User`s Guide - Time Clock Pearl

User`s Guide - Time Clock Pearl
by
User’s Guide
(For TimeClock Pearl, Version 4)
© 2013 Affinity Systems, Inc. All Rights Reserved.
Affinity Systems, Inc.
5024 S. Bur Oak, Suite 100
Sioux Falls, SD 57108
www.TimeClockPearl.com
TimeClock Pearl documentation is copyrighted. You are not authorized to make additional
copies or distribute this documentation without written permission from Affinity Systems, Inc.
This documentation may be used to evaluate TimeClock Pearl prior to purchase and to use with
a valid TimeClock Pearl License Key.
v4.5
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Table of Contents
Overview
6
TimeClock Pearl Kiosk Solution
TimeClock Pearl Network Solution
TimeClock Pearl Cloud Solution
6
6
6
Time Clock (Home) Screen
7
Clock IN
Clock OUT
My Timecard
Current Clock In
Send Message
Check Messages
Vacation
Sick Leave
Who’s In
Exit
Help
About
Supervisor
Timekeeper
Admin
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Admin Menu
11
Edit
11
11
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Time Clock Entries
Employees
Adjustments to Timecards
Add Holiday Pay
Review Vacation & Sick Leave Requests
11
11
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Reports and Timecards
Do Current Payroll
Timecards for Employees
Timecards for Employer
Reports – Summary and Detail
Create Export File
Payroll Reports
Departmental Reports
Supervisor Reports
Vacation, Sick Leave, Holiday Reports (Combined)
Vacation, Sick Leave, Holiday Reports (Separate)
Previous Payroll
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Set Up
System Preferences
First Day of Payroll Period
Inserting Your Logo
Selecting Color Theme of Your TimeClock Pearl Screens
Automatically Deduct Time for Lunch
Round Clock-Ins and Clock-Outs to Nearest 15 Minutes
Automatic Approval of Vacation and Sick Leave Requests
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Auto Exit TimeClock Pearl After Clock In and Clock Out
Track Employee’s Clock Out Status
Track IP Address of Clock In and Clock Out Location
Automatically Delete Messages After They’re Read
Enable Who’s In on the Time Clock screen
Updating Your Version of TimeClock Pearl 4
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License Key Information
Business Name
Number of Employees
License Key
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Changing Admin Password
21
Printer Set Up
21
Today's Clock-Ins
Who's In
Message Center
Backup
21
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Misc
YTD Reports
Vacation
Sick Leave
Holidays
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Employees
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Employee Field Descriptions
Employee First Name
Employee Last Name
PIN
Payroll #
Department
Supervisor (First and Last Name)
Timekeeper (First and Last Name)
Vacation
Sick Leave
Holiday Pay
Holiday Hours
Enable Messages
Active Employee
Clock Out Status
Clock Out Memo
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Additional Optional Employee Fields
SSN #
Title
Hire Date
Employee Picture
End Date
Memo
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Employee Screen Button Functions
Add Employee
Create PIN
Find
Find All Active
Print
Help
Home
<Back
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27
Time Clock Entries Screen
27
Time Clock Field Descriptions
PIN
Date
Employee
IN (time of clock-in)
OUT (time of clock-out)
NL (No Lunch)
Hours
ER (Clock-Out Error)
Type (Vacation, Sick Leave, Holiday)
Admin Memo
Timecard Memo
Pd
Paid Date (Last day of Payroll Period when entry is paid)
Supervisor Reviewed
IN (IP Address of clock-in workstation)
OUT (IP Address of clock-out workstation)
Time Clock Entries Screen Button Functions
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New
New Same Employee
Find
Find All
Find Paid
Find Unpaid
Find Current Errors
Find All Errors
Find Timecard Memos
Unpaid Vac/Sick Leave
Print
Export
Unsort
Help
Who’s In
Delete
Home
<Back
Navigating Time Clock Entries; First – Prev – Next – Last – Pg Up – Pg Down
Time Clock Entry Screen
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Round (to nearest 15 minute clock-in and clock-out)
Supervisor
Type (Vacation, Sick Leave, Holiday)
Time Clock Error Messages
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Deployment Options
34
FileMaker Runtime
FileMaker Pro
FileMaker Server
FileMaker Server Advanced
TimeClock Pearl Kiosk Solution
Using the Kiosk Solution on Multiple Computers
Option 1
Option 2
Restrict System Date/Time Change
TimeClock Pearl Network Solution
Set up instructions
TimeClock Pearl Cloud Solution
Misc
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Installation
Backing Up TimeClock Pearl
Help System
Displaying System Time
Changing the Size of TimeClock Pearl Screens
Technical Support
Recovering Damaged Files
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System Requirements
40
Windows
Mac
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FileMaker Requirements
40
TimeClock Pearl Kiosk Solution
TimeClock Pearl Network Solution
TimeClock Pearl Cloud Solution
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40
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Overview
TimeClock Pearl is a tool to help you, as a business owner, manage one of your most
important assets and one of your greatest expenses of doing business – labor costs. TimeClock
Pearl accurately adds time clock entries of every employee automatically. Accounting errors are
avoided and time doing payroll is greatly reduced. Business owners and Supervisors have access to
real time labor records. Supervisors can review timecards as part of the payroll process.
Employees can submit vacation and sick leave requests. A preference can be set to
automatically approve requests or set to require approval by their authorized Timekeeper or Payroll
Administration. Payroll Administration can add holiday time to all employees designated as eligible
and for the desired number of hours for each employee with a few clicks.
The ability to send messages within TimeClock Pearl allows you to communicate your
priorities to every employee when they clock in and out. Employees and Supervisors are also able to
communicate with one another on projects on which they are collaborating. Messages are
automatically displayed at clock in and clock out or can be checked at anytime.
TimeClock Pearl helps manage the invariable clock-in/-out errors by employees. Employees
are immediately notified of time clock errors so they can leave an explanation for the error in the
memo of the time clock entry. Authorized Timekeepers and Payroll Administration can then correct
errors. Employees can view, but not modify their own timecards.
Timecards are generated for payroll and include weekly subtotals over multiple week payroll
periods. Timecards and payroll reports include totals for Regular Hours, Vacation Hours, Sick Leave
Hours, Holiday Pay and Overtime. Detailed and summary payroll reports can be selected for
printing, as well as exported. Departmental, supervisor, vacation, sick leave, and holiday reports
are also available.
Additional features include options for rounding clock-ins and clock-outs to the nearest 15
minutes, auto-lunch deductions of 30 and 60 minutes, tracking employee clock-out status. And
TimeClock Pearl fits seamlessly into your business environment by allowing you to customize the
screens to fit your brand identity with the use of your business logo and name, as well as 39
different color themes from which to choose.
You choose the deployment option that best suits your business and your budget. Here’s a
snapshot of your options (more detailed descriptions later in the User’s Guide).
TimeClock Pearl Kiosk Solution
The Kiosk Solution is ideal for the business owner who wants all employees to clock in
and out on one workstation. It’s the most affordable option and installation requires no
IT experience.
TimeClock Pearl Network Solution
The Network Solution, hosted on any workstation on your network, allows employees to
clock in and out from their own workstations on your network using their web browser.
TimeClock Pearl Cloud Solution
Called “cloud computing,” Affinity Systems hosts your TimeClock Pearl securely on our
servers for you. Your employees clock in/out via the Internet using their web browser.
We set it up and back up your time clock daily. Cloud Solution includes on-going
unlimited technical support.
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There are four main screens in TimeClock Pearl from which most user-initiated actions begin.
Becoming familiar with these screens will enable you to both navigate and use TimeClock Pearl. The
four screens are:
Screen
1) Time Clock (Home)
2) Admin Menu
3) Employees (to add and edit)
4) Time Clock Entries
Who Has Access
Employees, Supervisors, Timekeepers, Payroll Administration
Payroll Administration
Payroll Administration
Payroll Administration
This User's Guide is organized around these four screens. Employees have access only to
the Time Clock (Home) screen and the functions allowed from that screen. Restricted features are
available to Supervisors and Timekeepers from the Time Clock (Home) screen using their
respective buttons and their PIN. Payroll Administration, using the Admin button on the Time
Clock (Home) screen and entering the admin password, has access to the other main screens.
Time Clock (Home)
Note: Hovering your cursor over the buttons on the Time Clock (Home) screen momentarily,
without clicking on them, displays a Tool Tip description of that button’s function.
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Clock IN
An employee clicks the Clock IN button and then punches in their employee PIN. (See image
below.) The date and time of the clock-in are recorded. Note: Payroll Administration must add
employees (click the Employees button on the Admin screen) and assign a PIN for each employee
before they can clock in and use TimeClock Pearl.
Clock OUT
Employees click the Clock OUT button when they stop working. If TimeClock Pearl encounters an
error (e.g., an employee attempts to clock out but had forgotten to clock in), the employee is
immediately notified of the clock-out error. They can enter a note in the memo field so their
Timekeeper or Payroll Administration can correct the error. Note: Clock-out errors are listed later in
the User’s Guide.
My Timecard
Employees can view and print their current or a previous timecard to verify the accuracy of their
current timecard entries and leave memos about any possible clock-in or clock-out errors. Note:
Employees are not permitted to change their clock-in or clock-out times. Only the employee’s
authorized Timekeeper or Payroll Administration can add, modify or correct an employee’s timecard
entries. To ensure accurate time clock records, Timekeepers are only allowed to modify entries for
the current payroll period, not entries from previous payroll periods.
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Current Clock-In
Displays the time and date of an employee's current clock-in. Note: Employees can use this to
verify whether or when they clocked in.
Send Message
Messages can be sent to a specific individual or individuals, members of a department, or to all
“message enabled” employees. Only employees that Payroll Administration has “enabled" can
receive messages. Salaried employees can also send messages, but to do so, they must be added to
the employee list, assigned a PIN number and “message enabled.”
Check Messages
Clicking the Check Messages button will display messages that have been sent to an employee.
Note: Messages are displayed automatically when employees clock in and clock out.
Vacation
Displays the number of vacation hours an employee has used during the current calendar year and
permits them to submit new vacation requests, if they have remaining vacation hours available.
Employees are allowed to submit requests for 1 to 12 hours and fractional hours of 1/4 (15 min), 1/2
(30 min) and 3/4 (45 min). Depending on the system-wide preference set by Payroll Administration,
requests are either automatically approved, or must be approved, by the employee’s Timekeeper or
by Payroll Administration. Hours are not added to the employee’s timecard until the request has
been approved.
Sick Leave
Displays the number of sick leave hours used during the current calendar year and permits
employees to submit new sick leave requests, if they have remaining sick leave hours available.
Employees are allowed to submit requests for 1 to 12 hours and fractional hours of 1/4 (15 min), 1/2
(30 min) and 3/4 (45 min). Depending on the system-wide preference set by Payroll
Administration, requests are either automatically approved or must be approved by the employee’s
Timekeeper or by Payroll Administration. Hours are not added to the employee’s timecard until the
request has been approved.
Who’s In
Employees can check to see whether a fellow employee or members of a department are currently
clocked in. Clock-in times are not displayed. If the system-wide Track Clock-Out Status preference
is set to “On” (see Preferences on the Admin Menu screen), the Clock-Out Status of employees (End
of Shift, Out to Lunch, On Errand, etc.) will be displayed after the employee or members of the
department who are clocked in has been displayed. When “Who’s In” is clicked, employees are
required to enter their own PIN before they can view the status of another employee or employees of
a department.
Exit
Closes TimeClock Pearl on that workstation. Note: If a Network Solution of TimeClock Pearl is
being closed on the computer or server that is hosting it and there are other users connected via
FileMaker Pro at the time, there will be notification that other users are currently using TimeClock
Pearl.
Help
Employees can quickly reference all the functions available to them on TimeClock Pearl's Time Clock
(Home) screen. Note: Hovering the cursor over the buttons on the Time Clock (Home) screen
momentarily, without clicking on them, will display a description of that button’s function.
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About
The About Screen displays the current version, number of employee licenses and the Solution type
(Kiosk, Network, Cloud) being used.
Supervisor
This button permits Supervisors to view the current and previous timecards of employees for whom
they are responsible. Supervisors are not permitted to add, adjust or modify time clock entries, but
can review and “stamp” time clock entries as reviewed. The review stamps are printed on the
Employer’s copy of timecards. In addition, time clock entries reviewed by Supervisors display the
Supervisor’s initials and the date and time reviewed on the Time Clock Entries screen available to
Payroll Administration. Supervisors must be entered as employees and assigned a PIN to enable
them to view time clock entries of their employees. Their first and last “employee” name must
exactly match the Supervisor name entered in the records of the employees they supervise. When
the Supervisor button is clicked, the Supervisors enter their PIN; TimeClock Pearl displays a list of all
the employees they supervise. The Supervisors then click the name of the employee whose time
clock entries they’d like to view. Then they are asked whether they want to view the employee’s
current timecard or a previous date range.
Timekeeper
Timekeepers are the individuals authorized to correct time clock entries, add and delete entries,
approve vacation and sick leave requests of employees for whom they are responsible. This button
permits Timekeepers to view the current and previous timecards of employees for whom they are
responsible. Timekeepers can adjust, modify and add time clock entries to an employee’s current
timecard, but not previous timecards. Timekeepers must be entered as employees and assigned
PIN’s to enable them to view time clock entries of the employees for whom they are responsible.
Their first and last “employee” name must exactly match the Timekeeper name entered in the
records of the employees for whom they are Timekeeper. When the Timekeeper button is clicked,
Timekeepers enter their PIN, TimeClock Pearl displays a list of all the employees for whom they are
Timekeeper. The Timekeepers then click the name of the employee whose time clock entries they’d
like to view or modify. Then they are asked whether they want to view the employee’s current
timecard or a previous date range.
Admin
Only Payroll Administration will use this button and requires the admin password which you
will create the first time you click the Admin button. Admin Menu functions (printing timecards,
reports, setting system-wide preferences, backing up, adding/editing employee records, etc.) are
covered in the next section. Note: The Admin functions are not available via web-browser, but
must be accessed using FileMaker software provided by Affinity Systems.
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Admin Menu
Edit
Time Clock Entries
This button takes you to the Time Clock Entries screen where payroll administration can add and/or
edit the actual time clock data of every time clock record in TimeClock Pearl. Since the Time Clock
Entries screen is one of the main screens, there is an entire section devoted to it later in this User's
Guide.
Employees
Click this button to navigate to the Employee screen where employees are added and/or edited in
your TimeClock Pearl system. Since the Employee screen is also one of the main screens, there is
an entire section devoted to it later in this User's Guide.
Adjustments
Add Holiday to Timecards
Holiday time can be added to all employee timecards with just a few clicks. Eligibility for holiday
pay, as well as the number of hours each employee is to receive for holiday pay, is set for each
employee on their employee record on the Employee screen. However, when this button is clicked,
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all employees will be displayed and you are given the opportunity to review and edit who and how
many hours will be added to each timecard. After reviewing and making any necessary changes,
click the “Continue” button. Next, you’ll enter the name of the holiday and the date of the holiday.
When you click the “Submit” button, the holiday time will be added to each eligible employee’s
timecard.
Review Vacation & Sick Leave Requests
When the “Review Vac. & Sick Leave Req.” button is clicked, all vacation and sick leave requests
submitted by employees, but not yet approved or denied, will be displayed. Each request should
then be reviewed and approved or denied before clicking the “Okay” button. Note: If the systemwide preference for "Automatic Vacation and Sick Leave Approval" on the Set Up Preference screen
is set to “On,” all vacation and sick leave requests submitted by employees are automatically
approved. Submitted Vacation and Sick Leave request hours are not added to an employee’s
timecard until they have been approved. Additional Note: Timekeepers are also authorized to
review and approve vacation and sick leave requests of the employees for whom they are the
authorized Timekeeper by using the Timekeeper button on the Time Clock (Home) screen.
Reports and Timecards
Do Current Payroll
When a payroll period has ended, use this button to print timecards and any desired accompanying
payroll reports. Clicking the “Do Current Payroll” button takes you to a screen where you choose the
items (timecards, exports and reports) you want.
Timecards for Employees
If you want to print a copy of timecards for your employees, select Timecards for Employees.
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Timecards for Employer
Timecards for the Employer are nearly identical to the Timecard for Employees, but add the
employee payroll number, supervisor review stamps and a signature line for supervisors to sign their
approval.
REPORTS – Summary and Detail
Summary reports display and print summarized totals, but not every time clock entry. Detail reports
display and print each time clock entry along with totals.
Create Export File
This selection will create an export file in a variety of formats, including Tab-Separated Text,
Comma-Separated Values, Merge, HMTL Table, XML, Excel Workbook and FileMaker Pro, which you
can open in other applications, such as, Excel, for further analysis or for possibly importing into your
accounting payroll system.
The Create Export File Summary selection exports summarized totals for the following fields of the
selected date range in this order:
1) Employee Payroll Number
2) Employee Last Name
3) Employee First Name
4) Department
5) Regular Work Hours
6) Vacation Hours
7) Sick Leave Hours
8) Holiday Hours
9) Hours at Regular Rate (total of 5, 6, 7 & 8 above)
10) Overtime Hours
11) Total Hours (total of all hours)
The Create Export File Detail selection exports all individual time clock entries of the selected date
range for the following fields in this order:
1) Employee Payroll Number
2) Employee Last Name
3) Employee First Name
4) Department
5) Date
6) Clock In (time of regular time clock entries; blank for vacation, sick leave or holidays)
7) Clock Out (time of regular time clock entries; blank for vacation, sick leave or holidays)
8) Hours
9) Blank for a regular time clock entry; Vacation, Sick Leave, Holiday
10) Blank for a regular time clock entry; Submitted, Approved or Denied for Vacation or Sick
Leave
11) Memo
Payroll Reports
The Payroll Summary Report displays all employees and their total summarized hours (Regular,
Vacation, Sick, Holiday and Overtime) worked during the payroll period.
The Payroll Detail Report displays every time clock entry for every employee, as well as each of their
summarized hours for each week (Regular, Vacation, Sick, Holiday and Overtime) worked during the
payroll period and total hours (Regular, Vacation, Sick, Holiday and Overtime) for multiple week
payroll periods.
Departmental Reports
The Departmental Summary Report displays the total summarized hours (Regular, Vacation, Sick,
Holiday and Overtime) for each Department and by each employee in that Department during the
payroll period. Note: Businesses with multiple locations could use the Department to segment
payroll by location.
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The Departmental Detail Report displays not only the total summarized hours (Regular, Vacation,
Sick, Holiday and Overtime) for each Department, by each employee in that Department during the
payroll period, but includes every time clock entry for every employee.
Supervisor Reports
The Supervisor Summary Report displays the total summarized hours (Regular, Vacation, Sick,
Holiday and Overtime) by employees for each Supervisor during the payroll period.
The Supervisor Detail Report displays not only the total summarized hours (Regular, Vacation, Sick,
Holiday and Overtime) by employees of each Supervisor during the payroll period, but includes every
time clock entry for every employee.
Vacation, Sick Leave, Holidays (Combined) Reports
The Vacation, Sick Leave and Holidays (Combined) Summary Report displays the total hours of
Vacation, Sick Leave requests submitted and approved and Holiday pay on one report.
The Vacation, Sick Leave and Holidays (Combined) Detail Report displays each individual Vacation
and Sick Leave request submitted and approved plus holiday hours and the total summarized hours
all in one report.
Vacation, Sick Leave, Holidays (Separate) Reports
These reports are the same as above, but separates the Vacation, Sick Leave and Holiday reports.
Continue
Select the reports you want, then click “Continue” or click “Cancel”. (Clicking “Cancel” will return you
to the Admin Menu screen.)
When you click “Continue,” you’ll be taken to the “Current Payroll Period” screen where you enter
the first and last day of the payroll period for which you want to print timecards and payroll reports.
After entering the payroll dates, click “Continue” or “Cancel”. (Clicking “Cancel” will return you to the
Admin Menu screen.)
When you click “Continue,” a screen preview of your first selection will display. Preview the screen,
then click “Continue,” or hit the return key. Your computer operating system’s Print Screen will
appear giving you the option of printing or cancel printing. After each selection is completed, you’ll
receive the message below.
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This process of screen preview and print option will continue for each of the selections you made on
the Current Payroll Print Options screen at the beginning of the “Do Current Payroll” process. After
timecards and all the reports you’ve selected have been run, the following message will appear:
When you click “Yes,” the last day of the payroll period is automatically entered in the “Paid Date”
field of each time clock entry, which keeps them from being displayed when the employee clocks in
and ensuring those time clock records can no longer be modified by Timekeepers.
Note: Prior to printing timecards, it is advisable that time clock entries be reviewed for errors,
memos from employees, and vacation and sick leave requests. Payroll Administration can do this on
the Time Clock Entries screen by using the “Find Current Errors” button and the “Find Timecard
Memos.” If any holidays have occurred during the current payroll period, Holiday Pay should also be
added prior to printing timecards by using the “Add Holiday to Timecards” button on the Admin Menu
screen. Timekeepers can also correct errors and approve vacation and sick leave requests using the
Timekeeper button on the Time Clock (Home) screen. Holiday Pay can only be added by Payroll
Administration.
Additional Note: When the preview of timecard(s) appears on the screen, if only one time clock
entry appears (instead of an entire timecard of several time clock entries), someone has
inadvertently selected “Current Record” instead of the default, “Records Being Browsed,” on your
computer operating system’s Print Dialogue Screen. To correct this, hit “Continue” and when you
come to the Print Screen, look for “Current Record,” click on it, drop down and select “Records Being
Browsed.”
Previous Payroll
The Previous Payroll button on the Admin Menu screen gives you all the same timecard and report
options as the “Do Current Payroll” and adds the option of running a timecard for an individual
employee, all of a Supervisor’s employees, or all the employees of one Department. The Previous
Payroll button can be used to print timecards and reports from the current payroll period because it
doesn’t differentiate between paid and unpaid time clock entries. Because the Previous Payroll
button doesn’t provide the option to mark the time clock entries as paid, it shouldn’t be used to do
the current payroll period. You could, however, use it to print the timecard for an individual
employee, reprint timecards for the current payroll period, or reports for a Supervisor or for a
Department. The Previous Payroll button can also be used to run reports over multiple payroll
periods to get totals over longer periods of time.
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Set Up
System Preferences
Clicking the System Preference button takes you to two screens that allow you to set the systemwide preferences for TimeClock Pearl.
First Day of Any Payroll Period
Enter the first day of any payroll period in this field. TimeClock Pearl determines what day of the
week that date is, and then uses it to calculate the hours (Regular Hours, Overtime Hours, Vacation
Hours, Sick Leave Hours and Holiday Hours) for each employee for a 7-day period of your payroll
periods beginning with that day of the week. If your payroll periods cover multiple weeks, the hours
will be broken down by the week as well as a grand total. If your payroll periods run from Sunday
through Saturday, enter any date that’s a Sunday. If your payroll periods run from Wednesday
through Tuesday, enter any date that’s a Wednesday. Note: You only have to enter this date one
time. It doesn’t need to be changed every time you run timecards. You’d only enter a different date
if you change payroll periods, say from Monday through Sunday to Wednesday through Tuesday.
Insert Your Logo Here
Click the link, navigate through the folders on your computer to locate a graphic of your business
logo and select it. TimeClock Pearl will insert and instantly display it, instead of the Affinity Systems
logo on TimeClock Pearl screens, helping promote your business brand identity among your
employees.
Click the color theme you’d like for your TimeClock Pearl screens.
You can select from 39 different color themes to customize your TimeClock Pearl screens with your
color preference or the one that fits your business brand. Your selection will be instantly applied
system-wide.
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Click “Next>>” to go to the following screen
Note: Hovering the cursor over each preference label displays expanded description of that
preference.
Automatically Deduct Time for Lunch
If your business allows employees 30 or 60 minutes for lunch and you prefer they not have to clock
out for lunch and clock back in after lunch, you can select 30- or 60-minute auto lunch deduct.
When 30 or 60 minutes is selected, TimeClock Pearl will automatically deduct the selected amount of
time from that time clock entry. The deduction will only apply when the employee has worked at
least five hours. If this feature is set to “On” and an employee works through the lunch hour, they
may take a “No Lunch” for that day by going to their timecard and clicking on the “NL” box of that
day’s time clock entry, in which case TimeClock Pearl will not deduct the time for lunch. They can
only do so on the same day as the No Lunch is taken and are not allowed to enter a “No Lunch” for a
previous day. Payroll Administration and Timekeepers are authorized to enter “No Lunches” on all
time clock entries of the current payroll period on the respective screens to which they have access.
Round Clock-Ins and Clock-Outs to Nearest 15 Minutes
You can have TimeClock Pearl round each clock-in and clock-out to the nearest 15 minutes. Both
clock in AND clock out times are rounded to the nearest 15 minutes. The actual clock in and clock
out times are recorded and displayed on timecards, but the hours worked is rounded. Note: This
feature can be used to assist employees to more precisely work the exact number of hours for which
they’ve been scheduled and authorized, but it has the potential for abuse by employees who would
choose to regularly clock in up to seven minutes late and/or clock out seven minutes early. Any
potential abuse can be monitored since the actual clock-in and clock-out times are recorded and
displayed on the employee’s timecard.
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Automatic Approval of Vacation and Sick Leave Requests
If you set this preference to “On,” TimeClock Pearl will automatically approve all vacation and sick
leave requests. If the preference is set to “Off,” all vacation and sick leave requests submitted by
employees must be approved before those hours are added to the employee’s timecard. All leave
requests can be reviewed, approved or denied by Payroll Administration prior to printing timecards
using the “Review Vac. & Sick Leave Req.” button under Adjustments on the Admin Menu screen.
Timekeepers can also review and approve or deny leave requests using the Timekeeper button on
the Time Clock (Home) screen.
Auto Exit TimeClock Pearl After Clock In and Clock Out
This preference is provided to allow more efficient use of your business computer resources and the
TimeClock Pearl deployment option you’ve chosen. For more detail see the TimeClock Pearl
Deployment Options section of this User’s Guide. When “Auto Exit” is set to “On,” the TimeClock
Pearl application will be exited or the TimeClock Pearl web session on the employee’s workstation will
be ended immediately after an employee clocks in or out.
Track Employees’ Clock-Out Status
If this option is set to “On” employees, when clocking out, are asked to indicate their “Clock-Out
Status.” The default clock-out status is “End of Shift,” but they can select “Out to Lunch, On
Vacation, etc.” and leave a note to assist fellow employees about when they could be expected back.
When this option is set to “On,” and the Who’s In button is clicked, the “Clock-Out” status of
employees is displayed as well as “Who’s In.”
Track IP Address of Clock-In and Clock-Out Location
When this option is set to “On” and an employee is accessing TimeClock Pearl using FileMaker Pro
(not via web browser), a list of the IP addresses of all active NIC (Network Interface Controller)
cards connected to TimeClock Pearl (separated by carriage returns), including the IP address of the
workstation used by the employee, will be recorded when employees clock in and out. This feature
does not track the IP addresses when employees use a web browser to access TimeClock Pearl. You
can use this to monitor what workstation(s) employees use to clock in and out. Note 1: Because
TimeClock Pearl has to wait for the response of all the NIC cards, this may affect performance. If
there is an unacceptable delay on clock in and out, you may want to test performance with this
setting to both “On” and “Off” to determine if tracking the IP address is causing the delay and if so,
whether the trade off is worth it. Note 2: If you choose to deploy the TimeClock Pearl Network
Solution and you host TimeClock Pearl using FileMaker Pro, you can restrict the IP addresses from
which employees are allowed to access TimeClock Pearl via web browser. Note 3: Affinity Systems
provides Cloud Solution clients the option of restricting the IP addresses from which employees can
clock in and out.
Automatically Delete Messages After They’re Read
When this option is set to “On,” TimeClock Pearl will automatically delete messages after the
employee has read them. When this option is set to “Off,” all messages sent within TimeClock Pearl
are retained in the Message Center and can be reviewed and deleted by Payroll Administration.
When the message was sent and when it was read are also recorded.
Enable Who’s In on the Time Clock screen
This system preference allows you to control whether or not your employees are able to check and
see who is clocked in.
Click here for info on updating TimeClock Pearl 4
Clicking this link will take you to the following screen. Read the screen below carefully and
thoroughly before proceeding to update or restore fromTimeClock Pearl BackUp.
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License Key
When you purchase a License Key at www.TimeClockPearl.com, you’ll receive an email from Affinity
Systems with your License Key. Click the “License Key” button on the Admin Menu screen and enter
the License Key Information from that email into the appropriate fields. After entering the
information, click the “Okay” button to have TimeClock Pearl validate your License Key Information.
The only time you’ll need to return to this screen, after initial validation, is if you add more
employees to your License Key. Note: TimeClock Pearl Cloud Solution clients do not need to enter
any License Key Information.
Business Name
The Business Name you enter in this field will be displayed in the header of every TimeClock Pearl
screen as well as on timecards and payroll reports, helping TimeClock Pearl fit into your business
environment. In Free Trial mode, you can enter any Business Name you choose, but when entering
your License Key Information for validation, the Business Name you enter must match the name
used when purchasing your License Key.
Number of Employees
Enter the number of employees for whom you purchased your License Key. The number is included
in the email we sent you when making your License Key purchase.
License Key
License Keys are purchased online at www.TimeClockPearl.com. Enter your License Key from the
email Affinity Systems sends you into this field.
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Change Password
Admin Passwords must be a minimum of three characters in length, though for security, we
recommend longer passwords using both alpha and numeric characters.
Note: If you forget or lose your Admin Password, the only way it can be retrieved is for you to email
your TimeClock Pearl data file to Affinity Systems. To maintain the security of your time clock data,
Affinity Systems will only retrieve an Admin Password when at least one of the following conditions
are met:
1) You provide use the User Account and Password of your Client Account on our web site.
2) The TimeClock Pearl data file is sent from the email address used when making the original
TimeClock Pearl purchase.
3) An email request from the person who made the original purchase sent from the same email
address used when the original TimeClock Pearl purchase was made.
4) A signed request by the person who made the initial purchase.
5) If you are not able to meet any of the above conditions, call for instructions.
This password retrieval service is available to clients who purchase the Annual Support Plan.
Printer Set up
Use the “Printer Set Up” button to select printer settings, paper size and orientation for printing
timecards and payroll reports.
Misc
Today's Clock-Ins
This button displays all clock-ins for the current day. Note: Employees who have clocked in and
out will be included with those who are currently clocked in.
Who's In
You can view all employees who are currently clocked in. Note: The "Who's In" button on the Time
Clock (Home) screen can be used to see if one individual employee is clocked in or if the members of
one department are clocked in, but it only displays employee names, not date nor time of clock-in.
Message Center
The Message Center provides a record of messages sent within TimeClock Pearl. The message
records include when messages were sent, if and when they were read. Note: You can use the
Message Center to confirm reception of sent messages.
Backup
You should regularly backup your TimeClock Pearl data file. When you click this button, the
following message appears:
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If you want to keep archive copies of your time clock data after creating a backup file, go to the
TimeClock Pearl Folder, find the “TCPearlBackUp” file, move it into another folder and rename the
file, perhaps adding the date of the backup to the file name.
YTD
Vacation
Provides a year-to-date report of all vacation requests, submitted, approved and denied.
Sick Leave
Provides a year-to-date report of all sick leave requests, submitted, approved and denied.
Holidays
Provides a year-to-date report of all holiday pay granted.
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Employees
Employee Field Descriptions
Taking a few minutes to read about the employee field descriptions will help you understand and use
TimeClock Pearl. All the fields marked with asterisks (*) are required.
Employee First*
Enter the employee’s first name in this field.
Employee Last*
Enter the employee’s last name in this field. If you have two employees with the exact same name,
you’ll need to alter either the first or last name slightly. When TimeClock Pearl prints timecards, it
creates a timecard for each employee and summarizes time clock records based on the combined
first and last names. Note: You could use this feature in the following manner for an employee who
works in more than one Department. You could create two employee records for the same employee
(using the exact same first and last names), but assign them a different PIN for each department
(you could even use the same PIN, but a different decimal for each department). They would use
the PIN for whichever department in which they are working. When timecards are printed, TimeClock
Pearl will put all of their time clock entries on one timecard, but you could use the Departmental
Report, which would separate their time for accounting purposes. The one limitation of this
arrangement is that since hours are summarized by the different PIN’s, overtime hours may not
calculate correctly.
PIN*
This is the employee’s personal identification number (PIN) they use to clock in and out, submit
vacation and sick leave, check their timecard, send and check messages, etc. Employees should
keep their PIN confidential. A PIN must be entered for every employee and it must be unique. The
PIN must be a number and can include decimals. You can enter a PIN of your choice or use the
Create PIN button to have TimeClock Pearl create a random four-digit PIN.
If employees work in more than one department and you want to track their time accordingly, as
stated in the paragraph above, you can create two employee records for an employee, assigning two
different PINs (e.g., you could use the same whole number with a different decimal) using the
appropriate PIN when working in each department. The times will be combined for the timecard (if
the first and last names are identical in both employee records), but the time will be divided on the
departmental and supervisor reports.
Supervisors and Timekeepers must be added as employees so they can access the time clock
entries of the employees for whom they are responsible.
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Payroll#
If your payroll accounting system has a payroll number for each employee, you may enter it here.
This number is only printed on the Employer copy of timecards for your reference, not on the
Employee copy of timecards. Entering a value in this field is optional.
Department*
Enter the Department in which the employee works. This information is used to produce
Departmental Payroll Reports. When you tab to or click in the Departments field, a pop-up list will
appear, which you can edit and customize for your business. Note: Every employee must be
assigned a Department. If your company doesn't have Departments, you can select "General" from
the pop-up list.
Supervisor First and Last*
Enter the first and last names of the employee’s Supervisor in these two fields. This information is
used to produce Supervisor’s Payroll Reports and allows Supervisors to view, but not modify, the
timecards of the employees for whom they are Supervisor. Note: Every employee must be assigned
a Supervisor. Additional Note: If you want Supervisors to be able to view (not modify) and
review/stamp the timecards of the employees they supervise, Supervisors must be added as
employees, even if they are not hourly employees and don’t need to clock in or out. When
Supervisors click the “Supervisor” button on the Time Clock (Home) screen, they are asked to enter
their PIN. TimeClock Pearl verifies that it’s a valid employee PIN, then compares their Employee First
and Last Names with the Supervisor’s first and last names of all the employee records. If it finds
matches, a list of the names of those employees is displayed. Supervisors click on the employee
whose current or previous timecard they want to view.
Timekeeper First and Last*
Enter the first and last name of the employee’s Timekeeper in these two fields. A Timekeeper is the
person authorized to view and edit the current time clock entries of an employee. They can also add
or approve vacation and sick leave requests. They can view, but not modify previous timecards.
Note: For Timekeepers to be able to carry out their responsibilities, they must be added as
employees, even if they are not hourly employees and don’t need to clock in or out. When
Timekeepers click the “Timekeeper” button on the Time Clock (Home) screen, they are asked to
enter their PIN. TimeClock Pearl verifies that it’s a valid employee PIN, then compares their
Employee First & Last Name with Timekeeper’s first and last name of all the employee records. If it
finds matches, a list of the names of those employees is displayed. Timekeepers click on the
employee whose current or previous timecard they want to view. They can modify time clock entries
for the current payroll period, but can only view (not modify) previous payroll period time clock
entries.
Vacation
Enter the number of annual vacation hours an employee is allowed on a calendar year basis. If a
value is not entered in this field, the employee will not be permitted to submit vacation requests.
Sick Leave
Enter the number of annual sick leave hours an employee is allowed on a calendar year basis. If a
value is not entered in this field, the employee will not be permitted to submit sick leave requests.
Holiday Pay
Check this box if an employee is to receive pay for holidays. All employees with this box checked
will have their “Holiday Hours“ added to their Timecards when you “Add Holiday to Timecards” from
the Admin Menu. You’ll be given an opportunity to review and modify eligibility and hours when you
add holiday hours to employees’ timecards.
Holiday Hrs
Enter the number of hours the employee is to be paid for a holiday. You’ll be given an opportunity
to review and modify this number when you are actually adding holiday hours to employee
timecards.
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Enable Messages
When this box is checked, an employee can receive messages. Messages sent to an employee are
automatically displayed when the employee clocks in or out or when the “Check Messages” link is
clicked. Note: Salaried employees (perhaps Supervisors) who are “Message Enabled,” who aren’t
required to clock in or out, will need to regularly check to see if messages have been sent to them.
Active Employee
All current employees using TimeClock Pearl must be checked [x] as active. TimeClock Pearl will not
allow inactive employees access to any functions from the Time Clock (Home) screen. All active
employees count toward the total number of employees allowed with your License Key. If an
employee is no longer working for your business, you can uncheck [ ] the box, thus disabling their
ability to use TimeClock Pearl and reducing the total number of employees being counted toward
your License Key maximum.
Clock-Out Status
If the “Track Employee’s Clock-Out Status” preference is set to “On,” this field will display the
current clock-out status of the employee, e.g., “End of Shift,” “Out to Lunch,” etc.
Clock-Out Memo
If the “Track Employee’s Clock-Out Status” preference is set to “On,” this field will display any notes
an employee may have entered when they clocked out.
Additional Employee Fields
Additional optional employee fields are available by clicking the right tab in the header of the
Employees screen. That tab will take you to the following screen.
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These other “optional” fields are provided on the Employee screen above to store additional
employee information, however, entering any data in them is entirely optional and is not required for
the operation of TimeClock Pearl.
SSN#
An employee’s Social Security Number can be entered in this field, but again, it's entirely optional.
It’s provided only as a convenient place to store it. The data in this field is not displayed anywhere
else in TimeClock Pearl and is not printed on timecards or reports. Only individuals with the admin
password have access to this screen, but if you have concerns about security, you could just leave
this field blank.
Title
You can enter the employee’s job title in this field.
Hire Date
This field can be used to store the date the employee was hired.
Picture
You can, if you choose, store the employee’s picture in this field. Just click on the link, locate the
employee’s picture and select it.
End Date
If an employee leaves your business, you can enter the date they left employment. Note: Don't
forget to [ ] uncheck the active box. Doing so not only disables that employee’s ability to use
TimeClock Pearl, it reduces the total number of employees that count toward your employee license
total.
Memo
This field can be used to store any pertinent information or notes regarding the employee.
Employees Screen Button Functions
Add Employee
Clicking this button creates a new employee record.
Create PIN
You can either enter or assign a PIN of your choice for each employee, but if you’d like TimeClock
Pearl to create a PIN for an employee, clicking this button will create a random, 4-digit PIN.
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Find
Use this button to do a query for the employee or group of employees you’d like to view. Click it
once, enter your query data, then click enter.
Find All Active
Clicking this button will display all active employees and sort them by employee last and first names.
Print
You can print your employee list by clicking this button.
Help
The “Help” button gives you immediate access to all the employee field descriptions.
Home
Takes you to the Time Clock screen (Home).
<Back
Takes you back to the Admin Menu screen.
Time Clock Entries
Clicking the Time Clock Entries button on the Admin Menu screen takes you to the following screen.
The descriptions of the fields (left to right) used for time clock records are below:
PIN
The employee’s Personal Identification Number is displayed in this field. If you need to create a new
time clock entry for an employee, you’ll click the “New” button at the bottom of the screen and then
enter the employee’s PIN. Doing so will automatically bring over their name as well as the other
information associated with their employee record – e.g., Supervisor, Timekeeper, Department.
Another way to add a time clock entry for an employee is to find an existing time clock entry for that
employee, put your cursor in any field of that record, then click the “New Same Employee” button at
the bottom of the screen, which creates a new time entry for that employee.
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Date
You can modify the date of an existing entry or enter the date for a new time clock entry. Clicking
the little calendar icon on the right side of the field will display a pop-up calendar allowing quick
entry of the date.
Employee
This field displays the employee’s name (last, first). You’re not allowed to modify this, as it’s
brought over from the employee file based on the PIN.
IN
Existing regular time clock entry records will display the time the employee clocked in. The field will
be blank for Vacation, Sick Leave and Holiday records. (Do not enter IN or OUT times if the record is
a Vacation, Sick Leave or Holiday record.) If you’re creating a new regular time clock entry for an
employee, enter the time the employee began working (hh:mm am or pm). If you want to create a
Vacation or Sick Leave entry, use the tab at the top left of the screen, directly under the company
logo.
OUT
Existing regular time clock entry records will display the time the employee clocked out. (Do not
enter IN or OUT times if the record is a Vacation, Sick Leave or Holiday record). If you’re creating a
new regular time clock entry for an employee, you enter the time the employee stopped working
(hh:mm am or pm). If you want to create a Vacation or Sick Leave entry, use the tab at the top left
of the screen, directly under the company logo.
NL
“NL” is an abbreviation for “No Lunch.” This only comes into play if the system-wide preference for
“Automatically Deduct Time for Lunch” is set to “30” or “60” – which allows employees to take 30 or
60 minutes for lunch without having to clock out for lunch and then clocking back in after lunch.
TimeClock Pearl automatically deducts the time from the hours worked. Taking a “No Lunch” means
the employee worked through the lunch hour. Clicking the NL field toggles NL, i.e., if there isn’t an
NL in the field, clicking the field will insert an NL. If an NL is in the field, clicking the field will
remove the NL.
Hours
This displays the hours for which the employee will be paid. Because it’s based on calculations, you
are not allowed to modify it.
ER
"ER" is an abbreviation for “Error.” There is an [x] in this field when a clock-out error has occurred
and the words “Clock-Out Error” are displayed on the time clock entry. When you “fix” the error,
simply uncheck [ ] this field.
Status
This field will be blank for regular time clock entries and will contain the word approved, denied, or
submitted for vacation and sick leave requests.
Admin Memo
When employees enter information in a Timecard Memo or submit vacation or sick leave requests, a
time and date stamp is inserted in this field to provide Payroll Administration with a record of when
the employee submitted the request. Note: This field is also a place for Payroll Administration to
record personal notes about any action taken on that time clock entry. The information in this field
is not printed on timecards or reports.
Timecard Memo
Employees can enter a Timecard Memo on any time clock entry in the current payroll period.
Generally, they will do this when a clock-out error has been generated, e.g., they forgot to clock out.
Note: The Timecard Memos should be reviewed before printing timecards. All the Timecard Memos
for the current payroll period can be found and displayed by simply clicking the "Find Timecard
Memos" button at the bottom of the screen.
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Pd
“Pd” is an abbreviation for “Paid.” A black bullet will appear in this field when the time clock entry
has been paid. The “Pd” field is provided as a quick visual reference of paid and unpaid entries. The
bullet is generated when there is a date in the “Paid Date” field.
Paid Date
TimeClock Pearl inserts the last day of the payroll period in this field when you “Do Current Payroll”
from the Admin Menu screen and you click “Yes” to the request, “Do you want to 'mark' these payroll
records as having been paid?” When you click, 'Yes,' the last day of the payroll period is inserted in
the Paid Date field, after which, these time clock entries will be dropped from the current timecards
of all employees so the entries are no longer displayed when the employees clock in and out. It
also secures the records from Timekeeepers being able to modify them. It’s essential that time clock
entries be marked as paid when a payroll period has ended.
Supervisor Reviewed
There are three fields under this label. A Supervisor has reviewed this time clock entry if these three
fields contain the Supervisor’s initials, the date and the time.
IN (IP Address) OUT
If the system-wide preference “Track IP Address of Clock-In and Clock-Out Location” is set to “On,”
and an employee clocks in or out using FileMaker Pro (not via web browser), these two fields will
contain the IP addresses of all active NIC (Network Interface Controller) cards connected to
TimeClock Pearl (separated by carriage returns), including the IP address of the workstation used by
the employee to clock in and out.
Time Clock Entries Buttons
The buttons on the bottom of the Time Clock Entries screen will help you manage your time clock
records.
New – Employees create time clock entries when they clock in; however, there may be occasions
when you’ll need to add a time clock record for an employee. Click the “New” button to create a
time clock entry, then enter the employee’s PIN and enter the rest of the necessary data, e.g., Date,
IN time, OUT time.
New Same Employee – If your cursor is in a field of a time clock record of an employee, clicking
this button will create a new record for that employee (it saves you from having to enter that
employee’s PIN).
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Find – Use this button to find a particular record or group of records. Clicking it puts TimeClock
Pearl in “find mode,” then enter your query in the field or fields, then hit the “Enter” key. TimeClock
Pearl will retrieve the records that match your query. For example, if you wanted to find all the
clock-ins for a certain day, you’d click “Find,” then enter the date in the Date field, then hit the enter
key. If you want all the time clock entries for a date range, you would click the “Find” button, then
in the Date field you enter your query in the format “mm/dd/yy…mm/dd/yy.” You could also use the
Find button to find all the time clock entries for a specific employee.
Find All – This button quickly finds all the time clock entries that exist in your TimeClock Pearl
system and displays them in the order in which they were created. You can use the buttons with
arrows at the bottom far right to navigate through the records.
Find Paid – Clicking this button finds and displays all time clock records that have been paid, i.e.,
they have a date in the Paid Date field.
Find Unpaid – This button finds and displays all the time clock records that are currently unpaid,
i.e., that don’t have a date in the Paid Date field.
Find Current Errors – This button finds and displays all the time clock records with clock-out errors
in the current payroll period (unpaid – they don’t have a date in the Paid Date field).
Find All Errors – Clicking this button will find and display all time clock entries (paid and unpaid)
which have a clock-out error that has not been cleared.
Find Timecard Memos – This button finds all unpaid time clock records that have anything entered
in the Timecard Memo field. Prior to printing timecards, you can use this to quickly ensure notes left
by employees have been addressed.
Unpaid Vac/Sick Leave – Allows you to quickly review all (submitted, approved and denied)
Vacation and Sick Leave requests that have been submitted for the current or future payroll period.
Print – Prints out the time clock entries currently displayed.
Export – Exports the following fields of the time clock entries currently displayed:
1) Employee Payroll Number
2) Employee Last Name
3) Employee First Name
4) Department
5) Date
6) Clock-In (time of regular time clock entries; blank for vacation, sick leave and holidays)
7) Clock-Out (time of regular time clock entries; blank for vacation, sick leave and holidays)
8) Hours
9) Blank for a regular time clock entry; Vacation, Sick Leave, Holiday
10) Blank for a regular time clock entry; Submitted, Approved or Denied for Vacation and
Sick Leave
11) Memo
Unsort – Unsorts the currently displayed time clock records and displays them in the order in which
they were actually created, regardless of the date and time of creation.
Help – Takes you to a screen with all the time clock record field descriptions.
Who’s In – Displays all the time clock records of the employees that are currently clocked in.
Delete – Use this button to delete a time clock record. You can either place your cursor in a field of
the record you want to delete or verify you’ll be deleting the intended record by looking for black
vertical bar on the left side of the first field, before clicking the “Delete” button.
Home – This button will take you back to the Time Clock (Home) screen.
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<Back – This button takes you back to the Admin Menu screen.
First – Prev – Next – Last - Page Up - Pg Down - These are all used to navigate among the
currently displayed time clock records.
Time Clock Entry
Clicking the tab at the upper left of the Time Clock Entries screen directly under the company logo
takes you to the following screen.
A few additional time clock record fields are included on the Time Clock Entry screen shown above.
Round - Clicking the box to the right of “Round” toggles rounding to the nearest 15-minute clock-in
and clock-out. Generally, you wouldn’t modify this field, leaving it to whatever the rounding
preference is set. Note: You set the “Rounding” preference on the System Preference screen,
available by clicking the “System Preferences” button on the Admin Menu screen.
Supervisor - This is the full name of the Supervisor for this employee when the time clock entry
was created.
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Type - Vacation, Sick Leave, Holiday
You can also use this screen to manually create vacation, sick leave and holiday time clock records
for an employee. Enter the appropriate information in the Type (Vacation, Sick Leave or the name of
the Holiday). If the entry is for Vacation or Sick Leave enter the status, i.e., Approved, Denied or
Submitted. Next, enter the number of hours. Caution: Hours must only be entered in one of these
three fields.
Time Clock Error Messages
To help maintain an accurate time clock, the following messages and actions will occur when
TimeClock Pearl encounters the following clock-in and clock-out error situations:
If employees clock in and later on that same day attempt to clock in again, without having clocked
out, the following message is displayed: (e.g., an employee clocks in when they arrive, forgets to
clock out for lunch, then returns and tries to clock in):
When employees clock in on a previous day, but forget to clock out and then try to clock in the next
day or later, the following message is displayed:
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When employees fail to clock out but then attempt to clock out the next day or later, a clock-out
error will be noted for the entry and the following message is displayed:
If the clock-out time is, for some reason, actually prior to the clock-in time, a clock-out error will be
noted for that entry and the following message is displayed:
When employees try to clock out but have failed or forgotten to clock in, the following suggestion is
displayed:
In the unlikely event that an employee has more than one "open" time clock entry, TimeClock Pearl
will clock the employee out of the most recent clock-in and display the message below. (Multiple
"open" time clock entries could occur if, while an employee is clocked in, Payroll Administration or
the employee’s Timekeeper has added an entry for that employee but hasn’t entered an OUT time).
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Deployment Options
TimeClock Pearl offers business owners and managers a variety of flexible deployment options (how
your employees access TimeClock Pearl to clock in and out). It also runs on Windows (8, 7, Vista,
XP) and Mac (OS X 10.6 or higher including Lion and Mountain Lion) operating systems, including
networks mixed with both. You can have TimeClock Pearl on a standalone workstation, host it on a
workstation or a server so employees can clock in and out from their own workstations, or you can
have Affinity Systems host your TimeClock Pearl on our servers. TimeClock Pearl can be used over
the network at a single location or over the Internet for businesses with multiple locations. The
many deployment alternatives are possible because TimeClock Pearl was developed using FileMaker,
the powerful database software application.
All TimeClock Pearl Solutions utilize FileMaker software. TimeClock Pearl is a FileMaker data file that
includes all your time clock data and all the features and functions you see and use in TimeClock
Pearl. Because of this association, it’s important to understand four FileMaker products and the
flexibility each offers.
FileMaker Runtime: The FileMaker Runtime is an actual FileMaker application, powers the Kiosk
Solutions and is included in all the Kiosk downloads. This runtime version of FileMaker does not
support peer to peer or host to client networking, nor can it host TimeClock Pearl for connections via
web browser. Read more below in the section on the Kiosk Solution.
FileMaker Pro: This is the client version of the FileMaker software. Your Network Solution
purchase includes a license (supplied by Affiity Systems) to install one copy of FileMaker Pro on a
workstation to host and administrate TimeClock Pearl Network Solution over your local network
allowing your employees, using a web browser, to clock in and out from their own workstation.
(Note: Using the TimeClock Pearl Network Solution over the Internet requires a static/public/
external IP address and a router with port-forwarding capability.) FileMaker Pro supports up to 5
concurrent (simultaneous) web connections and 9 FileMaker Pro or FileMaker Go connections. Since
clocking in and out takes only a matter of a few seconds, FileMaker Pro (to host and administrate
TimeClock Pearl and with employees using a web browser to clock in and out from their own
workstation) dozens of employees can clock in/out “sharing” those 5 concurrent web connections.
Fifty employees, for example, could clock in or out in about a 2 minute period. TimeClock Pearl’s
“Auto Exit After Clock In and Clock Out” System Preference feature helps maximize the five (5)
concurrent web sessions, ensuring an employee’s web connection is immediately ended upon
clocking in or clocking out.
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Your Cloud Solution purchase also includes one copy of FileMaker Pro you’ll use to securely
administrate your time clock on our servers.
FileMaker Server: FileMaker Server supports up to 250 concurrent FileMaker Pro or FileMaker Go
(free iPad app) connections. A valid licensed copy of FileMaker Pro must be purchased and installed
on each workstation. Because FileMaker Server does not support Instant Web Publishing (IWP), it
cannot host TimeClock Pearl for access by employees via web browser. Unless your company
already owns FileMaker Server and multiple licenses for FileMaker Pro for clock in/out stations, this
may not be a cost effective alternative to hosting the TimeClock Pearl Network Solution.
FileMaker Server Advanced: FileMaker Server Advanced not only supports an unlimited number
of concurrent FileMaker Pro and FileMaker Go connections, it supports up to 100 simultaneous web
browser connections. Since clocking in and out only takes a matter of a few seconds, hosting
TimeClock Pearl with FileMaker Server Advanced, hundreds or even thousands of employees could
clock in/out using their web browser “sharing” the 100 concurrent web connections.
Note: FileMaker software products are available for both Windows and Mac operating systems. All
FileMaker applications are platform specific - you must have the correct FileMaker product (Windows
or Mac) for the workstation or server on which it will be running, but the FileMaker data files are
cross-platform and are identical for Windows and Macs.
TimeClock Pearl Kiosk Solution
The Kiosk Solution is designed to be installed on one computer at which all employees clock in/out
and from which payroll administration is done. It’s a cost-effective and straightforward means of
gathering vital work time records of hourly employees. Since the TimeClock Pearl Kiosk Solution
uses the FileMaker Runtime application, included when you download the Kiosk Solution, the only
cost is your TimeClock Pearl License Key. The Kiosk Solution is available for both Windows and Mac
operating systems.
Using the Kiosk Solution on multiple computers: Though the Kiosk Solution is designed for
installation on one computer at which all employees clock in and out, it can be installed in a shared
folder on a network allowing employees to open TimeClock Pearl on their own workstations, with the
limitation that only one employee can have TimeClock Pearl open at a time to clock in or out. That
may be a workable arrangement for smaller businesses, but would pose an inconvenience for
businesses at which many employees arrive or leave at the same time. Note: If you choose this
configuration, we recommend you set the “Auto Exit TimeClock Pearl after Clock In and Clock Out”
preference to “On” under “System Preferences” from the Admin Menu screen, which will
automatically close TimeClock Pearl after employees clock in or out. Note 2: This configuration
could also be used to administrate TimeClock Pearl from another office, though TimeClock Pearl
would have to be closed on the workstation used by employees or any other workstation, so it could
be opened in another office for administration (printing timecards and reports, etc.).
There are two ways to set up a Kiosk Solution for use on multiple workstations. The first option is
quick and simple. The second option is more complicated, but provides better performance because
the FileMaker Runtime application resides on each computer and doesn’t have to be opened across
the network. The application is instead opened directly from a client workstation’s local disk and
only has to open the TimeClock Pearl data file across the network.
OPTION 1
1) Install the Kiosk Solution of TimeClock Pearl in a “shared” folder on the computer that will act as a
server and that will host TimeClock Pearl and your time clock data. This should be a computer that
will always be on when employees are arriving for work and when they’re leaving work.
2) Make a shortcut (Windows) or alias (Mac) of the TimeClock Pearl.exe (application) found in the
TimeClock Pearl folder.
3) On the client workstation(s) from which you want to access TimeClock Pearl, open the shared
folder where TimeClock Pearl is located, make a shortcut (Windows) or alias (Mac) of the TimeClock
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Pearl.exe (application) found in the TimeClock Pearl folder and drag (which copies) the shortcut/alias
to the desktop of the client workstation. Double click on the shortcut to open the TimeClock Pearl
Kiosk Solution on the client workstation.
Note: Because the FileMaker Runtime is platform-specific (Windows or Mac) and every workstation
in this option is using the FileMaker Runtime that resides in the shared folder on the server, this
option requires all the workstations use the same operating system, Windows or Macs. If you have a
mixed network of Windows and Mac workstations, you’ll need to use Option 2 below. You’ll have to
install the appropriate (Windows or Mac) Kiosk Solution with its platform-specific FileMaker Runtime
on each workstation.
OPTION 2
1) Just like Option 1, install the Kiosk Solution of TimeClock Pearl in a “shared” folder on the
computer that will act as a server and host TimeClock Pearl. This should be a computer that
will always be on when employees are arriving for work and when they’re leaving work.
2) Next, install the Kiosk Solution of TimeClock Pearl on every computer on which you want
TimeClock Pearl access.
3) On the computer that is hosting the TimeClock Pearl data file, create a shortcut/alias of the
TimeClock Pearl data file named "TimeClock Pearl.fmpk” located in your TimeClock Pearl 4
folder.
4) Next, from each client workstation, copy (drag) that short-cut/alias from the shared TimeClock
Pearl folder to the TimeClock Pearl 4 folder on all the client workstations, replacing and deleting
the actual TimeClock Pearl.fmpk data file on the client workstations with the shortcut/alias of
the same name in the TimeClock Pearl 4 folder on the client workstations. Rename the
shortcut/alias "TimeClock Pearl.fmpk” so it EXACTLY matches the name of the original data file
being hosted in the shared folder, i.e., delete the "Short cut to” / “Alias” phrase/word from the
"Short cut to TimeClock Pearl.fmpk”
5) When TimeClock Pearl is opened on a client workstation, the TimeClock Pearl FileMaker Runtime
application will first go to the shortcut/alias, which will then direct it to the actual TimeClock
Pearl data file in the shared folder on the workstation or server that is hosting your TimeClock
Pearl data file.
Caution: The Kiosk Solution gets the date/time stamp from the computer that opens TimeClock
Pearl, (the Network Solution and Cloud Solution retrieve the date/time stamp from the workstation
or server hosting TimeClock Pearl) which enables TimeClock Pearl Kiosk Solution to operate on a
workstation that is not connected to a network or the Internet. Employees are not able to modify
time clock entries within TimeClock Pearl – only authorized Timekeepers and Payroll Administration
may do that - however, an employee could manipulate their clock-in or clock-out time by changing
the computer’s clock prior to clocking in or out and then changing it back after they clock in or out.
If this is a concern, we recommend you restrict an employee’s ability to do this (see Restrict System
Date/Time change below). To monitor or verify potential abuse, you may be able to compare your
network server’s event log of employee login times with their timecards and/or randomly monitor
employee arrival/departure times and compare them with their timecards. We also recommend that
you establish a workplace policy stating that any employee who falsifies time clock entries is subject
to termination.
Restrict System Date/Time Change
The Administrator’s account on both Windows and Mac operating systems always have the ability to
change the system date and time on a workstation. In order to prevent a user(s) from having the
ability to change the system date and time on a computer using a Kiosk Solution, make employees
members of a user’s group, instead of the administrator’s group and restrict that user’s group from
being able to change that computer’s clock. Note: This also limits the user's ability to perform
other administrative tasks on that computer. See below on how to set up this restriction for
Windows and Macs. (Restricting System Date/Time Change isn’t necessary with the Network Solution
or our Cloud Solution since both get the date/time stamp from the server hosting TimeClock Pearl).
Restricting System Date/Time Change on Windows:
Go to the Control Panel
Double-click on Administrative Tools
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Double-click on Computer Management
Select Local Users and Groups
Select Users
Double-click on the user you wish to prevent from changing the date and time
Click on the Member Of tab
If the group "Administrators" is listed, select it and click the Remove button.
Select OK
Go to Administrative Tools
Double-click Local Security Policy
Expand Local Policies
Select User Rights Assignment
Double-click Change the System Time
If the users you are trying to restrict are listed, or are members of a group that is listed, they will
have the privilege of changing the system time. Remove the users from the list and from any group
in the list. Note: Removing users from a group will also remove any other privileges they had
through their membership to that group.
Restricting System Date/Time change on Mac OS:
Click System Preferences icon on the Dock
Click Users & Groups
If there is only one account listed, click the “+” (plus sign) to add/create another user
account. (If the + / - (plus and minus signs) are dimmed, you’ll need to click the
padlock icon to “Make Changes.”
Enter the name, short name, password for that account and leave the “Allow user to
administer this computer” unchecked. Then click “Create Account.”
Click “Show All” to display all the System Preferences once again.
Click the Date & Time icon in the System row and ensure the padlock icon at the bottom of
the Date & Time screen is in the locked position and close the window.
Use the newly created account to login when using the Kiosk Solution on that computer.
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TimeClock Pearl Network Solution
As stated earlier, your Network Solution purchase includes one copy of FileMaker Pro to host and
administrate TimeClock Pearl from a workstation on your local network. First, install FileMaker Pro
we provided you when you made your purchase or the 30-day free FileMaker Pro trial, then follow
the step-by-step instructions below to set up, host and administrate TimeClock Pearl Network
Solution on a workstation:
1) Open TimeClock Pearl by doubling clicking on the TimeClock Pearl icon inside the TimeClock Pearl
4 Network folder.
2) Go to the File command on the menu bar, pull down to Sharing, slide over to Instant Web
Publishing.
3) On the “Instant Web Publishing” screen, click Instant Web Publishing to On. Jot down the URL
that looks something like http://192.168.0.4/ or http://10.0.1.10/. That is the IP address you’ll
use to create the URL your employees will use to open TimeClock Pearl on their own workstation.
(Note: If the workstation you’re setting up to host and administrateTimeClock Pearl is already
hosting web files using port 80, FileMaker Pro will alert you to this conflict and you’ll need to
change the port FileMaker uses to host TimeClock Pearl – click the Specify button next to
Advanced Options on the Instant Web Publishing screen and enter 8081 for the port number. If
you change the port number from 80 to 8081, you’ll need to add “:8081” to the end of the IP
address in the URL employees will use, so it will look like: http://192.168.0.4:8081/)
4) And last, create the URL your employees will use to open TimeClock Pearl in their browser.
Replace the 192.168.0.4 in the link below with the IP address numbers you had on your Instant
Web Publishing screen (if a different port number was needed, don’t forget to add the “:8081”.)
http://192.168.0.4/fmi/iwp/cgi?dbpath=%2Ffmi%2Fiwp%2Fcgi%3F-db%3DTimeClock%20Pearl%26startsession&acct=account&name=user&password=timeclock&login=Login&-authdb
NOTE: Make sure your employees create a favorite, bookmark or shortcut of the entire link above,
from beginning to end. They can’t just bookmark the Time Clock screen that opens in their browser
the first time they copy and paste the URL into their browser.
That’s it. You’re ready to go. To test, open your web browser, copy and paste the URL you’ve
created and hit return.
TimeClock Pearl Cloud Solution
The final deployment option is to let Affinity Systems take care of everything for you using our
TimeClock Pearl Cloud Solution. We’ll set up and host TimeClock Pearl securely for you on our
servers. Your employees clock in and out using a web browser on their own workstation. It’s
perfect for businesses with one location, multiple locations, virtual offices, mobile, remote and workfrom-home employees. You also have the ability to restrict, by IP address, the workstations from
which employees can clock in and out. Your initial Cloud Solution purchase includes a copy of
FileMaker Pro you’ll use to securely administrate your time clock. For a modest monthly fee we’ll
host your time clock, do daily backups, provide technical support and automatically install future
updates. Since it’s all on our equipment, you have no upfront costs for additional hardware, IT labor
costs or software to host TimeClock Pearl. All you have to say is “TimeClock Pearl Cloud Solution”
and we’ll do it all for you. You have a known fixed modest monthly fee that will save your business
many times over in employee labor costs and productivity. Cloud Solution is initially a 12-month
commitment on your part, after which it’s a month-to-month arrangement which you may cancel at
any time.
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Misc
Installation
TimeClock Pearl Kiosk Solution (for Windows and Macs) is downloaded from the TimeClock Pearl
web site as a single compressed file. When downloading and running the installer, your computer
decompresses the TimeClock Pearl 4 folder containing the TimeClock Pearl files including the
FileMaker Runtime application and TimeClock Pearl.
TimeClock Pearl Network Solution. Since TimeClock Pearl is a cross-platform FileMaker Pro 12
data file (the same file works with either Windows or Macs), it’s downloaded as a compressed file.
Save the download to your computer and then just double click on it to uncompress the TimeClock
Pearl 4 folder. You’ll find the TimeClock Pearl.fmp12 data file inside the TimeClock Pearl 4 Folder as
well as Network Set Up Instructions. Move the TimeClock Pearl 4 folder to the workstation or server
from which it will be hosted. You only put the TimeClock Pearl Network Solution data file on one
workstation or server hosting TimeClock Pearl. Access to TimeClock Pearl from other workstations is
done via web-browser from those workstations. Since the download for this deployment option
doesn’t include the FileMaker Runtime application, you’ll not be able to open TimeClock Pearl until
you install, FileMaker software – either a FileMaker 30-day free trial using the link we provided in the
Network Set Up Instructions or the FileMaker software we provided with your purchase of the
TimeClock Pearl Network Solution.
Backing Up TimeClock Pearl
You should regularly backup your TimeClock Pearl data file located in the TimeClock Pearl 4 folder.
If you’re hosting TimeClock Pearl using FileMaker Server and FileMaker Server Advanced, they both
offer automatic scheduled backups. If you’re using the Kiosk Solution of TimeClock Pearl (which
uses the FileMaker Runtime application) or using FileMaker Pro to host the Network Solution of
TimeClock Pearl, clicking on the “Backup” button on the Admin Menu screen will create a file named,
“TCPearlBackUp” in your TimeClock Pearl 4 folder. Every time you back up TimeClock Pearl, the
older “TCPearlBackUp” file will be replaced with the new one. If you want to retain each backup as
an archive copy, you’ll need to rename the “TCPearlBackUp” file (e.g., adding the date to the file
name) prior to backing up. Because hard drives occasionally fail, it’s advisable that you move or
copy the backup file(s) to another location or media.
Help System
There is a "Help" button on each of the main screens to assist you with the functions available on
that screen.
Displaying System Time
Clicking the bottom bar of the Time Clock (Home) screen displays the current system time.
Changing the size of TimeClock Pearl screens
Clicking the TimeClock Pearl logo on the Time Clock (Home) screen toggles the size of the TimeClock
Pearl screen between normal size (100%) and 150%.
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Technical Support
Several technical support options are available to you.
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•
•
•
•
•
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On-screen Tool Tips
User’s Guide
Help Screens
Online Knowledgebase FAQs
Online Knowledgebase Search
Online Knowledgebase “Ask a Question”
Customer Login Support Requests (30 days free; optional annual support may be purchased)
Recovering Damaged Files
It’s possible, if the computer hosting TimeClock Pearl crashes or is turned off while data is being
written in TimeClock Pearl, for the data file to be damaged. If, when opening TimeClock Pearl, you
get an error message that the file has been damaged and instructing you to use the Recover
Command; follow the instructions below:
Kiosk Solution: With Windows, hold the Shift + Ctrl keys; with Macs, hold the Option +
Command keys while opening TimeClock Pearl. Continue holding the two keys until a screen
appears allowing you to select the damaged TimeClock Pearl.fmpk file. Select it and click okay. The
FileMaker Runtime application will recover the damaged file.
Network Solution: Open FileMaker Pro and from within FileMaker Pro, go to File on the Menu
Bar, pull down to “Recover” and navigate to the damaged TimeClock Pearl.fmp12 file. FileMaker Pro
will recover the damaged file.
System Requirements
Windows
8, 7, Vista, XP
Mac
Mac OS X 10.6 or higher including Lion and Mountain Lion
FileMaker Requirements
TimeClock Pearl Kiosk Solution
FileMaker Runtime
TimeClock Pearl Network Solution
FileMaker software product(s) depending on deployment choice, i.e., FileMaker Pro, FileMaker
Server, FileMaker Server Advanced
TimeClock Pearl Cloud Solution
FileMaker Pro to administrate your time clock
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