 47, 63, 69, 74, 79, 85, 92,

111, 125, 129, 133, 137, 144, 148, 149, 157 job code access, 85 job code reports, 33, 137 job code tab, 47 job codes, 89

L

Last Punch, 75, 147

M mail settings, 108 manage add-ons configurations, 158 manage clock configuration, 115

manage clocks, 149 manage employee, 42 manage hours - group, 29 manage hours - individual, 22 manage individual hours, 22 manage module data, 161 manage schedule, 128 manage schedule template, 132 manage users, 80 management tab, 53 manager tab, 108 managing company bulletins, 68 managing individual messages, 68 managing terminals, 153 mass approving exceptions, 25, 31 messaging, 67 miscellaneous reports, 35

Missed Punches, 33, 103, 112, 128, 141, 142 modifying accrual banks, 56 my quicklinks, 21

N new organization wizard, 18

O

On-Screen TimeClock Override password, 87 operation settings, 156 other reports, 35, 137

Overtime, 22, 32, 49, 57, 64, 92, 97, 128 overtime tab, 57

P

Password, 20, 107, 159 password policy, 107 passwords tab, 87 payroll export, 40 payroll export template, 41 payroll reports, 32 payroll tab, 55 period export, 40 period reports, 32, 34 permissions tab, 86 personal info, 45

PIN, 46, 112, 118, 140 punch settings, 156 quicklinks, 21 quickpunch settings, 156

Q

R

RDT Edit Hours password, 88

RDT Override password, 87 removing accrual banks, 55 report options, 38 restoring a database, 16 returning from a break, 143

rounding, 50 saved reports, 36 saving a report, 36 schedule tab, 110 scheduler options, 136 scheduler reports, 34, 136

S schedules tab, 27

Segment, 22, 75, 109, 129, 132 sending a company-wide bulletin, 67 sending an individual message, 67

Sort, 22, 29, 42, 81, 89, 119, 129 splitting segments, 146 system access password, 87 system update, 17

T time settings, 107 timeclock manager, 18 title page, 1 toggle breaks, 25

U unclosing a week, 103 updates, 17

User, 18, 24, 37, 53, 83, 85, 86, 88, 107, 123, 138, 160 user options, 123 user permissions, 86 user profiles, 80 user role assignment, 88 user role creation, 88 user roles, 88 using quicklinks, 21 using schedule templates, 135 view hour edit history, 24 view hours, 145 view last punch, 147

V view schedules, 147 view segment notes, 24 viewing accrual history, 26 viewing the accrual ledger, 56

W webclock, 140

WebClock, 5, 35, 45, 49, 52, 87, 104, 111, 115, 124,

141, 142, 143, 144, 145, 147, 148, 149 welcome, 5

Who's Here, 126

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