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1. O There is an option to automatically start the port If you plan to run Running WinRemote as a service means that Windows will run WinRemote silently in the background This is the recommended approach 1 In WinRemote click Service gt Install service 2 Click Start service Data Management Inc 2010 All Rights Reserved This documentation may change without notice Although WinRemote is running as a service the port needs to be started so you will want to configure the port and enable the option to automatically start the port For more information please refer to the next section Enabling Auto Start 19 0 4 Enabling Auto Start If WinRemote is running as an application then we recommend enabling the option to automatically start the port If WinRemote is running as a service then the auto start option must be enabled for the terminal to start In WinRemote highlight the COM ETH port Click Configure Click on Terminal Operation under Settings Place a check next to the option Automatically start this terminal when WinRemote starts Click OK a ae on 19 1 Complete Overview of Port Configuration 19 1 1 Information Port Configuration ETHO 7 x ae Clock Operations Terminal Operation Company 00001 Data Management Feedback Access Restrictions PEN Prompts Port i Fallback Mode Description Badge Processing Communication Ethemet Monitoring Modules Active Modules
2. 5 0 2 Editing a Record 1 Double click on the employee you wish to access or enter the employee number and press Enter Edit Hours 2 28 2010 to Current E Break Number First Last Name Angelina Elliot 1 Hours 33 Hours 14 Mins O M I Note Edited B Time In Time Out Job Code Hours Rate Break Total My 1 Doae Elliot yvvyv B Y E 3 1 2010 08 05 AM 3 1 2010 12 15 PM 2 Development 4 10 14 00 Lunch 59u 2 Nicholas Ryan Yo y Y 3 1 2010 01 14 PM 3 1 2010 01 57 PM 2 Development 0 43 14 00 3 David Reed Yyyy w 3 1 2010 01 57 PM 3 1 2010 03 12 PM 5 Support 1 15 10 00 Break 14u 4 Jack Parrish if a ENA C EART ae ee A ARN a aa Te pe SE TTC luvv Y 3 1 2010 03 26 PM 3 1 2010 05 23 PM 5 Support 1 57 10 00 8 05 5 Mark Alexander 6 Nadia Shields eke ly C 3 2 2010 08 00 AM lt lt Time sheet gt gt 1000 Sick 8 00 10 00 8 00 7 Michael Bradley vv Y C 3 3 2010 08 00 AM lt lt Time sheet gt gt 1000 Sick 8 00 10 00 8 00 Mi R ma tyder vv iy 3 4 2010 07 53 AM 3 4 2010 11 59 AM 2 Development 4 06 14 00 Lunch 46u 9 Brooke Berry g z E 7 a en ae ye ee 4 j E 10 Elizabeth pear be v Y i 3 4 2010 12 45 PM 3 4 2010 02 08 PM 2 Development 1 23 14 00 s aie E vv 3 4 2010 02 08 PM 3 4 2010 03 15 PM 5 Support 1 07 10 00 Break 13u a Yv Y E 3 4 2010 03 28 PM 3 4 2010 06 01 PM 5 Support 2 33 10 00 9 09 Page 1 of 5 items 1 to 10 of 50 seca
3. Clock Out 2 17 2010 4 32 PM N A Punch was too early Clock In 2 17 2010 4 32 PM 2 a Attempt to return early from break wes denied Change Job Code 2 17 2010 4 33 PM 1 5 You must be clocked in to change a job code or cost code Clock In 2 17 2010 4 52 PM 3 7 Punch was too early Import Edit Hours Remove Start and End Data from the current week in WebManager until today will automatically appear If you wish to look at a different date range then enter the desired range in the Start and End fields and click Update Alternatively you may select a date range from the drop down list and click Update Application By default unresolved punches from WinRemote punches from a Remote Data Terminal and punches from a TimeClock Mobile device will be displayed If you only want to see punches from one or the other select WinRemote or TimeClock Mobile from the Application drop down list and click Update Removing an Unresolved Punch Place a check in the first column next to the punch es that you wish to remove and click Remove Data Management Inc 2010 All Rights Reserved This documentation may change without notice Re Importing an Unresolved Punch a Correcting an unresolved punch may involve making a change in Edit D Hours or in Add Edit An Edit Hours button has been provided as a Shortcut if you have to go to Edit Hours to make a change After you correct the unresolved punch place a check in the fi
4. Send e mail notification to individual s manager when a request is entered If enabled an E mail will be sent to the employee s manager when they submit a request This is contingent on three things 1 the employee s manager has been selected in Employee gt Add Edit Access tab 2 the manager selected has an E mail address on file refer to 12 2 2 1 Information Tab and 3 the mail settings have been defined in the TimeClock Defaults refer to 12 0 6 Mail Settings Minimum days advance notice required to enter a request The number entered here is the number of days an employee may submit a request before the date being requested If left at 0 the minimum will be disabled Allow time off requests that are up to how many days prior to the current date The number entered here is the number of days before the current date for which an employee may submit a time off request 12 1 Report Footers A footer appears at the bottom of every report in TimeClock Plus This section is used to customize the standard footer including what will display and where it will be placed To set a standard footer you will input what field you wish to display on the Left Edge Center and Right Edge of the report footer from the field listing on the right hand side of the screen Id Description Left footer Packed length 7 DATE _Date MM DD YY Page lt PGNUM gt TIME Time HH MM PP Center footer Packed length 0 MONTH _ Month Janu
5. anal If you click Preview then the modification will be simulated to validate it 4 7 4 Globally Changing an Assigned Job Code s Custom Field In WebManager go to Employee gt Global modification Place a check under Employee job code custom fields Choose the custom field from the drop down list Click Edit Enter the value or choose an item from the drop down list depending on the type of custom field and click OK aS a Before you proceed remember that this global change by default A will affect every employee your user has access to If you want to only select a group of employees then click Criteria 6 Click Process N Nothing will be modified but the system will check the modification If you click Preview then the modification will be simulated to validate it against everyone the defined group and report any problems 4 7 5 Globally Adding or Removing an Accrual Rule 1 In WebManager go to Employee gt Global modification 2 Click on the Accrual Rules tab Data Management Inc 2010 All Rights Reserved This documentation may change without notice Accrual rules to add to Employee Rule Id Description Sick 0 2 Years Sick 2 4 Years Sick 4 6 Years Sick 6 Years Vacation 0 2 Years Vacation 2 4 Years Vacation 4 6 Years ONIN Ul AI IWS NN amp Vacation 6 Years Accrual rules to remove from Employee Rule Id Description Sick 0 2 Years Sick 2 4
6. A OS 1 Administration 325 687 3100 325 212 7268 Criteria Update i pax Employees that did clock in but leave work early may appear in Who s Absent because they are not clocked in when they are scheduled to be 3 To choose which employees should be included in the list click Criteria choose a filter configure it and click OK If you want to include everyone that you have access to then do not worry about the Criteria 4 Toprint this list choose one of the outputs from left to right xls in Microsoft Excel document in Microsoft Word or csv in Microsoft Excel amp The Who s Absent section is different from the Absent Report because Who s Absent looks at who is scheduled to be working and is not clocked in at the time the list is being viewed The Absent Report looks at who was scheduled to be working and did not clock in on any day in the date range being reported Data Management Inc 2010 All Rights Reserved This documentation may change without notice 11 3 Attendance Monitor The Attendance Monitor is used to view employee attendance against their schedule during the specified date and time 1 In WebManager go to Tools gt Attendance Monitor Start 2 26 2010 at 12 00 AM O Filter Scheduled to be working End 2 26 2010 Eq at 11 59 PM O Quick select Tomorrow Current Shade alternating rovs I Matching segment Update Criteria Filter 2 Next to Start x at y ente
7. Open change job code form Open shift information form C Launch Edit hours for selected individual Grid Paging Size This determines how many employees should appear on each page By default 30 employees will appear If there are 65 employees the first 30 will appear on page 1 the second 30 will appear on page 2 and the last 5 will appear on page 3 If O is entered then paging will be disabled and the entire list of employees will appear in performance a delay in loading the Who s Here List A Disabling the Grid Paging Size could cause a slight or severe drop Highlight shifts over x and y By default shifts that are longer than 8 hours will be highlighted in green and shifts longer than 12 hours will be highlighted in blue You may change the amounts to flag here Include classification in list If this is checked another column will be included in the list that displays the employee s classification The list may also be sorted by that column Include department in list If this is checked another column will be included in the list that displays the employee s department The list may also be sorted by that column Show actual time for last punch If this is checked then the time of the Last In or Last Out Last Punch tab and the time of the Last Out Hours tab will be the actual time if the record was rounded If un checked then it will show the rounded time This option is not valid unless auto rounding
8. Options This button opens the Weekly Overall Schedule options Data Management Inc 2010 All Rights Reserved This documentation may change without notice 13 5 2 6 Availability Filter This screen allows you to filter the Weekly Overall Schedule down to employees who can work in a particular job code and at a particular date and time without exceeding a specified amount of time in the week Avadlabality filter Filter schedules bared on the peched requirements nby display individuals who con work this job coda nd can werk this segmenti And con work the specified times without going over minutes in the meek Filter schedules based on the specified requirements Place a check next to this to activate the Availability Filter Only display individuals who can work this job code Choose a job code from this drop down list to filter the list down to employees who can work that job code And can work this segment Enter the date and time of the segment you wish to add to filter the list down to employees who can work at that date and time And can work the specified times without going over x minutes in the week Place a check next to this if you want to filter the list down to employees who once the segment you entered above is added will not exceed the amount entered In the example below after clicking OK the system will scan for employees who e can work in job code 1 Administration e can work
9. The number of hours worked in the week that match the hour types selected below will be referred to as counted hours for the remainder of this configuration Once the number of counted hours has been determined use only the hours that fall between x and y Hours that are worked and fall within this range will be used when accruing time for every counted hour There is an option on the Settings screen to accrue x number of hours for every counted hour That will depend on this range 12 5 3 3 Period Period Period How often should this accrual be posted How often should this accrual be posted vs Daily ce Weekly ce Weekly v day of the month O Monthly on the 1st v day of the month Cc Monthly on hire date anniversary Yearly on 12 31 2000 days Yearly on hire date anniversary plus days NOTE All accruals are posted when the current week is closed if the above criteria is met NOTE All accruals are posted when the current week is closed if the above criteria is met during the period being closed during the period being closed Daily If selected the accrual rule will be based on the total number of counted hours for each day Selecting this will result in the accrual being processed seven times for each week Weekly If selected and if the accrual rule is based on hours worked the accrual rule will be based on the total number of counted hours for the week If selected and if the accrual rule is not based o
10. TimeCock Plus Manager options th at affect Global Settings Add Employee 7 n ew e m p oyee S Display Settings Reviews Calculations Schedule a review 0 day s after hire date when a new individual is added 0 Disable Time Settings A review will only be scheduled when the individual is added through the add edit screen in this application and the individual S h d Breaks has a valid hire date when the information is save Cc e u e a Password Policy User Access a a review l n X Mail Settings E Automatically grant current user access to all individuals added by the user al Manager Settings If this option is checked and the user performing the addition does not have access to all individuals the u ay Ss a te r l re Reminder Bar automatically be granted access to the individual that wes just added If this option is not checked it vill roi aaie ae that a user may add an individual to which they are immediately denied access date when a new aan Add Emplo a a a a individual is Accruals added _ ee Editing Hours TimeClock Plus Minor Tracking Scheduler Settings will automatically ee schedule a review ao omni for new Id Search employees if this Missed Punches zl field is populated AND if the Data Management Inc 2010 All Rights Reserved This documentation may change without notice employee has a valid hire date entered at the time they are added to the system a 0 in the field will disable this function
11. a i Log into Module Manager Select the tab of the module type to be configured Select the module and click Data There is an option to Delete if you wish to remove employee or manager data e g fingerprints and there is also an option to Toggle which allows you to hide custom fields Data Management Inc 2010 All Rights Reserved This documentation may change without notice
12. Click Add Enter a Rule Id and Description Choose whether the rule is based on hours worked or not Choose when the accrual should post Enter the number of hours that should be posted Select the job code that should accrue those hours If you want the accrual to start posting x number of days after the employee s hire date then enable the option Start posting accruals after a set number of days since hire and enter the number of days 9 If you want the accrual to stop posting x number of days after the employee s hire date then enable the option Stop posting accruals after a set number of days since hire and enter the number of days 10 Click Next and Finish ee ee j individually Employee gt Add Edit gt select an employee gt Accrual tab 16 Now you need to assign the rule to your employees This may be done or this can be done globally Employee gt Global Modification For a breakdown of the fields in the wizard refer to 12 5 2 Accrual Rule Wizard Data Management Inc 2010 All Rights Reserved This documentation may change without notice Editing an Accrual Rule 1 Select an accrual rule by placing a check next to it 2 Click Edit 3 Make any desired changes and finish the wizard 12 5 2 Removing an Accrual Rule 1 Select an accrual rule by placing a check next to it 2 Click Delete 3 Click OK to confirm Once a rule is removed from the rules list it will also be rem
13. Copy Open segments from source schedule Copy overrides for individual using fixed schedules not recommended Skip individuals that already have segments scheduled in the dertination schedule Source Information Destination Schedule Source Schedule 4 18 2010 4 24 2010 E None Selected 4 25 2010 5 1 2010 GC None Selected Fiter Preview l Process Close 2 Next to Include choose the employees to include Data Management Inc 2010 All Rights Reserved This documentation may change without notice Only those matching current schedule criteria If selected then the copy will affect the employees included by the Scheduler s criteria View gt Change scheduler criteria So if you adjusted Scheduler s criteria to only include certain employees and you want this copy to affect the same people then select this option Only the individuals can access If selected then the copy will affect everyone who you can access it ignores all criteria Only those can access that match the criteria defined in this form If selected then the copy will affect the employees included by the criteria established from the Schedule Copy screen click Criteria at the bottom 3 Choose the segments that should be copied in addition to regular segments Copy Off segments from source schedule If enabled the copy will include Off segments Copy On Call segments from source schedule If enabled
14. Double click on the template you wish to access or enter the template number and press Enter 3 Make any desired changes 4 Click Save Deleting a Template 1 In WebManager go to Employee gt Template 2 Right click on the template in the list on the left 3 Click Delete lt template name gt Most of the tabs have a Memorize and Recall button To copy and paste D information from one template to another go to the tab you wish to copy NYS click Memorize select another template and on the same tab click Recall N A for Custom or Jobs tabs 4 7 Global Modifications The Global Modification process provides a way to add modify delete job code assignments change custom fields at the employee and employee job code levels add remove accrual rules change the class department manager or salary This is a great time saver when a new job code or accrual rule has been created and needs to be assigned to a group of employees Data Management Inc 2010 All Rights Reserved This documentation may change without notice Job Code Changes Accrual Rules Other a E Nothing v No changes to rate Use default rate amp Change rate to G Rate plus C Rate plus Active Clockable Is Default job code 1000 Sick Earns overtime Counts toward overtime Auto transfer Allow client time sheet entry 1002 Bereavement Force Overtime 1 Force Overtime 2 Change Tracki Change Track2 Change Track3 Employ
15. From the First sort key drop down list select the field you would like the reports to be sorted by Not all reports adhere to this sorting order For example it is not possible to sort a job code report by employee number because employee information is not displayed Then if desired select a second sort key and a third Default reporting period Choose your default reporting period This is the date range that shows on the Period Reports screen by default and may be changed at any time 7 0 4 3 Print Options Tab This tab contains other formatting options that affect overtime totals spacing and shading Eq fimeClock Plus Manager Formatting Options Miscellaneous Print Options T Hide overtime 1 column if not present on report E Hide overtime 2 column if not present on report Iv Use bold printing to emphasize totals Report line spacing 0 8 3 0 1 0 Shading color for shaded sections on reports v Hide overtime 1 column if not present on report If enabled the Overtime 1 column will not appear if the employee does not have any overtime 1 Data Management Inc 2010 All Rights Reserved This documentation may change without notice Hide overtime 2 column if not present on report If enabled the Overtime 2 column will not appear if the employee does not have any overtime 2 Use bold printing to emphasize totals If enabled the hour totals will appear in bold Report line spacing
16. If enabled the Time Out for the shift will appear as a missed out Extra Tab Entry location The source of this shift where it was created being created will appear here Disable automatic deduction If there was an automatic break deduction depends on the automatic deduction settings for the job code then you may place a check here to disable it Disable segment minimum for this segment If there was a segment minimum depends on the segment minimum settings for the job code then you may place a check here to disable it Force overtime 1 for this segment If this is checked then all of the hours for this segment will be considered overtime 1 Force overtime 2 for this segment If this is checked then all of the hours for this segment will be considered overtime 2 Other Information Additional information about the shift will appear here Custom Tab This tab includes custom fields that track additional information for each shift The tab will be blank until custom fields for storing additional information about the employee s hours have been created Configuration gt Preferences gt Custom fields gt Employee Hours 5 0 4 Splitting a Record Records may be split into different segments for situations that involve a break a job code change or a rate change 1 Select the record you wish to split 2 Press the Shift button at the bottom and select Split segment Data Management Inc 2010 All Rights Res
17. This tab contains other formatting options that affect overtime totals spacing and shading Ferej Report Opies Formatting Options Miscellaneous Print Options E Hide overtiong 1 column if not present on repost D Hide overtime a columen if aot present cn repet M Use bold printing to emphasize totals Report ling spacing 0 8 3 0 14 Shading color for shaded pections on reports Data Management Inc 2010 All Rights Reserved This documentation may change without notice Hide overtime 1 column if not present on report If enabled the Overtime 1 column will not appear if the employee does not have any overtime 1 Hide overtime 2 column if not present on report If enabled the Overtime 2 column will not appear if the employee does not have any overtime 2 Use bold printing to emphasize totals If enabled the hour totals will appear in bold Report line spacing 0 8 3 0 This determines how much space will appear between the lines Shading color for shaded sections on reports This determines the color of the shade for the shaded areas in some of the reports SECTION XV EXPORTING SCHEDULES 1 In WebScheduler go to File gt Export schedule data 2 Place a check next to the fields you wish to export out _ Field names in the list that are red are fields that can be exported but cannot be re imported into WebScheduler If you wish to hide these fields _ from the list then place a check n
18. This will save the selected report to HTML for viewing in a web browser d Print to Office OpenXML This will save the selected report to the Office OpenXML format for viewing in the Office applications that support this type of file e Print to e mail This will save the selected report to a PDF and attach to an e mail inside of WebManager The E mail option will only be available when the following conditions exist 1 you are not logged in as the supervisor 2 your user has an E mail address on file refer to 12 2 2 1 Information Tab and 3 the mail settings have been defined in the TimeClock Defaults refer to 12 0 6 Mail Settings The default footer for every report includes the page number lower left corner and the month day year and time lower right corner This may be changed and custom text may also be entered Configuration gt Preferences gt Footers Data Management Inc 2010 All Rights Reserved This documentation may change without notice 14 4 The Report Options While the settings previously discussed are specific to the selected report the Period Report Options affect every report These settings include formatting sorting and other various options 1 In WebScheduler go to Period gt Reports 2 Click Options 14 4 1 Formatting Tab This tab controls the formatting of times dates hours and employee names E ee Options Fornatting Options Miscellaneous Print Options Time
19. 1 Select the Break type that you wish to configure Choose whether the selected break will use the company wide settings or the following 3 If Use the following settings is selected the options below it will become available e Enforce minimum break length of X minutes If a minimum break length is desired for the selected break type then enable this and enter the minimum Employees who clock into this job code and take the selected break will not be allowed to clock in until they meet this minimum They can clock in after meeting the minimum or a manager can override the restriction and allow them to clock in early e Round breaks to nearest X minutes If rounding the length of the selected break type is desired then enable this and enter the length to which it should round up or down Whether the break length is rounded up or down will depend on when the employee returns If this is enabled then the options below it will become available e First segment Round up at Enter how many minutes into the first segment will round the break length up If the employee clocks in before reaching this number then the break length will round down If 0 is entered then the length will not be rounded during the first segment e Other segment Round up at Enter how many minutes into other segments will round the break length up If the employee clocks in before reaching this number then the break length will round down If 0 is entered then the l
20. 10 11 You may approve multiple requests by holding Ctrl and clicking on each request Once highlighted release the Ctrl key and click Detail Status Pendin Manager notes Send message using TimeClock Plus Messaging Apply Close Choose a Status Approved or Denied If you are approving a time off request an option will appear next to the Status drop down list Automatically schedule this request Place a check next to this if you want the leave to automatically be entered in the schedule If the employee left the job code as Unspecified while submitting the request then another window will open and you will need to select the correct job code and click OK If you wish to use the system s default message for an approved or denied request then click the Generate button or enter a message Choose how the message entered in the previous step should be delivered to the employee TimeClock Plus Messaging WebClock E Mail or Both The E Mail or Both options will only be available when the following conditions exist 1 you are not logged in as the supervisor 2 your user has an E Mail address on file refer to 12 2 2 1 Information Tab 3 the employee has an E Mail address on file Employee gt Add Edit gt Info tab and 4 the mail settings have been defined in the TimeClock Defaults refer to 12 0 6 Mail Settings Click the Apply button Click OK to the confirmation Click Close 11 5 3 Adjusting
21. 3 Click Filter to designate which of the following should be included e Entry Points The override locations to include e Clock Operations The restricted clock operations to include e Actions The type of restrictions to include e Override methods The override methods to include Data Management Inc 2010 All Rights Reserved This documentation may change without notice Eq Override Log Filter Entry Points to Include Clock Operations To Include Include Description Clock In Include Description v Unknovm On Screen TimeClock Clock Out v Remote Data Terminal Go On Break v Web Clock Change Job Code v Offline Change Cost Code View Information Quick Punch View Hours e e ae e Override Methods To Include Actions To Include Include Description Include Description v Unknovm Unknovm In overtime Password Over maximum hours Biometrics lt x gt minutes too early Module lt x gt minutes too late None necessary Not scheduled Automatic Return lt x gt minutes early from break 4 To choose which employees should be included click Criteria choose a filter configure it and click OK If you want to include everyone that you have access to then do not worry about the Criteria 5 Click Update 1 15 2010 Number a me Heal at Rall foil aet e By default the records will be grouped by employee number You may also group by override method or entry point Ri
22. 4 Toreturn to the default fields click Default 5 To choose which employees should be included in the report click Criteria choose a filter configure it and click OK If you want to include everyone that you have access to then do not worry about the Criteria 6 To print the information click Print and choose from the list of available outputs Data Management Inc 2010 All Rights Reserved This documentation may change without notice 4 3 Renumbering Employees 1 Goto Employee gt Move Renumber Number First Last Termination Date Suspended HH Y oY m Angelina Elliot Nicholas Ryan David Reed Jack Parrish Mark Alexander Nadia Shields c Michael Bradley Mia Ryder E E N A N w WO ON HD Uh WIN o Brooke Berry Elizabeth Arnold 1a as E7 Page 1 of 7 items 1 to 10 of 68 Select the employee to move to a new number from the list above Enter the new number assignment below and click Process to perform the move New number assignment 2 Highlight the employee you want to renumber You may also jump to an employee by entering the employee number first name last name or termination date and pressing Enter To only aj show terminated employees enter the termination date click and select EqualTo To show suspended employees place a check under Suspended click and select EqualTo 3 Inthe New number assignment field enter the new number 4 Click Process The
23. 515PM 17 15 and 1715 Also dates may be entered using the full year such as 2010 or without the century e g 10 for 2010 Data Management Inc 2010 All Rights Reserved This documentation may change without notice v TimeClock Plus offers several modules that provide additional features such as creating multiple companies tracking projects or work orders job costing applying shift differential automatically importing information such as employee information and hours and export modules that export hours in TimeClock Plus to a file that a supported payroll application can import For more details see the Additional Software section Many of the TimeClock Plus modules are also listed on the website www timeclockplus com To inquire about a module or for pricing information please contact your sales representative at 1 800 749 8463 I V Included Applications and Utility Programs The TimeClock Plus system consists of several fully integrated applications WebManager WebManager performs all functions related to managing the application and data It includes initial setup the ongoing management of employee information hours and job codes payroll and attendance reporting the importing and exporting of data employee messaging schedule request management and monitoring each employee s status in real time if an employee is clocked in on a break etc WebClock WebClock can be used by employees to clock in out S
24. All Rights Reserved This documentation may change without notice Scheduling Request 1 Click the View button or Request button If you clicked the Request button then skip to step 3 Otherwise continue with step 2 2 From the confirmation screen the screen with the employee s name and current time click the Request button Choose the Scheduling Request tab Enter the starting date and ending date of the schedule change being requested In the Request field enter the change you wish the manager to make Click OK Click Yes to confirm and OK on the submitted message Click OK to return to the main screen po T p Fixed Scheduling Request 1 Click the View button or Request button If you clicked the Request button then skip to step 3 Otherwise continue with step 2 2 From the confirmation screen the screen with the employee s name and current time click the Request button 3 Choose the Fixed Scheduling Request tab 4 Inthe Request field enter the details of this fixed request e g will not be available on Sundays or will not be available between 8 AM and 9 AM on Tuesdays and Thursdays 5 Click OK 6 Click Yes to confirm and OK on the submitted message 7 Click OK to return to the main screen Viewing Pending Requests 1 Click the View button If you clicked the Request button then skip to step 3 Otherwise continue with step 2 2 From the confirmation screen the sc
25. Display Settings Policy Information Calculations Passwor d type Management access passwords v Time Settings ini lo e Minimum length Calculate Minimum lowercase characters a z 0 Mail Settings Minimum uppercase characters A Z Manager Settings 0 Minimum digits 0 9 0 0 Reminder Bar Minimum non alpha numeric characters Employee Entry Add Employee The minimum length of the password must be 0 to 99 and must be at least equal to the sum of the required items The count of each of the required fields must be in the range of O to 31 The total of the required fields cannot exceed 99 Accruals Close Week Editing Hours Minor Tracking Scheduler Settings Miscellaneous z Client Settings Miscellaneous Id Search Missed Punches This section allows you to create or change the password policy There isn t a policy by default but one may be defined for each password The policy establishes what type and number of characters should be included 1 Password type Select the password for which you want to create modify the policy e Management access passwords Passwords are required to log into the management and scheduling applications e Remote access terminal override passwords Passwords required when an individual is restricted during an operation on a Remote Data Terminal e On Screen override passwords Passwords required when an individual is restricted during an operation using WebCl
26. Excusing a Tardy Absence 1 For tardies click Detail under Tardy Statistics For absences click Detail under Absent Statistics Data Management Inc 2010 All Rights Reserved This documentation may change without notice 2 Inthe list of tardies absences you will see an Excused column Place a check in the Excused check box next to a tardy or absence that was excused 3 Click Close 4 1 4 12 2 Viewing Cumulative Hours The middle of the Cumulative tab when updated will provide the user with the total hours regular and overtime for each job code in the period selected To define the period you may enter a date range or choose a range from the drop down list 1 Enter the beginning and end f the desired period Alternatively you may select a date range from the drop down list 2 Click Update 4 1 4 12 3 Accrual History The Accrual History has three purposes v To view hours accrued taken to date To edit or remove time that was accrued or taken v To manually enter hours accrued taken e g entering the beginning balance of Sick time Viewing Accrual History 1 Click Accrual History 2 Choose the job code you would like to see from the drop down list If there aren t any accruals on file then the list will be empty 3 By default all accruals will be displayed To scan a selected range select View period enter the range next to Start and End and click Update Alternatively you may select a date ra
27. H Department x Termination H Export code Class e Network Id L individual is suspended Badge Pin Number 8 Click on the Jobs tab Data Management Inc 2010 All Rights Reserved This documentation may change without notice 9 Click on the Add button 10 11 12 I Pa a 4 Selected Angelina Elliot 1 Notes Photo Reviews Cumulative Misc Access Info Custom Jobs Overtime Accrual Restrictions Scheduler Default pay rate 0 00 No records to display Raise Select a job code for this employee and click OK Repeat this for every job code that needs to be assigned to this employee For the employee to begin clocking in and out you will need to add at least one clockable job code Complete any of the tabs For more information please refer to 2 4 4 Employee Information and Settings Click Save If a job code in the list later appears gray then it was either made inactive at the employee level select the code and click Edit or made inactive at the master level edit the code in the Master Job Code List Once added with at least one clockable job code your employees may begin clocking in and out using WebClock or a Remote Data Terminal 4 1 2 Editing an Employee 1 In WebManager go to Employee gt Add Edit Double click on the employee you wish to access or enter the employee number and press Enter Make any desired chang
28. Inc 2010 All Rights Reserved This documentation may change without notice Select the shift pool you wish to edit Click Edit Make any desired changes Click OK 2 3 4 5 Deleting a Shift Pool 1 2 3 4 In WebScheduler go to Configuration gt Edit shift pool Select the pool Click Delete Click OK to confirm Deleting a shift pool will not affect any employee schedules that were previously established using the pool It will no longer appear on shift pool lists Shift Pools can also be used to add special shifts such as Off On Call and Open that can be used as follows Off and On Call shifts are used to inform an employee that they will be off or on call for the time period specified An Open shift is used to designate a period of time that is open for an employee with schedule restrictions to clock in and out freely with no need for a management override if they are early or late For example if employees come to work on Saturdays at 6 00 AM and the manager does not arrive until 8 00 AM add an open shift from 6 00 to 8 00 AM to allow the employees to clock in even if schedule restrictions say they can t The pools that are added and the Off On Call and Open options may be found while building schedules in the Weekly Overall Schedule by clicking the in the corner of a day gt Shift Pool button or in the Employee Schedule by clicking on the Shift Pool button 13 4 Designating Emp
29. MANAGING EMPLOYEES This section of the user s guide provides instruction on all the processes related to managing your employee records This includes adding editing printing renumbering and removing employees It also includes defaults templates global modifications employee messaging and reminders For companies with a lot of employees templates can save time and for a company of any size default information can be helpful For more information please continue reading If you just want to start adding employees then skip to Section 4 1 Adding and Editing an Employee 4 0 Tricks for Managing Employees Trick 1 Employees may be added manually or by importing a text file comma separated file a csv from Excel or database file When importing the files may be delimited or fixed length The manual process of adding employees is described later in this section Whether you add the employees manually or import them you have the option to use a template Templates allow you to create an outline that includes information and settings This outline will be applied when adding the employee During the manual import process a template may be specified and the employee will be created using that outline During the manual process there is a place where you can choose a template and in an import you can include the template number or name in each employee s record When the employee is created all of the information a
30. Register Register your product so that you vill be kept informed of future updates and enhancements Support Send a question comment or suggestion to the TimeClock Plus support staff Exit Closes the AutoUpdate application J AutoUpdate is used to update Web Edition 3 0 These updates include fixes and often enhancements to the system It is recommended that you run AutoUpdate on a regular basis to check for updates and download any that are available 21 1 Logging In 1 Goto the URL of Web Edition s AutoUpdate http lt web server name gt autoupdate30 replace autoupdate30 with the name of the virtual directory for AutoUpdate if you performed an advanced setup and chose a different name During the first visit after installing updating Web Edition the login page will take some time to load 2 Select the company if more than one company exists 3 Enter the User Id and Password 4 Click Login Data Management Inc 2010 All Rights Reserved This documentation may change without notice 21 2 Updating As explained during steps 1 3 in the earlier section 1 3 3 AutoUpdate the Script Execution service must be running in order to update the Web Edition files 1 Click Update 2 Read the License Agreement and if acceptable click Accept Ee TimeClock Plus AutoUpdate Application Directory Installed Components Update 3 Click Update Once updates are downloaded a list
31. Remove view Adding Requests 1 In WebScheduler go to Configuration gt Edit employee schedule requests 2 Click Add Request Entry Request Getail Trea Schedule Employed Angelina Eliat Cmte im Stack bia End time igh Code eguasti 3 Select the request type e Schedule Select this if the request involves changing the schedule for a specific date e Schedule Fixed Select this if the request involves a fixed change e g not available on Sundays e Time Off Select this if the request involves taking leave e g personal time or vacation on a specific day 4 Select the employee 5 Fora Schedule request enter the date being requested 6 Fora Time Off request enter the date being requested the requested start time and end time and select the job code 7 Enter the request 8 Click OK Data Management Inc 2010 All Rights Reserved This documentation may change without notice Editing Requests 1 2 3 4 5 6 In WebScheduler go to Configuration gt Edit employee schedule requests Select View Add requests by date range to view requests for a certain date or View Add fixed requests to view requests for certain days e g every Monday or every Monday between 12 PM and 3 PM If viewing by date range enter the range in the Start and End fields Alternatively you may select a date range from the drop down list Click Update Double click on a reques
32. System Access Nothing selected Ok Cancel Under the Passwords tab there are four passwords that may be set When you highlight a password a description of it will appear on the right side Creating Changing a Password 1 2 Double click on the password or highlight it and click Change If there is a password on file then enter the current password If you are logged in as the supervisor then you do not have to enter the current password If a password policy is in effect then the requirements will appear under Password Policy When entering a new password it will need to meet each of those requirements Below is an example of one policy Password Change Password Policy No policy in effect Current password New password Re enter new password Ok Cancel 3 Enter and re enter the new password 4 Click OK Data Management Inc 2010 All Rights Reserved This documentation may change without notice 12 4 E Mail Address Book i E Mail Address Book Name Email Address Global Accounting Mark Alexander malexander andromeda com SUPERVISOR Elizabeth Arnold earnold andromeda com ANDERSON Administration Mia Ryder mryder andromeda com SUPERVISOR David Reed dreed andromeda com l l PARRISH Add Edit Delete Close The E mail Address Book allows you to add E mail addresses that you can quickly select when you are E mailing a report 1 In WebMa
33. The available exports include o E P P 0 PP HP HE 0 HP 07 P 0 D 07 PP DP BE 1 ma a e foa foa f oa foa oa f oa foa oa l a f a l o l a fa Decimals Xml Tag Name NUMBER FIRSTNAME LASTNAME ADDRESS1 ADDRESS2 CITY STATE ZIP SUSPENDED ECODE SSN DEPARTMENT BADGENUM NETWORKID PIN HB Not Importable Alignment Format Truncate 2 Left 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 PHONE CELLPHONE DOB Process Load Save Criteria e Employee Information from Add Edit to export employees such as the employee s name and address e Employee Job Code Information to export job code assignments from Add Edit such as the employee number job codes assigned to it and job code settings for that employee e Employee raise history to export rate adjustment records such as the employee number job code number that received a raise the job code s original rate and new rate e Employee hours to export hours for a specified period Such as the employee number and the date time job code of each shift e Employee accruals to export each employee s accrual balance such as the employee number job code number accruing time hours accrued and taken and the date of this accrual e Master Job Code List to export the company s list of job codes such as the job code number and job code settings e User List to export the users those managing the WebManager application such as the user ID user n
34. This requires the first record to contain column headers for each field File Preview This area provides a preview of the file selected 16 2 2 Fixed Length Field Screen If you selected Fixed Length ASCII Text for the File type then the next screen will ask you to identify the beginning of each field if not skip to 10 2 3 In the example below the first field is the employee ID 1 but the first field is automatically marked The next field in this example is the schedule s date in 4 5 10 so you would mark the beginning by clicking on the 4 The third field in this example is the time in 8 00 AM so you would mark the beginning by clicking on the 8 Continue this process until every field start is marked Then click Next import Witrand Click on each letter below that i the first letter of each fixed length field The letter at the first position will ales be celeched Ey dafault 16 2 3 The Mappings Screen This screen is used to map the fields in the file to fields in TimeClock Plus All other rows records in the file will be assumed to have the same format as the row you map Data Management Inc 2010 All Rights Reserved This documentation may change without notice Import Wizard Select on Pern in the Field calura te change ite field mapping You can also modify the field offset by modifying the value in the ofret oom e E E Field Cate farmat Field Offaee No map selected No map selected
35. any problems 4 7 8 Globally Changing an Employee s Salary 1 In WebManager go to Employee gt Global modification 2 Click on the Other tab 3 Select one of the salary settings e Set salary to a fixed amount This will allow you to change an employee s salary to an amount of your choosing e Change salary by a fixed amount This will allow you to increase an employee s salary by the amount you enter e Change salary by a fixed percentage This will allow you to increase an employee s salary by the percentage you enter Only the employees who are set up as Salaried Employee gt Add Edit gt select an employee gt Overtime tab will be affected by this modification Data Management Inc 2010 All Rights Reserved This documentation may change without notice Before you proceed remember that this global addition by default will affect every employee your user has access to If you want to only select a group of employees then click Criteria 4 Click Process If you click Preview then the modification will be simulated to validate it O So nothing will be modified but the system will check the desired am e YW x modification against everyone the defined group of employees and report any problems 4 8 Employee Messaging Employee messaging is a popular feature of TimeClock Plus It provides the ability to send messages to employees as they clock in out and maintains a history of all mes
36. break type 2 etc Disable Auto Deduct Disable Segment Minimum Data Management Inc 2010 All Rights Reserved This documentation may change without notice segment Hours and Segment Minutes Instead of importing a time out you may import the number of hours or minutes For this to happen the date in and time in must be included Day Offset Instead of entering a date in and date out you may enter the day offset 0 is the first day of the period 1 is the second day 2 is the third etc 16 2 The Import Process The process of importing schedules involves designating the filename to import and mapping all fields from the source file to fields in TimeClock Plus The import process begins with the file upload screen where the file to import is designated Choose a file to upload that will be used to import data Upload a file Upload 1 Click Select and open the file you wish to import 2 Click Upload a ag If you need to import a different file then click Change and repeat steps 1 and 2 3 Click Next Data Management Inc 2010 All Rights Reserved This documentation may change without notice Ba import Wizard Fila information Filename to import ached import tet File trea Belirnited ASCI Text Records te skip Map record l Reterd number to use in map green 1 Firat record in file Cefault map file Field delimiter Comma Treat compecubiyve del
37. check next to Start displaying message on and enter the date and time it should start 6 If you wish for this message to expire then place a check next to Stop displaying message on and enter the date and time it should stop 7 Click Send and the message will appear when the employee s perform a clock operation in WebClock or on a Remote Data Terminal Gre p 4 8 2 Viewing Message History and Deleting Messages All of the messages sent to an employee are archived This archive 1 shows if and when a message was read by the employee and 2 allows the user to delete a message that he she sent unless that message has been read In WebManager go to Employee gt Messaging Select the employee ae T Click History To break down the information for a Date Sent Date Resd Sent sy Message message highlight the message and a ee eco oe click View The detail will include the user who sent the message whether the message was read and the date and time it was read 5 To delete a message highlight it and click Delete The message may only be deleted if 1 you are the user who sent the message and 2 the message has not been read by the employee The Message History for an employee is also available in Add Edit Employee gt Add Edit gt select an employee gt Cumulative tab gt Message History 4 8 3 Sending a Global Message This is a message to every employee and will appear during every clock operation un
38. configured for time sheet entry e Display request button If enabled the Request button will appear in WebClock Data Management Inc 2010 All Rights Reserved This documentation may change without notice 18 7 2 Options e Display totals in hours minutes when viewing hours If enabled the total hours displayed when Window Layout Options Time Sheet Approvals Access employees view their hours if the Display actual punch times in view hours option is enabled M Dilay time on main application sosen will be in hours i Determine employes id using network id and minutes Pisin fhip coann khen Padar instead of Skip confirmation if mumber is determined by network id hundredths e Display time on main application screen If enabled the current day of the week date and time will appear in the lower right corner of the browser when an employee logs into WebClock e Always skip confirmation screen If enabled the confirmation screen that appears during a clock operation and shows the name of the employee the current date and time and other enabled functions will be removed Some companies disable this because it means one less screen for their employees to speed up clock operations but others leave it enabled so that employees can 1 make sure they entered the correct employee number and 2 access other enabled functions viewing their hours for example e Allow view of messages from confirmation screen
39. enter the In Time In Date Out Time and Out Date e For adding a clocked in record enter the In Time and In Date e For adding a time sheet enter the In Time In Date and the Hours length of the shift Press the F4 key to move to the next position of each field Yes Enter to move to the next field and F3 to move to the previous position field To move between AM and PM press the F1 and F2 keys or press any of the numbers on the terminal 9 Press the Yes Enter key after the last field 10 Select the job code and press Yes Enter If enabled tracked fields such as tips in a restaurant or parts on a production floor will be collected after the job code Data Management Inc 2010 All Rights Reserved This documentation may change without notice 19 4 2 Editing or Clocking Out a Record 1 Press the terminal s 6 key Select your user ID by pressing the terminal s Clock In or Clock Out key to move through the list of active users 3 Enter the Hour Edit password and press the Yes Enter key 4 Enter the employee number you wish to edit a record for and press the Yes Enter key 5 Press the Yes Enter key to confirm 6 Press 2 to edit hours 7 Press 1 to edit a segment or 2 to clock a record out If you pressed 1 8 Press any key to access the list of records and find the record you wish to edit using F3 and F4 to move through the list 9 When you find the record press Yes Enter 10 Change the shift
40. rie David Reed Time In 9 00 AM Time EF entry Jack Pamah Missed in punch 8 00 Mark Alexander Date Out 3 8 2010 E r Missed out punch Add range of days 1 Nadia Shields Time Out 5 00 PM CG Michael Bradley Mia Ryder Job Code Default Wl aOaInIini in amp a win Brooke Berry C Rate 10 Elizabeth Arnold Tracki 0 00 Track2 0 00 Track3 0 00 Break Type lt lt None gt gt v Note AutoSelect Criteria Preview Process Data Management Inc 2010 All Rights Reserved This documentation may change without notice 5 1 1 Adding a Record 1 In WebManager go to Employee gt Quick add hours 2 Select the employee s 3 Enter the date and time of the record e To add a complete record enter the date in time in date out and time out If the record spans several days then select the number of days from the Add range of days list For example for a Monday to Friday operation when adding a week of time you would enter Monday s date and then select 5 from the Add range of days list e To add a clocked in record place a check next to Individual is clocked in and enter the Date In and Time In e To add atime sheet record e g 8 hours of Sick place a check next to Time sheet entry enter the Date Time and Hours 4 Select the job code or leave it at Default to use the employee s default job code 5 Click Process A If you click Preview then the hour addition will be simul
41. rounded times Display actual punch times even when they are the same as rounded times This option will display an Actual In column showing when the employee actually clocked in before the time was rounded and an Actual Out column showing when the employee actually clocked out before the time was rounded even if the time in and time out were not rounded This option will only be available if Display actual punch times in addition to rounded times is enabled Ask for confirmation when deleting a shift from an individual This option will display a message asking you to confirm whether or not you want to delete the selected record just in case you bumped the key by accident or highlighted the wrong record If this is un checked then there will not be a confirmation and the record will be immediately removed Shade even rows in the list for clarity This option will shade every other row to make viewing a long list of records easier Shade alternating date groups in the list This option will shade every other day keep reading For example if there are three records on 9 22 three on 9 23 two on 9 24 1 on 9 25 and 4 on 9 26 then with this option checked the three records on 9 23 and the one record on 9 25 will be shaded Below is another example that shows this option in effect I Note Edited B Time In Time Out Job Code Hours Rate Break Total Week Total y B E 1 4 2010 08 05 AM 1 4 2010 12 15 PM 5 Service 4 10 10 00 Lunc
42. schedule last punch accruals or messages These options are available from the confirmation screen if enabled during a clock operation i S Itis recommended that you enable the View button refer to 18 6 WebClock Configuration especially for situations where an employee N wants to look at his hours or schedule but doesn t want to perform a clock operation to do so Viewing Hours 1 Click the View button From the confirmation screen the screen with the employee s name and current time click the View button and select Hours Hours for the current week should appear To view hours for a previous week navigate between weeks using the arrows in the lower right corner of the View Hours window To approve a shift place a check in the A column next to that shift Approving hours is not required unless configured in WebManager Add Edit gt Miscellaneous tab To enter a shift note highlight the shift and click Note To print the hours in your current view choose a format from one of the four buttons in the lower left corner of the View Hours window Click Close to return to the confirmation screen then OK to return to the main screen Viewing Schedules 1 2 Click the View button From the confirmation screen the screen with the employee s name and current time click the View button and select Schedule Schedule for the current week will appear To print the sche
43. suspended employees Department This is an optional field alphanumeric It may be populated to maintain the department that an employee is assigned to Reports exports and employee lists may also be filtered by department The department may be selected from the field s drop down list or added on the fly by typing it into this field Once a new department has been added it will become available for future use in the drop down list Export Code This is an optional field alphanumeric If you purchased an export module to export hours to a file that your payroll software can import but the employee number in TimeClock Plus is different than the employee number in the payroll software you can enter the employee s number from the payroll software in this field Even if the employee number in TimeClock Plus is the same as the employee number in your payroll software that number should be entered here Network Id This field allows you to store the employee s network login It is also utilized by the LDAP Authentication module Badge This is an optional field If the employee s badge number is different than their employee number the badge number should be entered here In addition the appropriate Badge Search Order should be set in the TimeClock Defaults refer to 12 0 16 Id Search If no badge number is entered the employee will only be able to clock in out using their employee ID number and if the employee is us
44. that batch file every week Otherwise you will need to keep up with closing the week in WebManager Create the batch file in your 6 0 folder with the following manager exe company x closeweek where x the company id If you don t know or remember the company id then open 6 0 s TimeClock Manager cancel the login screen go to File gt Select company Then you can create a scheduled task to run that batch file a few days after the last day of your work week If you want to schedule the batch file then you should schedule it a few days after the last day of the week to ensure that all edits have taken place before the week is closed Also if there are any A situations present that would normally cause the close to fail e g an employee who is still clocked into the week being closed then the close will fail until you correct this problem Auto copy schedules forward when closing the week If enabled this function will copy the current week s schedule to the number of weeks specified up to 3 weeks The system will also present two boxes that can be activated via check mark to automatically remove terminated employees during the schedule copy and to overwrite schedules if they already exist A Schedule required for the Auto copy schedules option to work This feature is for companies with schedules that do not change from week to week Prevent close week if conflicting shift segments exist If enabled the syste
45. 0 4 The Report Options While the settings previously discussed are specific to the selected report the Period Report Options affect every report These settings include formatting sorting and other various options 1 In WebManager go to Period gt Reports 2 Click Options 7 0 4 1 Formatting Tab This tab controls the formatting of times dates hours and employee names Eq limeClock Plus Manager Formatting Options Miscellaneous Print Options Time format Company Default Date format Company Default Hour format Company Default Decimal places 2 vr v v vr Name format Full name John Smith E Normalize employee names to same case O Normalize job code names to same case Some reports will display a short year or no year to conserve space Time format Choose the desired time format Culture uses the regional settings on the computer that the program is running on Culture Fixed does the same but displays a fixed length time even if the time has single digits so instead of 9 00 it displays 09 00 Date format Choose the desired date format Culture uses the regional settings on the computer that the program is running on Hour format Choose the desired hour format The hour format not to be confused with the time format represents the hour totals If you select the hundredths format HH HH then the Decimal places field will become available If available enter the desired number of decim
46. 10 07 The break length would be rounded down 15 minutes by adjusting his time in to 10 00 As a result there wouldn t be a break If an employee returns from the selected break type after 8 minutes or up to 15 minutes later the break length will be rounded up 15 minutes John goes on a break at 10 00 and returns at 10 08 The break length would be rounded up 15 minutes by adjusting his time in to 10 15 After the first 15 minutes the other segment begins lf an employee returns from the selected break type after 16 minutes or up to 22 minutes later the break length will be rounded down 15 minutes Jane goes on a break at 10 00 and returns at 10 22 The break length would be rounded down 15 minutes by adjusting her time in to 10 15 The result would be a break length of 15 minutes If an employee returns from the selected break type after 23 minutes which is 8 minutes into the other segment or up to 30 minutes later the break length will be rounded up 15 minutes Jane goes on a break at 10 00 and returns at 10 23 The break length would be rounded up 15 minutes by adjusting her time in to 10 30 3 3 3 2 More Information on Minimums and Break Rounding The Test button at the bottom allows you to simulate a break to better understand the behavior of TimeClock Plus based on your current settings N If you enable a minimum break length then the employee will not be allowed to return from the selected
47. 100 certain that the employee will never return to work for the company By suspending an employee he she will no longer be able to clock in or out their historical data will remain in the database for reporting and research purposes and the default criteria excludes all suspended employees from lists reports etc In addition you may consider renumbering all suspended individuals to place them outside your valid employee ID number range e g if all employees are numbered 1000 1075 renumber all suspended employees to numbers greater than 5000 Suspending an Employee In WebManager go to Employee gt Add Edit Select the employee from the list on the left Under the Info tab place a check next to Individual is suspended Click Save Consider renumbering the suspended employee to a range of numbers reserved for suspended employees refer to 4 3 Renumbering Employees me ae ee Un suspending an Employee 1 In WebManager go to Employee gt Add Edit 2 Click Criteria 3 Under the Info tab remove the check next to Exclude suspended individuals 4 Select the employee from the list on the left 5 Remove the check next to Individual is suspended 6 Click Save 4 4 2 Terminating Termination of an employee is recommended when there is certainty that the employee will not return to work for the company They will no longer be able to clock in or out their historical data will remain in the database for repo
48. 11 22 2000 04 09 31 50 326 450 1253 325 687 3100 On Lunch for 11 minute 1 Angelina Elliot 1 1 2000 _ 03 00 32 00 325 687 3100 325 212 7268 ClockedIn 3 David Reed 5 10 2000 03 00 32 37 326 450 1253 325 687 3100 Clocked In 2 Nicholas Ryan 3 6 2002 _ 03 28 35 03 326 212 7268 325 450 1253 On Lunch for 47 minute 10 Elizabeth Arnold 8 16 2002 _ 08 00 38 06 327 687 3100 226 212 7268 Auto Out 5 Mark Alexander 9 18 2000 08 00 39 01 326 212 7268 325 450 1253 Auto Out 8 Mia Ryder 4 8 2007 04 15 40 00 327 212 7268 326 450 1253 7 Michael Bradley 2 4 2000 04 29 42 29 326 687 3100 326 212 7268 Clocked In 9 Brooke Berry 6 12 2007 04 00 44 13 327 450 1253 326 687 3100 Clocked In Je SSS 2 Criteria Update f m E In WebManager go to Tools gt Call list 2 To choose which employees should be included in the list click Criteria choose a filter configure it and click OK If you want to include everyone that you have access to then do not worry about the Criteria Data Management Inc 2010 All Rights Reserved This documentation may change without notice 3 To print this list choose one of the outputs from left to right xls in Microsoft Excel document in Microsoft Word or csv in Microsoft Excel ix ir Bs Adding a Call List Note In earlier versions the Call List notes would automatically expire after 4 hours Now the date and time of expiration is up to you 1 Right
49. 2 sick hours The cap is based on what has been accrued so the rule will ignore the fact that the employee has 6 hours remaining and look at the 8 hours accrued Since the cap is set to occur when the hours accrued exceeds 8 the balance will be Capped o Hours remaining If selected the accrual balance for this job code will stop accruing after the hours remaining has reached the amount entered Hours remaining represent what the employee has left to use from what has been accrued As an employee uses the time that has been accrued the hours remaining will change which means the cap will come and go the employee will be able to accrue time again In the example earlier with an accrual rule that accrues 2 hours of sick time every week assume that the Sick job code has been configured to cap the accrual when the hours remaining exceed 8 From previous weeks the employee has accrued 8 hours and has not used any of that so there are 8 hours remaining When the week is closed the rule will not accrue anything further Before the week was closed assume the employee uses 2 sick hours The cap is based on hours remaining so the rule will ignore the fact that the employee has accrued 8 hours and look at the 6 hours remaining Since the cap is set to occur when the hours remaining exceeds 8 the balance will not be capped the employee will be able to accrue time again When an accrual is capped for your records the excess is logged
50. 3 Make any desired changes 4 Click Save Deleting a Default 1 In WebManager go to Employee gt Default information 2 Right click on the default group in the list on the left 3 Click Delete 4 6 Employee Templates Often a company will have several groups of employees with the same job codes overtime settings accrual rules etc Templates may be created for each employee group e g one for Administration one for Customer Service etc to speed up the process of adding employees When creating an employee in Add Edit you will be able to select the template or when importing employee information you will be able to specify a template in the file and the employee will be created imported using the information and settings in that template Data Management Inc 2010 All Rights Reserved This documentation may change without notice The template selected will not be tied to the employee It is only used when creating importing the employee Once the employee is created any changes made to the template will NOT affect that employee Adding a Template 1 2 3 4 0 In WebManager go to Employee gt Template Click New Enter an ID number and click OK Enter the template name Complete any or all of the tabs For more information refer to the corresponding tabs in 4 1 4 Employee Information and Settings 6 Click Save Editing a Template 1 In WebManager go to Employee gt Template
51. 30 minutes for the Round breaks to nearest and enter 8 minutes for the First Seqment and Other Seqments An employee clocks in and goes on a Lunch break at 12 00 PM If the employee clocks back in at 12 07 7 minute break then the break length will be rounded down to the nearest 30 minutes which means the time in 12 07 will be adjusted to 12 00 If the employee clocks in at 12 08 8 minute break then the break length will be rounded up to the nearest 30 minutes which means the time in 12 08 will be adjusted to 12 30 If the employee clocks in at 12 37 then the break length will be rounded down to the nearest 30 minutes which means the time in 12 37 will be adjusted to 12 30 If the employee clocks in at 12 38 then the break length will be rounded up to the nearest 30 minutes which means the time in 12 38 will be adjusted to 1 00 3 3 3 3 Break Minimums and Rounding Test This screen allows you to create a hypothetical situation to see how the system will behave based on your minimum and rounding rules After selecting the break type enter the start time the beginning of the break the return time the end of the break and click Test B Break Minumim and Rounding Test This utility vill simulate a break using the settings configured in the previous screen and in the global defaults for break rounding an inimums Data Management Inc 2010 All Rights Reserved This documentation may change without notice 1 Se
52. Ale map selected Ho map selected Ho map selected Ho map sebected No map seheched No map selected Ao map selected No map sebected Save Map Clear Map Back Next _ cana The fields in the file may be in any order they do NOT have to be in the same order as the fields in the drop down list Mapping an Import For each row click on the drop down list in the second column and select the appropriate field Fields in red are required fields If there isn t a field for the data in the first column then leave that row unmapped Date Formats If you map a date then a drop down list with several possible date formats will appear in the third column You may leave it set to Auto and the import will try to detect the format or choose a format from the drop down list Offsets If there are any extraneous characters at the beginning of a field then adjust the length using the up and down arrows next to the Offset column As you offset the field the field in the first column will update Alternatively you may enter the number of characters to remove in the Offset column Clear Map To clear a field choose No map selected from the drop down list or to clear all fields click the Clear Map button Save Map and Load Map If you will be routinely importing information mapped in the same way then click Save Map specify a name and click Save Then next time youre importing and you re on this screen click Load Map
53. B column and the empty Break column B Time In Time Out Job Code Hours Rate Total Week Total B 1 11 2010 01 00 PM 1 11 2010 03 15 PM 5 Service 2 15 10 00 1 11 2010 03 15 PM 1 11 2010 05 07 PM 6 Shipping 1 52 10 00 L 1 11 2010 05 07 PM 1 11 2010 07 00 PM 5 Service 1 53 10 00 6 00 6 00 The following buttons will appear at the bottom Criteria This button allows you to filter the list of employees For example if you want to look at a certain employee or a group of employees then you can adjust the criteria to only show those people If you want to look at a department or a group of departments then you can adjust the criteria to only show those departments For more information on the criteria refer to Section IX Criteria Options This button allows you to access the display options and settings for Edit Hours For more information refer to 5 0 8 Options for Edit Hours Shift The Shift button opens a menu with several actions that are broken down in the next section Data Management Inc 2010 All Rights Reserved This documentation may change without notice History This button allows you to access hours in previous weeks 5 0 7 Shift Menu Options When clicking on the Shift button or right clicking in the hours panel upper right panel there will be several options Add segment This option allows you to add a record It will only be available when an employee is selected Edit segment This option a
54. Choose a job code If there is a break after this segment then select the break type eee a 5 6 e To ensure that multiple segments are treated as a single shift they must be attached with breaks Data Management Inc 2010 All Rights Reserved This documentation may change without notice 8 If you enabled automatic deductions or a segment minimum for the job code you are scheduling and if you wish to disable either then place a check next to one or both segment flags place if and when schedules are transferred to hours It will also affect the calculation of scheduled labor costing h Disabling automatic deductions and or segment minimums will take 9 Click OK Repeat steps 3 9 to add more segments to the same day or a different day To edit a schedule Double click on the employee or enter their ID above the list and press Enter 1 2 Double click on the record you wish to change 3 Adjust any of the information and click OK EH individual Employee Schedule Individual Schedule for Nicholas Ryan 2 i fal Fixed Override f Leave Standard Schedule B Day Time In Time Out Job Code Hours Total Week Total 3 28 2010 4 3 2010 s 2 05 00 P 12 00 P 01 00 PM 05 00 P 2 Development 4 00 12 00 P 05 00 P M s M 2 Development 4 0 ere are no requests for this period Criteria Delete Segment Edit Shift pool Snippet Close If the employee is configured in WebMan
55. Click on Information under Settings Select the company i a el ae Port Configuration COM1 2 x E Settings Infomation Clock Operations Teminal Operation Company 00001 Data Management Feedback Access Restrictions ee Prompts _ Fallback Mode Description CT Badge Processing E Communication Serial Monitoring E Modules Active Modules 7 Click on Serial under Communication 8 Click Detect and WinRemote will talk to the terminal to determine the baud rate that is necessary e Fora Series 100 200 terminal the baud rate is 115200 It can be set to a different baud rate when configuring the terminal not recommended but the default baud is 115200 If itis set toa different baud then you will need to select that baud rate e Foran RT Mark II or Mark IIl terminal the baud rate is 19200 e The baud rate for older units will be 9600 Data Management Inc 2010 All Rights Reserved This documentation may change without notice Port Configuration COM1 2 x Serial Settings Baud rate 115200 E Access Restrictions Prompts Fallback Mode Badge Processing El Communication Serial Monitoring Modules Active Modules 9 Click OK 10 Click Port gt Start or select the port and press Cirl S For terminals that include a finger scanner or work in conjunction with a hand scanner please refer to the documentation that is included with those uni
56. Clock Operations Ethemet Settings Tenninal Operation Steck akie e C Ping Feedback Access Restrictions Port number 2001 1 65535 Prompts Fallback Mode Startup delay ms 1000 0 10000 Badge Processing Communication Ethemet Monitoring Modules Active Modules 10 By default the incoming port on the terminal is 3001 but if this number was changed then enter the new port number 11 Click OK 12 Click Port gt Start or select the port and press Cirl S For terminals that include a finger scanner or work in conjunction with a hand scanner please refer to the documentation that is included with those units to learn more about installing and configuring them 19 0 3 Running WinRemote as an Application Service The port must be running for the terminal to communicate with the TimeClock Plus database which means WinRemote must always be running It may run as an application or as a service Running WinRemote as an application means that you will have to open WinRemote manually should the computer ever be logged off or rebooted Alternatively you may create a shortcut to WinRemote and add it to the Startup folder so that Windows automatically opens it when you log on Whether you open WinRemote manually or have Windows open it for you the port has to then be started g WinRemote as an application then we recommend that you enable this L N option Please refer to the next section Enabling Auto Start
57. Eq Quick Setup Wizard Each individual company in TimeClock Plus has its ovm unique time settings By default the time is obtained from the database server with no adjustments If the company resides in a time zone that is different from that of the sql server it may be necessary to adjust the server time to the company time zone Method for retrieving the time Use the database server time with no adjustrv Time zone v Adjust for daylight saving time v Method for retrieving the time Select the desired method for retrieving time e Use the database server time with no adjustments If this is selected client workstations and terminals will pull their time from the database server with out adjusting it to a time zone This setting should be selected if all client workstations and terminals are located in the same time zone as the database server Data Management Inc 2010 All Rights Reserved This documentation may change without notice e Use the database server time adjusted to a particular time zone If this is selected client workstations and terminals will pull their time from the database server and adjust it to a time zone This option should be selected if client workstations and terminals are NOT in the same time zone as the database server This is designed for organizations with an environment distributed across multiple time zones The next option Time zone will need to be set if this is selected e Use we
58. Folder if the default is not acceptable and then click Install When the installation is complete click Close Data Management Inc 2010 All Rights Reserved This documentation may change without notice 5 From AutoConfig click Connection Manager oe Database Connection Settings Server information Database TimeClockPus tt sti lt i s Method Des Pot a Enable connection encryption must be supported by server Authentication Use tegrated authent Use SQL server authentication with 5 0 default user password f Use SQL server authentication with 6 0 default usen password Use SQL server authentication with the specified user password User panes tet Tee _ cr Connect to your SQL database e Ifyou created a database standalone then leave everything as the default See image above except Authentication e If you are using an existing database hybrid then next to Server enter your SQL server name and instance in the following format SQL server name instance and click OK Under Authentication select Use SQL server authentication with 6 0 default user password Click Save Click Update and Accept When the update is complete close the window by clicking the X 1 3 2 The Virtual Directories If you wish to create the virtual directories under your Default Website and using the default virtual directory names 1 Click Create Virtual Di
59. Grant Access 4 Select a user in the list 5 Place a check next to the roles you wish that user to have 6 Click Grant To create a new user Click Grant Access Click New User Enter a User Id and Password and click OK Re enter the password and click OK Select the user and click Grant Click Yes to every role membership Se ee To revoke all roles for a user 3 Select the user 4 Click Revoke Access 5 Click Yes to confirm 20 4 Backing Up a Database 1 Click Backup 2 Enter a file name if you desire a different name than the default 3 Click Start 20 5 Restoring a Database Backup 1 Click Restore 2 Next to Backup file enter or browse to the path of your backup 3 Click Restore Once you click Restore the existing TimeClock Database will be overwritten with the database from the backup if you name them the same name Data Management Inc 2010 All Rights Reserved This documentation may change without notice SECTION XXI AUTOUPDATE j TimeClock Plus Yo 5 zas M a N y web edition Update Updates the installed applications from the Internet An active Internet connection is required to perform this task Revisions View the revision history of each of the installed updates Module Download and install a module using a product key Installed Display a list of installed product updates and their revision numbers Options Change the AutoUpdate application settings
60. Height This value represents the height of the individual schedule window Default The button will reset the width and height fields to their default values Colors System Wide Individual Schedule Colors an item in the schedule cick on the button to the left of Alienate ron shading Laava conde cobor non food only Oke Cancel Fixed schedule overrides This is the color of any fixed schedules that were overridden Fixed schedules This is the color of any fixed schedules Alternate row shading This is the color of every other row Data Management Inc 2010 All Rights Reserved This documentation may change without notice Leave code color non fixed only This is the color of non fixed segments that are using a leave job code 13 3 Establishing Shift Pools lf your business has one or more set shifts a shift pool can be created for each for easy assignment to employees as you are building their schedules Ej Fart Shift Fagl Time Out Tig Aki 12 00 PH 5 00 Pe 10 00 PH 2000 Ab Adding a Shift Pool 1 In WebScheduler go to Configuration gt Edit shift pool 2 Click Add G Shift FH Then Timea Dmi H AM Time Out 5 PM ry Ceacripten 3 Enter the Time In and Time Out of the shift 4 Click OK 5 Repeat steps 2 4 for all of your shift pools Editing a Shift Pool 1 In WebScheduler go to Configuration gt Edit shift pool Data Management
61. If you want this snippet to be available to other users then place a check next to Make this snippet public Data Management Inc 2010 All Rights Reserved This documentation may change without notice 4 The job codes scheduled for the segments you selected will appear at the bottom When you later past this snippet to an employee it will paste the same job codes but if you wish for it to use the employee s default job code then place a check next to the job codes that should be substituted by the default For example you schedule a segment from 8 AM 12 PM in job code 1 and another segment from 1 PM 5 PM in job code 2 then save those two segments to a snippet If you do not check either job code the snippet will only work on employees who have job codes 1 and 2 If you check both job codes then the snippet will work for anyone it will use their default job code for both segments The Usage column indicates how many segments in the selection are using that job code 5 Click Save Pasting a Snippet 1 Select the day week you wish to paste the snippet to and click Snippet gt select the snippet Ss r Y Snippets may be edited and deleted in the Snippet Manager refer to _ 17 8 Editing and Deleting Snippets 17 1 2 Globally Applying a Snippet The Global Scheduler section Apply Snippet tab allows you to globally add an existing snippet to everyone or to a select group of employees In WebSchedule
62. Last v lof v Ok Cancel 4 Enter a description of the holiday Data Management Inc 2010 All Rights Reserved This documentation may change without notice If shifts worked on this date should be considered holiday hours place a check next to Calculate qualifying hours worked on this date as holiday hours For the Holiday Pay settings in Add Edit any special overtime rules or premiums for the holiday to take effect this must be checked Select the recurrence of the rule e Single date If this is selected then the holiday will only occur on the date entered here If you clicked Add for step 3 then it will default to today s date and if you double clicked on a day then it will default to the day you double clicked e Weekly on x If this is selected then the holiday will occur every week on the day of the week selected e Monthly on x If this is selected then the holiday will occur every month on the day of the month selected e Yearly on x If this is selected then the holiday will occur every year on the month and day entered e First lt day gt of lt month gt plus x days If this is selected then the holiday will occur every year x number of days after the first selected day of the month For example if the holiday was set to the Sunday of October plus 3 days then the holiday will appear 3 days after the first Sunday in October e Last lt day gt of lt month gt plus x days If this is selected then
63. Once highlighted click Next If the company is not displayed you can browse for the company data directory This is useful if you just want to move the TimeClock Plus data folder to the server for conversion Data Management Inc 2010 All Rights Reserved This documentation may change without notice Select Company From the list below select the TimeClock Plus 4 0 4 1 company to convert If the company is not listed select Other Directory to manually select the data directory Data Management C PROGRAM FILES TIMECLOCK PLUS 4 0 DATA Data Management C PROGRAM FILES TIMECLOCK PLUS 4 1 DATA 4 Onthe SQL Settings screen the SQL database settings will appear If these settings are incorrect then click Change Settings and adjust them as necessary Otherwise click Test Settings to ensure that the conversion utility can connect to the database Once the settings are correct click Next SQL Settings x TimeClock Plus 5 0 uses the SQL database engine In order to convert data the SQL server database user name and password must be set Server SERVER TIMECLOCKPLUS Database TimeClockPlus User tcuser 5 The next screen is the Conversion Summary tab and allows you to adjust your Company Number or Name when converting the data If you would like to change either one of those options do that now Data Management Inc 2010 All Rights Reserved This documentation may change without notice 6 Conversio
64. Rates will be reflected in many of the reports and the Estimates Wages Report will even look at the employee s hours and calculate the rate with overtime being factored in When entering a rate there is a default pay rate and a job code rate The default rate found at the top of this tab is applied to any job codes that are configured to use the individual s default rate The job code rate found when editing a job code from this tab is specific to any job code that is configured to use the specified rate of pay Default pay rate This rate may be applied to several job codes Every job code that is configured to use the individual s default rate of pay will use this rate Job code rate This rate is specific to a job code If a job code is configured to use the specified rate of pay then it will use the rate that is entered for that job code For example your default rate could be 8 00 and you could configure 4 different job codes to use the default rate instead of managing that rate for each job code The fifth job code could be configured to use a different rate the rate specified for that job code If you will be calculating overtime in a best of situation e g best of weekly vs daily best of bi weekly vs daily you will need to have either a default rate entered or an individual job code rate entered edit the job code and specify a rate Without a default pay rate or an individual job code rate the system can
65. Repeat steps 3 10 to add more segments to the same day or a different day To edit a schedule In WebScheduler go to View gt Weekly schedule Click below the day for which you wish to create a schedule Highlight a shift and click Edit Adjust any of the information and click OK ae ae a 13 5 2 5 The Interface Along the top of the Weekly Overall Schedule is a slider bar with each day of the week represented You may adjust the days that appear on the calendar using this slider Click below the day that you want the view to start with and the week that appears in the Weekly Overall Schedule will shift Sun For example if you click below Wednesday the week will start with Wednesday of that week and end with the Tuesday of the following This control does not affect scheduling it only affects your view of the schedules Criteria This button allows you to filter the list of employees For example if you want to look at a certain employee or a group of employees then you can adjust the criteria to only show those people If you want to look at a department or a group of departments then you can adjust the criteria to only show those departments Filter This button allows you to filter the list of employees down to employees who can work in a particular job code and at a particular date and time without exceeding a specified amount of time in the week Update This button refreshes information in the Weekly Overall Schedule
66. Request when approving or denying a request the manager may include a message alerting the employee to the status of his her request The manager can enter the message or use TimeClock Plus default message The screen where the default message may be changed can be reached by clicking this Templates button Request Type The Request Type determines which requests should appear in the list e Schedule These are requests to change the employee s schedule for a particular date e g an employee has an appointment and needs to come in an hour later than scheduled or leave early Data Management Inc 2010 All Rights Reserved This documentation may change without notice e Schedule Fixed These are requests apply to any period e g an employee who isn t available to work on Wednesdays or between 8 and 9 on Fridays e Time off These are requests for leave e g an employee requesting one day of personal time or two days of vacation Request Status The Request Status also determines which requests should appear in the list e Unknown Requests with an Unknown status are requests that were entered before the new request system was implemented e Pending These requests are awaiting a manager s attention e Approved These requests were previously approved by a manager e Denied These requests were previously denied by a manager Note that the manager may go back and approve a request that was previously denied if
67. Rights Reserved This documentation may change without notice 7 0 2 Configuring a Report eS 5 In WebManager go to Period gt Reports Highlight the report you wish to configure Click Settings You may change the report title or make changes to the settings the settings will differ for each report L Plus Manager Report title Complete Payroll Report E Print tracked fields when applicable E Print shift notes when available M Print rate of pay for each entry if rates are assigned I Print shifts with breaks in red M print id number at top of page print day of week on each line Iw Print export code at top of page O Print actual times worked M Print social security number at top of page Ii Hide actual times if they are the same as the rounded time E Print department at top of page E Flag hours worked on Saturday M print job code breakdowm at bottom of page C Flag hours worked on Sunday M print signature line on bottom of report E Flag hours worked on 6th consecutive day when configured Iv Print break column if breaks are present E Flag hours worked on 7th consecutive day when configured E Print individual approval check mark E Flag hours marked for holiday pay I print management approval check mark E Flag shifts earning premium pay i g holiday shift diff ect O Print other approval check mark a Flag shifts that have been edited or manually added TS print user id of user that performed approval M Shade alterna
68. This section allows you to determine i Close Week Ds Global Settings Display Settings Close Week Settings wh at th e syste m Calculations O Display reminders when it is time to close the week gt gt O Enable the ability to close the week from the command line Time Settings A WI d O wh e n th e Breaks Ta tomatically copy schedules forvard when closing the week week is closed Password Policy Woe ee oe ee Mail Settings Number of schedules to copy forward 1 Manager Settings Prevent close week if conflicting shift segments exist D is p ay Reminder Bar E Skip pre close error check when closing the week m Employee Entry reminders when Kinoe 5 J Accruals it is time to close ae the week If enabled the system will display a reminder to all users with access to the Close Week function when they Editing Hours Minor Tracking Scheduler Settings Miscellaneous Client Settings Miscellaneous Id Search Missed Punches Data Management Inc 2010 All Rights Reserved This documentation may change without notice first log into WebManager when it is time to close a week Enable the ability to close the week from the command line This setting is only available to hybrid users as it applies to TimeClock Plus 6 0 If enabled the close week process can be performed outside of TimeClock Plus from the command line This means that a batch file may be written and Windows may be scheduled to run
69. TimeClock Plus technician can send you the module and you can add it to Module Manager Modules may be loaded for one computer but not for another Module data for certain modules may be accessed e g the Hand Scanner module On Screen TimeClock TimeClock Manager Auto Import TimeClock Scheduler The tabs that appear will vary according to the modules downloaded Hour Calculation Module This tab includes modules that deal with specific hour adjustment needs such as the Auto Deduction Weighted Overtime and Forced Overtime modules Activation Module This tab includes a variety of modules such as the Job Costing Multi Company Multi Time Zone and Shift Differential modules Login Module This tab includes the POP3 and LDAP authentication modules Both of these authentication modules affect the process of logging into the management applications e g WebManager Automation This tab includes the Approaching Overtime Notifier module a sub module of the Automation Utility module On Screen TimeClock This tab includes the LDAP authentication and Secugen Hamster modules WinRemote This tab includes hardware such as the Digital Output Hand Scanner and Fingerprint modules Export Module This tab includes modules dealing with payroll software integration such as QuickBooks RSCCC Peachtree Sage Abra Great Plains and PeopleSoft Report Module This tab includes the Digital Output Access Report an
70. To print this list click Print and choose from the list of available outputs Data Management Inc 2010 All Rights Reserved This documentation may change without notice Other Options Job Code inclusions Select whether the pee Labor Cost section should include hours Job codencsions from every job code or from selected job C include oniy selected ob cde tems in labor cost codes oe TA Highlight hourly labor percentages above x If enabled labor percentages when editing sales by the hour will appear in red if greater than the amount you enter 1 for x thar Ogham Highlight hourly labor percentages above Edit sales by the hour If enabled sales will have to be entered for each hour when viewing daily figures If disabled total sales for the day will have to be entered Include salaries in total wages If enabled salaried amounts will be reflected Save entered sales figures If enabled the sales entered for each hour the total sales for the day will be saved If disabled the sales will reset to 0 00 when you leave or update the window Load current labor when window is opened If enabled the labor for today will be displayed If disabled nothing will be displayed and you will have to select the desired day or week 11 9 Creating a Backup Periodically backing up your system information provides a safety net for you the information can be restored should something happen and you lose your data
71. Track3 Break Type lt lt None gt gt Note segment Tab Date In This is the date when the shift started Time In This is the time when the shift started Date Out This is the date when the shift ended Time Out This is the time when the shift ended Job Code This is the job code for the shift Rate This is the rate for the job code selected Track1 Track2 and Track3 These are the three available tracked fields Examples of tracked fields include tips for a restaurant or pieces for a production environment Add Edit gt select the employee gt Jobs tab gt edit the job code gt i O If you wish to use any of these then they must be enabled Employee gt Tracked Fields tab Data Management Inc 2010 All Rights Reserved This documentation may change without notice Break Type This is the break type that follows the shift Leave lt lt None gt gt selected if a break doesn t follow the shift Note This shift note if you wish to enter one will be attached to the shift Right Side Individual is clocked in If enabled the Date Out and Time Out will not be required and the employee will remain clocked in Time sheet entry If enabled the Date Out and Time Out fields will be replaced with an Hours field where you may enter the length of the shift Missed in punch If enabled the Time In for the shift will appear as a missed in Missed out punch
72. View daily figures must be selected and estimated sales must be entered on an hourly or daily basis Click Period and choose the day week you wish to review To choose a different day or week you may use the Previous or Next buttons in the lower right corner Data Management Inc 2010 All Rights Reserved This documentation may change without notice 4 To choose which employees should be included click Criteria choose a filter configure it and click OK If you want to include everyone that you have access to then do not worry about the Criteria 5 To choose which job code should be included click Options select Include only selected job code items in labor cost select the job code s you want to include and click OK If all job codes should be included then do not worry about this 6 If entering sales on an hourly basis if Edit sales by the hour is enabled in the Labor Cost Options then enter the estimated sales in the record s Sales column and click Save The labor percentage will then be calculated and displayed in the Labor Percent column Period Friday January 15 2010 5 e o Ae Hours Worked 15 7 Estimated wages 157 50 View daily figures Total Sales 0 00 Salary Wages 0 00 view weekly figures Labor Percentage 0 00 Total Wages 157 50 Time Hours Wages Labor Percent Time Hours Wages Labor Percent 12 AM 0 00 0 00 12 PM 1 00 10 00 1 AM 0 00 0 00 1 PM 2 00 20 00 2 AM 0 00 0 00 2 PM 2 00 2
73. Who s Here gt Clocked In tab e f employees are configured to require hour approvals ensure that all hours have been approved Employee gt Approval Manager e If missed punches are enabled verify that any missed punches have been approved Employee gt Missed Punches Do not close the week that you are in until it is over Otherwise employees will be unable to clock in and out If you do close this A week by accident then there is an option to un close the week 1 In WebManager go to File gt Close current week Create company Delete company Close current week 2 There will be a warning message that asks you to confirm the close If the week in the warning is the week you wish to close click OK If you are up to date and about to close the current week it will warn you According to the system date you are not past the end of the current week If you close the week now no one can clock in until the next week begins If this is the warning then you will need to click Cancel unless you are at the very end of the current week and wish to proceed Closing the week you are in before it is over means that no one will be able to clock in or out until the following week Once the process is complete click OK If multiple weeks are open please repeat steps 1 3 until the current week is up to date eo 6 1 Un closing the Week If you accidentally close the wrong week then this option allows you t
74. Years Sick 4 6 Years Sick 6 Years Vacation 0 2 Years Vacation 2 4 Years Vacation 4 6 Years alniniulalwilin e Vacation 6 Years Criteria Preview Process 3 To add select the rule s under the Accrual Rules to Add to Employee section To remove select the rule s under the Accrual Rules to Remove from Employee section Before you proceed remember that this global change by default will affect every employee your user has access to If you want to only select a group of employees then click Criteria 4 Click Process AJ If you click Preview then the modification will be simulated to validate it E So nothing will be modified but the system will check the desired y modification against everyone the defined group of employees and report any problems 4 7 6 Globally Changing an Employee s Custom Field 1 In WebManager go to Employee gt Global modification 2 Click on the Other tab 3 Place a check under Employee custom fields Job Code Changes Accrual Rules Other Employee custom fields Employee settings Change classification Change department v Change manager v Employee salary e No changes to salary C Set salary to a fixed amount oO Change salary by a fixed amount C Change salary by a fixed percentage 0 Criteria_ Preview Process 4 Click Edit 5 Enter the value or choose an item from the drop down list depending on the type of custom field
75. added manually edited or removed The reason for the tardy may be entered and may also be excused by checking the option This Absence Tardy is excused Absent Statistics The total number of absences and of that total number the number that was excused appear here By clicking on the Detail button a record of each absence will appear and may be printed Absences may also be added manually edited or removed The reason for the absence may be entered and may also be excused by checking the option This Absence Tardy is excused Whether an employee is tardy or absent depends on the rules established in the TimeClock Defaults Configuration gt Preferences gt Defaults gt TimeClock Scheduler gt Miscellaneous gt Absent and Tardy area In order for TimeClock Plus to automatically record tardies and absences a schedule MUST be created in TimeClock Scheduler for the period specified Adding a Tardy Absence 1 For tardies click Detail under Tardy Statistics For absences click Detail under Absent Statistics 2 Click Add Eq Edit Detail Date 3 5 2010 Bal Time In 9 00 AM 65 Date Out 3 5 2010 Time Out 5 00PM Reason Description a This Absence Tardy is excused 3 Enter the dates and times that the employee was supposed to work 4 lf there is a reason description for this tardy absence then enter it 5 If this was excused then place a check next to The Absence Tardy is excused 6 Click OK
76. after the second Tuesday of the month etc User List e Added roles that are functionally user right templates So the user rights for one group of users may be defined and saved as a role Then each user in that group can be created and assigned to that role instead of having to re define the rights for each user Note These roles only correspond to user rights and not who the user can access e Added ability to define which job codes a user can access e Added Start in option per user to determine what screen is opened when the user logs into WebManager e Stronger password encryption SHA 1 meaning more security TimeClock Defaults e Added Password Policy section This section allows the user to set the restrictions on each type of password For example you can set the restriction to require at least a 10 character password containing at least 2 uppercase 2 lowercase and 2 numeric characters e Added options for Edit Hours to clear the approval of a segment when that segment is edited e Added options for Edit Hours to prevent the editing of approved segments and options to prevent the deleting of approved segments e Added option for employees to change their Pin in WebClock e Added option for employees to view x number of scheduled weeks ahead up to 8 from WebClock or a Remote Data Terminal e Added option to only allow time sheet entries in WebClock x number of days in the future and x number of days in the pa
77. an import 3 1 Adding and Editing a Job Code Master Job Code List Adding a Job Code a oe When adding a job code you can use an existing code as a template A This means you can add a code and have it inherit the settings of INN another To do this highlight the existing code click Add and Yes when asked to use as a template 1 In WebManager go to Configuration gt Master job code list Click Add If you wish to create a job code with the same settings as an existing code then highlight the existing code click Add and OK to confirm Enter a job code number Enter a description optional If the code is non clockable then remove the check next to Code is clockable and if the code is a leave code e g Sick then place a check next to Leave code 6 Make any other desired changes to the settings the next sub section details each tab and click OK ea Editing a Job Code 1 In WebManager go to Configuration gt Master job code list 2 Double click the job code or highlight it and click Edit 3 Make any desired changes and click OK Deleting a Job Code This is not recommended It would be better if you deactivated the A job code to preserve the history of hours in that job code by editing the code and un checking the Active option 1 In WebManager go to Configuration gt Master job code list 2 Highlight the job code and click Delete Data Management Inc 2010 All Rights Reserve
78. anniversaries within the past 10 days and in the next Reminder Bar Reviews tab This will depend on the reviews entered Employee gt Add Edit gt Reviews tab Display birthdays within the past X days and in the next X days Specify the time frame in which upcoming or recent birthdays should appear in the Reminder Bar Birthdays tab This will depend on the employee s DOB Employee gt Add Edit gt Info tab Display anniversaries within the past X days and in the next X days Specify the time frame in which upcoming or recent hire date anniversaries should appear in the Reminder Bar Anniversaries tab This will depend on the employee s hire date Employee gt Add Edit gt Info tab 12 0 8 Employee Entry This screen is E TimeClock Plus Manager used to define RAE Tocco wh ich fi e d S wi be nanny Place a check in each item that is required when adding or editing an employee required when ie en Cie R Breaks aS sein a d d l n g a n ew Password Policy S ne Mail Settings T address 2 T Cell Phone e a ployee to Manager ed 5 City T E mail address TimeClock Plus Reminder Bar ea ars Employee gt ome eig sparc Add Edit To sca rs i Close Week req u l re a fi e l d 3 Editing Hours 1 Minor Trackin place a check In Scheduler a the box next to Miscelaneous that field and click ee OK to save these Missed Punches settings 12 0 9 Add Employee This section includes a few
79. assign it to the employees in Add Edit The advantage of doing this comes when you need to make a change to those settings Instead of making that change to each employee or having to copy it to different employees you can simply change the defaults and it will affect everyone assigned to that group Establishing defaults for employees is highly recommended for any A company that applies standard treatment of overtime to all or most of their employees Adding a New Group of Defaults 1 In WebManager go to Employee gt Default information Click New 3 Enter the default id number or click Next Available and the next available number will be automatically entered The number you enter can be up to 10 characters in length 4 Enter a name for the group This name will come into play later when you are adding or editing employees in Add Edit and select the group of defaults for some of the tabs 5 Ifthe group that is being added should use a template that you created then select it from the Base new item on which template drop down list 6 Click OK Eq TimeClock Plus Manager Enter new id number Next Available Base new item on vhich template Blank Template T 7 Go through each tab Overtime Accrual Restrictions Scheduler and Miscellaneous and adjust the settings accordingly For more information refer to the corresponding tabs in 4 1 4 Employee Information and Settings 8 Click Save If you have
80. break until the minimum entered has passed For example lets assume you select the break type Lunch from the Break type drop down list and enter 30 minutes as the minimum If an employee clocks into this job code and later goes on a Lunch break but tries to return after 15 minutes they will be restricted from clocking in until their break is 30 minutes However if authorized a manager with the rights to override may go to the employee s location and enter an override password to clock that employee in before the minimum is reached If you enable rounding then the time that the employee returns from the selected break will be adjusted so that the length of the break is rounded to the nearest Data Management Inc 2010 All Rights Reserved This documentation may change without notice amount entered Whether it rounds up or down depends on when the employee returns The First Segment and Other Segments are windows that determine if the break length should be rounded up or down The First Segment is the first x minutes of the break and Other Segments include every x minute period after the first segment where x is the amount you are rounding to So if you entered 30 in the Round breaks to nearest field the First Segment would be the first 30 minutes of the break and Other Segments would include every 30 minute period after that For example lets assume you select the break type Lunch from the Break type drop down list enter
81. click on the record or highlight it and select Add Note Eq TimeClock Plus Manager Id 1 Name Angelina Elliot Note Expiration 12 22 2009 fq s3asem 05 2 Enter a note 3 Next to Expiration enter the date and time that the note should expire 4 Click OK 11 5 Request Manager In WebManager go to Tools gt Request Manager Start 8 1 2018 E Ends 12 31 2030 FS Manual Entry _Update Request Type M Schedule Detail Calendar Schedule Fixed Tre Date Entered Notice Daye Requart Date a Time Jeb Code Status Paquet M Tima otf i Angalina Ellict Requart Statue U Tomaso 6 9 2010 dzie PM a 18 2010 08100 AM 05 00 PM L001 Yacetion Pending Vacation vith my Family M Unknown J 3 David Reed M Bending Schedule 6 9 2010 03193 FM 1 i 2010 HIA WA Pending May I teke my lunch at 4 tonos sere Tiroke Benny Denied E aaa A A EN a SN AE ao ea T i Elizabeth 4rneld Tina off 6 9 2010 03 39 PM i i soi O60 AM OS000 PM L000 Wacstion Pending Gaming back from vacation a Detail Remove Criteria Grouping Templates This screen allows the manager to approve or deny pending requests adjust the employee s schedule and review past requests When approving or denying a request the manager may include a message alerting the employee to the status of his her request in either a message via WebClock an E mail or both Data Management Inc 2010 All Rights Reserved This documentation may
82. copy schedules forward when closing the week Configuration gt Preferences gt Defaults gt Manager Settings gt Close Week If enabled schedules will be copied from one week to the next when you close the week but only employees who are configured to participate in the auto copy who have this Individual participates option checked Ly Employee defaults may be created for this tab Employee gt Default s information To use those defaults place a check next to Use default DE information and select the group of defaults that should apply to this A A employee For more information on setting up the defaults refer to 4 5 Employee Defaults Test Scheduler Settings 1 Click on the Test button Data Management Inc 2010 All Rights Reserved This documentation may change without notice Eq Test Scheduler Settings 10 04AM Time Operation ClockIn Test Results Date 3 5 2010 Ez res 2 Enter the date and time of the hypothetical clock operation 3 Select whether the operation is a clock in or clock out 4 Click Test The clock in out will then be simulated and a summary of any rounding or restrictions that would have taken place will appear settings 4 1 4 9 Notes Tab The Notes tab can be used to add various notes about an employee e g test dates The Test Scheduler Settings feature includes your automatic rounding settings under the Restrictions
83. each field in the file to a field in TimeClock Plus by clicking on the drop down list second column and selecting the appropriate field 7 Click Next will be assumed to have the same format as the first A You are mapping a single row so all other rows records in the import 8 Click Next Sa P There is an option to Validate the contents of the import file without A importing any information If enabled the import will be simulated to J validate the file None of the data will be imported but the system will look at the file and report any problems 9 Click Finish 10 2 1 The File Information Screen File type Select the type of file you are importing from the File type drop down list You can import 3 types of files DBASE compatible fixed length ASCII or delimited ASCII Text Records to skip In some source files the initial record s may serve as a space holder or header record titles for each column of data By entering a number in this field you designate the number of records rows to skip before beginning the import Data Management Inc 2010 All Rights Reserved This documentation may change without notice Map record The number entered here designates the record row to display on the next screen the Mappings screen where you tell the system what each field represents The row number entered will appear as blue text in the File Preview Default map file If you plan to import on an ongoin
84. employee would have two shift segments 8 AM 12 PM and 1 5 PM e Worked during period If selected the list will include everyone who worked a shift during the date and time specified e Started segment during period If selected the list will include everyone who started a segment during the date and time specified Data Management Inc 2010 All Rights Reserved This documentation may change without notice e Started shift during period If selected the list will include everyone who started working a shift during the date and time specified 4 To choose which employees should be included in the list click Criteria choose a filter configure it and click OK If you want to include everyone that you have access to then do not worry about the Criteria 5 Click Update Start 2 25 2010 El at 10 17 AM ic Filter Scheduled to be working v End 2 25 2010 at 11 59PM O Quick select Now to end of day Current Scheduled to be working 2 25 2010 10 17 AM 2 25 2010 11 59 PM Shade alternating rovs Export to fi px Number First Name Last Name Brk Time In Time Out Break Type Job Code Bill Alexander 2 25 2010 8 00 00 AM 2 25 2010 05 00 PM 12 Bill Alexander 2 25 2010 08 00 AM 2 25 2010 12 00 PM Break 5 Support 12 Bill Alexander 2 25 2010 01 00 PM 2 25 2010 05 00 PM 5 Support Mark Alexander 2 25 2010 8 00 00 AM 2 25 2010 05 00 PM 5 Mark Alexander E 2 25 2010 08 00 AM 2 25 2010 12 00 PM Br
85. enabled the first row will be a header that identifies each field in the export Data Management Inc 2010 All Rights Reserved This documentation may change without notice Headers not only help you identify each field when reviewing the export later but they also help TimeClock Plus identify each field if you plan on importing this information into TimeClock Plus on another database Editing the Format Include Fold Beecription Egit HUMBER Employes Id Width E Humber of Tagi l Geckrals m wml Teg Marne NUMBER Alignment Left 7 Feet Truncate Truncate if necessary Edit JOBCOCE Job Code Width Adjust this to create a set length for this field This is only necessary for a fixed length export Number of Tags Adjust this if you wish to export this field to more than one column for an xml export Decimals For numeric fields you may adjust this to the number of desired decimal places Xml Tag Name Adjust this if you wish to export under a different xml tag name Alignment You may choose to right align center or left align this field Format For date and time fields you may choose a different format Truncate If you adjusted the width and a field in the file exceeds the width you entered the entire field will be exported if this is not enabled The width will be enforced if this option is enabled 8 1 3 The Job Code Selection Screen When exporting Employee Job Information Employee Accrual
86. enabled for an employee and employee job code then the employee will be allowed to enter time sheets for that job code x number days in the future and y days in the past By default both are 0 so time sheets can only be added to the current day Allow employees to view current hours for this period when entering a time sheet If time sheet entry has been enabled for an employee and employee job code and this option is enabled a Current Hours tab will be available when the employee is entering time sheets Default initial time sheet to today s date If time sheet entry has been enabled for an employee and employee job code and this option is enabled then today s date will be entered for the first time sheet Data Management Inc 2010 All Rights Reserved This documentation may change without notice 12 0 16 Id Search Boni Global Settings Id Search Display Settings Id Search Order Calculations When an individual performs a clock operation using one of the client applications a unique id number for the individual must be entered This number must be either the employee id number or the badge numbe Time Settings Breaks Select the method the client applications will use to determine the unique id from the data entered ce Locate the id number by searching the employee id field only Password Policy C 7 Locate the id number by searching the badge number field only Mail Settings Locate the id number
87. for example due to a hard drive or system failure A backup should be performed at regular intervals to minimize disruption to your business should a restore be required There are 2 ways to backup the TimeClock Plus database in WebManager and Database Manager 1 In WebManager go to Tools gt Backup system information 2 For the Server directory enter a directory on the server machine hosting the TimeClock Database where you would like the backup to be created machine So if you enter C TCBackup then the backup will be created and placed in the C TCBackup directory on the server not The directory specified is on the database server and not the local on the machine performing the backup procedure 3 Next to Backup file name enter a name for the backup file Data Management Inc 2010 All Rights Reserved This documentation may change without notice Eq Backup Information Server directory Backup file name TimeClockPlus 2010 02 25 1026 TCB60 A full backup will be performed and the resulting file will be placed in the directory specified on the server where the database is hosted It is recommended that the backup be performed from the server where the database is hosted Start Close 4 Click Start Should it become necessary to restore a backup the option to do so is in Database Manager To learn more about the process of creating and restoring a backup in Database Manager refer to Section
88. for more information The list of requests may be grouped by employee number name request date or week Click View and select a grouping 1 N r DE Schedule Requests may be printed from the Schedule Requests Report Viewing Requests 1 In WebScheduler go to Configuration gt Edit employee schedule requests 2 Select View Add requests by date range to view requests for a certain date or View Add fixed requests to view requests for certain days e g every Monday or every Monday between 12 PM and 3 PM 3 If viewing by date range enter the range in the Start and End fields Alternatively you may select a date range from the drop down list 4 Click Update Data Management Inc 2010 All Rights Reserved This documentation may change without notice Wiew Options C Vira Add fixed neequesis View Add requests by date range Start S a A lj i Ends d2 4010 fli falar Eritry F Update Tyree Cote Tims Sista Raquaak Brooke Barry 9 Tima aff 4 14 2010 O80 AMOS it PM Pending Griving back from Colorado Elizabeth Amold 10 Schedule 4 a 2010 WA Pending Son s soccer game is at 4 May i 3 Mark Alexander 3 Schedule af1a 2010 WA Pending 1 have an appointment st 4730 1 WMitholas Ryan 2 Tima ott 4 15 2616 68 00 AM 03 0 PH Pending Going out of teen for a amily re Tima ott 4 16 2010 TDi AM O5 00 PH Pending Taing out of teen For a family ret add Edit
89. gt gt 8 00 Michael Bradley 1 14 2010 10 09 AM ANDERSON lt lt lt Adding new record gt gt gt 7 Edit Hours ANDERSON PC 3 1 14 2010 08 00 AM 1 14 2010 11 00 AM 3 00 v 10 Elizabeth Arnold Elizabeth Arnold 1 15 2010 01 15 PM PARKER 10 1 15 2010 01 00 PM 10 Edit Hours PARKER PC lt lt lt Record Deleted gt gt gt Criteria History Detail Export 8 To view the changes for a record double click on it or highlight it and click History To view changes in detail highlight the record and click Detail Changes will appear in red 9 To export this list click Export and refer to 8 1 1 Steps for Exporting for assistance with the export process 1 A If you right click on the list of records on the right there are options to _ group the list e g group by user the user who made the edit 11 7 Override Log TimeClock Plus also maintains a log of overrides situations where an employee was restricted from a clock operation and the manager entered an override password to override the restriction Each record includes the employee number and name where the override was performed what operation had been restricted the time and reason for the restriction the user how performed override and how the override was performed 1 In WebManager go to Tools gt View override log Enter the Start and End of the range you wish to scan Alternatively you may select a date range from the drop down list
90. hours will appear in blue The amounts to flag 8 and 12 and the color blue and green may be changed in the Who s Here Options 11 1 1 Moving an Employee to a Break 1 From the All Clocked In Last Punch or Hours tab right click on an employee who is clocked in and click Clock Out 2 For Date Out enter the date of the break 3 For Time Out enter the time that the break began 4 Choose the Break type TimeClock Plus Manager Date In 11 4 2009 Time In 10 15 AM Date Out 11 4 2009 Time Out 12 55PM _ Oo Break type Break 5 If tracked fields are enabled for the employee s job code and are required when clocking out you may enable the tracked fields and enter an amount If left disabled then a tracked amount of 0 00 will be recorded 6 Click OK Data Management Inc 2010 All Rights Reserved This documentation may change without notice 11 1 2 Clocking an Employee Out 1 2 3 4 5 From the All Clocked In Last Punch or Hours tab right click on an employee who is clocked in and click Clock Out For Date Out enter the date of the clock out For Time Out enter the time of the clock out The Break type should remain lt lt None gt gt Eq TimeCock Plus Manager Date In 11 4 2009 Time In 10 15 AM Date Out 11 4 2009 Time Out 12 55 PM 5 Break type lt lt None gt gt If tracked fields are enabled for the employee s job code and are requi
91. import It allows for importing complete data and not just individual punches e Added ability to automatically import contract information Modules e Added support for authentication modules POP3 or LDAP that provide a unified password mechanism when logging into an application Manager Scheduler Module Manager etc Data Management Inc 2010 All Rights Reserved This documentation may change without notice SECTION I INSTALLATION 1 0 Installing Web Edition 3 0 The installation of Web Edition 3 0 involves 3 steps Install the Prerequisites e Internet Information Services IIS e IIS 6 Metabase Compatibility Windows Vista 7 2008 Server only e ASP NET e NET Framework 3 5 SP1 Create or Upgrade the SQL Database Hybrid users will not need to create a database with Web Edition 3 0 since they will have already created one in TimeClock Plus 6 0 Users upgrading from TimeClock Plus 4 1 or earlier will need to contact TimeClock Plus Technical Support 325 223 9300 for assistance Install the Applications e Install the application setup files Establish a connection between Web Edition and the database Update to download the application files Create virtual directories to allow web interaction Enable AutoUpdate Script Execution Service 1 1 Installing the Prerequisites 1 Insert the TimeClock Plus CD in your CD ROM drive If auto run auto play is enabled a menu will appear If not go to Start gt Run gt en
92. in or out variance due to rounding yo asked if you would like to use the actual times or reset them This option vill force the application to start asking that question again if you have previously told it to remember your last setting Ok Cancel Show segment description in list This option will display the description of the scheduled shift in the Schedule Information panel lower right Show scheduled break lengths in list This option will display the length of any breaks that were scheduled in the Schedule Information panel lower right Show scheduled shift totals This option will display the total for each scheduled shift in the Schedule Information panel lower right Data Management Inc 2010 All Rights Reserved This documentation may change without notice Show scheduled week totals This option will display the total hours scheduled for the week in the Schedule Information panel lower right Perform punch rounding on added shift segments This option will round the time in and out when adding a record if automatic or scheduled rounding is enabled Perform break rounding on added shift segments This option will round the break length if break rounding is enabled Default time in when adding a new shift segment The time entered here is the time in that will be entered by default when adding a new record Default time out when adding a new shift segment The time entered here is the
93. includes information that affects different functionality logging in report settings and export settings to name a few It also includes employee and job code access and passwords Data Management Inc 2010 All Rights Reserved This documentation may change without notice 12 2 3 1 Information Tab The User Id will already be filled with the Id entered on the screen for adding a user It may not be changed The User name will already be filled with the name entered on the screen for adding a user It is available here for editing should it become necessary If the user is also an employee his her hours are being tracked in TimeClock Plus then select the employee from the Employee number drop down list There are rights that depend on this field options that prevent a user from editing his her information Employees are the individuals who will be performing clock operations and users are the individuals who will be accessing the management applications such as WebManager and WebScheduler There may be situations where an individual who has been set up as an employee is also set up as a user with limited access because the employee has been asked to perform certain operations in Manager For example a receptionist may need to clock in and out so an employee is created for her but she also needs to determine if an employee is clocked in or not in the office when a caller asks for that employee so a user is cre
94. key to return the main menu 19 3 8 Submitting a Time Off Request This is only an option on the Series 100 200 terminal In order for employees to be able to submit a time off request this option must be enabled in WebManager Configuration gt Preferences gt Defaults gt Client Settings gt Request Entry Press the terminal s View key Press the number that appears next to Time Off Identify yourself by entering your employee number on the keypad and pressing Enter swiping a badge or placing your finger hand on the scanner for recognition Enter the Date of the time off and press the Yes Enter key Next to Start enter the time that the time off begins using the Clock In and Clock Out keys to move between AM and PM and press the Yes Enter key For example if you work from 8 5 and you are only taking the morning off the Start would be 8 00 AM 6 Next to End enter the time that the time off is over using the Clock In and Clock Out keys to move between AM and PM and press the Yes Enter key For example if you work from 8 5 and you are only taking the morning off the End would be 5 00 PM 7 Next to Days select the number of days for this time off using the Clock In and Clock Out keys to increase and decrease the number and press the Yes Enter key If left at 1 the request will only be made for the day entered in step 4 8 Next to Code select the leave code for this time off request or select N A whi
95. of Accruals Miscellaneous Reports in the last section reflect employee information including birthdays hire date anniversaries and scheduled reviews that fall in the date range being reported This section also includes reports that reflect recorded absent and tardy information recorded when the week was closed punch locations the source of each clock operation and shifts that exceed a user defined amount of time The Absent and Tardy Reports in the Scheduler section will calculate absent and tardy information based on the schedule and time worked The Recorded Absent and Tardy Information Report will reflect what was recorded during the close week operation incl excused unexcused information In most cases they will match but if the absent tardy data is changed from the employee s Cumulative tab Add Edit then the Absent and Tardy Reports will be more accurate Configurable These reports may be configured to include or exclude different bits of information These settings may be different for each user allowing everyone to view the same report differently in a format to their liking Alternatively there is an option to share the configuration The option to Use shared configurations in Period Reports may be enabled on a per user basis Any users with that option enabled will read write to the same configuration versus reading writing to their own Savable There is also an option to save a report This means that a us
96. of the web applications will appear You may expand each application to view details of the update E TimeClock Plus AutoUpdate Application Directory Installed Components i v AutoConfig i I 2010 03 11 12 22 31 1292 INFO i I 2010 03 11 12 22 31 1292 INFO Begin Update Workflow D tcp we 30 AutoConfig i I 2010 03 11 12 22 31 1292 INFO i I 2010 03 11 12 22 3141292 INFO Revision 395 i I 2010 03 11 12 22 31 1292 INFO i I 2010 03 11 12 22 3141292 INFO Begin Cleanup Task i I 2010 03 11 12 22 32 1292 INFO Cleanup Task failed i I 2010 03 11 12 22 32 1292 INFO i I 2010 03 11 12 22 32 1292 INFO Abort Cleanup task failed I 2010 03 11 12 22 32 1292 INFO l I 2010 03 11 12 22 32 1292 INFO End Update Workflow D tcp we 30 AutoConfig gt Manager gt MobileClock Update 4 Click Close 21 3 Installing a Module Several modules are available including the Multi Company module for creating more than one company the Job Costing module for adding more levels and reports to TimeClock Plus for tracking projects or work orders the Shift Differential module for paying differentials based on the time of day the Auto Import module for automatically importing information such as employee information and hours payroll export modules for exporting hours in TimeClock Plus to a file that a supported
97. or remove a break after the highlighted record So if the employee went on break at 10 00 AM by using the Clock Out button instead of Break and returned at 10 10 AM you can highlight the record with the clock out of 10 00 AM select this option and the clock out will become a break This option will only be available when a record is highlighted Add Edit View note This option allows you to access the Shift Notes screen where you may read edit or add a shift note This option will only be available when a record is highlighted Approve This option allows you to approve an unapproved record This option will only be available when a record is highlighted Data Management Inc 2010 All Rights Reserved This documentation may change without notice Unapprove This option allows you to remove the approval from an approved record This option will only be available when a record is highlighted Approve missed in punch This option allows you to approve a missed time in If the time in was missed then it will appear in blue Once approved it will display regularly in black This option will only be available when a record with an unapproved missed time in is highlighted If the missed punch reads lt lt Missed gt gt then you won t be able to approve it until you edit the record and enter a time Approve missed out punch This option allows you to approve a missed time out If the time out was missed then it will appear in blu
98. other groups of employees with different rules then repeat these steps to add more Once you create your groups you may apply them to a template and then import add your employees manually using that template Or you may add your employees manually and apply the default groups then Whether you are applying the default group to a template or an employee the process will be the same Data Management Inc 2010 All Rights Reserved This documentation may change without notice Assigning a Default 1 While adding or editing the template employee go to one of the default supported tabs Overtime Accrual Restrictions Scheduler or Miscellaneous Place a check next to Use default information Select the group of defaults that should apply to this template employee Click Save 2 3 4 If you are applying this default to a template remember that it will not affect employees who have already been imported added using A that template It will only affect employees who are imported added using that template in the future Selected Angelina Elliot 1 Notes Photo Reviews Cumulative Misc Access Info Custom Jobs Overtime Accrual Restrictions Scheduler Overtime Calculations Overtime Mutlipliers Overtime Settings BL epee oe Se Editing a Default 1 In WebManager go to Employee gt Default information Double click on the group you wish to access or enter the group number and press Enter
99. remain unchanged but the system will adjust the segment length to reflect the minimum For example a shift might be from 7 00 AM to 7 15 AM and show 1 hour worked If an employee who is clocked into this job code works longer than the segment minimum it will not adjust the segment length but record the actual length So if the segment minimum is 2 hours and the employee works 3 the length will remain 3 3 3 5 Auto Out Tab A job code can be configured to automatically clock out an employee with the 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 Data Management Inc 2010 All Rights Reserved This documentation may change without notice Ee Edit Job Code f T T T Fe in eee ae J Information Breaks Break Rounding Segment Minimums Auto Out Custom Fields Accruals O Enable automatic clock out for this job code When an individual clocks in under this job code the shift vill automatically be closed and show a set number of hours from the clock in time For example if you pay two hours for meetings attended create a meeting job code that auto clocks out after two hours The individual vill only need to clock in for the meeting and a two hour segment vill be created Number of hours to assign 0 i e 4 30 Ok Cancel Tracking employees who were automatically clocked out but currently working is possible Tools gt Who s h
100. reset date the accrual remaining resets to 0 000 NOTE When an accrual is reset an adjustment is entered into the accrual history to make the total available match the reset amount Accrual Caps C Cap accruals to this job code meee r Se ere Ok Cancel Data Management Inc 2010 All Rights Reserved This documentation may change without notice Accrual Reset Choose whether or not accrual balances for this job code should reset when they should reset and to what amount Do not automatically reset accruals to this job code If selected accruals will be permitted to carry over and accrual balances will not be reset to zero at any time Reset accruals to this job code on the individual s hire date anniversary If selected the accrual balance for this job code will be reset to the amount entered after the employee s hire date anniversary If the hire date is May 21 then on May 21 of every year the accrual will reset once the week is closed Reset accruals to this job code on a specific date If selected the accrual balance for this job code will be reset on the date entered and to the amount entered If the date entered is December 31 then on December 31 of every year the accrual will reset once the week is closed If resetting to a value other than zero the accrual will only reset if the employee has more hours accrued than the reset to value For example if the Sick job code is configured to reset the Sick accrua
101. rules for sick vacation etc During the process of adding accrual rules the rule may be selected from the list of existing accrual rules or added on the fly Adding an Accrual Rule 1 Click Add 2 Place a check in the Add column next to the accrual rule s you wish to add Data Management Inc 2010 All Rights Reserved This documentation may change without notice a id Rule Id Description ive Sick 0 2 Years Sick 2 4 Years Sick 6 vanes i Sick 6 Years Vacation 0 2 Years Vacation 2 4 Years ON HD Us WIN m Vacation 4 6 Years Ininiqinivljainio SANZ Vacation 6 Years O E New Rule Ok Cancel Accrual rules are usually created from the Accrual Rules screen Configuration gt Accrual rules before adding an employee You may also create one from the employee s Add Accrual Rule screen by clicking New Rule For more information on setting up accrual rules refer to 12 5 Accrual Rules 3 Click OK Removing an Accrual Rule 1 Select the accrual rule 2 Click Remove Employee defaults may be created for this tab Employee gt Default _ information To use those defaults place a check next to Use default A information and select the group of defaults that should apply to this employee For more information on setting up the defaults refer to 4 5 Employee Defaults 4 1 4 7 Restrictions Tab This tab is used to create rules for ro
102. selected employee s number will then change to the employee number entered in step 3 and all current and historical data will be moved to the new employee number 4 4 Removing Employees From time to time a company will need to remove an employee from their timekeeping system however this removal may not be permanent in nature For example the employee may be a seasonal worker returning each summer and it would benefit the company to keep his her employee data in the system and just reactivate the employee when they return to work In addition even with the permanent removal of an employee a company may want to retain any historical information about the employee rather than deleting all files and history where they are no longer available via reports etc TimeClock Plus offers three options for the temporary or permanent removal of an employee from the system suspension termination or deletion We recommend that you suspend or terminate your employees rather than delete them If you suspend or terminate them the criteria by default will exclude suspended and terminated employees so they will not show up unless you change the criteria to include them If you delete an employee it will remove all current and historical information from the system Data Management Inc 2010 All Rights Reserved This documentation may change without notice 4 4 1 Suspending Suspending an employee is recommended when you are not
103. server goes down then there is a feature called Fallback mode available on certain terminals which allows employees to still clock in and out It saves the punches to a file on the terminal and when communication with the server is restored the punches are imported into WebManager Port Configuration ETHO 2 x Fallback Mode l Settings Infomation Clock Operations Fallback Timeout Terminal Operation When a fallback capable terminal goes offline it will remain in a state of no service before going into Feedback fallback mode This no service period is to allow the host to reconnect to the device before it enters Access Restrictions fallback mode Fallback timeout 30 1 1275 seconds or 0 to disable Badge Processing E Communication Ethemet Monitoring Modules Active Modules Fallback timeout If communication with the database or WinRemote is lost WinRemote tries to re establish communication If communication cannot be re Data Management Inc 2010 All Rights Reserved This documentation may change without notice established after 1 minute then the terminal will go offline X seconds after it goes offline X the number entered here Fallback mode will be engaged 19 1 8 Badge Processing The characters on a badge magnetic or bar code can simply represent the employee number or can consist of more than one field For example an employee who ha
104. solution Job Costing Module A major component of project or cost accounting is tracking the costs associated with personnel at the project or work order level The Job Costing module allows you to track up to 3 additional levels in addition to tracking the job code For example Bob Smith worked 4 hours in the Assembly job code on work order 1368 in project A for customer number 100 The 3 additional levels called a cost code would in this example capture the work order project and customer number Multi Company Module Many companies actually process payroll for multiple legal entities from within one timekeeping and payroll system and may need to allow employees to clock in out from multiple companies The Multi Company module assists in this process by maintaining separate companies for each legal entity This allows each company s data to be maintained separately If they have a different pay period this is necessary Shift Differential Module For those companies who provide pay differentials based on time of day this module automates the management and collection of shift data and is fully integrated with WebManager Auto Import Module For those companies that use an application other than TimeClock Plus to collect time the Auto Import module allows the data to be collected from these other applications in an unattended fashion The Auto Import module automatically imports a text file with the collected information when
105. the left The user rights define where the user can go and what the user can do Selected User ANDERSON Ashley Anderson Users Roles User Id User Name User Role C Assign user to role ANDERSON Ashley Anderson _None ce Apply specific permissions to user PARRISH Jack Parrish None al Access Rights j System Wide j TimeClock Manager TimeClock WinRemote TimeClock Scheduler TimeClock On Screen TimeClock Module Manager Display only active u sers Add Edit Remove Save Copy Rights Double click on a user and click on the plus sign next to TimeClock Manager Notice the structure of the user rights is the same as the menus found in the application For example if you are looking for rights to the Who s Here list you would click on the plus sign next to TimeClock Manager then the plus sign next to Tools and then the plus sign next to Who s Here because that is the path that would be followed to reach Who s Here 1 If you created a role and wish to assign the user to it then select Assign user to role select the role from the drop down list and skip to step 6 If not then continue with step 2 2 Ifyou do not have a role to assign the user to then expand the branch click of the application that you want the user to access 3 Continue expanding the branches underneath the application until the specific section that you want the us
106. the Schedule After approving or denying a request if you need to make any changes to the employee s schedule 1 2 3 Click on the Schedule tab To look at a different period adjust the week and click Update To create a segment right click on the day and choose Create scheduled segment or double click on the day Data Management Inc 2010 All Rights Reserved This documentation may change without notice 4 Tocreate an off segment right click on the day and choose Create off segment 5 To delete a segment right click on it and choose Delete segment 11 5 4 Viewing Accrual Balances ate 4 14 2010 Time 08 00 AM 05 00 PM Date N A Job Code 1001 Vacation Request Driving back from Colorado ast closed week and does not ther th Forecast using Worked hours c Scheduled hours Close When you are looking at the detail of a request and choosing between approving it or denying it you may access the employee s accrual balances if you have set up accruals in TimeClock Plus by clicking on the Accrual Balances tab There are two options Worked hours If selected only the hours that have been accrued will be reflected Scheduled hours If selected scheduled hours taken from an accrual will be reflected in the Usage forecast column 11 5 5 Changing Request Message Templates When approving or denying a request the manager may include a message alerting the employee to the status of his her r
107. the tardy and absent settings may be defined here when an employee is considered tardy absent e Miscellaneous under Client Settings The functions that are available to the employees during a clock operation may be determined here e Missed Punches The missed punch method may be chosen here e Request Entry Scheduling fixed schedule and time off requests may be enabled here for the employees in WebClock 12 0 1 Display Options Defaults J Global Settings Display Settings Display Settings Company Name Calculations Company name Data Management Inc Time Settings Entity Names Breaks How do you refer to the individuals being tracked Employee Password Policy How do you refer to the job rate combinations being tracked Job Code Mail Settings p Tracked Fields Manager Settings The tracked fields can be used to collect extra information from individuals when they are performing a clock operation for a Reminder Bar job code that has been marked to collect these fields Employee Entry Tracked 1 name Trackl Decimals 2 Add Employee Tracked 2 name Track2 Prais 2 Accruals Tracked 3 name Track3 Decimals 2 Close Week Default Display Formats Editing Hours Select the default format that is used for displaying dates times and hour information NOTE Some areas of the application i may override these settings Minor Tracking Time format Culture Fixed 7 Scheduler Sett
108. time zones Add and or daylight savings time Time retrieval method Select the desired method for retrieving time e Use the database server time with no adjustments If this is selected client workstations and terminals will pull their time from the database server with out adjusting it to a time zone This setting should be selected if all client workstations and terminals are located in the same time zone as the database server e Use the database server time adjusted to a particular time zone If this is selected client workstations and terminals will pull their time from the database server and adjust it to a time zone This option should be selected if client workstations and terminals are NOT in the same time zone as the database server This is designed for organizations with an environment distributed across multiple time zones The next option Time zone will need to be set if this is selected e Use web server time not recommended If this is selected it will use the time on the web server This is not recommended in a hybrid environment Web Edition and 6 0 running together because in 6 0 this setting uses the time on each employee s workstation Time zone This option becomes available if you select Use the database server time adjusted to a particular time zone for the previous option Method for retrieving the time If adjusting to a time zone select the time zone where the client workstations are loca
109. to have the system always use that saved map choose it from the drop down list Field delimiter In delimited files there is a character used to separate the different fields of data a comma pipe space or other Select the type of delimiter used in the source file from the Field delimiter drop down list If the delimiter is not listed in the selection box select Other and a box will appear for you to enter the ASCII code of the delimiter 1 255 Treat consecutive delimiters as one If enabled the import process will treat consecutive delimiters as one instead of separating them For example if this option is not checked then Bob Smith would have four empty fields between Bob and Smith If this option is checked then Bob Smith would treat the consecutive commas as one Bob Smith Be cautious when treating consecutive delimiters as one because they often represent a field that is empty for one record but not for another For example if the Data Management Inc 2010 All Rights Reserved This documentation may change without notice third field for the first record is empty it may not be empty for the next record So you would want to map that field in order to import the data that exists for that second record Use the first record in the file as a header to automatically map the fields If enabled the first record row will be used to automatically identify all of the fields on the Mappings screen
110. to manage their prints WinRemote WinRemote allows users to configure and activate a Remote Data Terminal RDT It is designed to run as an application minimized to the system tray or as a service Report Printer The Report Printer allows users to open a report that was saved to a file in WebManager or WebScheduler There are several formats available when printing a report The option Print to file saves the selected report to a secure format TCPRT that can only be opened using this application Bar Code Printer The Bar Code Printer allows users to make and print bar codes that can be used with a TimeClock Plus bar code terminal Once a layout is chosen the Bar Code Printer can automatically fill in the number for each bar code starting with a user defined number or fill in the number for each bar code by pulling the employee numbers from your TimeClock Plus database I VI Hardware Remote Data Terminals RDTs RDTs are devices used to collect clock in out operations from employees who cannot use WebClock because they do not have access to a PC These devices are available with either Serial or Ethernet connectivity The standard terminal includes a numeric keypad for the manual entry of an ID number Other terminals include a keypad plus an additional employee recognition system such as a barcode or magnetic card swipe Another offers biometric recognition fingerprints or hands v Serial devices connect to a serial port in t
111. your right to Approve missed punches for hours in an inaccessible job code has been revoked in the User List 4 Click Update Remember as explained earlier that if you are using the blank method you will need to edit the shift Edit Hours and enter the time A of the missed in or out before you can approve the shift 5 If you see a record with the following time in or out lt lt Missed Punch gt gt right click on it and click Edit hours for lt employee name gt 6 Highlight the missed punch a blue time in or out You may highlight more than one missed punch using the Ctrl key 7 Click Approve In for a missed time in or Approve Out for a missed time out Once approved the missed time in or out will appear in green 5 4 Unresolved Punches lf a Remote Data Terminal cannot communicate with the database perhaps the server goes down then there is a feature called Fallback mode available on certain terminals which allows employees to still clock in and out It saves the punches to a file on the terminal and when communication with the server is restored the punches are imported into WebManager The process of importing punches is also characteristic of any TimeClock Mobile devices There may be situations where a punch fails to import For example an employee who has a schedule in TimeClock Plus and is restricted from clocking in more than 5 minutes early If the terminal cannot communicate with the database th
112. 0 All Rights Reserved This documentation may change without notice This import assigns existing job codes to the employee In other words if the import contains employee 1 and job code 1000 then it A will assign job code 1000 to employee 1 Job code 1000 MUST exist in the Master Job Code List for this import to work So you will need to import your job codes add your job codes manually in the Master Job Code List before you proceed with this import The following 24 fields are available during this mapping process so your source file can include any all of these fields required fields Employee Id Job Code Override Master Accrual Caps 0 1 Clockable 0 or 1 Override Master Accrual Resets 0 1 Accrual Cap Type Remaining or Accrued Counts Toward Overtime 0 or 1 a Cap Base Lifetime HireDate Tracked Field 1 Entry Accrual Cap Hours Tracked Field 2 Entry Accrual Cap Date mm dd Tracked Field 3 Entry a Reset Type None HireDate Use Default Rate 0or1 Is Default Job 00r o yO Earns Overtime 0 or 1 10 1 3 Importing Employee Hours This process is used to import hours for each employee from another source The process is available in WebManager File gt Import gt Employee hours Hours can only be imported up to 56 days 8 weeks from the start of the current week You cannot import hours for weeks that have been closed The following 33 fields are available during this import mapping pro
113. 0 00 3 AM 0 00 0 00 3 PM 2 00 20 00 4AM 0 00 0 00 4PM 1 25 12 50 5 AM 0 00 0 00 5 PM 0 00 0 00 6 AM 0 00 0 00 6 PM 0 00 0 00 7 AM 0 00 0 00 7 PM 0 00 0 00 8 AM 1 50 15 00 8 PM 0 00 0 00 9 AM 2 00 20 00 9 PM 0 00 0 00 10 AM 2 00 20 00 10 PM 0 00 0 00 11 AM 2 00 20 00 0 00 11 PM 0 00 0 00 Update Criteria Options Print Period Save lt Previous Next gt 7 If entering sales on a daily basis if Edit sales by the hour is disabled in the Labor Cost Options then enter the estimated sales for the day next to Total Sales at the top and click Save The labor percentage will then be calculated and displayed under Total Sales Hours bara AETA sang A 157 50 View daily figures Salary Wages 0 00 C View weekly figures Labor Percentage 0 00 Total Wages 157 50 Time Hours Wages Sales Labor Percent Time Hours Wages Sales Labor Percent 12 AM 0 00 0 00 Sae 12 PM 1 00 10 00 1 AM 0 00 0 00 csse seco 1 PM 2 00 20 00 2 AM 0 00 0 00 aa lt 2PM 2 00 20 00 3 AM 0 00 0 00 3 PM 2 00 20 00 4AM 0 00 0 00 aaa 4PM 1 25 12 50 5 AM 0 00 0 00 aa 5 PM 0 00 0 00 6 AM 0 00 0 00 6 PM 0 00 0 00 7 AM 0 00 0 00 Saas Saas 7 PM 0 00 0 00 8 AM 1 50 15 00 ERN 8 PM 0 00 0 00 9 AM 2 00 20 00 aoa aaas 9 PM 0 00 0 00 10 AM 2 00 20 00 ee lt 10 PM 0 00 0 00 11 AM 2 00 20 00 11 PM 0 00 0 00 Update Criteria Options Print Period Save lt Previous Next gt 8
114. 0 08 00 AM lt lt Time sheet gt gt 1000 Sick 8 00 8 00 E 3 3 2010 08 00 AM lt lt Time sheet gt gt 1000 Sick 8 00 8 00 a 4 Jack Parrish E 3 1 2010 08 02 AM 3 1 2010 12 05 PM 56u 4 Distribution 4 03 L 3 1 2010 01 01 PM 3 1 2010 02 10 PM 4 Distribution 1 09 5 12 E 3 1 2010 02 10 PM 3 1 2010 03 15 PM 12u 6 Security 1 05 L 3 1 2010 03 27 PM 3 1 2010 05 07 PM 6 Security 1 40 2 45 r 3 2 2010 07 58 AM 3 2 2010 11 58 AM 52u 4 Distribution 4 00 L 3 2 2010 12 50 PM 3 2 2010 01 40 PM 4 Distribution 0 50 4 50 E 3 2 2010 01 40 PM 3 2 2010 03 00 PM liu 6 Security 1 20 L 3 2 2010 03 11 PM 3 2 2010 05 05 PM 6 Security 1 54 3 14 There are options that may be enabled for each employee Add Edit gt Miscellaneous tab requiring approvals If you did not enable this but still want to generate a list of hours that have not been approved then click Options un check the option Include only shifts that require approval based on the employee information click OK and click Update Data Management Inc 2010 All Rights Reserved This documentation may change without notice 5 To provide Other approval right click on the shift click Approve and Other You may also select several shifts at a time using the Ctrl key 6 To provide Management approval right click on the shift click Approve and Management You may also select several shifts at a time using the Ctrl key 7 To provide Employee approval right click on
115. 0 1 PM 2 00 20 00 2 AM 0 00 0 00 2 PM 2 00 20 00 3 AM 0 00 0 00 3 PM 2 00 20 00 4 AM 0 00 0 00 4 PM 1 25 12 50 5 AM 0 00 0 00 5 PM 0 00 0 00 6 AM 0 00 0 00 6 PM 0 00 0 00 7 AM 0 00 0 00 7 PM 0 00 0 00 8 AM 1 50 15 00 8 PM 0 00 0 00 9 AM 2 00 20 00 9 PM 0 00 0 00 10 AM 2 00 20 00 10 PM 0 00 0 00 11 AM 2 00 11 PM 0 00 0 00 Update Criteria Options Print Period Save 20 00 lt Previous Next gt 8 To print this list click Print and choose from the list of available outputs Labor Cost Options Eq Job Cost Options Job Code inclusions ce Include all job code items in labor cost C Include only selected job code items in labor cost Other Options Highlight hourly labor percentages above 0 00 Edit sales by the hour Include salaries into total vages Load current labor when window is opened Ok Cancel Job Code inclusions Select whether the Labor Cost section should include hours from every job code or from selected job codes Highlight hourly labor percentages above x If enabled labor percentages when editing sales by the hour will appear in red if greater than the amount you enter for x Data Management Inc 2010 All Rights Reserved This documentation may change without notice Edit sales by the hour If enabled sales will have to be entered for each hour when viewing daily figures If disabled total sales for the day will have to be entered Incl
116. 0 8 3 0 This determines how much space will appear between the lines Shading color for shaded sections on reports This determines the color of the shade for the shaded areas in some of the reports 7 1 Other Reports Under the Period menu there are three additional reports Approaching overtime Employee job code report and Employee accrual rule report 7 1 1 The Approaching Overtime Report The Approaching Overtime Report is used to monitor employee hours worked and determine who is close to entering overtime Approaching Overtime Report Printed on 1006 2006 at 1 05 PM Number Name Pay Type Reg yt Forced Reaches Overtime In Zz Nicholas Ryan weekly 39 34 0 00 0 00 26 minutes 4 Jack Parrish weekly 39 45 0 00 0 00 12 minutes 7 Michael Bradley Weekly 39 00 0 00 0 00 1 hour 1 In WebManager go to Period gt Approaching overtime 2 Enable one or all of the parameter statements depending on whether your concern is weekly daily bi weekly or salaried overtime For each enabled statement enter how many minutes from overtime the employee must be in order to be included in the report 3 To choose which employees should be included in the report click Criteria choose a filter configure it and click OK If you want to include everyone that you have access to then do not worry about the Criteria 4 To view or print this report click Print and choose from the list of outputs 7 1 2 The Employee Job Code Report The Em
117. 00 PM to 07 59 PM 10 2 The Import Process All imports utilize a similar process in which the filename to import is designated and all fields from the source file are mapped to fields in TimeClock Plus The import process begins with the file upload screen where the file to import is designated Importing information can involve several steps as explained in 10 2 2 Complete Overview of Importing but the process can be as simple as Choose a file to upload that will be used to import data Upload a file Upload 1 Click Select and open the file you wish to import 2 Click Upload lag If you need to import a different file then click Change and repeat steps 1 and 2 3 Click Next 4 Select the type of file e DBASE Compatible file Select this if you wish to import a DBASE file from TimeClock Plus File Information Filename to import employees csv File type Delimited ASCII Text v Records to skip Map record 1 Record number to use in map screen 1 First record in file Default map file Field delimiter Comma 7 Treat consecutive delimiters as one vV Use the first record in the file as a header to automatically map the fields 4 1 and earlier or from another DBASE driven program e Delimited ASCII Text Select this if you wish to import a delimited file txt or csv Data Management Inc 2010 All Rights Reserved File Preview ID First Last Address 1 Address 2 Cit
118. 1 Angelina Elliot Nicholas Ryan David Reed Jack Parrish Mark Alexander Nadia Shields Michael Bradley Mia Ryder B YH OJON Oju jw NM rooke Berry b o Elizabeth Arnold 3 E a a a a a N l1j2 34567 tems 1 to 10 of 68 Select one or more individuals from the list to delete then click Process to perform the removal Process 1 In WebManager go to Employee gt Delete 2 Select the employee s you wish to delete You may also jump to an employee by entering the employee number first name last name or termination date and pressing Enter To only show terminated employees enter the termination date click and gt select EqualTo To show suspended employees place a check under Suspended click and select EqualTo THE NEXT STEP WILL REMOVE ALL DATA FOR THIS EMPLOYEE AND IT WILL NOT BE POSSIBLE TO UNDO THIS 3 Click Process 4 Click Yes to confirm 4 5 Employee Defaults Employee defaults have been provided for situations where a group of employees have similar rules similar overtime rules accrual rules restrictions rounding and more Now in 3 0 more than one group of defaults may be created so some employees can be assigned to one group of defaults while other employees can be assigned to a different group So you would create a group of defaults and then Data Management Inc 2010 All Rights Reserved This documentation may change without notice
119. 2 2 3 User Properties Data Management Inc 2010 All Rights Reserved This documentation may change without notice Copying Rights and Access There is an option to copy the user rights and access from one user to another 1 In WebManager go to Configuration gt User list Double click on the user you wish to copy settings from and click on the Copy rights button 3 Place a check next to the user s you wish to paste those settings to 4 Place a check next to the settings you wish to copy Copy user rights Copy employee access and or Copy job code access 5 Click OK Editing a User In WebManager go to Configuration gt User list Double click on a user in the list on the left Make any desired changes Click Save alate 12 2 2 Deactivating or Removing a User To remove a user from the system their account can be deactivated or deleted To deactivate a user s account 1 In WebManager go to Configuration gt User list 2 Double click on the user you wish to deactivate 3 Click Edit 4 Remove the check next to User is active To delete a user s account In WebManager go to Configuration gt User list Double click on the user you wish to delete Click Remove Click Yes to confirm FADS 12 2 3 User Properties This window will automatically open when you add a new user It can be accessed at any time by double clicking on a user on the left side of the User List and clicking Edit It
120. 3 45 3 45 E 1 7 2010 07 47 AM 1 7 2010 04 49 PM 2 Human Resources 9 02 Criteria 9 02 Data Management Inc 2010 All Rights Reserved This documentation may change without notice If the scheduled or employee entered method is used then the manager will only have to approve the missed punch unless the time is wrong and needs to be edited One advantage of approving missed punches in the Missed Punches section versus Edit Hours is the fact that you can approve several missed punches at a time Another advantage is the ability to scan a date range 1 In WebManager go to Employee gt Missed punches 2 Enter the start and end of the range you wish to scan Alternatively you may select a date range from the drop down list 3 Make any desired changes to the display options e Only display shifts that contain unapproved missed punches If this is checked only missed punches that have not been approved will appear after you click Update If un checked every missed punch approved and unapproved will appear after updating e Only display shifts that am authorized to approve If this is checked only missed punches in a job code that you are allowed to approve will appear after you click Update If un checked every missed punch within and beyond your control will appear after updating Only display shifts that I am authorized to approve is not a valid option unless you are a user with limited job code access and
121. An individual is considered absent after how many minutes late 1 240 10 Iv Use actual times instead of rounded times to determine absent tardy information O Count only one tardy per day O Count only one absence per day M Non clockable shifts found where scheduled for a clockable shift should be counted as an absence Close Week Editing Hours Minor Tracking Scheduler Settings Client Settings Miscellaneous Id Search Missed Punches This section includes settings that affect the behavior of WebScheduler e g how late before the system considers an employee tardy late to work and absent If you will not be creating schedules then making changes to this section is unnecessary Shift Window When shift restrictions are enabled for an employee and he she attempts to clock into the system this setting determines how many minutes to the past and the future the system will look to find a shift for comparison If they attempted to clock in and it is not within the specified window an override will be required in order for them to clock in For example if this value was set to 120 minutes with restrictions enabled and an employee attempts to clock in 150 minutes late the system will report that there is no shift near the current time and they will not be allowed to clock in without an override An individual is considered tardy after how many minutes late Enter the number of minutes an employee must be late before
122. BEFORE PROCEEDING UPGRADED IT WILL NO LONGER BE AVAILABLE TO ACCESS WITH THE VERSION YOU ARE UPGRADING FROM ONCE THE 5 0 4 2 WEB 2 0 DATABASE HAS BEEN 1 Click Database Setup Data Management Inc 2010 All Rights Reserved This documentation may change without notice Database Connection Settings Use SOL server authentication wih default password sa user Use SOL server authentication wih specified password sa user Password fC O a 2 Next to Server enter your SQL server name and instance in the following format SQL server name instance and click OK 3 Highlight the 5 0 4 2 database click Upgrade and Yes 1 A If you created a backup of your 5 0 4 2 database and need to restore it T then click Restore select the file and click OK Upg rade Database 4 Enter the Company Name 5 Enter the 6 0 Serial number found on the yellow card included with your invoice 6 Click OK 7 Click Close 1 2 3 Upgrading the Database from 4 0 or 4 1 There is a data conversion utility included with 6 0 that converts data from dBase the database structure of TimeClock Plus 4 0 and 4 1 to SQL the database structure of TimeClock Plus 6 0 1 Open the Data Conversion Utility found on the CD in the convert folder Click Next on the first screen to begin the conversion set up process 3 On the Select Company screen you need to choose your existing 4 0 4 1 data directory
123. Called in and running behind on 01 07 2010 at 1 30 PM created by the user ANDERSON 201001071330 ANDERSON Called in and running late The time should be in a military format and the user name needs to be a user that is in the User List 10 1 4 Importing Employee Accruals This process is used to import hours accrued and taken by job code for each employee from another source The process is available in WebManager File gt Import gt Employee accruals The following 7 fields are available during this import mapping process so your source file can include any all of these fields required fields Employee Id Post Date Job Code Manual Entry 0 or 1 Hours Accrued _ _ _ Hours Taken _ o Hours Accrued Note Hours Taken Clear Current Accruals 0 or 1 Hours Over Limit SS Clear Current Accruals If you include a Clear Current Accruals flag of 1 for any of your records then the import will clear the accrual balance for the job code in that record and then import the hours accrued or taken in that record For example if the import contains an accrual of 8 hours for job code 1000 Sick and a Clear Current Accruals flag of 1 then the accruals for job code 1000 before the import will be wiped and then the 8 hours will be imported Data Management Inc 2010 All Rights Reserved This documentation may change without notice 10 1 5 Importing Raise History This process i
124. Cancel 3 Enter a User ld This is the user s login what the user will enter to log in 4 Enter a User Name This name is for reference purposes to easily identify the user 5 The Copy settings feature allows you to copy and paste another user s access and user rights If you want the user being added to access the same employees and have the same rights to TimeClock Plus as another user then select the other user from the list 6 Click OK 7 If the user should only have access to certain employees click on the Employee Access tab select This user can access only specific individuals and place a check next to the employees who should be accessible 8 If the user should only have access to edit or approve hours in certain job codes click on the Job Code Access tab select This user can manipulate hours for only specific job code items and place a check next to the job codes that should be available 9 Click on the Passwords tab and set the System Access password If you wish to also set the other passwords then please do so 10 Enter any additional information you desire or adjust any settings see 12 2 2 User Properties for a breakdown of every field 11 Click OK 12 Click Save Next you need to set up the user rights see 12 2 2 Establishing the User Rights The steps above describe how to quickly add a user For more information on the other fields and settings in the User Properties please refer to 1
125. Company This drop down list will contain the company companies contained in the TimeClock Plus database Select the company for the terminal on this port Description This is an optional field where a description of the port may be entered The name will appear in the list of ports on the main screen of WinRemote to make it easier distinguishing between terminals If you have more than one terminal then entering a description is recommended For example a company with two terminals with one by the front desk and the other by a side entrance could enter a description of Front Desk for the port of the terminal up front and a description of Side Entrance for the port of the other terminal Data Management Inc 2010 All Rights Reserved This documentation may change without notice 19 1 2 Clock Operations Show confirmation screen on manual entry recommended If enabled the fccees Rector confirmation screen ge which shows the Actas employee s name ara date and time will D appear when the employees enter their employee number on the terminal for an operation El Settings Infomation T ock Operations Terminal Operation Port Configuration ETHO0 Operation Settings I Show confirmation screen on manual entry recommended T Show confirmation screen on non manual entry magnetic barcode biometric etc T Display message on successful clock operations T Ask for job code when chan
126. Data Management Inc 2010 All Rights Reserved This documentation may change without notice To ensure that biweekly overtime is calculated correctly the biweekly base date must be correctly set up in the Quick Setup Wizard and pay rates must be entered for all job codes e Best of Bi Weekly vs Daily The system will calculate overtime on a daily and bi weekly basis Overtime will be based on the higher of the two overtimes e 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 e 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 e Both Daily and Bi Weekly The system will calculate overtime on a daily and biweekly basis for employees Total overtime will be a sum of daily overtime plus weekly overtime With this method daily overtime is calculated first and then regular hours are calculated to determine weekly overtime e Both Daily and Weekly 2 The system will calculate overtime on a daily and weekly basis for employees Total overtime will be a sum of daily overtime plus weekly overtime With this method daily overtime is calculated first and th
127. Database Manager as outlined in 1 2 2 Upgrading the 5 0 4 2 Database 4 1 users and earlier will need to use the Database Conversion Utility as outlined in 1 2 3 Upgrading the Database from 4 0 or 4 1 1 2 1 Installing and Creating a Database Standalone 1 Click Install SQL Express TimeClock Plus Web Edition 3 0 E k xj TimeClock Plus web edition 3 0 The Absolute Easiest Way to Track and Report Employee Hours az Dyn Hiipa loc Copprigke 2010 All Righin Raen C Us integrated authentication C Use SOL server authentication wih default password sa user Use SQL server authentication with specified password sa user Pasewod a Data Management Inc 2010 All Rights Reserved This documentation may change without notice 3 Change the Authentication Method to Use SQL server authentication with default password sa user and click OK Database Manager 09 00 3042 x Database Version DBRev PreRev Server Location Database name TimeClockPius Database fle name Terus SS _ Cancel Enter the Company Name Enter the Serial number found on the yellow card included with your invoice Leave the Database name and Database file name as the default see image above and click OK 8 Click Close AUP o 1 2 2 Upgrading the 5 0 4 2 Web 2 0 Database Upgrading User USERS WHO ARE UPGRADING FROM 5 0 4 2 WEB 2 0 SHOULD CREATE A BACKUP OF THE DATABASE
128. ECTION XVIII WEBCLOCK 18 1 Logging into WebClock 1 Open a supported web browser refer to the Client portion of the System Requirements section found at the beginning of this document 2 Goto the URL of WebClock http lt web server name gt webclock30 replace webclock30 with the name of the virtual directory for WebClock if you performed an advanced setup and chose a different name During the first visit after installing or updating WebClock the login page will take some time to load WebClock Select Company Data Management 1 v Id Number Pin Number zz Login User Login 3 Select the company if more than one company exists 4 Enter the employee number and PIN if the employee was assigned a PIN 5 Click Login 18 2 Clock Operations If enabled employees may clock in clock out go on a break change job code or enter time sheets Clock In Clock Out Go on Break Change Job Code View and Exit are enabled by default i 7 DE Throughout this section the confirmation screen is referenced This N screen if enabled shows the name of the employee and the date time Data Management Inc 2010 All Rights Reserved This documentation may change without notice maz TimeClock Plus tye web edition Status at 5 13 PM a Clock In T Clock Out Go on Break gt Change Job Code J view x Exit Logged in as A
129. Employee gt Add Edit gt select the employee gt Cumulative tab gt Accrual history e Cease accruing hours if hours exceed enter the number of hours accrued remaining that should cause the accrual cap to go into effect o Entire history of accruals if selected the cap will never start over o Yearly beginning on hire date if selected the cap will start over once the employee s hire date has passed after the week containing the hire date has been closed o Yearly beginning on specific date if selected the cap will start over once the date entered has passed after the week containing the date entered has been closed Data Management Inc 2010 All Rights Reserved This documentation may change without notice Recall the example earlier involving an accrual that is capped at 8 hours If Yearly beginning on hire date or Yearly beginning on specific date is selected the cap will start over but if the accrual is not reset then the next cap will take effect at 16 hours the next 8 hours To set up a rule so that a job code cannot accrue more than 40 hours in a D year based on the employee s hire date specify the cap as Hours x accrued cease accruing hours if hours exceed 40 and select the period Yearly beginning on hire date 4 1 4 5 Overtime Tab This tab is used to designate overtime rules for the employee how overtime is calculated and has nothing to do with pay frequency For examp
130. If enabled a Messages button will be added to the View menu on the WebClock s confirmation screen Messages sent to the employee and management messages will appear after the employee completes a clock operation regardless of this option but if you enable this a Messages button will be added This is useful if an employee performs a clock operation receives a message but doesn t have time to read it so they leave the message unread and later logs back in to read it p Display totals in hoursiminutes when viewing hours i Allow viewing of mattager from conhomaston pereen 18 7 3 Time Sheet Winda orca Oppani Tirer Sheet Spprencals Ag bedi Dafsubter Ahan adding haw Uma Phaat information the dhadha d Aami balay vill ba anbasad babs the firit Gite haat ki the daluh infariaen z Dibi Cuerent diry m Tima E E Higi g iL Oo Prope eho When additional tne hast ented are added Metin werd can euteenaterelly phpulaba in the new mapped bered of ahat war erben in the previous metoni Sebet the iara balss that dheuld propagate fret the prirja pa cded T pate 2 sob Code Timia sasur F Date This is the date that will appear by default for the records being added If enabled choose between Previous day Current day and Following day Time This is the time that will appear by default for the records being added Hours This is the number of hours that will appear by default for the records being added Data Managem
131. LTHA Graveyard Shee lig Ba AHGELTHA vima gdaigpeta far all users 4 Select the snippet and click Edit fe bert schedule snippet Hame Day Shit Ga Sp Srippet ia public visible te all users Dey Time iin Time out Job Code Day 1 12000 AM 11 55 PM o Day 2 12000 AM 11059 PM om0 AM 2D FH Suppt Olid PM TID Fe lt Support o Bay 3 12 00 AM 11 535 PM A00 AM Lio PH 5 Suppost 01 00 PM GIDU Fi 3 Support os 4 12 00 AM 11 59 PM OB 00 AM 12 00 PH 3 Suppect 01 00 PH 03 00 Ph Z Supper amp Day 3 12 00 AM 11259 PM 08 00 AM POO PH 3 Support O1 00 PH O35 00 PH 5 Supper o Day 6 12 00 AM 117359 PM 08 00 AM 3 Support 01000 PH 23100 F 3 Support Day 7 12000 AM 11159 PM 5 Double click on the segment you wish to edit or click next to one of the days to add another segment 6 Make any desired changes and click OK To delete a segment highlight it and click Delete Deleting a Snippet 1 In WebScheduler go to Configuration gt Snippet manager 2 Select the tab where the snippet you wish to delete can be found If you saved a selection to snippet then go to the Selection tab if you saved a day to snippet then go to the Day tab etc Data Management Inc 2010 All Rights Reserved This documentation may change without notice 3 If you wish to view snippets made by other users then place a check next to View requests for all users 4 Select the snippet you wish to delete 5 Click Delete S
132. Management Inc 2010 All Rights Reserved This documentation may change without notice when adding new job codes but if it later becomes necessary to deactivate a job code then un check the option Leave code If enabled the job code will be classified as leave In the Master Job Code List codes that are classified as leave codes will appear under the Leave Codes tab Some export modules modules that export hours to a supported payroll application also rely on this option Code is clockable If enabled the code will be available to the employee when clocking in from WebClock or a Remote Data Terminal If un checked then the job code will become non clockable which means it will only be available to the manager when inputting time manually in WebManager e g entering Sick or Vacation time Hours worked in code earn overtime If enabled hours for this job code can earn overtime For example if an employee is configured Add Edit gt Overtime tab to reach overtime after 40 hours then all hours worked over 40 will be considered overtime Hours worked count toward overtime This is enabled when Hours worked earn overtime is enabled If Hours worked earn overtime is disabled but this option is enabled hours for this job code won t earn overtime but will count towards it For example if an employee is configured to reach overtime after 40 hours works 32 hours in a job code that doesn t earn overtime but does count toward ove
133. OK If you want to include everyone that you have access to then do not worry about the Criteria To view or print the report click on the Print button and choose from the list of available outputs f Print to file This will save the selected report to a TCRPT file which can be opened outside of WebManager using Report Printer g Print to PDF This will save the selected report to a PDF for viewing in Acrobat Reader h Print to HTML This will save the selected report to HTML for viewing in a web browser i Print to Office OpenXML This will save the selected report to the Office OpenXML format for viewing in the Office applications that support this type of file e Print to e mail This will save the selected report to a PDF and attach to an e mail inside of WebManager The E mail option will only be available when the following conditions exist 1 you are not logged in as the supervisor 2 your user has an E mail address on file refer to 12 2 2 1 Information Tab and 3 the mail settings have been defined in the TimeClock Defaults refer to 12 0 6 Mail Settings The default footer for every report includes the page number lower left corner and the month day year and time lower right corner This may be changed and custom text may also be entered Configuration gt Preferences gt Footers Data Management Inc 2010 All Rights Reserved This documentation may change without notice 7
134. On the confirmation screen press the 0 zero key 4 After you view your hours press the No Esc key to return to the main screen 19 3 6 Viewing Last Punch In order for employees to be able to view their last punch from the terminal this option must be enabled in WebManager Configuration gt Preferences gt Defaults gt Client Settings gt Miscellaneous 1 Press the terminal s Clock In or Clock Out key Identify yourself by entering your employee number on the keypad and pressing Enter swiping a badge or placing your finger hand on the scanner for recognition 3 On the confirmation screen press the 8 key 4 After you view your last punch press the No Esc key to return to the main screen Data Management Inc 2010 All Rights Reserved This documentation may change without notice 19 3 7 Viewing a Schedule In order for employees to be able to view their current schedule this option must be enabled in WebManager Configuration gt Preferences gt Defaults gt Client Settings gt Miscellaneous 1 Press the terminal s Clock In or Clock Out key Identify yourself by entering your employee number on the keypad and pressing Enter swiping a badge or placing your finger hand on the scanner for recognition 3 On the confirmation screen press the period key 4 Press 1 or 2 to view this week or next week s schedule 5 Press the Yes Enter key to cycle through the schedule or press the No Esc
135. Plus is a very simple to use yet powerful timekeeping application The most important things to know are v Employees are individuals with access to WebClock or a Remote Data Terminal RDT The following are some examples of what an employee would do perform clock operations e g clock in out access information that is enabled for viewing such as their hours or schedule approve hours and submit schedule requests v Users are individuals with access to the management applications such as WebManager and WebScheduler The following are some examples of what a user would do add employees create schedules edit and approve hours review time off schedule change requests run reports and export hours for payroll When creating a user the new user s access to employees and functionality may be limited It is recommended that you create a user for each manager Doing this will allow you to limit the user s access if desired and allow for better tracking of user activity For example you will be able to see who made changes to an employee s hours or who performed an override on a clock restriction if enabled x Employees by default are identified by a numeric Employee ID This can be the same number you use to identify them in other systems such as payroll Data Management Inc 2010 All Rights Reserved This documentation may change without notice Alternatively you may assign the employee any number for the Employee ID and e
136. Plus maintains a log a trail of every manual edit performed on an employee s hours Each log record includes the employee name and ID number when the change was made date amp time who made the change and from what computer and what type of change was made add vs delete etc The Hour Edit Log presents each log record on two lines with the actual change that was made highlighted in red 1 In WebManager go to Tools gt View hour edit log 2 Next to View range from enter the beginning of the range you wish to scan for changes and next to End enter the end of the range Alternatively you may select a date range from the drop down list 3 Next to Changed by select a user if you want to only view changes made by a certain user Otherwise leave Include changes by all users selected 4 Next to Location select a section in WebManager if you want to only view changes made in a certain section 5 If you only want to see employees who have a minimum number of changes then enable the option Show only individuals with x or more edits during period and enter an amount 6 To choose which employees should be included click Criteria choose a filter configure it and click OK If you want to include everyone that you have access to then do not worry about the Criteria 7 Click Refresh e Employees who meet all of your criteria will appear in the list on the left with the number of changes that were made to their hours in the r
137. Sample enter 10 11 2010 12 45 PM include the spaces C Click OK and notice the formatting characters in the Format field HH HHHH HH HH gt gt d In the Format field on the previous screen enter a forward slash between the month and day a forward slash between the day and year and a colon between the hour and minute 4 HHHH gt gt e If you click Test notice the pre entered slashes and colon and when you start typing the month day year and time the characters will wrap around the slashes colon Next to Default click Edit and enter the information that should be entered selected by default for this custom field You may also choose to leave this blank If the entry type is Item List then the default you enter will need to be added during step 17 For fields that allow alpha characters letters you may choose to force them to upper or lowercase If so place a check next to Force uppercase or next to Force lowercase If the field should be private only visible to users who have access to private custom fields then place a check next to Private If you wish to temporarily hide the field from everyone including yourself then place a check next to Hide field This will hide it in the section where this custom field is used e g Add Edit gt Custom for an Employee custom field not in the Custom Fields section where the field is managed If the entry type is Item List with Edit and you want information
138. Schedule Options See ee eee v week fixed schedule starting on M Individual participates in auto copy of schedules during close week I Use Default Information __Test__ schedule Events Requiring Approval This section is used to designate how many minutes early or late an employee can clock in out To set any or all of these restrictions place a check next to the restriction and enter the window Early clock in outside If enabled this option will prevent an employee from clocking in more than X minutes before his her scheduled in time Late clock in outside If enabled this option will prevent an employee from clocking in more than X minutes after his her scheduled in time Early clock out outside If enabled this option will prevent an employee from clocking out more than X minutes before his her scheduled out time Late clock out outside If enabled this option will prevent an employee from clocking out more than X minutes after his her scheduled out time Y If the clock operation is restricted then the employee must either wait until E _ they re within the window established here or have a manager go to their location and override the restriction requires the manager s override password Data Management Inc 2010 All Rights Reserved This documentation may change without notice Round To Schedule This section is used to round an employee s actual in and out time to his her scheduled in and out tim
139. Segments r TTS l p 0 15 30 45 60 75 90 With the parameters above if an employee returns from the selected break type after 7 minutes or sooner the break length will be rounded down 15 minutes John goes on a break at 10 00 and returns at 10 07 The break length would be rounded down 15 minutes by adjusting his time in to 10 00 As a result there wouldn t be a break If an employee returns from the selected break type after 8 minutes or up to 15 minutes later the break length will be rounded up 15 minutes John goes on a break at 10 00 and returns at 10 08 The break length would be rounded up 15 minutes by adjusting his time in to 10 15 After the first 15 minutes the other segment begins If an employee returns from the selected break type after 16 minutes or up to 22 minutes later the break length will be rounded down 15 minutes Jane goes on a break at 10 00 and returns at 10 22 The break length would be rounded down 15 minutes by adjusting her time in to 10 15 The result would be a break length of 15 minutes If an employee returns from the selected break type after 23 minutes which is 8 minutes into the other segment or up to 30 minutes later the break length will be rounded up 15 minutes Jane goes on a break at 10 00 and returns at 10 23 The break length would be Data Management Inc 2010 All Rights Reserved This documentation may change without notice rounded up 15 minutes by adjusting h
140. Settings Breaks Password Policy Mail Settings Manager Settings Reminder Bar Employee Entry Add Employee Accruals Close Week Editing Hours Minor Trackin Scheduler Settings Miscellaneous z Client Settings Miscellaneous Id Search Missed Punches T Enable Minor Tracking Minor age 16 Sunday 12 00 AM Monday 12 00 AM Tuesday 12 00 AM Wednesday 12 00 AM Thursday 12 00 AM Friday 12 00 AM Saturday 12 00 AM 1 Place a check next to Enable Minor Tracking 2 Enter the correct age 3 For each day select the time that a minor who is working past that time will be flagged in the Who s Here List The employees must have a DOB date of birth entered in Add Edit for this to work To disable Minor Tracking un check Enable Minor Tracking Data Management Inc 2010 All Rights Reserved This documentation may change without notice 12 0 14 Miscellaneous under Scheduler Settings Defaults f Miscellaneous Global Settings Display Settings Calculations Time Settings Breaks Password Policy Mail Settings Manager Settings Reminder Bar Employee Entry Add Employee Accruals Shift Window When schedule restrictions are enabled a password will be required if a shift cannot be located that is within how many minutes of the current time 60 600 240 Absent And Tardy An individual is considered tardy after how many minutes late 1 240 5
141. Starting at position E Length 0 El Communication C Use last characters in badge Ethemet Monitoring Number of characters to use at end of badge i Modules Proximity Translation Active Modules T Translation of proximity badges Disabled Cost Code Separator Cost Code levels are separated by what character 46 Data Management Inc 2010 All Rights Reserved This documentation may change without notice 19 1 8 1 Example of Badge Parsing Assume that your badges will be encoded with 6 characters and the first four will be your employee number while the last 2 will be your job code 1 For Entry Location select Employee 2 Under Parse Settings select Use portion of the badge 3 For Starting at position enter 1 and for Length enter 4 Now that the employee portion of the badge has been identified its time to identify the job code portion 4 For Entry Location select Job Code 5 Under Parse Settings select Use last characters in badge 6 For Number of characters to use at end of badge enter 2 employee has been identified Now the job code portion of the badge has been identified and you re finished 19 1 8 2 Complete Overview of Badge Processing Entry location This is the information that you are identifying Parse Settings Use all characters in the badge If selected TimeClock Plus will look at the entire badge to determine the entry location So if 1234 is encoded on the badge and the e
142. TimeClock Plus Web Edition 3 0 Web Edition 3 0 User Manual WELCOME TO TIMECLOCK PLUS WEB EDITION 3 0 Ss 7 A To access the bookmarks go to View gt Navigation Panels gt Bookmarks l l The User Reference Guide The User Reference Guide is available to you on the TimeClock Plus CD for viewing and or printing It is presented in several sections so that you can print only those sections of interest to you at a particular point in time You can always re print sections as needed without printing the entire guide or E mail them to others for viewing printing For the new TimeClock Plus customer we will provide detailed instructions on how to perform all the operations available to you in TimeClock Plus Web Edition 3 0 from the initial setup of the system including adding new job codes and employees to managing hours reporting and exporting Be sure to review The Close Week Process refer to Section VI Closing the Week which is a system critical function After the features I VIII What s New in Web Edition 3 0 is a table of contents that lists all of the sections Select the sections of interest to you and view or print them Throughout this guide you will see the following icons Notes Notes provide important information to consider Warnings The warning icon brings to your attention a critical detail Helpful Tips This icon designates a tip or shortcut Definitions The dictionary icon ind
143. Vv Code counts towerd overtime Vv Code earns overtime Code is default for individual l Force overtime 1 for this job code T Force overtime 2 for this job code T Auto transfer job code hours from schedule during close week T allow the use of this code for client time sheet entry Ok Cancel Job Code This drop down list contains every active job code in the Master Job Code List unless the job code has already been assigned to this employee From here select the job code you wish to assign to this employee New button This button allows you to create a new job code without having to re visit the Master Job Code List This is helpful if you forget a job code when you created the master list Description Once you select a job code the description of that code will appear here Use individual s default rate of pay If this is selected the job code will use the employee s default pay rate found in the previous screen at the top of the Jobs tab Specify a rate of pay for this job code If this is selected the amount entered is what the employee will earn per hour when working in this job code Code is active must also be active in Master Job Code List If enabled the job code will be active for the employee If un checked the job code will be inactive not available for clock operations or when editing hours Ly Why would I want to make a job code inactive When a job code is no XY longer valid instead of
144. With prior to parsing selected and Use last characters in badge 3 being entered e The employee would swipe the card e The binary would be translated to decimal 62322449 e 62322449 would be parsed The employee number 449 With after parsing selected and Use portion of badge Start 10 End 25 e The employee would swipe the card e The binary would be parsed 0111101110001000 e The 0111101110001000 would be translated to decimal 31624 Cost Code levels are separated by what character For users with the Job Costing module the cost code levels may be encoded on a badge If so a character must be included between each level to separate level 1 from level 2 and level 2 from level 3 Enter the character after you click OK WinRemote will convert the character you entered to its ASCII character 19 1 9 Serial When configuring the port for a serial terminal this section will be available Baud rate This is the Port Configuration COM1 2 x baud rate of a serial terminal For Series Infomation eee Clock Operations Serial Settings 100 200 terminals the Terminal Operation Beudrate T1520 Deea baud rate may be Access Restrictions changed on the Fabs Mode terminal The baud PMc rate selected in a WinRemote needs to ae Active Modules match that baud rate By default the baud rate for a Series 100 200 terminal is 115200 Detect button Clicking this button will cause WinRemote will talk to the terminal
145. XX Database Manager 11 10 Re indexing Data Files Indexes are used throughout TimeClock Plus to provide quick and accurate access to data when a process is performed From time to time these indexes may be out of order and negatively affect the performance of your system Indexes can also be corrupted due to a loss of power or network problems during the use of TimeClock Plus A re index of your data files should be performed if you believe that system performance is slowing or if database errors are occurring 1 In WebManager go to Tools gt Re index data files 2 Click Yes when asked to confirm 11 11 Resetting Tracked Information TimeClock Plus tracks several different items for each employee such as tardies absences messages etc In most instances this information does not need to be kept forever and should be reset 1 In WebManager go to Tools gt Reset tracked information Reset Tracked Fields Employee Information l Clear message history prior to l Clear tardy detail prior to C Clear absent detail prior to l Clear accrual history for Job Code Criteria Cancel Data Management Inc 2010 All Rights Reserved This documentation may change without notice 2 Enable one some or all of these fields to reset e Clear message history prior to If enabled all archived messages sent from WebManager before the date entered will be removed from record e Clear tardy detail prior to If enab
146. a screen the user can create those parameters by enabling the option to Filter by individual s number and entering 23 47 55 59 Another example would be a user who wants to only see employees in the Shipping department From the Criteria screen the user could enable the option to Filter on department and select Shipping v Custom fields may be created for five record types within TimeClock Plus the Employee Master Job Code Employee Job Code Cost Code requires Job Costing module and Employee Hours These custom fields provide you with the ability to add fields as needed to collect and manage information pertinent to your timekeeping practices You as the user can control the data type and length of the custom field Custom fields are often used in custom module development or if a user simply wants to track additional information such as a certification type of vehicle for parking lot information etc v A Shift is a period of time that begins when the employee clocks in and ends when the employee clocks out A shift includes any breaks paid or unpaid taken during that time v A Break is a period of time during which an employee is NOT clocked in and still a part of the current workforce Up to four break types with different settings can be setup v Throughout the application times may be entered in either 12 or 24 hour formats with or without a colon The following are all acceptable 5 15PM 515p 0515p 5 15p
147. a segment click Edit gt Save to snippet and select from the list of options e Selection Select this to save the day s you selected For example if you wanted to copy Monday and Tuesday or Tuesday and Friday then you would select them using the Ctrl key right click on either day click Save to snippet gt Selection e Day Select this to save the selected day e Week Select this to save the week If you have more than one week opened then right click on a day in the week you wish to copy click Save to snippet gt Week e Schedule Select this to save the entire period for an employee So if you have more than one week opened this option would copy schedules from all of the opened weeks Information Description Make this snippet public dob Code information atai b code Ram in th individuali the job code will be replaced with the individual s default job code In the list below place a check next to eadh job code that should be aw ed using the default job code 2 Enter a description a name for this snippet Data Management Inc 2010 All Rights Reserved This documentation may change without notice 3 If you want this snippet to be available to other users then place a check next to Make this snippet public Otherwise it will only be available to the user creating the snippet 4 The job codes scheduled for the segments you selected will appear at the bottom When you later paste this snippet
148. ab Criteria This button allows you to filter the list of employees For example if you want to look at a certain employee or a group of employees then you can adjust the criteria to only show those people If you want to look at a department or a group of departments then you can adjust the criteria to only show those departments For more information on the criteria refer to Section IX Criteria Save This button allows you to save a new employee changes made to an existing employee This button is not limited to saving the selected tab It will save changes made to any of the tabs Close This button allows you to close the Add Edit window If you try to close after making a change without saving then you will be presented with a warning and asked if you want to save The following buttons will appear under most of the tabs Memorize This button will copy the selected tab The tab will remain copied until you leave Add Edit Recall This button will paste the tab you copied using the Memorize button It will only appear if you recently clicked Memorize Copy This button will open the Copy Tab screen which is a more advanced mechanism than the Memorize button Copy allows you to copy the selected tab to everyone with just one click or to the employees you specify Data Management Inc 2010 All Rights Reserved This documentation may change without notice i be Memorize and Recall are good for copying and pa
149. above the list and press Enter 3 Click on the Fixed Schedule Overrides tab Data Management Inc 2010 All Rights Reserved This documentation may change without notice Click next to the day for which you wish to override a fixed schedule If you want the segment you are scheduling to apply to more than one day then select the number of days next to Add Range of Days Enter the date and time of the segment Choose a job code If there is a break after this segment then select the break type JS 6 i 8 To ensure that multiple segments are treated as a single shift they must be attached with breaks 9 If you enabled automatic deductions or a segment minimum for the job code you are scheduling and if you wish to disable either then place a check next to one or both segment flags place if and when schedules are transferred to hours It will also Q Disabling automatic deductions and or segment minimums will take affect the calculation of scheduled labor costing 10 Click OK Repeat steps 4 10 to override other days To remove an override highlight it and click Delete Segment It will then be removed and the fixed shift for that day will re appear 13 5 2 4 Weekly Overall Schedule 1 In WebScheduler go to View gt Weekly overall schedule Choose which employees should appear by going to View gt Change scheduler criteria If you want to see everyone that you have access to then do not worry abou
150. access or enter the employee number and press Enter For quickly locating an employee this list may be filtered using the Criteria button at the bottom or the filter above the list You may enter a first or last name and press Enter to narrow the list down to employees with that first or last name Then double click on the employee in the filtered list Number First Last If you want to filter by export code badge number or classification then right click on the list and click Show export code Show badge number or Show classification You may need to scroll right to see the field Enter the export code badge number or classification and press Enter Data Management Inc 2010 All Rights Reserved This documentation may change without notice To clear the filter right click on the list and choose Clear filters When right clicking on the list there are also options to group the employees by classification department or last name initial To disable the grouping right click on the list and choose Disable grouping The upper section This section displays the employee s current schedule in a two dimensional matrix format days of the week across the top and schedule segments down the left side The Week Hours section lower left This section displays summary information about the week regarding regular overtime and total hours scheduled The Requests section lower right This section displays any schedule
151. accessed by going to File gt Preferences To set these up walk through each of the three tabs and determine which settings meet the needs of your organization system Wide Preferences System Wide Indradual Schedule Colors Dans J Autarmatally open weedy whew when Hhadule ii opened Default Tice When adding a new scheduled segmant Enter default fone iin Ba AM tz Ji Enter default hime aut 500 PM Automatically open weekly view when schedule is opened If enabled the Weekly Overall Schedule will be automatically opened when a schedule is opened Enter default time in If enabled the time entered here will be entered by default as the time in when entering a schedule Enter default time out If enabled the time entered here will be entered by default as the time out when entering a schedule Individual Schedule Preflerentes Systeam Wide Individual Schedule Colors Time Format Select the ime format that vill be uted to display the schedule information in the individual schedules Time format Hourhtinute HH PF F Othar Settings wf Dipley Gime in and out on a single line Dirplsy Ob code in gehedule if J Displey job code description in schedule F Displey segment description in schedule Aak for confirmation when deleting scheduled segments Time format This determines how time should appear in the Individual Schedule Data Management Inc 2010 All Rig
152. added to the number of hours accrued for each counted hour If employee accrues 15 minutes of vacation for every counted hour and 1 00 is entered here then the employee would accrue 1 25 hours after 1 counted hour Accrual is posted to what job code This is the job code that is accruing hours For example if the rule is accruing vacation time then you would select the Vacation job code Start posting accruals after a set number of days since hire If enabled you can enter a certain number of days that must pass before the accrual rule can process For example if your company assigns PTO time after 90 days you can enter 90 in this field and the employees will not begin to accrue until 90 days after their hire date Stop posting accruals after a set number of days since hire If enabled you can enter a certain number of days that must pass before the accrual rule will stop processing For example if your rules vary according to years of service and you would like the rule to stop posting after 365 days so that another rule can be used you can enter 365 in this field and the rule will stop accruing 1 year after the employee s hire date 12 5 3 5 Accrual Summary Rule Id 1 Sick 0 2 Years Rule is Active Accrual will begin posting immediately when assigned Accrual has no expiration Accrual is not based on hours worked Accrual will be posted weekly Accrue 8 0000 hours each time accrual is posted Time is accrued into job c
153. after available to change For example if you want to pay overtime 1 on a holiday for any hours up to 8 and overtime 2 for hours over 8 you would enter 0 00 for Overtime 1 and 8 00 for Overtime 2 Another example if you only want to pay overtime 1 for any hours worked you would enter 0 00 for Overtime 1 and 99 00 for Overtime 2 disabling Overtime 2 information refer to 12 6 Holiday Calendar A The holiday must also be defined on the Holiday Calendar For more If you pay a shift premium for every hour worked on this day then select Pay a shift premium of and enter the amount of that premium Sixth Day Seventh Day Holiday On days that meet the holiday rules how are hours calculated ce No special action for these days Cc Override overtime settings for these days Overtime 1 after hours in the day Overtime 2 after hours in the day C Pay a shift premium of dollar s per hour Ok Cancel For example if an employee is configured to earn 2 00 per hour premium pay for hours worked on holidays and the employee is clocked in under a job code which pays 8 00 per hour the employee will earn 10 00 per hour for hours worked on the holiday The Sixth Day Seventh Day and Holiday settings will only take effect if it results in more overtime for the employee The settings will not be processed if the resulting calculations are worse for the employee 4 1 4 6 Accrual Tab This tab is used to assign accrual
154. ager to use fixed schedules then when selecting an employee in the Individual Schedule two tabs will appear a Fixed Schedule Overrides and Fixed Schedule tab and will be available These tabs are discussed further in the next section If you do not have fixed schedules then please skip the next section and continue with 13 5 2 4 The Weekly Overall Schedule 13 5 2 2 Employee Fixed Schedule Fixed schedules are schedules that never change For example a fixed schedule may be created from 8 AM 12 PM and 1 PM 5 PM so every week the employee uses that schedule However there is also an option to override the fixed schedule for a specific date if necessary In WebManager Employee gt Add Edit gt select an employee gt Scheduler tab there is an option that must be turned on if you want to create a fixed schedule for that employee Individual uses a x week fixed schedule starting on y x the first field represents the number of fixed schedules you plan to create up to 8 are available and y the second field represents the week for the first fixed schedule If Data Management Inc 2010 All Rights Reserved This documentation may change without notice this is enabled then the fixed schedule you create for the first week will be applied automatically to every week If you have two different fixed schedules for an employee then you would select 2 Schedule Options Wlindividual uses a 2 7 week fixed schedule start
155. aiting staff mileage from a driver and parts processed in a production environment Once recorded this information may be reflected in many of the reports or exported To set up a tracked field 1 Enter the name in one of the three name fields 2 Enter the number of decimal places in the decimals field up to 4 decimal places For example a restaurant might enter the name Tips with 2 decimals in order to collect dollars and cents To use a tracked field it must be enabled for the job code that the employee is working When creating a job code in the Master Job Code List there is an option for each of the three tracked fields to require the _ entry of that field It can also be enabled for each job code on a per employee basis Add Edit Default Display Formats e Time format Choose the desired time format Culture uses the regional settings on the computer that the program is running on Culture Fixed does the same but displays a fixed length time even if the time has single digits so instead of 9 00 it displays 09 00 e Date format Choose the desired date format Culture uses the regional settings on the computer that the program is running on e Hour format Choose the desired hour format The hour format not to be confused with the time format represents the hour totals If you select the hundredths format HH HH then the precision field will become available If available select the precisi
156. al places up to 5 decimal places If you are viewing hours in HH MM hours minutes and try to add A these figures manually on a standard calculator the time will not be added correctly For example if you add 1 40 1 40 3 20 not 2 80 Name format Choose the desired name format The names of your employees may appear in one of three ways full first and last name partial first initial and last name or last and first Normalize employee names to same case If enabled the employee names will be the same case For example if the employee s name is on file as JOHN DOE then by enabling this option it will be converted to John Doe in the reports This method is not always reliable for names such as McDonald or McMurry where the names are mixed case Data Management Inc 2010 All Rights Reserved This documentation may change without notice Normalize job code names to same case If enabled the job code names will be the same case For example if the job name is on file as ADMINISTRATION then by enabling this option it will be converted to Administration in the reports 7 0 4 2 Miscellaneous Tab This tab controls the sorting of a report and the default period fq TimeClock Plus Manager Formatting Options Miscellaneous Print Options Sorting First sort key Id Number Second sort key None Third sort key None Defaults Default reporting period TimeClock Week Sorting
157. ame and user role if assigned e Labor cost sales such as the date and wages for each hour e Hour Edit Log such as the original date time in and out and the editing user for records that were changed 8 1 1 Steps for Exporting 1 In WebManager go to File gt Export gt select an export type 2 Place a check next to the fields you wish to export Data Management Inc 2010 All Rights Reserved This documentation may change without notice eet _ Field names in the list that are red are fields that can be exported but A cannot be re imported into WebManager If you wish to hide these fields from the list then place a check next to Hide fields that cannot be imported 3 Choose the desired format e None Fixed This format will not include a delimiter If you wish to export a fixed length file then you will need to define the width of each field by clicking Edit next to each selected field e Delimited This format will include a delimiter Something that separates each field You may select a comma pipe space tab or other other ASCII code e XML This format will produce an Extensible Markup Language file 4 To choose which employees should be included in the export click Criteria choose a filter configure it and click OK If you want to include everyone that you have access to then do not worry about the Criteria 5 To begin the export process click Process Certain exports will presen
158. ames to proper cone Include individuals using fwred schedules Ask for confirmation when deleting schedule information If enabled a message will appear in the Weekly Overall Schedule asking you to confirm whether or not you want to delete a scheduled shift just in case you bumped the key by accident or highlighted the wrong shift If this is un checked then there will not be a confirmation and the scheduled shift will be immediately removed Normalize names to proper case If enabled the employee names will be the same case For example if the employee s name is on file as JOHN DOE then by enabling this option it will be converted to John Doe in the reports This method is Data Management Inc 2010 All Rights Reserved This documentation may change without notice not always reliable for names such as McDonald or McMurry where the names are mixed case Include individuals using fixed schedules If enabled employees who have been configured in WebManager to use fixed schedules will appear in the Weekly Overall Schedule 13 5 2 8 Daily Overall Schedule The Daily Overall Schedule is a graphical breakdown of schedules 1 In WebScheduler go to View gt Daily overall schedule 2 Choose a day from the drop down list at the top t w DE Place the cursor over a shift for a few seconds and the time in and out of _ that shift will appear in a tool tip 3 If you wish to edit a shift double click on
159. and click OK Data Management Inc 2010 All Rights Reserved This documentation may change without notice Before you proceed remember that this global change by default A will affect every employee your user has access to If you want to only select a group of employees then click Criteria 6 Click Process a If you click Preview then the modification will be simulated to validate it A So nothing will be modified but the system will check the desired _ modification against everyone the defined group of employees and report any problems 4 7 7 Globally Changing the Classification Department or Manager 1 In WebManager go to Employee gt Global modification Click on the Other tab 3 Place a check next to one or more than one employee setting Change classification Change department and or Change manager 4 Enter the new classification choose the department and or manager Before you proceed remember that this global addition by default will affect every employee your user has access to If you want to only select a group of employees then click Criteria select a filter and choose the employee s 5 Press the Process button to perform the change or Close button Sa If you click Preview then the modification will be simulated to validate it A So nothing will be modified but the system will check the desired _ modification against everyone the defined group of employees and report
160. and determine the baud rate that is necessary Data Management Inc 2010 All Rights Reserved This documentation may change without notice 19 1 10 Ethernet When configuring the port for an Ethernet terminal this section will be available Port Configuration ETHO 2 x SS Settings Information Clock Operations Bthemet Settings Teminal Operation a o O Feedback Network address or name Ping Access Restrictions Port number 2001 1 65535 Prompts Fallback Mode Startup delay ms 1000 0 10000 Badge Processing Communication Monitoring Modules Active Modules Network address or name This is the IP address of the terminal or name if you configured WINS or DNS entries for the terminal on your server For more information on entering an IP address on the terminal please refer to the documentation that was included with the terminal Ping button Clicking this button will send a ping command to the address or name entered This will help you determine if a device on your network responds if a device has already been assigned that IP or name Port number This is the port number that the terminal communicates with By default the incoming port on the terminal is 3001 but if this number is changed then enter the new port number Startup delay This is the delay when starting the port in milliseconds Data Management Inc 2010 All Rights Reserved This doc
161. ange you are scanning e The records that were changed will appear on the right e By default the records will be grouped by employee number You may also group by change date the user who made the change or the computer where the change was made Right click on the list on the right and choose the desired grouping Data Management Inc 2010 All Rights Reserved This documentation may change without notice View range from 1 10 2010 End 1 16 2010 Today X Ch d by Include ch s by all us hd anged by Include changes by all users acu Location Include changes from all locations Show only individuals with or more edits during period Missed punch approvals are not counted Id Employee Change Time User Id Job Code Cost Code Time In Time Out Hours 3 Name Counted Changes z a v 1 Angelina Elliot 1 Angelina Elliot 1 2 Nicholas Ryan 1 Angelina Elliot 1 15 2010 02 30 PM PARKER 1 1 12 2010 09 00 AM 1 12 2010 12 00 PM 3 00 7 Michael Bradley 2 1 Edit Hours PARKER PC 1 1 12 2010 08 00 AM 1 12 2010 12 00 PM 4 00 10 Elizabeth Arnold 1 v 2 Nicholas Ryan Nicholas Ryan 1 13 2010 08 30 AM PARKER lt lt lt Adding new record gt gt gt 2 Edit Hours PARKER PC 1000 1 13 2010 08 00 AM lt lt Time sheet gt gt 8 00 v 7 Michael Bradley Michael Bradley 1 11 2010 05 16 PM ANDERSON lt lt lt Adding new record gt gt gt 7 Edit Hours ANDERSON PC 1001 1 11 2010 08 00 AM lt lt Time sheet
162. anies often have the need to perform certain operations for only a selected group of employees e g by physical location or department TimeClock Plus provides the ability to filter employees for most processes Employee lists throughout the system reports and exports are all affected by the criteria There are several places that include a Criteria option but some commonly hit sections that can be filtered by criteria include v Exports Add Edit Global Modification Data Management Inc 2010 All Rights Reserved This documentation may change without notice C445 RASS Edit Hours Quick Add Hours Messaging Reports Who s Here The Hour Edit and Override Logs Employee list in TimeClock Scheduler Globally adding changing removing a schedule All processes that can be filtered include a Criteria button which when pressed displays the following Standard Fields E Filter by individual s number to T Filter by classification to E Filter on default job to E Filter on department T Filter on individual s manager to include T Filter on hire date to include from E Filter on days since hire to include from Iv Exclude suspended individuals M Exclude terminated individuals T Exclude salaried individuals Custom Fields Custom field None Custom field None Custom field None Ok Cancel Preview Load Save Reset Filtering can be performed based on one field or a combination of the standard fields and cu
163. ary MONTHNUM Month 1 2 3 Right footer Packed length 12 MONTHNUM2 Month 01 02 03 lt MONTH gt lt DAYNUM gt lt FULLYEAR gt lt TIME gt Day Monday February 25 2010 4 52 PM Update Default Ok Cancel Data Management Inc 2010 All Rights Reserved This documentation may change without notice 1 Place the cursor in the part of the footer you wish to change Left Center or Right 2 Remove fields by pressing Delete or Backspace 3 Add field by double clicking on them in the list on the right 4 Click Update and the preview at the bottom will update and show you how the footer will appear 5 Click OK If you would like to return to the default footer settings click Default 12 2 User List In order to have access to WebManager to edit hours produce reports etc an individual must be set up as a user Employees who will be clocking in out but will not be accessing WebManager do NOT need to be set up as users Employees should be added in Add Edit Employee gt Add Edit and managers should be added in the User List There may be situations where someone who is not a manager should have access to all or part of WebManager For example a receptionist may need to see a list of who s clocked in A user could be created for her as well If she also needs to clock in and out then she would need to be set up as an employee Add Edit and as a user User List In situations that i
164. assword is blank Refresh Close To print this list choose one of the outputs from left to right xls in Microsoft Excel document in Microsoft Word or csv in Microsoft Excel bey Data Management Inc 2010 All Rights Reserved This documentation may change without notice SECTION XIII MANAGING SCHEDULES WebScheduler is a powerful yet simple to use scheduling system that is fully integrated with TimeClock Plus Creating schedules is optional but necessary if you wish to track tardies and absences set up schedule restrictions to prevent early and late clock operations or set up schedule rounding to round the actual in out time to the scheduled in out time 13 1 Basic Concepts of TimeClock Scheduler 1 I All employees who were created in WebManager are accessible in WebScheduler there is no dual entry of employee data necessary Schedules for one employee may be saved to a snippet and applied to other employees individually or globally Schedules may be created individually or globally Fixed schedules may be enabled and created for an employee up to 8 fixed schedules per employee Shift Pools may be created in Scheduler to simplify the scheduling process These can be established for a single standard shift or multiple shift s depending on your company s needs For example some employees may be scheduled from 9 00 5 00 so a shift pool could be created from 9 until 5 or employees may wo
165. assword now enter and then re enter the password in the fields below If you do not wish to set the password leave the fields blank Password Re Enter Password When creating a new company the supervisor s access password will be blank so this screen will appear in the Quick Setup Wizard If the supervisor s password has been set then this Supervisor Password screen will be skipped by the Quick Setup Wizard Password Enter the supervisor s password This password will be required to log into any of the TimeClock Plus applications as the supervisor Re Enter Password Re enter the password you entered in the Password field to confirm i A This password may also be set from the User Options screen in J gt WebManager refer to 12 3 User Options 2 1 2 Terminology This screen includes the two most important and consequently the most commonly mentioned elements of TimeClock Plus employees and job codes Data Management Inc 2010 All Rights Reserved This documentation may change without notice Eq Quick Setup Wizard TimeClock Plus tracks information about the individuals entered into the product How do you refer to these individuals Employee v TimeClock Plus tracks hours worked in jobs that are assigned to each individual Each of these jobs can be assigned a pay rate tracked fields and custom fields How do you refer to these jobs Job Code r TimeClock Plus tracks costing informa
166. atabase Manager M Connection Information Server local TimeClockPlus Method Defautt Port Zz Timeout 15 Authentication Method Use integrated authentication Use SQL server authentication with default password sa user C Use SQL server authentication with specified password sa user Password Lo f ca 2 Next to Server enter the server name and instance if the default local TimeClockPlus is incorrect The format of the information entered lt server name gt lt instance name gt 3 Select the method to connect or leave as Default The Default method means that SQL will use what it thinks is the best way to connect to the instance If you select TCP IP then specify the port you are using for SQL The Timeout is the length of time it over TCP IP will try to connect 4 Select the authentication e Use integrated authentication If selected a user name and password will not be necessary since it is authenticating through Windows instead of SQL For this to work the Windows user must be added as a login with permissions to the TimeClock Plus database Data Management Inc 2010 All Rights Reserved This documentation may change without notice e Use SQL server authentication with default password sa user If selected the sa user s default password will be used If you installed the SQL Express 2005 included with TimeClock Plus 6 0 then select this unless the sa user s passwor
167. ated with access to Who s Here The user s Network ID may be entered in this field so when they log into the network the system will Know who they are and automatically select their user name when they open any of the management applications for TimeClock Plus The user s E mail Address may be entered in this field so that he she may E mail reports The mail settings must also be configured in the TimeClock Defaults Configuration gt Preferences gt Defaults gt Global Settings gt Mail Settings The user s Department may be entered in this field for informational purposes Start in allows you to select a section that will open when the user logs in User is active determines whether or not the user account is enabled If this is un checked then the user will be unable to log in p In the User List underneath the list of users there is an option to only DE show active users Place a check next to that option to hide inactive users from the list Use shared configurations in Period Reports If this is checked then the users report settings will be shared with the supervisor and with other users who have this checked If this is un checked the settings will be unique to this user Data Management Inc 2010 All Rights Reserved This documentation may change without notice When you finish adding or editing the user and you have returned to the ee User List s main screen look at the user rights right side E
168. ated to validate the addition for the employees selected So the record will not be added _ but the system will check the desired addition against the selected employees and report any problems 5 1 2 Breakdown of Fields Date In This is the date when the shift started Time In This is the time when the shift started Date Out This is the date when the shift ended Time Out This is the time when the shift ended Job Code This is the job code for the shift The Default is the employee s default job code However if one of the selected employees does not have a default job code then hours will not be added to that employee Rate This is the rate for the job code selected If left unchecked the rate used will be based on the job code s configuration for the employee Add Edit If enabled the rate may be overridden Track1 Track2 and Track3 These are the three available tracked fields Examples of tracked fields include tips for a restaurant or pieces for a production environment gt 7 Ifyou wish to use any of these then they must be enabled Employee gt 2 Add Edit gt select the employee gt Jobs tab gt edit the job code gt Tracked Fields tab N Data Management Inc 2010 All Rights Reserved This documentation may change without notice Break Type This is the break type that follows the shift Leave lt lt None gt gt selected if a break doesn t follo
169. ation gt User List 3 Select the schedule s you wish to delete e Delete schedule for a date range If selected you may enter the beginning and end of the period you wish to delete Alternatively you may select a date range from the drop down list A The schedule that is currently opened will not be available to delete Data Management Inc 2010 All Rights Reserved This documentation may change without notice e Delete specific scheduled weeks If selected you may place a check next to the weeks you wish to delete I By selecting a parent item an item with a plus or minus next to it all A E schedules underneath that item will be selected For example to select all schedules for the year 2010 place a check next to 2010 4 If for Include you selected Only those I can access that match the criteria defined in this form then click Criteria choose a filter configure it and click OK If you want to include everyone that you have access to then do not worry about the Criteria 5 Click Process and Yes to confirm 17 3 Re indexing Schedule Tables Indexes are used throughout TimeClock Plus to provide quick and accurate access to data when a process is performed From time to time these indexes may be out of order and negatively affect the performance of your system Indexes can also be corrupted due to a loss of power or network problems during the use of TimeClock Plus A re index of your data files
170. ation may change without notice Special These shifts include Off Open and On Call e Off This option creates a notation that the employee will be off e Open Open shifts allow the employee to clock in within the start and end time entered without restriction This is only a viable option if the employee has schedule restrictions enabled For example if an employee is scheduled 8 AM 5 PM but the manager thinks he might need to work as late as 7 PM he might create an open shift from 4 PM 7 PM to allow you clock out without restriction e On Call On Call shifts indicate that the employee is not scheduled to work but may be called in Snippet button This option allows you to paste a snippet to the opened schedule 13 5 2 Individual Scheduling There are several ways to create or edit a schedule individually Employee schedule Employee fixed schedule Weekly overall schedule and Daily overall schedule for editing schedules only Employee schedule F Weekly overall schedule Daily overall schedule 13 5 2 1 Employee Schedule In WebScheduler go to View gt Employee schedule Double click on the employee or enter their ID above the list and press Enter Click next to the day for which you wish to create a schedule If you want the segment you are scheduling to apply to more than one day then select the number of days next to Add Range of Days Enter the date and time of the segment
171. ault T 4 Jack Parrish Default T 5 Mark Alexander Default E 5 Nadia Shields Default E 7 Michael Bradley Default E 8 Mia Ryder Default C 9 Brooke Berry Default Ci 10 Elizabeth Arnold Default Assign Remove Cancel 8 Select the employees in the list who should be assigned to the selected configuration If the list is long then you may enter the employee Id name or current a mer N x WebClock configuration and click the button next to the field to narrow the list down raw _ Also if your list of employees spans several pages after you select one A or more employees on one page you will need to click Assign before _ going to the next page In other words you will need to click Assign for each page Data Management Inc 2010 All Rights Reserved This documentation may change without notice 9 Click Assign t A If you need to un assign a configuration then select the employee s and click Remove The selected employee will revert back to the Default configuration SECTION XIX THE REMOTE DATA TERMINAL This section provides instruction on the configuration and operation of a Remote Data Terminal Using a terminal employees can clock in out via a remote TimeClock device rather than via a PC using the On Screen TimeClock The purpose of a terminal is to collect punches and communicate those back to the TimeClock Plus database Self service options may also be enab
172. b codes sick vacation etc and correcting inaccurate or incomplete clock operations Quick Add Hours allows a user to quickly add time on an individual or group basis and includes an option to add the same record to x days in a row The Time Sheets section allows a user to quickly enter time sheets on an individual basis Missed Punches is where a user can approve times that were marked as missed and later entered by a manager or by the employee depending on which missed punch method is selected Unresolved Punches retains records that failed to import from a Remote Data Terminal only applicable to terminals with fallback capability Approval Manager allows a user to approve unapprove hours for several employees at a time 5 0 Edit Hours Adding a shift can be accomplished on an individual basis using Edit Hours or on an individual group basis using Quick Add Hours Editing and deleting records is only an option in Edit Hours For more information on Edit Hours continue reading but to learn more about Quick Add Hours refer to 5 1 Quick Add Hours Time sheets e g X hours of sick time may be entered in both places but entering a list of time sheets should be done in the Time Sheets section refer to 5 2 Enter Time Sheets 5 0 1 Adding a Record 1 In WebManager go to the Employee menu gt Edit hours Data Management Inc 2010 All Rights Reserved This documentation may change without notice 2 Ifthe record being added i
173. b server time not recommended If this is selected it will use the time on the web server This is not recommended in a hybrid environment Web Edition and 6 0 running together because in 6 0 this setting uses the time on each employee s workstation Time zone This option becomes available if you select Use the database server time adjusted to a specific time zone for the previous option Method for retrieving the time If adjusting to a time zone select the time zone where the client workstations are located Adjust for daylight savings time This option becomes available if you select Use the database server time adjusted to a specific time zone for the earlier option Method for retrieving the time Select Yes if you want the system to adjust for daylight savings time rather than relying on the database server to adjust 2 1 6 Tracked Fields This screen contains the name and number of decimal places for each tracked field Ea Quick Setup Wizard Decimals 1 Decimals 3 Tracked fields are used to collect a numeric amount from an employee during a clock in out operation or from a manager Examples of tracked fields include tips for a restaurant or pieces for a production environment Once recorded this tracked information may be included in many of the reports or even exported The tracked fields may be renamed in the TimeClock Defaults Configuration gt Preferences gt Defaults gt Displa
174. be available to the user who is entering selecting information for this custom field For example if the information entered selected for this custom field will only contain HFG a dash and a number then you would enter HFG 1234567890 Only these characters will be available when entering selecting information for this custom field This is Data Management Inc 2010 All Rights Reserved This documentation may change without notice 11 12 13 14 15 16 17 case sensitive so if you enter an H then only an uppercase H will be allowed After entering this click Test to see the characters allowed If the data type is formatted data then next to the Format field click Create Enter a sample of the information that will be entered selected for this custom field As you enter it notice the formatting characters that appear underneath the Sample field When you click OK these sample characters will be automatically entered in the Format field For example a Click Create b For the Sample enter Jan 2010 C Click OK and notice the formatting characters in the Format field gt HHHH d If you click Test and try to enter something notice that it only accepts three letters at the beginning followed by a space and four numbers Now let s talk about pre entered characters Characters entered in the Format field on the previous screen will be pre entered For example a Click Create b For the
175. being imported would inherit from that template Now the templates may be different for each employee by specifying a template name or ID in each employee s record Data Management Inc 2010 All Rights Reserved This documentation may change without notice Exporting e Added ability to export employee job code information raise history rate access required accruals users labor cost sales and contract information Contract Workers module e In addition to a CSV format information may now be exported to XML a recognized import format in some applications e Added alist of fields to each export that may be previewed or printed This list includes all fields from that export that may be imported their allowed values and headers It also includes all custom fields Employee Default Information e Added ability to create more than one set of defaults to apply when adding or editing an employee In earlier versions only one set of defaults was available but now more than one may be created Global Modification e Added ability to globally change the manager for one or several employees e Added ability to globally raise the salary for one or several employees Edit Hours e Added ability to delete multiple shifts at a time e Added ability to edit rounded times e Added an option to perform punch rounding automatic or schedule and an option to perform break rounding when adding hours In earlier versions the system di
176. by searching the employee id number and then the badge number field Manager Settings C Locate the id number by searching the badge number and then the employee id field Reminder Bar Employee Entry Add Employee Accruals Close Week Editing Hours Minor Tracking z Scheduler Settings Miscellaneous Client Settings Miscellaneous Missed Punches This section is used to define how the system will determine who is clocking in out When an employee clocks in out a unique ID number must be entered This number can either be their employee ID number or their Badge Number depending on which one of the following options are activated Locate id number by searching the employee id field only If selected this option looks for the employee using only the employee number Locate the id number by searching the badge number field only If selected this option looks for the employee using only the badge number set in the Employee Information Locate the id number by searching the employee id number and then the badge number field If selected this option looks for a match using the employee number first and the badge number second if no match was found using the employee number Locate the id number by searching the badge number and then the employee id field If selected this option looks for a match using the badge number first and the employee number second if no match was found using the badge number Data Managemen
177. c This user can manipulate hours for all job code items C thi is user can manipulate hours for only specific job code items Under the Job Code Access tab if the user should have access to edit and approve hours for every job code then the option This user can manipulate hours for all job code items should be selected If the user should have access to edit and approve hours for specific job codes then the option This user can manipulate hours for only specific job code items should be selected If you select this option then place a check next to the job codes that should be accessible If the user should have access to edit and approve hours for the majority of job codes except a few place a check to the left of Job Code which a a will include every code and then un check the few that should not be DE included Even in a situation where for example there are 30 job codes _ and the user should only have access to 20 Rather than place a check next to 20 job codes select Include All and then un check the 30 that Should not be accessible Data Management Inc 2010 All Rights Reserved This documentation may change without notice 12 2 3 4 Passwords Tab M Information Employee Access Job Code Access Passwords pee Is Blank Double click on a password from the list to ESS SSS modify the password System Access Remote Data Terminal Override Details Nothing selected On Scr
178. ce SECTION Il INITIAL SETUP OF A COMPANY Once Web Edition 3 0 is installed you need to set up a company The setup may involve up to four steps depending on your needs 1 2 In WebManager create a company refer to 2 0 Creating a Company OPTIONAL In WebScheduler create schedules refer to 13 5 Creating Editing Employee Schedules This is only necessary if you want to take advantage of the attendance monitoring tracking tardies and absences schedule restrictions preventing early and late clock operations or schedule rounding rounding the actual in out time to the scheduled in out time If you purchased any modules you may install and load them when creating your company If you are upgrading already have an existing company then you may install them with AutoUpdate 21 1 Downloading a Module and load them for the company you created using Module Manager 22 1 Loading a Module Log into WebManager and continue setting up the company create job codes create employees and assign job codes to employees Configure WebClock refer to Section XVIII Configuring WebClock and or Remote Data Terminal refer to 19 0 Setting up WinRemote to include more options to change the behavior or the layout This section will walk you through creating a company and using the Quick Setup Wizard Subsequent sections of the manual will cover the rest of WebManager and other applications such as WebScheduler and WebClo
179. cess so your source file can include any all of these fields required fields Break Type 1 for break type 1 2 for break type 2 etc Break Name an alternative to the break type field Tracked Field 1 Disable Segment Minimum 0 or 1 Tracked Field 2 Manager Approval 0 or 1 Tracked Field 3 Employee Approval 0 or 1 Force Overtime 2 0 or 1 Disable Auto Deduct 0 or 1 Data Management Inc 2010 All Rights Reserved This documentation may change without notice Is Time Sheet 0 or 1 Other Approval 0 or 1 Time Sheet Minutes Employee Approval User Id Time Sheet Hours an alternative to the Manager Approval User Id Other Approval User Id re time sheet minutes field Shift Note S Shift Note Importable Shift Note Importable The Shift Note Importable field expands on the Shift Note field The Shift Note field just imports the shift note showing MPORT as the user who created the note and using the date and time of the import as the date and time the note was created The Shift Note Importable field allows you to include all of the information for the shift note the date and time the shift note was created and the user who created it It is mainly designed to import shift notes that were exported out of TimeClock Plus but it may also be used to import shift notes from other applications The format of the Shift Note Importable field is YYYYMMDDHHMM USER NAME SHIFT NOTE The shift note
180. ch will leave it up to the manager to enter if approved Use the Clock In and Clock Out keys to move through the list of leave codes 9 Confirm the request by pressing Yes Enter Pressing No Esc will return you to the screen in steps 4 7 to make any changes 10 Press any key on the submitted message to return to the main menu 1 2 3 o e Data Management Inc 2010 All Rights Reserved This documentation may change without notice 19 4 Editing Hours at the Terminal This option must be enabled in WebManager Configuration gt Preferences gt Defaults gt Client Settings gt Miscellaneous AND the right to edit hours from a terminal will need to be granted to the user Configuration gt User List gt select the user gt in the User Rights on the right expand the TimeClock WinRemote branch gt Edit Hours 19 4 1 Adding a Record To add a clocked in record or to enter a clock out time for a record that is clocked in 1 2 Sp 5 6 T 8 Press the terminal s 6 key Select your user ID by pressing the terminal s Clock In or Clock Out key to move through the list of active users Enter the Hour Edit password and press the Yes Enter key Enter the employee number you wish to add an in out to and press the Yes Enter key Press the Yes Enter key to confirm Press 1 to add hours Press 1 to add a segment 2 to add a clock in or 3 to add a time sheet Enter the shift information e For adding a segment
181. change without notice 11 5 1 The Interface Start and End This allows you to enter or choose the date range to scan for requests Detail tab Enter a date range or choose a range from the drop down list 11 5 1 1 Detail Tab The Detail tab shows a list of requests based on the Request Type top of screen and Request Status right side of the screen selected The Grid The list includes e The employee s id and name The type of request When the request was entered How much notice was given before the requested date The date being requested The time and job code applicable with time off requests The status of the request whether it s pending approved or denied The reason for the request as entered by the employee Detail button After highlighting a request the Detail button will open a window where the request may be approved or denied and where the schedule may be adjusted The employee s accrual balances are also available if necessary Criteria button If the list is long and you only want to see certain employees then click the Criteria button and enable a filter Refresh button If a request is made while you are looking at the list you can click Refresh to reload the list Grouping button By default the list is organized according to employee id but this may be changed by selecting a different grouping click on the Grouping button Templates button As explained in the next section Approving Denying a
182. ck 2 0 Creating a Company Open WebManager and create a company The creation of a company includes entering a company number name and the start of your work week 1 Goto the WebManager web site and click Create Company Data Management Inc 2010 All Rights Reserved This documentation may change without notice Create Company Company Information Enter a unique one to five digit identifier and company name for this company The identifier will be used internally to separate data far multiple companies Company Id Company Name Initial Workweek Calculations for this company will be performed on a predefined workweek Enter the starting date of the most recent workweek For example if overtime is calculated from Sunday te Saturday you would enter 4 25 2010 because that is the most recently passed workweek starting date reu Initial workweek 4 75 2010 zti Prompt for module activation key s canci 2 Enter a Company Id and Company Name 3 Choose the beginning of your work week This date needs to be the beginning of your most recent work week so if you calculate overtime from Sunday to Saturday last Sunday should be entered if today is Sunday then today s date should be entered 4 Place a check next to Prompt for module activation key s 5 Click Create EL a E a Enter the activation key s for the module s you wish to load Separate the keys by pressing the en
183. ck Unapprove and Individual You may also select several shifts at a time using the Ctrl key Approval Manager Options Include shifts that do not have other approval O column If enabled shifts that do not have other approval will be included in the list of records The other group is another group that approves hours if you have one and does not include the manager or employee Include shifts that do not have management approval M column If enabled shifts that do not have manager approval will be reflected in Approval Manager Include shifts that do not have individual approval I column If enabled shifts that do not have employee approval will be reflected in Approval Manager Data Management Inc 2010 All Rights Reserved This documentation may change without notice Include only shifts that require approval based on the employee information If enabled only unapproved shifts for employees who were set up to require approval will be reflected in Approval Manager for more information on approval requirements refer to 4 1 4 13 Miscellaneous Tab Include only shifts containing unrestricted job code items If enabled only unapproved shifts with job codes that the user is allowed to modify will be reflected in Approval Manager Sort order This allows you to change how shifts in Approval Manager are sorted SECTION VI CLOSING THE WEEK The current week in TimeClock Plus must be updated on a regular basi
184. clude the manager or employee This approval is performed via Edit Hours or the Approval Manager e The Mcolumn will contain a check mark if the record has been approved by a manager in Edit Hours or Approval Manager For each record click in this column to add remove a check e The E column will contain a check mark if the record has been approved by the employee in WebClock when viewing hours e The Note column will display a picture of a note if a shift note has been added by a manager or employee Click in that column next to a record to read edit or add a note e The Edited column will contain a Y if the record was added or edited by a user in WebManager Records that were created when the employee performed a clock operation with Web TimeClock or a Remote Data Terminal and records that are imported will not contain a Y e The B column will contain a bracket when two or more records are tied together by a break or job code change In the example below the two segments are tied together by a break This is evident by the bracket in the B column the red segment and the Lunch 46u in the Break column B Time In Time Out Job Code Hours Rate Break Total Week Total E 1 7 2010 07 53 AM 1 7 2010 11 59 AM 5 Service 4 06 10 00 Lunch 46u L 1 7 2010 12 45 PM 1 7 2010 05 01 PM 6 Shipping 4 16 10 00 8 22 32 27 In the example below the three segments are tied together by a job code change This is evident by the bracket in the
185. cumentation may change without notice Period Friday January 15 2010 Hours Worked 15 75 Total Sales 0 00 Labor Percentage 0 00 Time 12 AM 11 AM Hours 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 1 50 2 00 2 00 2 00 Wages 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 15 00 20 00 20 00 20 00 Estimated wages 157 50 Salary Wages 0 00 Total Wages 157 50 Labor Percent Time Hours 12 PM 1 00 1PM 2 00 2PM 00 3 PM 2 00 4 PM 1 25 5 PM 0 00 6 PM 0 00 7 PM 0 00 8 PM 0 00 9 PM 0 00 10 PM 0 00 0 00 11 PM 0 00 Update Criteria Options Print Period Save Wages 10 00 20 00 20 00 20 00 12 50 0 00 0 00 0 00 0 00 0 00 0 00 0 00 View daily figures C view weekly figures Labor Percent lt Previous Next gt 7 If entering sales on a daily basis if Edit sales by the hour is disabled in the Labor Cost Options then click Edit next to Total sales at the top and enter the estimated sales for the day The labor percentage will then be calculated based on the total wages and sales Period Friday January 15 2010 Hours Worked 15 75 Labor Percentage 0 00 Estimated vages 157 50 Total Sales 0 00 Salary Wages 0 00 Total Wages 157 50 View daily figures View weekly figures Time Hours Wages Sales Labor Percent i Time Hours Wages Sales Labor Percent 12 AM 0 00 0 00 12 PM 1 00 10 00 1AM 0 00 0 0
186. d This documentation may change without notice 3 2 The Interface m Display only active job code items O Group codes by job code group All Regular Codes Leave Codes Job Code Description Vacation Add Edit Import Export In the Master Job Code List there are three tabs All Regular Codes and Leave Codes A complete list of codes is available under the All tab and that list is broken down into two other tabs one for regular codes and one for leave codes making it easier to manage your job codes Display only active job code items If this option is enabled then only job codes that are configured to be active will appear in the list As times goes by you may have job codes that are no longer necessary We recommend that you deactivate each unnecessary code instead of deleting in order to preserve the history of hours in that job code So when managing your job codes checking this option will hide all of the inactive job codes making it easier to manage Group codes by job code group If this option is enabled then the list of job codes will be broken down into the assigned groups Job code groups are assigned when you add or edit a job code Information tab Any job codes that were not assigned a job code group will appear under the NO GROUP ASSIGNED group The list may be sorted by the Job Code or Description columns There are several buttons at the bottom for managing the Master Job Code List Add T
187. d criteria Specified in the form t All individuals for the company that match the oiberia specified im this farm Schedules to Delete C Dalat schedule for a date range to amp Delate specie scheduled rarab Schedules matching the current schedule cntens 210 2 Under Individuals to Delete choose the employees to include e Individuals contained in the current schedule criteria If selected then the deletion will affect the employees included by the Scheduler s criteria View gt Change scheduler criteria So if you adjusted Scheduler s criteria to only include certain employees and you want this copy to affect the same people then select this option e Individuals contained in the current user access and criteria specified in the form If selected then the deletion will affect employees that the user can access who are included by this screen s criteria click Criteria at the bottom e All individuals for the company that match the criteria specified in the form If selected then the deletion will affect the employees outside of the user s access who are included by this screen s criteria click Criteria at the bottom The option All individuals for the company allows users who have limited employee access to still delete scheduled periods for anyone including employees outside of their access If you want a user with limited access to have this ability then enable the right for that user in WebManager Configur
188. d from the drop down list on the right 2 Click OK Data Management Inc 2010 All Rights Reserved This documentation may change without notice 8 1 5 The Hour Edit Log Export Filter When exporting the Hour Edit Log the following screen will appear the first time you click Process If you perform another export you will not be prompted to choose a date range again but instead use the same date range you entered on the first export until you re open exports Eq Export Filter Export Saline Export from 2 23 2010 HE End 2 23 2010 E Today Changed by Include changes by all users Location Include changes from all locationsY Show only individuals with or more edits during period 1 Enter the date range you wish to export or choose a period from the drop down list 2 Next to Changed by choose the user that made the changes you wish to export or leave as Include changes by all users to export changes made by all users 3 Next to Location choose where in the system the changes you wish to export were made or leave as Include changes from all locations to export changes made in all screens 4 If you want to only export changes for individuals who have a certain number of edits during the date ranged entered then place a check next to Show only individuals with or more edits during period and enter the desired number of edits 5 Click OK SECTION IX CRITERIA Because comp
189. d not round time that was added manually It only rounded the time during a clock operation In Web Edition 3 0 if these options are enabled the time will also be rounded when manually adding it e Added an additional level of approval Other approval if needed for someone other than the manager and employee e Added an option to display the ID of the last user who performed an employee approval manager approval or other approval e Allows for splitting a shift an infinite number of times with fixed minutes or percentages The system will automatically calculate the remaining percentage or minutes for the last segment Data Management Inc 2010 All Rights Reserved This documentation may change without notice Quick Add Hours Added an auto select button that allows you to automatically select employees in the list based on worked criteria For example select the employee if they worked at least 8 00 hours on Monday and 8 00 hours on Wednesday This is primarily used for adding holiday hours to employees that worked the day before and after the holiday Time Sheets Added screen for quickly entering time sheets Employee Messaging Added support for the starting and ending date time of individual messages Removed the management message and replaced it with a send message to everyone The major difference is that with the send message to everyone you can have multiple messages active at once and with the star
190. d was changed since then If it was changed then you can select the last option to use the specified password and enter the new password e Use SQL server authentication with specified password sa user If selected it will authenticate the SQL user and password entered 5 Click OK Creating a TimeClock Plus database was discussed in 1 4 Creating the Database and upgrading a 5 0 database was discussed in 1 5 Upgrading the Database so this section will discuss the remaining functions beginning with deleting a database The Verify option verifies that the installation has all of the tables necessary to run TimeClock Plus 20 2 Deleting a Database This process CANNOT be reversed so once the database is deleted it will be gone so consider creating a backup before proceeding Once you are connected to the instance with Database Manager see steps 1 5 under 1 4 Creating the Database 1 Select the database 2 Click Delete 3 Click Yes to confirm 20 3 Editing Database Users and Role Memberships 1 Select the database 2 Click Edit Database TimeClockPlus tcuser Ok db_owner db_accessadmin db_ddladmin db_tcadmin db_tcreader db_tcuser Data Management Inc 2010 All Rights Reserved This documentation may change without notice To change a user s password 3 Select the user 4 Click Change Password 5 Enter and re enter the new password 6 Click OK To grant roles to a user 3 Click
191. de Data Management Inc 2010 All Rights Reserved This documentation may change without notice 4 1 4 4 3 Custom Tab This tab includes custom fields that track information specific to this job code The tab will be blank until an export module with custom fields has been installed and loaded or until custom fields for storing additional information about the employee s job code have been created The main idea behind custom fields is to classify information that will be exported and imported into your payroll software Custom fields provided by an export module and entered here will override the custom fields in the Master Job Code List If a field that is required by your payroll software is the same for most of the employees who will be using this job code then that value should be entered in the Master Job Code List aden F If custom fields provided by an export module are left blank in the DE employee s job code then the custom fields in the Master Job Code List _ will be used If the fields in the employee s job code are filled they will override the Master Job Code List User defined custom fields may also be created for storing more information about the job code For more information on creating custom fields refer to 12 7 Custom Fields 4 1 4 4 4 Accruals Tab This tab is used to establish overrides for this job code s accrual reset or cap settings Eq Edit Job Code Information Tracked Fields Cust
192. de Job Costing module If the employee uses the Break button then the clocked break settings will be used 1 Inthe Deduct field enter the length of the break that you want automatically deducted 2 Inthe above or equal to field enter the amount of hours that must be reached The above or equal to amount must be greater than the deduct amount 3 Notice that there are two more rows If there are other deductions that should occur then repeat step 1 and 2 for the next row next two rows see example below Automatic Deductions Deduct minutes for shifts above or equal to 08 00 hours Deduct minutes for shifts above or equal to 12 00 hours Deduct 120 minutes for shifts above or equal to 16 00 hours At the bottom under Clocked Breaks you may configure the rules for paying clocked breaks breaks that are not automatic but created when the employee performs a break operation m Clocked Breaks SS Break type Break hd When an individual clocks out for the specified break type the break is Paid v If the break length does not exceed minutes A maximum of minutes are paid The Break type drop down list includes the break types available to your company ss can create more up to three more and each break type can have its own A N set of rules for when the break is paid O When creating a company there is one break type called Break but you Data Management Inc 2010 All Ri
193. deleting it since there may be hours on file for F that job code it is recommended that the code be made inactive This task may also be carried out globally Employee menu gt Global modification Code is clockable If enabled and if the code is active the employee will be able clock in out using this job code via WebClock or a Remote Data Terminal and users will be able to add a shift to the employee using this job code If un checked even if the code is active the employee will not be able to clock in out using this job code but users will still be able to add a shift to the employee using this job code Data Management Inc 2010 All Rights Reserved This documentation may change without notice Job codes that are commonly not clockable for which this option is un checked include Sick Vacation Holiday etc Code counts toward overtime This is checked when Code earns overtime is enabled If Code earns overtime is un checked but this option is checked hours for this job code won t earn overtime but will count towards it For example if an employee is configured to reach overtime after 40 hours works 32 hours in a job code that doesn t earn but does count toward overtime and then works 10 hours in a job code that does earn the employee will have 2 hours of overtime because the 32 hours earlier in the week counted toward overtime If the employee just worked 42 hours in a job code that doesn t earn bu
194. dit Job Code r T Tracked Fields e ee Require entry of Track1 Disabled Require entry of Track2 Disabled Require entry of Track3 Disabled Tracked field entry for this job code will not be allowed from any client or Disabled Ea management application Manager Entty Only ete fields are only entered by a manager through the management The employee will be asked to enter the tracked field when clocking in The employee will be asked to enter the tracked field when clocking out The employee will be asked to enter the tracked field when clocking in and will be allowed to edit it when clocking ou Require entry of Track1 Track2 and Track 3 Choose from the drop down list when each tracked field should be required Disabled If selected this tracked field will not be required Manager entry only If selected this tracked field will be entered by the manager not by the employee when adding time manually with this job code in WebManager On Clock In If selected this tracked field will be entered by the employee when clocking into this job code On Clock Out If selected this tracked field will be entered by the employee when clocking out of this job code On Clock In And Clock Out If selected this tracked field will be entered by the employee when clocking into this job code and the employee will have an opportunity to edit that amount when going on a break clocking out or changing job co
195. dividual or group of employees To print a listing of employee information 1 In WebManager go to Employee gt Print information Eq TimeClock Plus Manager Options T Include user custom fields 7 Include module custom fields Only the items on the right will be printed in the report Drag and drop items from the left list to the right list to modify the currently selected items Selected Items Export Code Employee Number Social Security Number Full Name First Name Address1 Last Name Address2 Birthdate City Hire Date State Terminated Date Zip Code Accrual 1 Accrued Home Phone Number Accrual 2 Accrued Add all Cell Phone Number Accrual 1 Taken Remove all 2 ccrual 2 Taken Default Badge Number Department Netumrk Td bs 4 gt Criteria Print Close 2 To add afield select it in the list on the left and drag it to the list on the right You may use the Ctrl key to select more than one Or if you wish to add all of the fields click Add all Sa l If you want to include any custom fields that you created then place a A check next to Include user custom fields If you have a module with _ custom fields that you would like included then place a check next to Include module custom fields 3 To remove afield select it in the list on the right and drag it to the list on the left You may use the Ctrl key to select more than one Of if you wish to remove all of the fields click Remove all
196. dules choose a format from one of the four e buttons in the lower left corner of the Schedule window Gs ps T Click Close to return to the confirmation screen then OK to return to the main screen Viewing the Last Punch Click the View button From the confirmation screen the screen with the employee s name and current time click the View button and select Last Punch Your last clock operation will appear Click Close to return to the confirmation screen then OK to return to the main screen 1 This must be enabled in the WebClock Configuration This must be enabled in the TimeClock Defaults WebManager Data Management Inc 2010 All Rights Reserved This documentation may change without notice Viewing Accruals 1 Click the View button 2 From the confirmation screen the screen with the employee s name and current time click the View button and select Accruals Your accrual information will appear 3 Click Close to return to the confirmation screen then OK to return to the main screen Viewing Messages 1 Click the View button From the confirmation screen the screen with the employee s name and current time click the View button and select Messages Any global messages and messages sent to you that have not been read will appear 3 Highlight the message to display it at the bottom of the View Messages window 4 Place a check next to the message in the Mark Read column This is no
197. e Once approved it will display regularly in black This option will only be available when a record with an unapproved missed time in is highlighted If the missed punch reads lt lt Missed gt gt then you won t be able to approve it until you edit the record and enter a time Be Ifyou would like to approve more than one missed punch at a time for several employees at a time then the Missed Punches screen is what z you want For more information refer to 5 3 Missed Punches View change history This option allows you to view a list of changes made to the selected record Each change may also be viewed in detail to see which user made the change when where and what changed 5 0 8 Options for Edit Hours Display Tab E Edit Hours Options Displey Settings Color Display Formats Date Format Company Default Tima Format Cornpar Default Hour Format Lormpany Detault Worked Hours Highlight shift segments that contain breaks isplay actual punch timas in addition to rouwnded timas Display actual punch fines even when they are the same as rounded times ask for confinnation whan deleting a shift from an individual Shade even rows in the list for clarity Shade Color Shade stearmsting date groupe in the list Cembine rated and hit pracnivend in the lize Display jab cade dageription iin the ligt Display total hours for aadh day Display day of waak for each time bout Warn H the segment baing sdded ed
198. e for those organizations that pay to schedule Rounding takes place BEFORE schedule restrictions Round clock in time to scheduled time when clocking in up to X minutes early or Y minutes late If enabled this option will round the employee s clock in time to his her schedule if the clock in is more than X minutes before or Y minutes after the scheduled clock in time If they are outside of X and Y then the actual clock in time will be recorded Round clock out time to scheduled time when clocking out up to X minutes early or Y minutes late If enabled this option will round the employee s clock out time to his her schedule if the clock out is more than X minutes before or Y minutes after the scheduled clock out time If they are outside of X and Y then the actual clock in time will be recorded schedule Options Individual uses a X week fixed schedule starting on Y If enabled this option will allow you to create a fixed schedule for the employee in TimeClock Scheduler The number x selected from the drop down will be the number of fixed schedules For example if one week the employee works from 8 AM 5 PM and the next week from 12 PM 9 PM then you would select 2 The date entered y will be the first week you can fix schedule Individual participates in auto copy of schedules during close week If enabled this option will make the employee eligible for the auto copy schedule feature There is an option to Automatically
199. e Assignment Report Printed on 10 09 2006 at 10 17 Phl Id First Mame Last Name Rule Id Description 5 Mark Alexander 3 Sick 4 6 years T Vacation 4 6 years 6 Nadia Shields 4 Sick 6 years Vacation 6 years In WebManager go to Period gt Employee accrual rule report Choose whether or not employees who have not been assigned an accrual rule should be included and whether or not the employees should be sorted by name If not sorted by name they will be sorted by employee number 3 To choose which employees should be included in the report click Criteria choose a filter configure it and click OK If you want to include everyone that you have access to then do not worry about the Criteria 4 To view or print this report click Print and choose from the list of outputs NO SECTION VIII EXPORTS WebManager provides the ability to export the period in several formats for use with other applications Supported payroll applications Excel Access etc There are several exports available 1 Period export for payroll purposes 2 Employee and Job Code Data e Employee information e Employee job code information the job codes assigned to each employee and the job code settings defined Employee raise history Employee hours Employee accruals Master job code list Users Labor cost sales Hour edit log Data Management Inc 2010 All Rights Reserved This documentation may change without notice 8 0 Period Exp
200. e ability to enter time sheets must also be enabled for the employee s Job code and the time sheet button must be enabled in the WebClock configuration a e Allow individual to manually enter time based time sheets from client applications If enabled the employee will be able to enter shifts with a start date time and an end date time from the WebClock Data Management Inc 2010 All Rights Reserved This documentation may change without notice e Allow individual to split worked segments from view hours in On Screen TimeClock If enabled an option will be added to the View hours screen that allows the employee to split a highlighted segment e Always use default job code when clocking in If enabled the default job code will always be used when clocking in This means that an employee with more than one clockable code won t have to select a code when clocking in This is helpful in situations where an employee moves between codes throughout the day but always clocks into the same code at the beginning l Employee defaults may be created for this tab Employee gt Default _ information To use those defaults place a check next to Use default information and select the group of defaults that should apply to this employee For more information on setting up the defaults refer to 4 5 Employee Defaults 4 1 4 14 Access Tab This tab is used to designate which TimeClock users have access to thi
201. e below 8 AM 5 PM on 3 8 2010 Monday has been marked unavailable So on that date between those times the employee will be considered unavailable and a schedule at those times will not be allowed Notice that the shade color for period availability is blue Also notice that some of the hours on 3 12 are shaded gold This is because those hours were marked unavailable for Friday from the Fixed tab Data Management Inc 2010 All Rights Reserved This documentation may change without notice Hame Angelina Elliot Unavailable Fired unaveilable L available Number First Last Fixed Period Angelina Elfeot pa Nicholas Ryan 3 7 2010 Sun 3 David Read ue 3 8 2010 Mon 4g Mark Fl i red ae 6 Madia Shielda Micheal Bradley a O 2010 Tue a Mea Ryder 3 Eromka B rry Jig D010 vad 10 Elizabeth Arnold lj2z ag 4 8 6 F SILI S010 Tha 1 i Lo 6i S La 2010 Fri 313 7010 Fat E eee Period Save 5 Repeat steps 2 4 to designate the availability of other employees days 6 Click Close To remove the unavailability Click and drag the shaded area 13 5 Creating Editing Employee Schedules Creating and editing an employee schedule can be performed individually or globally 13 5 1 The Interface The Individual Schedule Employee Fixed Schedule and Fixed Schedule Overrides have the same interface You will find the employee list on the left side Double click on the employee you wish to
202. e best experience e Internet Explorer 8 e Firefox 3 5 or higher in Windows or Mac e Internet Explorer 7 supported but not recommended e Resolution of at least 1024 x 768 Hybrid Client TimeClock Plus 6 0 233 megahertz MHz processor 300 MHz recommended 64 megabytes MB of RAM 128 MB recommended 30 megabytes MB of hard disk space 800 x 600 high color resolution Microsoft NET Framework 3 5 SP1 Data Management Inc 2010 All Rights Reserved This documentation may change without notice III Customer Service There are 3 ways to contact the Data Management Inc DMI Customer Service department e Phone 325 223 9300 e E mail support timeclockplus com e Chat http www timeclockplus com serial number A When sending an E mail please include your company name and Customer Service Representatives are available from 9 00 5 00 CST Monday thru Friday excluding standard holidays to assist you with any questions regarding the installation or operation of TimeClock Plus Support sent via E mail will receive a reply within 2 business days After your initial 90 days of support have expired further support will be available on a fee basis Please contact your Sales Representative or DMI Technical Support for more information Data Management reserves the right to modify the Technical Support policies operating hours etc as business warrants I IV Important Concepts of the Application TimeClock
203. e bottom are for bi weekly or quad weekly overtime calculations Data Management Inc 2010 All Rights Reserved This documentation may change without notice Eq Quick Setup Wizard In order to automatically calculate pay period date ranges for the current and previous pay periods TimeClock Plus needs to know what your default pay period is for this company This is only for calculating default date ranges and vill not prevent you from reporting or exporting other periods Default pay period Weekly Pay period start dates If any individuals will be paid overtime on a bi weekly or quad weekly basis you should set the bi weekly and quad weekly base dates below The base date indicates the start of a bi weekly quad weekly period From this base date all periods can then be calculated The base dates must be on the same day of week as the current TimeClock Plus week Current week Sunday February 14 2010 Bi Weekly base week 11 1 2009 Quad Weekly base week 11 1 2009 Default pay period Select your pay period Weekly Bi Weekly Semi Monthly and Monthly This does NOT affect how hours are calculated It affects the preset date ranges available in the date range drop down lists Refer to the previous paragraph for more information Bi Weekly base week Select the beginning of the bi weekly period that you are currently in If you do not calculate overtime on a bi weekly basis then do not wor
204. e description will be used when selecting an accrual rule to assign to an individual Description Place a check in the following box to activate this rule If the rule is not active it will be ignored during accrual processing V Rule is active Rule Id This is the accrual rule number and may be up to 4 characters in length This Id may only be defined when adding a rule Description This is the name of the rule and may be up to 40 characters in length Rule is active If enabled the rule will be active and function for every employee you assign it to Un checking this will turn the rule off 12 5 3 2 Rule Type Accrual Rules Bee Rule Type Rule Type ce Accrual is not based on hours worked in the week being closed Cc Accrual is not based on hours worked in the week being closed Accrual is based on hours worked in the week being closed ce Accrual is based on hours worked in the week being closed To determine the number of counted hours for the week what types of hours To determine the number of counted hours for the week what types of hours should be included should be included Regular hours Regular hours WV Overtime 1 hours v Overtime 2 hours V Hours in non clockable job code items Count only selected job code items Once the number of counted hours has been determined use only the _ hours that fall between 00 00 and 100 00 Accrual is not based on hours worked in the week being closed Select
205. e information entered to be a date and time with the slashes and colon provided Date ff Date 10 14 2008 03 15 PM 7 DE You will determine the format later in the Format field e Full Date i e MM DD CCYY Select this if the custom information entered selected can only be a full date e g 10 11 2010 e Numeric only 0 9 Select this if the custom information entered selected can only be numbers e Partial date i e MM DD Select this if the custom information entered selected can only be a partial date e g 10 11 e Time HH MM PP Select this if the custom information entered selected can only be a time e g 3 24 PM 7 Choose the length of the custom information that can be entered selected This will not be available for the formatted date and time data types 8 If the data type is numeric then next to Decimals enter the number of decimal places 9 Choose the entry type e Edit Only Choose this if the custom field information will be entered manually e Item List Choose this if the custom field information will be selected from a list as defined later e Item List with Edit Choose this if the custom field information can be selected from a list or entered manually If you selected filtered input or formatted data for step 6 then proceed with step 10 Otherwise skip to step 12 10 If the data type is filtered input then in the Format field enter the characters and symbols that should
206. e punch is corrected If selected this will operate as earlier versions did by denying any clock operation until the time is edited e Record blank time in and flag as a missed punch If selected ona missed punch the system will record the time in and flag the punch as lt lt Missed gt gt in edit hours e Record scheduled time in if available and flag as a missed punch If selected on a missed punch the system will record the time in and try to match the missed punch with the nearest scheduled time If a schedule is found the missed punch will be flagged and the scheduled time will be entered If it cannot find a scheduled time then the system will flag it as a lt lt Missed gt gt punch e Allow individual to enter the time in and flag it as a missed punch If selected on a missed punch the system will allow the employee to manually enter the time that they missed the punch Missed Out Punch If an individual attempts to clock in when they are already clocked in what action should be taken select one of these four options Data Management Inc 2010 All Rights Reserved This documentation may change without notice e Deny clock in until the punch is corrected If selected this will operate as earlier versions did and it will deny any clock operation until the time is edited e Record blank time out and flag as a missed punch If selected on a missed punch the system will record the time out and flag t
207. e the System Access password The screens in the next two sub sections Settings Tab and Passwords tab will only appear when logged in as a user 12 3 1 Settings Tab Eq User Options ANDERSON Settings Passwords Set email address Email Add Set default starting window Start in lt lt Not Set gt gt Set auto logoff Auto logoff in 300 seconds Ok Cancel The user s E mail Address may be entered in this field so that he she may E mail reports The mail settings must also be configured in the TimeClock Defaults Configuration gt Preferences gt Defaults gt Global Settings gt Mail Settings Start in allows you to select a section that will open when you log in Auto logoff x seconds If this is checked the user will be logged off when there is inactivity for x seconds If you enable this enter the number of seconds in the field next to it Note that even if this is disabled there is another time out that affects all users defined in the web config file on your web server 20 minute idle time out for WebManager and 5 minute idle time out for WebClock 20 minutes Scheduler s time out Data Management Inc 2010 All Rights Reserved This documentation may change without notice 12 3 2 Passwords Tab Eq User Options ANDERSON Settings Passwords ANDERSON System Access On Screen Override Remote Data Terminal Override Remote Data Terminal Hour Edit SUPERVISOR
208. e week is closed the hours scheduled in the week you are entering will be transferred not the week you are leaving So for example if you enable auto transfer for job code 1 and you close the week of January 3 2010 the hours that are scheduled for job code 1 in the week of January 10 2010 will be transferred to the week you are entering the week of January 10 A Allow the use of this code for client time sheet entry If enabled this job code will be available to the employee when entering time sheets in WebClock if the ability to and button for entering time sheets have both been enabled Data Management Inc 2010 All Rights Reserved This documentation may change without notice Allowing the employees to enter time sheets is optional and must be enabled on a per employee basis Employee gt Add Edit gt select an employee gt Miscellaneous tab gt Allow individual to manually enter time sheet from client applications There is also an option when configuring the WebClock Window Layout tab to Display time sheet button This must be enabled as well 4 1 4 4 2 Tracked Fields Tab This tab is used to determine if and when each tracked field should be required Tracked fields allow you to track an amount whole or decimal with each shift For example the number of parts for assembly the number of calls for a call center the amount of mileage for a driver or the amount of tips for a waiting staff Eq E
209. each code One of the reports the Selected Job Codes Report asks you to select a job code s and reflects hours on an employee basis but only in the job codes you selected This allows you to see how much time each employee spent under a particular code s Period Reports The third section reflects hours for the period and can be configure to place hours for a selected job code in a separate column up to two job codes columns For example you could select your Sick job code for one column and your Vacation job code for the other scheduler The fourth section reflects any absent and tardy activity as well as early and late arrivals A few of the reports will also break down scheduled hours and actual hours For these reports to be available schedules must be created in WebScheduler By default TimeClock Plus considers employees tardy late if they clock in minutes after their schedule and absent if they clock in 10 minutes after These rules may be changed in WebManager Configuration gt Preferences gt Defaults gt Scheduler Settings gt Miscellaneous gt Absent and Tardy area a Data Management Inc 2010 All Rights Reserved This documentation may change without notice Accruals Reports in the fifth section reflect hours that have been accrued e g accrued Sick time They include the amount of hours accrued used and remaining An estimated cost of future accruals is also available Future Cost
210. each department It would then be possible to preview or print these reports without having to change the parameters each time Creating a Saved Report ead ae DO In WebScheduler go to Period gt Reports Right click on the report you wish to save Click Create saved lt report name gt Enter a Section category or choose from the drop down list of sections if you already created any saved reports Enter a Description From the three options choose the accessibility and parameters of this report e Make this report visible to all users If this is checked then the saved report will be available to everyone If un checked then it will only be available to the user who saved the report e Save criteria with this report If this is checked then the criteria you define from the Criteria button at the bottom of this screen will be saved with the report The saved criteria will then override the main criteria the Criteria button at the bottom of the Reports screen If un checked then the main criteria will be used e Save report options with this report If this is checked then the options you define from the Options button at the bottom of this screen will be saved with the report The saved options will then override the main report options the Options button at the Data Management Inc 2010 All Rights Reserved This documentation may change without notice bottom of the Reports screen If un checked then the ma
211. eak 2 Development 5 Mark Alexander L 2 25 2010 01 00 PM 2 25 2010 05 00 PM 2 Development Brooke Berry 2 25 2010 8 00 00 AM 2 25 2010 11 00 AM 9 Brooke Berry C 2 25 2010 08 00 AM 2 25 2010 11 00 AM 3 Sales Brooke Berry 2 25 2010 12 00 00 PM 2 25 2010 05 00 PM 9 Brooke Berry C 2 25 2010 12 00 PM 2 25 2010 05 00 PM 3 Sales IB Matching segment Update Criteria Filter If a shift segment falls within the range entered then it will appear in the list with the other segments in that shift whether the other segments fall within the date and times entered or not Segments that fall within the range will appear in red to distinguish them from the segments that dont 11 4 Call List The Call List is a list of each employee s total hours for today and this week to help you avoid overtime assist with making staffing decisions and call in replacements on an individual basis or for a new shift Call List notes may also be entered with an expiration date and time Other information such as the employee s hire date is also provided if entered in Add Edit and anyone in overtime will be flagged in red Processed 10 ha Has overtime for the current week Number First name Last name Hire date Day hours Week hours Phone number Cell phone Status 4 Jack Parrish 7 14 2004 00 00 31 07 326 687 3100 325 212 7268 6 Nadia Shields
212. econd break type etc At first glance many of these fields may be difficult to decipher Most of them are job code settings that will rarely be used unless you are importing a list of job codes that was exported out of TimeClock Plus from another database 10 1 8 Importing Users This process is used to import users managers in the User List The process is available in WebManager File gt Import gt Users The following 20 fields are available during this mapping process so your source file can include any all of these fields required fields UserName CT RRO I S O NetworkId RDT Override Password __ E Mail SCE RDT Edit Hours Password ___ 10 1 9 Importing Labor Cost Sales This process is used to import labor cost sales It is available in WebManager File gt Import gt Labor cost sales The following 28 fields are available during this mapping process so your source file can include any all of these fields required fields Hour Sales _ O OZO OoOo O Hour from 12 00 AM to 12 59 AM Hour from 02 00 PM to 02 59 PM Hour from 01 00 AM to 01 59 AM Hour from 03 00 PM to 03 59 PM Hour from 02 00 AM to 02 59 AM Hour from 04 00 PM to 04 59 PM Data Management Inc 2010 All Rights Reserved This documentation may change without notice Hour from 03 00 AM to 03 59 AM Hour from 05 00 PM to 05 59 PM Hour from 04 00 AM to 04 59 AM Hour from 06 00 PM to 06 59 PM Hour from 05 00 AM to 05 59 AM Hour from 07
213. ed in another application then we recommend that you enter and maintain it here Data Management Inc 2010 All Rights Reserved This documentation may change without notice Selected 1 Notes Photo Reviews Cumulative Misc Access Info Custom Jobs Overtime Accrual Restrictions Scheduler Personal aaoi l First Last Address 1 Address 2 City State Zip SSN DOB EJ E Mail Gender Male v Phone Cell Other Information Hire date El Department v Termination El Export code Class Network Id Individual is suspended Badge Pin Number Most of the fields on this tab store demographic information however some of the fields track additional information including the hire date termination date class department export code network ID badge pin and a suspended option r A Fields can be marked as required in the TimeClock Defaults refer to 12 0 8 Employee Entry Hire Date While this is an optional field it is recommended that you enter the employee s hire date as other features depend on this information accruals criteria and employee reviews If the option Schedule a review X days after hire date when a new individual is added is enabled in the TimeClock Defaults then a review will be automatically scheduled when an employee is added with a valid hire date If the hire date is added later then the initial review will NOT be automaticall
214. edback Communication Ethemet Number of beeps fo Minaki Beep tone i low Modules l Active Modules LED Duration 0 0 5 0 3 0 Operation Successful Feedback Number of beeps After a successful operation the terminal will produce the number of beeps entered here 0 will disable the beep Beep tone This controls the pitch of the successful beep s LED Duration After a successful operation the indicator light on the terminal will remain lit for this length of time Seconds Operation Failure Feedback Number of beeps If an operation fails the terminal will produce the number of beeps entered here O will disable the beep Beep tone This controls the pitch of the failed beep s LED Duration If an operation fails the indicator light on the terminal will remain lit for this length of time Seconds Data Management Inc 2010 All Rights Reserved This documentation may change without notice 19 1 5 Access Restrictions Certain employees classifications or job codes may be restricted from using a Remote Data Terminal at specific locations Port Configuration ETHO Access Restrictions 1 Click Add 2 Enter the description of this restriction 3 Select the restriction type from one or more of the three tabs You may choose to only allow or to not allow the selected employees classifications or job codes on this computer 4 Select the employees classi
215. edule Daily Visual Schedule Daily Job Code Schedule j Other Reports Estimated Schedule Wages Job Code Detail Report I Schedule Requests O Time Coverage Report i Inedireidual Schedules M Individual Schedules J Weekly Weekly Schedule lob Code Reports M Job Code Calendar Report D traded inh Cned Amohorie Patol Criteri Opinas Seting a Print 2 Enter the date range for the report Alternatively you may select a date range from the drop down list 3 Place a check next to the report you wish to view or print 4 To choose which employees should be included in the report click Criteria choose a filter configure it and click OK If you want to include everyone that you have access to then do not worry about the Criteria 5 To view or print the report click on the Print button and choose from the list of available outputs a Print to file This will save the selected report to a TCRPT file which can be opened outside of WebManager using Report Printer b Print to PDF This will save the selected report to a PDF for viewing in Acrobat Reader c Print to HTML This will save the selected report to HTML for viewing in a web browser d Print to Office OpenXML This will save the selected report to the Office OpenXML format for viewing in the Office applications that support this type of file e Print to e mail This will save the selected report to a PDF and attach to an e ma
216. ee job code custom fields Criteria Preview Process 4 7 1 Globally Assigning a Job Code In WebManager go to Employee gt Global modification From the Action menu select Add Select the job code s you wish to assign from the list on the right Choose the rate if you are tracking rates in TimeClock Plus e f you wish to use the selected job code s rate as defined in the Master Job Code List then leave No changes to rate selected e f you wish for the selected job code to use each employee s default rate then select Use default rate e f you wish for the selected job code to use an individual rate and want to override the rate defined for that job code in the Master Job Code List then select Change rate to and enter the rate e f you wish for the selected job code to use each employee s default rate plus a specified amount then select Rate plus and enter that amount e f you wish for the selected job code to use each employee s default rate plus a specified percentage then select Rate plus and enter that percentage 5 The next several settings are already defined in the Master Job Code List for the selected job code Active Clockable Earns overtime Auto transfer Is Default job code Count toward overtime Allow client time sheet entry Force Overtime 1 and Force Overtime 2 If you wish to override the Master setting then enable black check or disable the setting e A filled in check box E does not mean
217. een Override Remote Data Terminal Hour Edit Under the Passwords tab there are four passwords that may be set When you highlight a password a description of it will appear on the right side Creating Changing a Password 1 Double click on the password or highlight it and click Change 2 If there is a password on file then enter the current password If you are logged in as the supervisor then you do not have to enter the user s current password If a password policy is in effect then the requirements will appear under Password Policy upper left corner When entering a new password it will need to meet each of those requirements Below is an example of one policy Eq TimeClock Plus Manager Password Policy No policy in effect Current password Re enter new password Ok Cancel 3 Enter and re enter the new password 4 Click OK You may allow a user to set these passwords When you return to the C User List look at the user rights right side Expand TimeClock ae _ Manager gt Configuration gt Preferences gt User Options gt User can change his her password Data Management Inc 2010 All Rights Reserved This documentation may change without notice 12 2 4 Establishing the User Rights The left side of the screen displays all of the users that have been created The right side of the screen displays the user rights or permissions for the user selected on
218. elds are for information entered on an employee assigned job code basis Add Edit e Employee Hours These fields are for information entered on an employee shift basis Edit Hours or Quick Add Hours 3 Click Add Category Name DataType Alpha numeric a z 0 9 Length 0 Entry type Edit Only Format Default Force uppercase Force lowercase Private Auto fill Hide field Selection List Always show blank item in selection list Ok Cancel 4 Enter a category The list of custom fields will be organized in groups 5 Enter a name 6 Choose a data type what characters will be allowed Data Management Inc 2010 All Rights Reserved This documentation may change without notice e Alpha numeric a z 0 9 Select this if the information entered manually in this custom field selected from a list can be a combination of letters and numbers e Alpha numeric w symbols Select this if the custom information entered selected can be a combination of letters numbers and symbols dashes signs etc e Alpha only a z Select this if the custom information entered selected can only be letters e Filtered input Select this if the custom information entered selected can only be specific characters as defined later e Formatted Data Select this if you want to choose the format of each character and any pre entered characters for the custom field information entered selected For example if want th
219. elete Prevention Employee Entry E Prevent deletion of segments that have been employee approved Add Employee E Prevent deletion of segments that have been manager approved Accruals I prevent deletion of segments that have been other approved Close Week Minor Tracking Scheduler Settings Miscellaneous Client Settings Miscellaneous Id Search Missed Punches This section includes the effects of editing an approved shift and the restrictions that may be placed on approved shifts Editing a segment removes employee approval from the segment If enabled editing a segment in the Edit Hours section of WebManager will remove the employee approval if it was approved by the employee Editing a segment removes manager approval from the segment If enabled editing a segment in the Edit Hours section of WebManager will remove the manager approval if it was approved by a manager Editing a segment removes other approval from the segment If enabled editing a segment in the Edit Hours section of WebManager will remove the other approval if it was approved by another individual Prevent editing of segments that have been employee approved If enabled users will not be able to edit a segment that has been approved by the employee Prevent editing of segments that have been manager approved If enabled users will not be able to edit a segment that has been approved by a manager Prevent editing of segments that ha
220. elf service options may also be enabled including the options to view and approve hours create a shift note view schedules or accruals and submit a time off or schedule change request WebScheduler WebScheduler is not required for the basic gathering of punches However in order to take advantage of the attendance functions available schedules for each employee must be created in WebScheduler to track tardiness and attendance for example The use of employee schedules also allows for restricting requiring an override for early and late clock in out operations as well as the automatic rounding of an employee s time in out to their scheduled time when applicable Database Manager Database Manager allows users to create a SQL database It is also used to manage SQL user roles and to backup or restore a TimeClock Plus database AutoUpdate Periodically updates for the applications will be released These updates are made available to registered users through AutoUpdate Aside from updates any modules must be downloaded and installed using this application Data Management Inc 2010 All Rights Reserved This documentation may change without notice Module Manager Module Manager controls the availability of a module After a module is installed using the AutoUpdate application it has to be enabled in Module Manager In addition to the activation of a module Module Manager allows users who have a fingerprint terminal or hand scanner
221. employee clocks in at 6 minutes after their time will be rounded back to the previous quarter hour If it is after 8 minutes it will round to the next quarter hour Clock In Restrictions This feature will prevent employees from clocking in if they reached overtime or a specified number of hours based on their previous clock out One or both restrictions may be enabled This will only restrict a clock in if the employee s last shift put him her into overtime Employees who reach overtime while clocked in can continue to work but the next time they try to clock in they will be restricted For additional help managing overtime use the Approaching Overtime Report to monitor hours in real time Restrict clock in when employee reaches overtime Enable this if you wish to restrict someone from clocking in if they reached overtime on their last shift Restrict clock in when employee reaches Enable this and enter the number of hours if you wish to restrict someone from clocking in when they reach a certain number of hours on their last shift Employee defaults may be created for this tab Employee gt Default information To use those defaults place a check next to Use default aw information and select the group of defaults that should apply to this employee For more information on setting up the defaults refer to 4 5 Employee Defaults 4 1 4 8 Scheduler Tab The Scheduler tab serves three purposes Re
222. en all hours are re calculated to determine weekly overtime The weekly and daily overtimes are merged to obtain the calculations for the period e Both Daily and Bi Weekly 2 The system will calculate overtime on a daily and biweekly basis for employees Total overtime will be a sum of daily overtime plus weekly overtime With this method daily overtime is calculated first and then all hours are re calculated to determine weekly overtime The weekly and daily overtimes are merged to obtain the calculations for the period Individual also earns a salaried amount If enabled you can enter a salaried figure along with overtime This amount will be used in calculating labor cost Ignore regular hours for this individual If enabled only overtime will be reflected in the reports and exports Overtime Multipliers In these fields enter the multipliers used to calculate overtime If overtime 1 is time and a half then enter 1 5 in the overtime 1 field and if overtime 2 is double time then enter 2 0 in the overtime 2 field Overtime Settings In these fields enter the number of hours an employee must work to qualify for overtime The fields that appear in this section will change as you select different methods in the Overtime Calculations drop down list Employee defaults may be created for this tab Employee gt Default i information To use those defaults place a check next to Use default i information and select the grou
223. en the terminal has no way of knowing that the employee is scheduled and that a schedule Data Management Inc 2010 All Rights Reserved This documentation may change without notice restriction should be enforced So on a terminal that is in Fallback mode or from a TimeClock Mobile device employee 1 clocks in more than 5 minutes early When communication is restored between the terminal and server when synching the Mobile device the schedule restriction will catch the punch as it is being imported and the punch will fail to import So where do these punches go They are saved and available for your review in the Unresolved Punches section Employee gt Unresolved punches Here you may see what failed to import and why If it is something that can be corrected then correct it and try to import the punch again For example an employee had forgotten to clock in and while in Fallback mode from a Mobile device the employee clocked out When this information is imported the system will classify it as an unresolved punch because it can t create a clock out without a clock in So the user would correct this by creating a clocked in record and then proceed to import that unresolved punch again by checking its Import column in the Unresolved Punches section and clicking Import Reviewing Unresolved Punches In WebManager go to Employee gt Unresolved punches Start 2 14 2010 HE End 2 24 2010 i TimeClock Week To Date v Update
224. ength will not be rounded during the first segment The First Segment is the first x minutes of the break and Other Segments include every x minute period after the first segment where x is the amount you are rounding to So if you entered 30 in the Round breaks to nearest field the First Segment would be the first 30 minutes of the break and Other Segments would be every 30 minute period after In the example below the first segment is the first 15 minutes of the break Every 15 minutes after the first 15 minutes is classified as the other segment Data Management Inc 2010 All Rights Reserved This documentation may change without notice Minimums an d Rounding Break type Break 7 Cc Use company wide settings for minimums and rounding c Use the following settings for this job code T Enforce min nimum break length of amp minutes M Rou nd breaks to nearest First segment Round up at 8 minutes 0 Disable Other segments Round upat min utes 0 Disable NOTE A segment refers to the period of time that you are rounding to For example if you round to the nearest 20 minutes segment one would be the first 20 minutes Other segments refer to thes second 20 minutes the thi rd 20 minutes etc __Test__ With the parameters above if an employee returns from the selected break type after 7 minutes or sooner the break length will be rounded down 15 minutes John goes on a break at 10 00 and returns at
225. ent Inc 2010 All Rights Reserved This documentation may change without notice Date 1 If this is checked then after adding a record the date of that record will be incremented by one for the next record If un checked then after adding a record the default date per the Date setting above will be entered for each record Time If this is checked then after adding a record the time of that record will be entered for the next record If un checked then after adding a record the default time per the entered Time above will be entered for each record Job Code If this is checked then after adding a record the job code of that record will be selected for the next record If un checked then after adding a record the default job code per the Day Offset setting above will be entered for each record Hours If this is checked then after adding a record the hours for that record will be entered for the next record If un checked then after adding a record the default hours per the entered Hours above will be entered for each record 18 7 4 Approvals Window Layout Opbians Tire Shtet Approvals Access Hear Ap pros als The merrage defined below will sgqear on thee View Ho een if an individual ip allowed to op a the ure Ef the individual must agree to thir ctatenment before he can be approved the marrega wll appease when the mdh dia sal fiert athencarte bo ast a rhif an a they mali agta ba fer othe shift ir s
226. ent Inc 2010 All Rights Reserved This documentation may change without notice How do forced overtime segments count toward overtime Select whether or not forced overtime should always count toward overtime never count or defer to the overtime settings of the job code For example if an employee worked 8 hours in a job code that is configured to force overtime 1 and then worked 40 hours in another job code that earns overtime should the employee earn 40 regular hours and only 8 hours of forced overtime or should the forced overtime also count toward normal overtime should he earn 32 regular hours and 16 hours of overtime e Use job code settings If this is selected the overtime settings of the job code will determine whether or not hours that are forced into overtime will also count toward normal overtime e Always count If this is selected hours that are forced into overtime will also count toward normal overtime In the example above the employee would earn 32 regular hours and 16 hours of overtime because the 8 hours of forced overtime also count toward normal overtime e Never count If this is selected hours that are forced into overtime will never count toward normal overtime In the example above the employee would earn 40 regular hours and 8 hours of forced overtime How many hours constitute a day worked Enter the number of hours that constitute a day This is important when calculating 6 and 7 consecutive da
227. ent employee error For example an employee swipes the badge to clock out starts talking to someone and then forgets he swiped so he swipes again and now he s clocked back in Enabling this will prevent him from swiping again He will get a message that the punch is too soon and realize he already swiped This option will only be available if the option above it Enable QuickPunch is enabled Data Management Inc 2010 All Rights Reserved This documentation may change without notice 19 1 3 Terminal Operation Automatically start Port Configuration ETHO KHE this terminal when WinRemote starts If Teminal Settings T Automatically start this terminal when WinRemote starts enabled the port will Feedback F_ Dee arent oompany ine ate oe automatically start Pomes 7 Beep when a key ie pressed when WinRemote is _ Badoe Procesno e a A opened or the service Ethemet F Alow terminal identfication by pressing 11 at the idle screen is started This option Dia Idie Timeout needs to be enabled if Aaah you are running ide release fr seconde 15 699 WinRemote as a service Display current company time at idle screen If enabled the time will appear at the top of the terminal The time shown will either be the database server time or the local time depends on the time retrieval method selected in WebManager Configuration gt Preferences gt Defaults gt Global Settings gt Time Settings e Display minute
228. equest The manager will be able to choose between using TimeClock Plus default message or entering a message The default message for each type of request may be changed from this screen 1 On the Request Manager s main screen click the Templates button 2 Select the type of request fixed schedule or time off for which you wish to change the default message by selecting one of the radio buttons at the top 3 Inthe text area underneath the radio buttons enter the message you wish double clicking any desired items in the list at the bottom For example if you wish the default message for a time off request to read Your request for leave submitted on lt the date that the request was sent gt has been lt approved denied gt you would enter Your request for leave submitted on input a space double click on the lt DATE gt item in the list Data Management Inc 2010 All Rights Reserved This documentation may change without notice since the description of that item is Request Date input a space enter was input another space and double click on the lt LSTATUS gt item in the list Since the description of that item is approved denied 4 Click OK When you approve or deny a request as discussed in the earlier section Approving Denying a Request you can select a status Approved or Denied click Generate and the default message you just changed will be entered 11 6 Hour Edit Log TimeClock
229. er can adjust the parameters of a report and save it for faster future retrieval Parameters include the report options formatting and sorting the report settings what should appear in the report and the criteria who should appear in the report For example you could create a saved report with the criteria filtering on a department and another saved report with the criteria filtering on a different department Then in the future you will be able to run a report for the department of your choosing without having to change the parameters each time Data Management Inc 2010 All Rights Reserved This documentation may change without notice 7 0 1 Generating a Report 1 In WebManager go to Period gt Reports 2 28 2010 ER to 3 6 2010 H TimeClock Week v Period Reports Saved Reports z Payroll I7 Complete Payroll Report Payroll Summary Tracked Information Summary I Day Breakdown Report Weekly Punch Report Estimated Wages Report Supplemental Pay Report Individual Job Report Payroll Detail I Payroll Summary v3 0 Overtime Report I Missed Punches Report I Shift Note Report Job Code Reports H Inh Cade Anaheric Surman E Criteria Options Settings Print 2 Enter the date range for the report Alternatively you may select a date range from the drop down list 3 Place a check next to the report you wish to view or print 4 To choose which employees should be included in the
230. er time in to 10 30 The result would be a break length of 30 minutes 12 0 4 2 More Information on Minimums and Break Rounding A There is a Test button under the Break Rounding tab when editing a job code Configuration gt Master Job Code List gt edit a job code gt Break we _ Rounding It will allow you to simulate a break to better understand the behavior of TimeClock Plus based on these settings If you enable a minimum break length then the employee will not be allowed to return from the selected break until the minimum entered has passed For example lets assume you select the break type Lunch from the Break type drop down list and enter 30 minutes as the minimum If an employee clocks into the job code with these settings and goes on a Lunch break but tries to return after 15 minutes he will be restricted from clocking in until his break is 30 minutes However a manager with the rights to override may go to the employee s location and enter an override password to clock that employee in before the minimum is reached If you enable rounding then the time that the employee returns from the selected break will be adjusted so that the length of the break is rounded to the nearest amount entered Whether it rounds up or down depends on when the employee returns The First Segment and Other Segments are windows that determine if the break length should be rounded up or down The First Segment is the first x minute
231. er to access appears 4 Expand that section and review the rights underneath it 5 Place a check by the rights you wish to grant and un check the rights you wish to revoke 6 Click Save 12 2 5 User Roles User roles are user right templates that can be created This is helpful when you have several users with the same user rights Although there is an option to copy the rights from one user to another user roles have one additional benefit when the rights for a group of users need to change you would only need to change the role versus changing the rights for each user 1 Click on the Roles tab 2 Click Add Data Management Inc 2010 All Rights Reserved This documentation may change without notice Eq Role Information Role name Copy settings from Blank Role Ok Cancel 3 Enter a Role name 4 The Copy settings feature allows you to copy and paste the user rights of another role If you want the role being added to have the same rights to TimeClock Plus as another role then select the other role from the list 5 Click OK If you want to rename a role double click on it and click Edit To remove it double click on it and click Remove 6 Expand the branch click of the application that you want the user to access 7 Continue expanding the branches underneath the application until the specific section that you want the user to access appears 8 Expand that section and review t
232. ere They will not appear under the Clocked In tab but under Auto Out until their clock out time 3 3 6 Custom Fields Tab This tab includes custom fields that track information specific to that job code The tab will be blank until an export module with custom fields has been installed and loaded or until custom fields for storing additional information about the job code have been created The main idea behind custom fields is to classify information that will be exported and imported into your payroll software For example an export module may provide a field called Regular and another field called Overtime The regular and overtime codes found in the payroll software would need to be entered in these fields so that when hours are exported and imported into the payroll software regular and overtime hours are sent to the correct code User defined custom fields may also be created for storing more information about the job code For more information on creating custom fields please refer to 12 7 Custom Fields 3 3 Accruals Tab This tab is used to establish overrides for this job code s accrual reset or cap settings Ee Edit Job Code Information Breaks Break Rounding Segment Minimums Auto Out Custom Fields Accruals Accrual Reset ce Do not automatically reset accruals to this job code C Reset accruals to this job code on the individual s hire date anniversary O Reset accruals to this job code on a specific date On
233. erved This documentation may change without notice 3 4 Select the number of segments you wish to create when splitting this record and click OK Eq Split Quantity Select the number of segments to split the current segment into 2 v Ok Cancel Enter the percentage of time that you desire for each segment You may also click on the Percentage header to change it to Length and enter the length of time for each segment E a Percentage Time In Date Out Time Out Split Delete 50 1 7 2010 07 53 AM 1 7 2010 11 59 AM Split Delete 50 1 7 2010 11 59 AM 1 7 2010 11 59 AM Distribute Save Cancel Click Distribute and the times will be adjusted If there is a break then select the break type for that record If you scroll to the right you may also change the job code or rate for the segments you are about to create when you split the shift If you need to split again beyond the number selected in step 3 then click Split Click Save 5 0 5 Deleting a Record 1 2 3 Double click on the employee you wish to access or enter the employee number and press Enter Select the record you wish to delete You may select more than one with the Ctrl key Press the Delete key on your keyboard or click on the Shift button and select Delete segment s 5 0 6 The Interface The screen is divided into several sections and includes display areas for shifts worked accruals and the cu
234. es Click Save 4 1 3 The Interface You will find the employee list on the left side Double click on the employee you wish to access or enter the employee number and press Enter For quickly locating an employee this list may be filtered using the Criteria button at the bottom or the filter above the list Data Management Inc 2010 All Rights Reserved This documentation may change without notice You may enter a first or last name and press Enter to narrow the list down to employees with that first or last name Then double click on the employee in the filtered list Number First Last If you want to filter by export code badge number or classification then right click on the list and click Show export code Show badge number or Show classification You may need to scroll right to see the field Enter the export code badge number or classification and press Enter To clear the filter right click on the list and choose Clear filters When right clicking on the list there are also options to group the employees by classification department or last name initial To disable the grouping right click on the list and choose Disable grouping Notice the New button in the upper right corner of the list This button allows you to create an employee When an employee is selected the information and settings will appear on the right side under the various tabs The following buttons will appear under every t
235. essages sent to the employee and management messages will appear after the employee completes a clock operation regardless of this option but if you enable this a Messages button will be available on the View screen of the terminal Enable QuickPunch When swiping a badge magnetic or bar code the employee must first press the desired clock operation If enabled employees will be able to swipe their badge from the terminal s main screen for clock in and clock out operations only If the employee is clocked in the terminal will initiate a clock out and if the terminal is clocked out the terminal will initiate a clock in A QuickPunch is an option for terminals with a card reader It allows employees to swipe a badge without having to first press Clock In or Clock Out When they swipe their badge from the main menu the system checks their status in the database and initiates the appropriate operation Any operations besides clocking in and out will require the employee to press a button e g going on a break For Fallback terminals this option is not available when the terminal is in Fallback mode In Fallback mode it cannot communicate with the database which means it doesn t know whether the employee is clocked in or clocked out e Ignore a repeated QuickPunch within how many seconds of the first QuickPunch If enabled a quick punch will not be permitted within x seconds of the last quick punch This was added to prev
236. et number of days ince hire C Stop posting accruals after a set number of days e nire Process this accrual only if counted hours are equal or above This determines when the rule should process It will post if the hours worked are equal to or greater than this number The option is only available if the rule is based on hours worked Number of hours to accrue for each counted hour When the rule is processed the employee will accrue this amount for every counted hour So for example if an employee accrues 15 minutes of vacation for every counted hour you would enter 0 25 in this field Remember that this will depend on the range at the bottom of the Rule Type screen For example a rule accrues 0 2 hours of sick time for every counted hour if the employee works more than 40 hours Assume that the employee worked 45 hours Since the range entered at the bottom of the Rule Type screen is 0 00 to 100 00 all 45 hours would be considered so the employee would accrue 9 hours 0 2 x 45 If Data Management Inc 2010 All Rights Reserved This documentation may change without notice the range was 40 00 to 100 00 then 40 of those hours would not be considered meaning only the remaining 5 would so the employee would accrue 1 hour 0 2 x 5 Number of hours to accrue when accrual is posted This is a fixed number of hours that will accrue when the rule is processed If the accrual is based on hours worked this amount will be
237. eview Criteria Next to Start date enter the date of the segment that you wish to remove Next to Start time enter the time that the segment started Next to End time enter the time that the segment ended If you want to delete schedules for any job code on this date and time then leave Job Code unchecked but if you wish to delete schedules in a certain job code then place a check next to Job Code and select that job code 6 Choose which employees should be affected in the Criteria choose a filter configure it and click OK If you want to include everyone that you have access to then do not worry about the Criteria ole a DE If you click Preview the process will be simulated So nothing will be J added but the system will report a summary of the removal Data Management Inc 2010 All Rights Reserved This documentation may change without notice 7 Click Process 17 1 3 2 Changing a Schedule 1 From the Change Schedule tab the Action should be Change Global scheduler Apply Schedule Apply Snippet Change Schedule Existing Segment Process Preview Criteria Under Existing Segment Next to Start date enter the date of the segment that you wish to change Next to Start time enter the time that the segment started Next to End time enter the time that the segment ended If you want to change schedules for any job code on this date and time then leave Job Code unchecked but if you w
238. eview Process Clase Data Management Inc 2010 All Rights Reserved This documentation may change without notice In WebScheduler go to Tools gt Transfer job code information Select the job code s you would like to transfer from schedule to hours Enter the date range to transfer in the From and To fields Alternatively you may select a date range from the drop down list 4 Place a check next to Combine schedule criteria and the criteria specified below if you wish the transfer to affect the employees included by the Scheduler s criteria View gt Change scheduler criteria and the employees included by the Transfer Job Code Information criteria Criteria button at the bottom NS Schedules for any period can be transferred to hours as long as they are after the start of the current TimeClock week the Current Week displayed in the status bar of WebManager The transfer is not affected by the week opened in Scheduler You will receive an error message if any portion of the date range is before the current week 5 To choose which employees should be affected by the transfer click Criteria choose a filter configure it and click OK If you want to include everyone that you have access to then do not worry about the Criteria 6 Click Preview to see a list of the records that will be transferred None of the data will actually be transferred 7 Click Process to perform the transfer 17 6 Scheduled Labor Cos
239. expand on the example above Before the week was closed the employee uses 2 sick hours The cap is based on what has been accrued so the rule will ignore the fact that the employee has 6 hours remaining and look at the 8 hours accrued Since the cap is Data Management Inc 2010 All Rights Reserved This documentation may change without notice set to occur when the hours accrued exceeds 8 the balance will be Capped o Hours remaining If selected the accrual balance for this job code will stop accruing after the hours remaining has reached the amount entered Hours remaining represent what the employee has left to use from what has been accrued As an employee uses the time that has been accrued the hours remaining will change which means the cap will come and go the employee will be able to accrue time again In the example earlier with an accrual rule that accrues 2 hours of sick time every week assume that the Sick job code has been configured to cap the accrual when the hours remaining exceed 8 From previous weeks the employee has accrued 8 hours and has not used any of that so there are 8 hours remaining When the week is closed the rule will not accrue anything further Before the week was closed assume the employee uses 2 sick hours The cap is based on hours remaining so the rule will ignore the fact that the employee has accrued 8 hours and look at the 6 hours remaining Since the cap is set to occur when the hou
240. ext to Hide fields that cannot be imported 3 Choose the desired format e None Fixed This format will not include a delimiter If you wish to export a fixed length file then you will need to define the width of each field by clicking Edit next to each selected field e Delimited This format will include a delimiter something that separates each field You may select a comma pipe space tab or other other ASCII code e XML This format will produce an Extensible Markup Language file 4 To choose which employees should be included in the export click Criteria choose a filter configure it and click OK If you want to include everyone that you have access to then do not worry about the Criteria 5 To begin the export process click Process 6 You will be prompted to enter a date the first time you click Process Data Management Inc 2010 All Rights Reserved This documentation may change without notice E Epor Pered Export Period Start MA0 Re Ends MIA2010 R Manual Entry Settings Expect OH pegmants Expect On Call pagmenii Expat Open gegmants 7 Enter the date range you wish to export by entering the Start and End dates or choose a period from the drop down list on the right e If you want off on call or open segments to be included then place a check next to the desired setting s 8 Click OK If you perform another export you will not be prompted to choose a date range a
241. fications or job codes from the list that should be allowed or not allowed depending on the restriction type you selected Data Management Inc 2010 All Rights Reserved This documentation may change without notice Clock Access Restriction Builder Ea ONOOOOO8k8DO 5 Click OK 6 On any workstations where you want those items to be allowed not allowed select the restriction in the list and click Set Active Port Configuration ETHO Access Restrictions 19 1 6 Prompts The prompts on the terminal may be changed Perhaps you want to simply change the TimeClock Plus title at the top of the main screen to your company name or maybe you want to change the wording of several prompts This can be especially useful if you want to create prompts that are in another language Data Management Inc 2010 All Rights Reserved This documentation may change without notice Port Configuration ETHO Prompts 1 Click Edit prompts 2 Click Add 3 Enter a name for this prompt file 4 Select the dimensions of the screen e For Series 100 200 terminals select 6x21 e For anything prior to the Series 100 200 select 4x20 5 If there is another prompt file in the database then you may select it as a template and the prompt you are adding will inherit the prompts from the selected prompt file 6 Click OK 7 Navigate through the tree of pro
242. format Company Defyult Date formats Company Default Hour benrmat Company Default Decimal placed Nance Formats Full name Hohn Senith E hermalize employee name te Hime cone Normalize jab code namaa bo sane cade Some reports wall display a short year or no year to tonderve pat Time format Choose the desired time format Culture uses the regional settings on the computer that the program is running on Culture Fixed does the same but displays a fixed length time even if the time has single digits So instead of 9 00 it displays 09 00 Date format Choose the desired date format Culture uses the regional settings on the computer that the program is running on Hour format Choose the desired hour format The hour format not to be confused with the time format represents the hour totals If you select the hundredths format HH HH then the Decimal places field will become available If available enter the desired number of decimal places up to 5 decimal places If you are viewing hours in HH MM hours minutes and try to add A these figures manually on a standard calculator the time will not be added correctly For example if you add 1 40 1 40 3 20 not 2 80 Name format Choose the desired name format The names of your employees may appear in one of three ways full first and last name partial first initial and last name or last and first Normalize employee names to same case If enabled the em
243. from the confirmation screen The confirmation screen appears in WebClock during a clock operation or after clicking the View button and logging in e Allow employee to set a blank pin number If enabled employees will be able to set a blank pin The option Allow employee to change his her pin number must be checked for this option to be available Allow viewing of hours worked If enabled employees will be able to view their hours worked for the week to date from the terminal or WebClock e Allow approving of punches on screen only If enabled employees will be able to approve their time when viewing their hours in WebClock e Allow printing of hours from view screen on screen only If enabled employees will be able to print their displayed hours worked when viewing from WebClock e Allow viewing of previously entered shift notes on screen only If enabled employees will be able to view shift notes that they entered when viewing their hours in WebClock Allow entering of shift notes on screen only If enabled employees will be able to enter notes for a particular shift when clocking in out via WebClock Data Management Inc 2010 All Rights Reserved This documentation may change without notice Allow viewing of accruals up to current week If enabled employees will be able to view their current accrual balance from the terminal or WebClock Allow viewing of schedules for up to how many weeks If enabled empl
244. g Ir r wila Job Code Accrued Used Accrual Forecast Usage Forecast Remaining B Time In Time Out Job Code Hours Total Week 2 1000 Sick 40 0000 0 0000 0 0000 16 0000 24 0000 2 28 2010 3 6 2010 1001 Vacation 80 0000 40 0000 0 0000 0 0000 40 0000 i 3 1 2010 08 00 AM 3 1 2010 12 00 PM 2 Development 4 00 gt 3 1 2010 01 00 PM 3 1 2010 02 00 PM 2 Development 1 00 3 1 2010 02 00 PM 3 1 2010 03 00 PM 5 Support 1 00 4 Criteria Options Shift History Data Management Inc 2010 All Rights Reserved This documentation may change without notice 2 Ifthe record being edited is for a previous week before the current week as shown at the bottom of WebManager click History and select the week If the record is for the current week then skip this step 3 Double click on the record or highlight it click the Shift button and select Edit segment 4 Make your desired changes and click OK For a breakdown of this window refer to 5 0 3 The Edit Segment Window 5 0 3 The Edit Segment Window Edit Segment Segment Extra 3 6 2010 Segment Hours oe H T Individual is clocked in Z5 l time sheet entry nan S Missed in punch Date Out 3 6 2010 Ss I Missed out punch Time In 9 00 AM Time Out 5 00 PM Job Code 1 Administration Rate 0 00 Punch In Location Information Application N nt of Tracki Location Description a unt of Track2 Punch Out Location Information amount of
245. g basis and the files have the same fields then you may save the map on the Mappings screen That map can then be loaded from the Mappings screen during future imports Alternatively to have the system always use that saved map choose it from the drop down list Field delimiter In delimited files there is a character used to separate the different fields of data a comma pipe space or other Select the type of delimiter used in the source file from the Field delimiter drop down list If the delimiter is not listed in the selection box select Other and a box will appear for you to enter the ASCII code of the delimiter 1 255 Treat consecutive delimiters as one If enabled the import process will treat consecutive delimiters as one instead of separating them For example if this option is not checked then Bob Smith would have four empty fields between Bob and Smith If this option is checked then Bob Smith would treat the consecutive commas as one Bob Smith Be cautious when treating consecutive delimiters as one because they often represent a field that is empty for one record but not for another For example if the third field for the first record is empty it may not be empty for the next record So you would want to map that field in order to import the data that exists for that second record Use the first record in the file as a header to automatically map the fields If enabled the first reco
246. gain but instead use the same job codes date range you entered on the first export until you close and re open the window 9 Click Save select a location enter a name choose the file type and click Save 15 1 Breakdown of Settings Hide fields that cannot be imported If enabled fields that cannot be imported will be hidden from the list If disabled all fields will be visible whether they can be imported or not Surround string fields in quotations If enabled fields that contain plain text such as an employee s first name will be enclosed in quotations String fields may include a comma which could be misread by the import as a delimiter which is why the quotations can be useful If disabled the quotations will not appear Include header row If enabled the first row will be a header that identifies each field in the export Headers not only help you identify each field when reviewing the export later but they also help TimeClock Plus identify each field if you plan on importing this information into TimeClock Plus on another database Data Management Inc 2010 All Rights Reserved This documentation may change without notice Editing the Format Width Adjust this to create a set length for this field ie This is only necessary for a fixed length export Edt NUMBER Widths a Number of Tags Adjust this if you wish to export this raba i Taali field to more than one column for an xml export Decimals 0 a
247. gement Inc 2010 All Rights Reserved This documentation may change without notice If you are importing data from other software applications payroll Excel etc use the features in these applications to export the data in one of these three standard formats 10 1 Available Fields 10 1 1 Importing Employee Information This process is used to import the personal information for an employee s such as name address etc The process is available in WebManager File gt Import gt Employee information The following 29 fields are available during this mapping process so your source file can include any or all of these fields required fields FirstName C Birthdate _ _ o E Mail o State Badge Number Networkld S Photo file name When importing employee photos you may specify the path and file name of the image for each record each employee in the file Alternatively and ideally if you are using headers to identify each field you can put the path of your images in the photo header and then include just the file name of the image for each record in the file The header will look like this include the brackets lt PHOTOFILENAME path goes here gt 10 1 2 Importing Employee Job Information This process is used to import job code assignments settings for each employee from another source The process is available in WebManager File gt Import gt Employee job information Data Management Inc 201
248. ger go to Configuration Configuration mana gt Preferences gt Defaults Preferenc Defaults There are four sections 1 Global Settings 2 Manager Settings 3 Scheduler Settings only required if Scheduler will be utilized 4 Client Settings applicable to both WebClock amp the Remote Data Terminal Calculation modules Under each section the settings are broken up into different sub sections There are Data Management Inc 2010 All Rights Reserved This documentation may change without notice several sub sections we wish to highlight for you e Display Settings The company name and the commonly mentioned elements of TimeClock Plus employees and job codes may be renamed here Also if you are using tracked fields they may be renamed and configured the number of decimal places e Breaks The four available break types may be set up here by default there is only one break type but you may rename that break and enter up to three more Also the maximum break length may be changed here if an employee goes on a break and exceeds this amount then the break will be changed to a clock out e Password Policy This is an optional but recommended piece of the TimeClock Defaults wherein the requirements of each TimeClock password may be defined how many lowercase characters how many uppercase characters etc e Miscellaneous under Scheduler Settings If you are creating schedules for your employees then
249. gh AutoUpdate refer to 21 3 Installing a Module Then to create another company 1 Goto the WebManager web site 2 Log into the company you created as supervisor no password 3 Go to File gt Create company 4 Repeat steps 2 12 from the previous list of steps 2 1 The Quick Setup Wizard Once your company has been created you should establish some of the important settings in TimeClock Plus The Quick Setup Wizard will walk you through doing that When you log into WebManager for the first time as supervisor the Quick Setup Wizard will open to assist you in configuring some important settings for the company It is not required to go through the wizard during the initial login because you can run the Quick Setup Wizard at any time there is an option in the File menu All of the settings presented by the wizard are available in different screens throughout Manager The Quick Setup Wizard just makes it easier by centralizing the important settings in one place Any changes you make in the Quick Setup Wizard will not be saved until you click Finish The Finish button is found on the last screen of the wizard Data Management Inc 2010 All Rights Reserved This documentation may change without notice 2 1 1 Supervisor Password Eq Quick Setup Wizard The SUPERVISOR user is used to access TimeClock Plus with full administrative rights Currently your SUPERVISOR password is blank If you would like to set the p
250. ght click on the list on the right and choose the desired grouping al to 1 15 2010 ES Manual Entry v Update First Name Last Name Entry Point Operation Time Reason Overridden By Override Method Angelina Elliot On Screen TimeClock Clock Out 1 15 2010 4 45 00 PM 15 minutes too early Bill Shepherd Password Nicholas Ryan On Screen TimeClock Clock In 1 15 2010 12 45 00 PM 5 minutes early from break Bill Shepherd Password Jack Parrish On Screen TimeClock Clock In 1 15 2010 7 50 00 AM Not scheduled Anthony Parker Password Mark Alexander On Screen TimeClock Clock In 1 15 2010 1 14 00 PM In overtime Anthony Parker Password Michael Bradley On Screen TimeClock Clock In 1 15 20 10 8 13 00 AM 13 minutes too late Bill Shepherd Password Mia Ryder On Screen TimeClock Clock In 1 15 2010 7 49 00 AM _ 11 minutes too early Anthony Parker Password Brooke Berry On Screen TimeClock Clock In 1 15 2010 8 30 00 AM Over maximum hours Anthony Parker Password Criteria Filter 11 8 Labor Costing The Labor Cost Analysis provides an hourly breakdown of hours worked and estimated labor costs in dollars and as a percentage of sales A summary at the top of the window provides total hours wages sales and labor percentage N In WebManager go to Tools gt Display labor cost Choose between a daily or weekly breakdown by selecting View daily figures or View weekly figures in the upper right corner To display labor as a percentage of sales
251. ghts Reserved This documentation may change without notice After selecting a break type you may choose whether it is paid or unpaid If you choose paid you must then specify a window that determines when it is paid You also specify how many minutes of that break are paid For example let s assume you select the break type Break from the Break type drop down list and configure it to be paid if it does not exceed 20 minutes with a maximum of 15 minutes paid If an employee clocks into this job code and later goes on a break the employee will be paid up to 15 minutes unless the break is longer than 20 minutes 21 or more minutes In this example e Ifthe employee took an 8 minute break then the employee would only be paid 8 minutes e Ifthe employee took a 17 minute break then the employee would be paid 15 minutes because a maximum of 15 minutes are paid e Ifthe employee took a 21 minute break then the employee would not be paid at all the system would log the break as 21 unpaid minutes 1 Select the Break type that you wish to configure 2 Choose whether the break is unpaid or paid If you chose paid 3 Inthe exceed field enter the latest an employee may return from a break for it to be paid 4 Inthe maximum field enter the greatest amount of time that may be paid if an employee s return from the break does not go beyond the exceed amount 3 3 3 Break Rounding Tab This tab allows you to specify the m
252. ging cost code T Ask for cost code when changing job code T Force badge usage to perform a clock operation No manual entry T Log failed clock operations View Log T Allow message viewing from the view menu QuickPunch Settings T Enable QuickPunch I Ignore a repeated GuickPun The confirmation is helpful when employees enter their employee number because if an employee mis enters the number and by chance enters the number of another employee then the employee will see the wrong name and press No Esc Show confirmation screen on non manual entry magnetic barcode biometric etc If enabled the confirmation screen which shows the employee s name date and time will appear when the employee swipes a card magnetic or bar code scans a finger or scans a hand for an operation Display message on successful clock operations If enabled a success message will appear after a successful operation Ask for job code when changing cost code If enabled the employee will be prompted to choose a job code when changing cost codes Since the employee is changing to a different cost code he she will only be permitted to choose a job code that requires cost codes If disabled the same job code from the last cost code will be used by the new cost code This option and the one under it Ask for cost code when changing job code are only valid if you have the Job Costing module Ask for cost code when changing j
253. h 59u v 1 4 2010 01 14 PM 1 4 2010 01 57 PM 5 Service 0 43 10 00 v 1 4 2010 01 57 PM 1 4 2010 03 12 PM 6 Shipping 1 15 10 00 Break 14u v L 1 4 2010 03 26 PM 1 4 2010 05 23 PM 6 Shipping 1 57 10 00 8 05 C 1 5 2010 08 00 AM lt lt Time sheet gt gt 1000 Sick 8 00 0 00 8 00 C 1 6 2010 08 00 AM lt lt Time sheet gt gt 1000 Sick 8 00 0 00 8 00 P 1 7 2010 07 53 AM 1 7 2010 11 59 AM 5 Service 4 06 10 00 Lunch 46u s ie s a S ee S M vY v vY v vY v vY vY Hee ee L 1 7 2010 12 45 PM 1 7 2010 05 01 PM 6 Shipping 4 16 10 00 8 22 32 27 You may not check both Shade even rows and Shade alternating date groups Only one may be enabled at a time Shade color button This option will open a palette of colors for you to select the color of the shade used by the previous two options Shade even rows and Shade alternating date groups By default the color is a light gray Data Management Inc 2010 All Rights Reserved This documentation may change without notice Combine rates and shift premium in list This option applies to users who have purchased the Shift Differential module If a premium is applied to a record then this option will add the rate of the job code to the premium and display the total If this is not checked then it will display the rate of the job code and the premium e g it would display 8 00 0 50 Display job code description in the list This option will display the na
254. hat are clocked in On break segments This is the color of records that are on a break Auto out segments This is the color of records that are clocked in and have been automatically clocked out Clocked Out segments This is the color of records that are clocked out Long segment 1 This is the color of records that are clocked in and exceed the x amount entered under the Settings tab Highlight shifts over x and y Long segment 2 This is the color of records that are clocked in and exceed the y amount entered under the Settings tab Highlight shifts over x and y Clocked in minors This is the color of records belonging to minors who are clocked in past the time that was entered in the Minor Tracking section of the TimeClock Defaults Configuration gt Preferences gt Defaults gt Manager Settings gt Minor Tracking Data Management Inc 2010 All Rights Reserved This documentation may change without notice Default This button will reset all of the colors to their default 11 2 Who s Absent The Who s Absent section allows managers to see who is scheduled to be working but absent A Schedules must be created for this section to work 1 In WebManager go to Tools gt Who s absent 2 Click Update The Absent List will display all employees who are scheduled to be working but not clocked in Last Update Sat 3 6 2010 09 30 AM Number First Name Last Name Scheduled Time Job Code Phone Cell Phone
255. he Period 1 In WebManager go to Period gt Exports Data Management Inc 2010 All Rights Reserved This documentation may change without notice Export format ASCI Text File v Sonfigure Export data from 2 14 2010 Ez to 2 20 2010 Fal TimeClock Week id File name Module Settings Split by job code Split by cost code Split by rate Export hours for salaried individuals Export tracked field 1 Tracki Export tracked field 2 Track2 Export tracked field 3 Track3 Criteria Options Load Save Process 2 Choose a format from the Export format drop down list 3 Enter the date range for the export Alternatively you may select a date range from the drop down list 4 Enter the file name of the export file you wish to create ex nov1630 txt Do not worry about the path You will be prompted for that later 5 Enable any desired options for the export in the Module Settings area The split options determine how the data will be broken down By default the information is summarized For example employee 1 worked 8 hours on Monday in job code 1 and 4 hours on Tuesday in job code 2 e f un split a single record would be exported for employee 1 showing that 12 hours were worked e If Split by Job Code is enabled then two records would be exported for employee 1 showing that 8 hours were worked in job code 1 and 4 hours were worked in job code 2 6 To choose which employees should be
256. he back of a PC or server v Ethernet devices connect to a TCP IP network with a LAN drop This means that your placement of the device will not be limited by the availability of a PC Ethernet RDTs require a static IP address on your LAN WAN v Biometric devices available with Serial or Ethernet connectivity These devices recognize an employee for clock in out by reading their fingerprint or a 3D image of their hand depending on the model you select These devices virtually eliminate the problem of buddy punching which has become common in some work environments Barcode RDT Peripherals DMI also offers a hand held device to be used in conjunction with the barcode reader equipped RDTs These devices allow you to read barcodes using the standard 3 of 9 Barcode Font directly from documents such as work orders when utilizing the TimeClock Plus application to collect time by work order sub task etc Data Management Inc 2010 All Rights Reserved This documentation may change without notice I VII Additional Software Export Modules TimeClock Plus offers export modules for many of the popular payroll software packages and service providers on the market These modules produce an export file in the format required by these packages providers to import thus eliminating the need to print data in TimeClock Plus and key it into another application Speak with a sales representative to see if a module is available for your payroll
257. he day C Pay a shift premium of dollar s per hour Ok Cancel Seventh Day tab If overtime is calculated differently for the seventh consecutive day worked select the option Override overtime settings for these days This will make the two fields below Overtime 1 after and Overtime 2 after available to change For example if you want to pay overtime 1 on the seventh consecutive day for any hours up to 8 and overtime 2 for hours over 8 you would enter 0 00 for Overtime 1 and 8 00 for Overtime 2 Another example if you only want to pay overtime 1 for any hours worked you would enter 0 00 for Overtime 1 and 99 00 for Overtime 2 disabling Overtime 2 If you pay a shift premium for every hour worked on this day then select Pay a shift premium of and enter the amount of that premium Sixth Day Seventh Day Holiday On the 7th consecutive day of a work week how are the hours calculated No special action for these days C Override overtime settings for these days Overtime 1 after hours in the day Overtime 2 after hours in the day C Pay a shift premium of dollar s per hour Ok Cancel Data Management Inc 2010 All Rights Reserved This documentation may change without notice Holiday tab If overtime is calculated differently for time worked during a holiday select the option Override overtime settings for these days This will make the two fields below Overtime 1 after and Overtime 2
258. he missed punch as lt lt Missed gt gt in edit hours e Record scheduled time out if available and flag as a missed If selected on a missed punch the system will record the time out and try to match the missed punch with the nearest scheduled time If a schedule is found the missed punch will be flagged and the scheduled time will be entered If it cannot find a scheduled time then the system will flag it as a lt lt Missed gt gt punch e Allow individual to enter the time out and flag it as a missed punch If selected on a missed punch the system will allow the employee to manually enter the time that they missed the punch 12 0 18 Request Entry TimeClock Plus Manager Display Settings E Request Entry Calculations T allow entry of scheduling requests Time Settings O Allow entry of fixed schedule requests Breaks E p entry of time off requests Allow entry of time off reques T allow viewing of pending requests Password Policy Mail Settings A oe seer eis Sa Manager Settings T Send e mail notification to individual s manager when a request is entered Reminder Bar Minimum days advance notice required to enter a request 0 Employee Entry Allow time off requests that are up to how many days prior to the current date 0 Add Employee rt Feature is only available from the On Screen TimeClock Close Week Editing Hours Minor Tracking Scheduler Settings Miscellaneous Client Settings M
259. he rights underneath it 9 Place a check by the rights you wish to grant and un check the rights you wish to revoke Users Roles __ Role Name Access Rights Zz Z System Wide TimeClock Manager _ Job Code access overrides j File LE View Employee J Z Add Edit i Delete z Move Renumber Templates Edit default information Print information Global modification bC Unresolved punches Edit hours E Add Edit Remove 10 Click Save To edit a role double click on it make the necessary changes and click Save Data Management Inc 2010 All Rights Reserved This documentation may change without notice 12 3 User Options From this screen the user may change his her E mail address Start In screen auto logoff point and password There is also a user right that allows the user to change the supervisor password Configuration gt User List gt in the User Rights gt TimeClock Manager gt Configuration gt Preferences gt User Options gt User can change SUPERVISOR password If that s enabled then this control panel is where the user would go to change that 1 In WebManager go to Configuration gt Preferences gt User options Make any desired changes to the E mail address auto logoff setting or passwords 3 Click OK If you are logged in as the supervisor then this window will only includ
260. hen the main criteria will be used Data Management Inc 2010 All Rights Reserved This documentation may change without notice e Save report options with this report If this is checked then the options you define from the Options button at the bottom of this screen will be saved with the report The saved options will then override the main report options the Options button at the bottom of the Reports screen If un checked then the main report options will be used 7 If you enabled the option Save criteria with this report then click Criteria enable and configure a filter choose who should appear in the report and click OK 8 Click Configure choose the settings for this report and click OK You will need to click this button even if you do not wish to make any changes to the report s configuration 9 If you enabled the option Save report options with this report then click Options and make any desired changes to the formatting or sorting options 10 Click Save Generating a Saved Report 1 2 3 In WebManager go to Period gt Reports Click on the Saved Reports tab Enter the date range for the report Alternatively you may select a date range from the drop down list Place a check next to the report you wish to preview or print If the saved report does not include any criteria then you may choose who should appear in the report by clicking Criteria enabling and configuring a filter and clicking
261. hift pool then highlight the day click Shift Pool and click on the desired pool 2 Ifyou want the segment you are scheduling to apply to more than one day then select the number of days next to Add Range of Days Enter the date and time of the segment Choose a job code If there is a break after this segment then select the break type SS Data Management Inc 2010 All Rights Reserved This documentation may change without notice To ensure that multiple segments are treated as a single shift they must be attached with breaks 6 If you enabled automatic deductions or a segment minimum for the job code you are scheduling and if you wish to disable either then place a check next to one or both segment flags place if and when schedules are transferred to hours It will also n Disabling automatic deductions and or segment minimums will take affect the calculation of scheduled labor costing 7 Click OK Repeat steps 1 7 to add more segments to the same day or a different day 8 After entering the schedule choose which employees should be affected in the Criteria choose a filter configure it and click OK If you want to include everyone that you have access to then do not worry about the Criteria _ Ifyou click Preview the process will be simulated to validate it So A nothing will be added but the system will check the entered schedules _ against everyone the defined group of employees and report a
262. his button allows you to add a new job code Edit This button allows you to edit the highlighted job code Delete This button allows you to delete the highlighted job code This is not recommended It would be better if you deactivated it to preserve the history of hours in that job code by editing the code and un checking the Active option Import This button allows you to import a text file comma separated file a csv from Excel or a database file that contains a list of job codes The files may be delimited or fixed length Importing not only allows you to import new job codes but to modify existing ones So for example you could change the settings of several existing job codes in Excel and then import that file which may be faster than editing each job code in the Master Job Code List Data Management Inc 2010 All Rights Reserved This documentation may change without notice Export This button allows you to export the list of job codes to a text file comma separated file csv from Excel or an XML file 3 3 The Job Code Settings The job code settings in the Master Job Code List are the default settings In other words when you later assign a job code to an employee the settings for that job code in the Master Job Code List will be applied However many of the settings may be overridden per employee Ee Edit Job Code Information Breaks Break Rounding Segment Minimums Auto Out Custom Fields Accrua
263. his will not affect job codes that are configured in Add Edit to use the employee s default rate Only the job codes with their own rate will be affected by this modification This global rate adjustment will be reflected in the employee s Raise History Employee gt Add Edit gt select an employee gt Cumulative gt Raise history e lf you wish enable or disable any of the following settings Active Clockable Earns overtime Auto transfer Is Default Data Management Inc 2010 All Rights Reserved This documentation may change without notice job code Count toward overtime and Allow client time sheet entry 7 A filled in check box E does not mean the option will be enabled It means that the global addition will apply the master setting as defined in the Master Job Code List An empty check box means the option will be disabled A check means the option will be enabled e lf you wish enable any of the three tracked fields for the job code s by checking the field and choosing from the drop down list when the field should be collected Before you proceed remember that this global change by default A will affect every employee your user has access to If you want to only select a group of employees then click Criteria 5 Click Process a So nothing will be modified but the system will check the desired modification against everyone the defined group of employees and report any problems we
264. ho is currently in a Leave job code e g Sick or Vacation Master Job Code List e Ajob code can be added or imported using another job code as its template e Added a break rounding simulator to assist in configuring the break rounding settings e Added ability to define accrual resets and caps at the master job code level These can be overridden at the employee level if necessary Master Cost Code List Job Costing module e Acost code can be added or imported using another cost code as its template e Added ability to modify existing cost codes when importing Previously the import would only add new cost codes and ignored cost codes in the import that already existed in TimeClock Plus Request Manager e Added ability to review and approve or deny time off requests scheduling requests and fixed scheduling requests submitted by the employees through WebClock or a Remote Data Terminal time off requests only e The manager s response to a request may be sent to the employee through TimeClock Plus messaging system an E mail or both Accrual Rules e An accrual rule can be added using another rule as its template Data Management Inc 2010 All Rights Reserved This documentation may change without notice Holiday Calendar e Added ability to add recurring holidays in a manner that just about any holiday can be entered For example the last Tuesday of the month the second Monday of the month the first Thursday
265. hts Reserved This documentation may change without notice Culture uses the regional settings on the computer that the program is running on Culture Fixed does the same but displays a fixed length time even if the time has single digits instead of 9 00 it displays 09 00 Display time in and out on a single line If enabled the time in and out will appear on one line in the individual schedule If disabled they will appear on separate lines Display job code in schedule If enabled the job code number will display in the individual schedule If an employee only has one clockable job code this can be disabled so that only the time displays Display job code description in schedule If enabled the job code description will display in the individual schedule If an employee only has one clockable job code this can be disabled so that only the time displays Display segment description in schedule If enabled the description if entered will display in the individual schedule Ask for confirmation when deleting schedule segments If enabled a message will appear in the Individual Schedule asking you to confirm whether or not you want to delete a scheduled shift just in case you bumped the key by accident or highlighted the wrong shift If this is un checked then there will not be a confirmation and the scheduled shift will be immediately removed Width This value represents the width of the individual schedule window
266. i N Pa wa f aS Automatically grant current user access to all individuals added by the user If enabled when a user adds a new employee to the system Employee gt Add Edit they will be automatically granted access to the personal record of the individual they added If un checked a user who adds a new employee will immediately be denied access to that employee Reviews can be viewed in the Reminder Bar View menu 12 0 10 Accruals This section is a ee used to define when accruals should post and what accruals should not post Accruals p Posting Options Global Settings Display Settings Calculations What day of the week do weekly accruals post 7th Time Settings M Do not post accruals for an individual if they are marked as suspended Breaks M Do not post accruals for an individual past his her termination date g M Do not post accruals for an individual prior to his her hire date Password Policy Mail Settings Manager Settings Reminder Bar Begin by sa i i mployee identifying which Accruals day of the week Smuts to post weekly accruals 1 through the 7 Next check any Minor Tracking Scheduler Settings Miscellaneous Client Settings Miscellaneous Id Search Missed Punches of the three line items to activate the rules related to posting accruals for suspended terminated and new employees 12 0 11 Close Week Eq TimeClock Plus Manager
267. icates a term that has been defined Data Management Inc 2010 All Rights Reserved This documentation may change without notice Rev 6 28 10 l ll System Requirements Web Server and Database Server e Windows XP Pro with SP 3 e Windows 2003 Server e Windows Vista Home Prem e Windows 2008 Server e Windows Vista Ultimate e Windows 7 e MSDE SQL Express e SQL Server 2000 2005 2008 2005 2008 e 1 gigahertz GHz Dual Core Pentium processor or equivalent 2 GHz or higher recommended e 1 gigabyte GB of RAM 2 GB or higher recommended e 1 gigabyte GB of hard disk space OR if you plan to host your Web Server and Database Server separately then allow 200 megabytes MB of space on the Web Server and 800 MB on the Database Server 1 GB recommended e Broadband internet 1 5 Mbps up 3 0 Mbps up or higher recommended e Internet Information Services IIS 5 1 or later e Microsoft NET Framework 3 5 SP1 e Resolution of at least 1024 x 768 If your web server is running IIS 7 then you must enable the Windows feature IIS Metabase and IIS 6 configuration compatibility Web Client e Windows XP with SP 3 e Windows Server 2008 e Windows Vista e Windows 7 e Windows Server 2003 e MacxX OS e 1 gigahertz GHz Dual Core Pentium processor or equivalent 2 GHz or higher recommended e 512 megabytes MB or more of RAM 1 GB or higher recommended e Broadband internet 1 5 Mbps down 3 0 Mbps down higher recommended For th
268. ice 4 To choose which job codes should be included in the list right click on the list and select Filter by job code Select the job codes you wish to include and click OK This setting will apply to all of the tabs until you right click again and select Cancel job code filter 5 To choose which employees should be included in the list click Criteria choose a filter configure it and click OK If you want to include everyone that you have access to then do not worry about the Criteria 6 Tojump to an employee in the list enter the employee s number in the Number field click and select Contains or another desired filter To display employees with a specific first or last name clock in out status job code or clock in out location enter the name status job code or location click and select Contains or another desired filter 7 To jump to that employee in Edit Hours right click on him her and select Edit hours 8 To print this list choose one of the outputs from left to right xls in Microsoft Excel document in Microsoft Word or csv in Microsoft Excel bss wr Be If minor tracking has been enabled in the TimeClock Defaults Configuration gt Preferences gt Defaults gt Manager Settings gt Minor Tracking then any minors who are working past the time entered in the Minor Tracking section of the Defaults will appear in red Shifts that exceed 8 hours will appear in green and shifts that exceed 12
269. ided by your sales or support representative and click OK The module will then be registered and appear in Module Manager s list of available modules 7 Follow the steps in the previous section to load the module Data Management Inc 2010 All Rights Reserved This documentation may change without notice 22 3 Loading a Module for Specific Computers ee ee Or DI Log into Module Manager Select the tab of the module type to be configured Double click on the module or select it and click Edit lf Load this module is checked the module will be loaded for everyone so this option should not be checked if you wish to load it for specific computers Click Add Enter the computer name and place a check next to Load this module Click OK Repeat steps 5 7 for any other computers that should have access Click OK to write the computer specific settings to the database 22 4 Determining what is loaded for a Specific Computer 1 2 Under the same tab in Module Manager click Test Enter the computer name and click Test Test Settings for Export Module modules Testing will simulate which modules will be loaded from any PC on the network To test a particular PC in the network enter its computer name below and click Test Computer name ANGELINA The modules under the selected tab will be listed and any that are loaded for the computer name entered will appear in red 22 5 Accessing Module Data
270. ification tab Job Code Description tab or both select the classifications job Classification Job Code _ codes that should or should not be Reston Types No Reins allowed in WebClock and then choose ane the Restriction Type not allowed or are allowed 4 Click OK 5 Highlight the access template and click Set Active 6 Click OK to save changes made to this configuration 7 Click Logout to close the WebClock configuration 18 8 Assigning Configurations If you created a configuration then you may assign it using the Configuration Manager 1 Open a supported web browser such as Internet Explorer 2 Goto the URL of WebClock hitp lt web server name gt webclock30 replace webclock30 with the name of the virtual directory for WebClock if you performed an advanced setup and chose a different name During the first visit after installing or updating WebClock the login page will take some time to load 3 Click User Login Data Management Inc 2010 All Rights Reserved This documentation may change without notice WebClock Select Company Data Management 1 v Password Login Cancel 4 Select the company if more than one company exists 5 Enter the User Id and Password 6 Click Login Configure Settings Configuration Manager Logout 7 Click Configuration Manager Select Configuration Salaried C 1 Angelina Elliot Default C 2 Nicholas Ryan Default T 3 David Reed Def
271. ified but the system will check the desired a modification against everyone the defined group of employees and report any problems 4 7 3 Globally Modifying Assigned Job Codes This globally changes the settings for job codes at the employee level Add Edit It does not have any bearing on the job code settings in the Master Job Code List 1 In WebManager go to Employee gt Global modification 2 From the Action menu select Modify 3 Select the job code s you wish to modify from the list on the right 4 Make any desired changes to the rate and or settings e f you wish for the selected job code s to use the employee s default rate then select Use default rate e f you wish for the selected job code s to use an individual rate or if the job code already is and you want to change the rate then select Change rate to and enter the rate e f you wish to add an amount to the job code s individual rate then select Rate plus and enter an amount to add This will not affect job codes that are configured in Add Edit to use the employee s default rate Only the job codes with their own rate will be affected by this modification This global rate adjustment will be reflected in the employee s Raise History Employee gt Add Edit gt select an employee gt Cumulative gt Raise history e f you wish to add a percentage to the job code s individual rate then select Rate plus and enter a percentage to add T
272. il inside of WebScheduler The E mail option will only be available when the following conditions to 12 0 6 Mail Settings The default footer for every report includes the page number lower left be changed and custom text may also be entered Configuration gt Preferences gt Footers Data Management Inc 2010 All Rights Reserved This documentation may change without notice exist 1 you are not logged in as the supervisor 2 your user has an E mail address on file refer to 12 2 2 1 Information Tab and 3 the mail settings have been defined in WebManager s TimeClock Defaults refer corner and the month day year and time lower right corner This may 14 2 Configuring a Report oe 5 In WebScheduler go to Period gt Reports Highlight the report you wish to configure Click Settings You may change the report title or make changes to the settings the settings will differ for each report Ge Daily Schedule Report Hile Daily Seed ule Print epleqae furs Print description fer each segment Print only ceckable segments Shade even row for clarity J Order printout by start tine than by defined sort oder Default k Cancel Click OK 14 3 Saving a Report This feature allows you to save the report options formatting and sorting settings and criteria who should appear in the report for faster future retrieval For example you could create a saved report for
273. ime sheets 2 Select the employee s you wish to enter time sheets for 3 Click Add New Record Number First Last Rec Note Date Time Hours Job Code c Tr 1 Angelina Elliot INo records to display L 2 Nicholas Ryan 3 David Reed 2 Jack Parrish Rec N A a 5 Mark Alexander Date 1 4 2010 fal 6 Nadia Shields 7 Michael Bradley Time 8 00 AM O 8 Mia Ryder Hours 08 00 9 Brooke Berry 10 Elizabeth Arnold Job Code Default Tracki Track2 A Track3 0 Shift Note Add Cancel 4 Adjust the Date Time Hours and Job Code The default date time and hours for the first record may be adjusted in the Time Sheet Entry Options 5 Click Add If you click Add New Record again the next record s date will default to the next day This allows you to quickly enter time sheets for several days without having to adjust the date each time Data Management Inc 2010 All Rights Reserved This documentation may change without notice 6 Repeat steps 3 5 for any remaining time sheets 7 Click Save 5 2 2 Time Sheet Entry Options In the Time Sheet Entry window click Options Eq Time Sheet Entry Options Defaults When adding new time sheet information the items below will be entered into the first time sheet as the default information Day Offset 1 Time 8 00AM 5 Hours 8 00 Propagation When additional time sheet entries a
274. imiters a one Lise the first record in the fila ss a header to automatically map the Flelds File Previr ZA 10200 AM ASS 1012900 PM 21 1025 1 1 245000200 PM 45 10 5200 PLS 0120011 2460 00 AM 461012900 PHZ 1025 11 2000 PR 610 Sa PLS 012000 1 ZATIN OO AM ADO PR 029311 AA UDO PRA S00 PLS 0 0 1 E Currant map record 4 Select the type of file e DBASE Compatible file Select this if you wish to import a DBASE file from TimeClock Plus 4 1 and earlier or from another DBASE driven program e Delimited ASCII Text Select this if you wish to import a delimited file txt or csv e Fixed Length ASCII Text Select this if you wish to import a fixed length file If selected the next screen will ask you to designate the beginning of each field 5 Click Next E Import Wizard Select an Pern in the Field galurna te change ita field mapping You can also modify the field oflset by modifying the value in the ofret column Pravia Field Date format Field Osat a No map selected 0 4 3 19 No map selected 0 B00 AM No map selected 0 4 5 10 Ho map selected 1irOG Ph No map selected 2 Ho map selected 1 No map seheched Ho map selected No map selected Alo map selected Load Map SaveMap Clear Map Data Management Inc 2010 All Rights Reserved This documentation may change without notice 6 Map each field in the file to a field in TimeClock Plus by clicking on the drop down list sec
275. in report options will be used 7 Ifyou enabled the option Save criteria with this report then click Criteria enable and configure a filter choose who should appear in the report and click OK 8 Click Configure choose the settings for this report and click OK You will need to click this button even if you do not wish to make any changes to the report s configuration 9 If you enabled the option Save report options with this report then click Options and make any desired changes to the formatting or sorting options 10 Click Save Generating a Saved Report 1 a In WebScheduler go to Period gt Reports Click on the Saved Reports tab Enter the date range for the report Alternatively you may select a date range from the drop down list Place a check next to the report you wish to preview or print If the saved report does not include any criteria then you may choose who should appear in the report by clicking Criteria enabling and configuring a filter and clicking OK If you want to include everyone that you have access to then do not worry about the Criteria To view or print the report click on the Print button and choose from the list of available outputs a Print to file This will save the selected report to a TCRPT file which can be opened outside of WebManager using Report Printer b Print to PDF This will save the selected report to a PDF for viewing in Acrobat Reader c Print to HTML
276. included in the export click Criteria choose a filter configure it and click OK If you want to include everyone that you have access to then do not worry about the Criteria Export sort order Id Number Default period TimeClock Week Ok Cancel 7 To begin the export process click Process If any errors were encountered during the export an exceptions box will appear It is recommended that you view the exceptions to determine what caused the error Data Management Inc 2010 All Rights Reserved This documentation may change without notice 8 0 3 Saving an Export This feature allows you to save the export options formatting and sorting settings and criteria who should appear in the export for faster future retrieval For example you could create a saved export for each department It would then be possible to generate these exports without having to change the parameters each time Creating a Saved Export 1 2 3 In WebManager go to Period gt Exports Choose the format you wish to save from the Export format drop down list Enter the filename of the export file you wish to create ex nov1630 txt Do not worry about the path You will be prompted for that later Enable any desired options for the export in the Module Settings area The split options determine how the data will be broken down By default the information is summarized For example employee 1 worked 8 hours on Monday in j
277. information as necessary and press Yes Enter 11 Change the job code if necessary and press Yes Enter If enabled tracked fields such as tips in a restaurant or parts on a production floor will be collected after the job code If you pressed 2 8 Enter the Out Time and Out Date 1 a Press the F4 key to move to the next position of each field Yes Enter to C mowe to the next field and F3 to move to the previous position field N Pa A To move between AM and PM press the F1 and F2 keys or press any of the numbers on the terminal 9 Press the Yes Enter key after the last field 10 Select the job code and press Yes Enter If enabled tracked fields such as tips in a restaurant or parts on a production floor will be collected after the job code Data Management Inc 2010 All Rights Reserved This documentation may change without notice SECTION XX DATABASE MANAGER Database Manager includes several functions It allows users to Create a TimeClock Plus database Upgrade a 5 0 database to 6 0 Delete a database Edit the database users and role memberships Backup and restore a database Creating a TimeClock Plus database was discussed in 1 4 Creating the Database and upgrading a 5 0 database was discussed in 1 5 Upgrading the Database so this section will discuss the remaining functions beginning with deleting a database 20 1 Connecting to a Database 1 Open D
278. ing a badge it will have to reflect their employee ID number The Badge Search Order can be changed in the TimeClock Defaults by setting how the system searches for the employee identifier employee number vs badge field Pin This is a numeric password that the employee will have to enter before being allowed to perform a clock operation This is recommended for security 4 1 4 2 Custom Tab This tab includes custom fields that track additional information for each employee The tab will be blank until an export module with custom fields has been installed and loaded or until custom fields for storing additional information about the employee have been created Configuration gt Preferences gt Custom fields gt Employee Data Management Inc 2010 All Rights Reserved This documentation may change without notice For more information on creating custom fields refer to 12 7 Custom Fields Some modules also provide custom fields at the employee level 4 1 4 3 Jobs Tab This tab is used to establish a default pay rate and job codes for the employee At least one clockable job code must be assigned to perform a clock operation Default pay rate Enter the rate that will apply to many all of the job codes optional Rates do not have to be entered but if you wish to track that information in TimeClock Plus then you may There is also an option to enter a raise All of the raises are then archived for future reference
279. ing on 1 3 2010 i l Individual participates in auto copy of schedules during clase week Fixed schedules will be applied to every week How they are applied depends on how many weeks were selected in WebManager Add Edit gt Scheduler tab If the employee is configured in WebManager Add Edit gt Scheduler tab to use a 1 week fixed schedule starting on 1 3 2010 then the fixed schedule created for the week of 1 3 2010 will be applied automatically to every week If the employee is configured to use a 2 week fixed schedule starting on 1 3 2010 then the fixed schedule created for week 1 the week of 1 3 2010 will be applied automatically to the third week fifth week etc and the fixed schedule created for week 2 will be applied automatically to the fourth week sixth week etc For any day in the future you may override a fixed schedule from the Employee Schedule by double clicking on a blank cell for the fixed day you want to override The override will only affect that week and not any after that a S Before you can create a fixed schedule you must configure the employee DE in WebManager for fixed scheduling Employee gt Add Edit gt Scheduler _ tab Once configured re log into WebScheduler and they will appear under the Fixed Schedules tab In WebScheduler go to View gt Employee schedule Double click on the employee or enter their ID above the list and press Enter C
280. ings Date format Culture z Miscellaneous E HEMM ai Client Settings Rate precision 2 v Miscellaneous Id Search Missed Punches This screen includes the company name and references to other elements in TimeClock Plus It also includes the default formats for the time date hour totals and rates Company name The name of the company that was entered when the company was created may be changed here Data Management Inc 2010 All Rights Reserved This documentation may change without notice Entity Names e How do you refer to the individuals being tracked Enter the title you use when referring to the individuals who will be clocking in and out e g Employee Student e How do you refer to the job rate combinations being tracked Enter the title you wish to use when referring to the codes that track time These include the codes that employees clock into and the codes that track other things such as sick time or vacation The titles established here will display throughout the system menus reports etc when these individuals and jobs are referenced Both titles may be changed at any time Configuration gt Preferences gt Defaults gt Display Options Tracked Fields Tracked fields are used to collect a numeric amount from an employee during a clock in out operation or from a manager They can be configured with different names and decimal places depending on what is being collected e g tips from a w
281. inimum break length and rules for break rounding The Break type drop down list includes the break types available to your company Eq Edit Job Code Information Breaks Break Rounding Segment Minimums Auto Out Custom Fields Accruals Minimums and Rounding Break type Break x OF Use company wide settings for minimums and roundin C Use the following settings for this job code IE Enfo ce minimum break length of Y mi M ssid hisses ts nasist mi First segment Round up at U minutes 0 Disable Other segments Round up at 0 minutes 0 Disable NOTE A segment refers to the period of time that you are rounding to For example if you round to the nearest 20 minutes segment one would be the first 20 minutes Other segments refer to the second 20 minutes the third 20 minutes etc Test Ok Cancel Data Management Inc 2010 All Rights Reserved This documentation may change without notice By default there is one break type called Break but you can create more ii r DE up to three more and each break type can have its own minimum break length and rules for rounding After selecting a break type you must choose whether it uses the company wide settings for minimums and rounding or the following settings The company wide settings may be found in the TimeClock Defaults Configuration gt Preferences gt Defaults gt Global Settings gt Breaks 3 3 3 1 Minimum Break Length and Break Rounding
282. ion to E Filter on default job to E Filter on department E Filter on individual s manager to include T Filter on hire date to include from O Filter on days since hire to include from M Exclude suspended individuals M Exclude terminated individuals m Exclude salaried individuals Custom Fields ustom field None Cc Custom field None C ustom field None Ok Cancel Preview Reset 3 Adjust the criteria and click OK When visiting one of these sections the override is considered before the system wide default For example when a user visits Edit Hours Web Edition will first look at the Edit Hours override and if one was not set it will look at the system wide default Removing a Criteria Override 1 Click Remove next to the criteria you wish to remove Data Management Inc 2010 All Rights Reserved This documentation may change without notice 2 EQ Set Default Criteria Default Criteria System Wide default Configure Remove Edit Hours override Configure Remove Add Edit Employee override Configure Remove Period Reports override Configure Remove Period Exports override Configure Remove Close Click Yes to confirm SECTION X IMPORTING INFORMATION When setting up a new application such as TimeClock Plus it may be a great time saver if data can be imported into the application rather than manually entered For example of y y If emplo
283. iscellaneous Id Search Missed Punches Request Entry This section allows you to configure the request section of WebClock Allow entry of scheduling requests If enabled employees will be able to submit scheduling requests requests to change their schedule For example an employee may have an appointment and ask to leave early or move their lunch hour Allow entry of fixed schedule requests If enabled employees will be able to submit fixed scheduling requests requests that apply to every period For example an employee may be unavailable on Sundays or unavailable between 8 AM and 9 AM on Tuesdays and Thursdays Allow entry of time off requests If enabled employees will be able to submit time off requests requests for leave time For example an employee may want to take some personal time or take some vacation Data Management Inc 2010 All Rights Reserved This documentation may change without notice e Allow entry of time off request with unspecified leave code If enabled employees may submit a time off request without specifying a job code This option is only available if the option above it Allow entry of time off requests is checked Allow viewing of current requests If enabled employees may view their requests e Allow removal of pending requests If enabled employees may remove a pending request This option is only available if the option above it Allow viewing of pending requests is checked
284. ish the change to only affect schedules in a certain job code then place a check next to Job Code and select that job code a a Under New Segment 6 To save time click the button arrow in the middle and the shift information on the top will be copied to the bottom This is useful if you are only making a change to part of the shift Next to Start date enter the new date of the segment Next to Start time enter the new time that the segment started Next to End time enter the time that the segment ended 0 If you do not want to change the schedule to another job code then leave Job Code unchecked If you do wish to change it then place a check next to this option and select the new job code 11 Choose which employees should be affected in the Criteria choose a filter configure it and click OK If you want to include everyone that you have access to then do not worry about the Criteria ae Oa If you click Preview the process will be simulated So nothing will be _ added but the system will report a summary of the removal 12 Click Process Data Management Inc 2010 All Rights Reserved This documentation may change without notice 17 2 Deleting Schedules for a Specified Period 1 In WebScheduler go to Tools gt Delete schedules Delete schedule Individuals to Delete i Individuals contained in fhe current schedule criteria Individuals contained in the current user access an
285. ision history for it will appear 4 Click Close Installed This button will allow you to view the versions of each web application Register This button will open another window or tab and take you to the TimeClock Plus website to register your TimeClock Plus product Support This button will allow you to go to the Support section of the TimeClock Plus website or send a TimeClock Plus backup file to TimeClock Plus Customer Service 1 Click Support 2 If you wish to go to the TimeClock Plus Support website select Open the support web site to submit a question comment or suggestion and click OK If you wish to submit a backup then select Send an existing file or backup to support and click OK You will then be taken to a page where the submission ID provided by a TimeClock Plus technician can be entered Data Management Inc 2010 All Rights Reserved This documentation may change without notice SECTION XXII MODULE MANAGER Module Manager allows you to manage any modules that you purchased and installed There are several things that you can do in this application The most common use of this application is loading a module after it has been downloaded by AutoUpdate AutoUpdate allows you to download and register the module in the database Module Manager allows you to turn the module on and off In Module Manager you may register a module if AutoUpdate is unable to download and register it Should that happen a
286. ited vill exceed accrual balance Show the userid of the udar that granted approval Thdude houri for decked in Jagmann in total houri Date format Choose the desired date format Culture uses the regional settings on the computer that the program is running on Time format Choose the desired time format Culture uses the regional settings on the computer that the program is running on Culture Fixed does the same but displays a fixed length time even if the time has single digits so instead of 9 00 it displays 09 00 Data Management Inc 2010 All Rights Reserved This documentation may change without notice Hour format Choose the desired hour format The hour format not to be confused with the time format represents the hour totals Highlight shift segments that contain break This option will display records in red if they contain a break if a break exists after that record Display actual punch times in addition to rounded times This option will display an Actual In column showing when the employee actually clocked in before the time was rounded and an Actual Out column showing when the employee actually clocked out before the time was rounded This option is only valid if you enabled rounding for the employee Even if this option is enabled there must be at least one rounded record for these columns to appear unless you enable the next option Display actual punch times even when they are the same as
287. k Login Configure Settings Configuration Manager Logout os 7 Click Configure Settings 8 Click New enter a name and click OK 9 Highlight the new configuration and click Select To remove a configuration select it and click Remove The Default configuration may not be removed 10 Make the desired changes refer to 18 7 WebClock Settings 11 Click OK to save those changes 12 Click Logout to close the WebClock configuration Data Management Inc 2010 All Rights Reserved This documentation may change without notice 18 7 WebClock Settings 18 7 1 Windows Layout r a J T T Window Layout Options Timesheet Approvals Access Display Options fw Show tool tips w Display exit button M Display view button M Show test on buttons M Display clock in button mw Display clock out button mw Display break button M Display change job code button E Display time sheet button E Display request button e Show tool tips If enabled tool tips will appear when the employee places the cursor above a button e Display exit button If enabled the Exit button will be included so that employees may log out of WebClock and return to the login page If this button is not included then employees will have to close their browser to log out e Display view button If enabled the View button will be included so that employees may view enabled information such as hours and
288. k Rounding Segment Minimums Auto Out Custom Fields Accruals Automatic Deductions Deduct 0 minutes for shifts above or equal to 00 00 hours Deduct lo minutes for shifts above or equal to 00 00 hours Deduct 0 minutes for shifts above or equal to 00 00 hours Clocked Breaks Break type Break x When an individual clocks out for the specified break type the break is Unpaid Ok Cancel You can configure up to 3 automatic break deductions for a job code The automatic break deduction will be deducted at the end of the shift These deductions only occur if the employee works a segment that is greater than or equal to the amount of hours entered Data Management Inc 2010 All Rights Reserved This documentation may change without notice For example if you configure the job code to deduct 30 minutes for shifts above or equal to 8 hours then an employee who clocks into this job code and works for 8 uninterrupted hours will receive 30 minutes of unpaid time In the same example configuring a job code to deduct 30 minutes for shifts above or equal to 8 hours e An employee who clocks in for 4 hours and clocks out or goes on a break then clocks back in for another 4 hours will not receive a deduction e An employee who clocks in for 5 hours changes job code and continues working in that new job code for 3 hours will not receive a deduction The only interruption that will not affect a break deduction is changing cost co
289. l balance to 40 hours at the end of the year and the employee only has 36 hours remaining no reset action will be taken If however the employee has 42 hours remaining then the balance will be reset to 40 Accrual Caps Choose whether or not accrual balances for this job code should be capped what should the cap be based on and when Cap accruals to this job code if the accrual balance should stop accruing after the accrued remaining amount has reached a certain amount in the period selected o Hours accrued If selected the accrual balance for this job code will stop accruing after the hours accrued has reached the amount entered Hours accrued is a reflection of the total time that the employee has accrued in the period As an employee uses the hours that have been accrued the hours remaining will change but the hours accrued will not This means that once the hours accrued reaches the amount entered the cap will always be in effect the employee will not accrue anything until the accrual is reset For example an accrual rule is created that accrues 2 hours of sick time every week The Sick job code has been configured to cap the accrual when the hours accrued exceed 8 The employee has accrued 8 hours from previous weeks so when this week is closed the rule will not accrue anything further Even if the employee used all 8 hours of sick time the rule would remain capped because it is based on what has been accrued Let s
290. l be reset to 40 Accrual Caps Choose whether or not accrual balances for this job code should be capped what should the cap be based on and when Cap accruals to this job code Enable this if the accrual balance should stop accruing after the accrued remaining amount has reached a certain amount in the period selected o Hours accrued If selected the accrual balance for this job code will stop accruing after the hours accrued has reached the amount entered Hours accrued is a reflection of the total time that the employee has accrued in the period As an employee uses the hours that have been accrued the hours remaining will change but the hours accrued will not This means that once the hours accrued reaches the amount entered the cap will always be in effect the employee will not accrue anything until the accrual is reset For example an accrual rule is created that accrues 2 hours of sick time every week The Sick job code has been configured to cap the accrual when the hours accrued exceed 8 The employee has Data Management Inc 2010 All Rights Reserved This documentation may change without notice accrued 8 hours from previous weeks so when this week is closed the rule will not accrue anything further Even if the employee used all 8 hours of sick time the rule would remain capped because it is based on what has been accrued Let s expand on the example above Before the week was closed the employee uses
291. le you may pay all employees weekly overtime on a semi monthly pay frequency TimeClock Plus allows for the calculation of two overtime types e g you may pay time and a half for hours worked between 40 and 60 and double time for hours above 60 Selected 1 Notes Photo Reviews Cumulative Misc Access Info Custom Jobs Overtime Accrual Restrictions Scheduler Overtime Calculations Overtime Mutlipliers Weekly Overtime v Overtime 1 1 50 Individual also earns a salaried amount Overtime 2 2 00 Ignore regular hours for this individual Overtime Settings A Overtime 1 after 40 00 hours minutes per week Advanced Overtime 2 after 200 00 hours minutes per week B Overtime 1 after hours minutes per day Overtime 2 after 12 hours minutes per day C Salaried amount of per year O Use Default Information Overtime Calculations From the drop down list select the method used to calculate overtime for this employee The Best of overtime methods require a rate to be setup in order for the best overtime method to be calculated e Weekly Overtime Overtime is based on X hours a week e Daily Overtime Overtime is based on X hours a day e Best of Weekly vs Daily The system will calculate overtimes on a daily and weekly basis for the employee Overtime will be based on the higher of the two overtimes e Bi Weekly Overtime Overtime is based on X hours in a 14 day work period
292. lect the Break type that you wish to configure 2 Next to Break start enter the time at which your hypothetical break began 3 Next to Break return enter the time that the employee returned from this break 4 Click Test 3 3 4 Segment Minimums Tab This tab allows you to specify a minimum length of time that an employee will be credited when clocking into this job code If they clock out before the minimum the system will adjust the length of the segment to the segment minimum BB Edit Job Code Information Breaks Break Rounding Segment Minimums Auto Out Custom Fields Tl Enable segment minimum for this job code A segment refers to a matched in out section of a full shi ni can be se i er of hours when clocking in under this job code For exa e i i h minimum numb individua vill be p Note that segment minimums are processe efore automatic deductions so deductions may occur i e minimum exceeds the deduction threshold Minimum segment length 00 00 i For example a company might create a Team Meeting job code for a standing weekly meeting that all bus drivers attend An agreement with the drivers might state that no matter how long this meeting actually lasts all attendees will be credited for a minimum of 1 hour For this situation the Enable segment minimum for this job code field would be enabled and 1 00 would be entered in the Minimum segment length field The time in and time out values for the shift will
293. lected then the cap and reset settings below will become available to change and will override the cap and reset settings for this job code in the Master Job Code List Accrual Reset Choose whether or not accrual balances for this job code should reset when they should reset and to what amount Do not automatically reset accruals to this job code If selected accruals will be permitted to carry over and accrual balances will not be reset to zero at any time Reset accruals to this job code on the individual s hire date anniversary If selected the accrual balance for this job code will be reset to the amount entered after the employee s hire date anniversary If the hire date is May 21 then on May 21 of every year the accrual will reset once the week is closed Reset accruals to this job code on a specific date If selected the accrual balance for this job code will be reset on the date entered and to the amount entered If the date entered is December 31 then on December 31 of every year the accrual will reset once the week is closed If resetting to a value other than zero the accrual will only reset if the employee has more hours accrued than the reset to value For example if the Sick job code is configured to reset the Sick accrual balance to 40 hours at the end of the year and the employee only has 36 hours remaining no reset action will be taken If however the employee has 42 hours remaining then the balance wil
294. led all tardy records before the date entered will be removed e Clear absent detail prior to If enabled all absent records before the date entered will be removed e Clear accrual history for Job Code If enabled all accrual history for the selected job code will be removed 3 To choose which employees should be included click Criteria choose a filter configure it and click OK If you want to include everyone that you have access to then do not worry about the Criteria 4 Click Process 11 12 Calculator and Calendar WebManager includes a fully functional calculator similar to the Windows calculator This tool is available in WebManager Go to Tools gt Calculator or click on the toolbar icon that resembles a calculator The calculator can display the amounts in Minutes as well as Hundredths To change between the two click on the button at the bottom of the calculator that says Change to Minutes or Change to Hundredths There is also a viewable calendar included with the application This tool is available in WebManager Go to Tools gt Calendar or click on the toolbar icon that resembles a calendar SECTION XII COMPANY WIDE CONFIGURATION 12 0 TimeClock Defaults This section addresses additional settings that will impact your use of the system going forward Many of ihiak these settings were established Holiday calendar during the Quick Setup Wizard q Master job code list In WebMana
295. led to allow employees to perform timekeeping related functions such as viewing their hours schedules or accruals 19 0 Setting up WinRemote Configuring and activating a terminal is the purpose of WinRemote tray or running as a service in order for the terminal to remain activated and communicate with the database WinRemote must either be opened can be minimized to the system Since the terminal s operation relies on WinRemote running the computer where you choose to run WinRemote needs to be available at all times e g a server If the terminal cannot communicate with the database perhaps the server goes down then there is a feature called Fallback mode available on certain terminals which allows employees to still clock in and out It saves the punches to a file on the terminal and when communication with the server is restored the punches are imported into WebManager Data Management Inc 2010 All Rights Reserved This documentation may change without notice 19 0 1 Configuring and Starting a Serial Terminal Once the terminal has been connected to the serial port of a computer using the serial cable and adapter provided 1 On the computer where the terminal is connected open WinRemote C s WinRemote v6 0 1 1 Ms E3 COM1 Inactive When you first open it there will be no ports listed To add a COM port click Port gt Add port Double click on the port or select it and click Configure
296. lick on the Fixed Schedule tab Click next to the day for which you wish to create a fixed schedule If you want the segment you are scheduling to apply to more than one day then select the number of days next to Add Range of Days Enter the date and time of the segment Choose a job code If there is a break after this segment then select the break type ae a 6 T 8 To ensure that multiple segments are treated as a single shift they must be attached with breaks 9 Ifyou enabled automatic deductions or a segment minimum for the job code you are scheduling and if you wish to disable either then place a check next to one or both segment flags place if and when schedules are transferred to hours It will also affect the calculation of scheduled labor costing h Disabling automatic deductions and or segment minimums will take Data Management Inc 2010 All Rights Reserved This documentation may change without notice 10 Click OK Repeat steps 4 10 to add more segments to the same day or a different day Individual Employee Schedule Individual Schedule for Angelina Elliot 1 D Fixed g Override gj Leave Fixed Schedule Overrides Fed Schedule Time in Time Out Job Code Hours Total Week Total Date Time Type Request 00 Fixed Schedule Fixed I have class between 4 and 5 every Thursday lt Criteria Delete Segment _ Edit Shift pool_ Snippet Close If you have a 2
297. ll Job Code 1 Administration Amount accrued 0 0000 Amount taken 0 0000 Accured over limit 0 0000 Note 3 Next to Date Posted enter the date that time being added was accrued taken be a date that falls in after the current week A The date entered must be in a week that has been closed It cannot Choose the job code for which this time is being accrued taken from Enter the time that was earned in the Amount accrued field and or the time taken in the Amount taken field 6 The Accrued over limit field is the excess that was described earlier the amount of time that was accrued beyond the accrual caps if enabled for tracking purposes only This amount is typically calculated by the system when an accrual is capped 7 Enter a note if needed for this accrual may be up to 100 characters in length 8 Click OK 4 0 4 1 4 12 4 Raise History Raise History provides a record of each raise rate adjustment for the employee according to job code These raises are created from the Jobs tab gt Raise button Data Management Inc 2010 All Rights Reserved This documentation may change without notice 4 1 4 12 5 Message History Eq TimeClock Plus Manager Date Sent Date Read Sent By Message 1 4 2010 1 4 2010 Stop by my office 1 4 2010 Not Read Please approve your hours Message History provides a record of every message that has been sent to the employee It includes the date a
298. llows you to edit a record It will only be available when a record is highlighted Edit segment actual times This option allows you to edit the actual times for a record that was rounded If you have enabled rounding then when you edit a record that has been rounded by double clicking on it or highlighting it and selecting Edit segment the times that you edit are the rounded times To edit the actual times you must select this option Add segment Edit segment Edit segment actual times Delete segment s This option allows you to delete a record This can also be accomplished by highlighting the record s and pressing the Delete key on your keyboard This option will only be available when a record is highlighted T By default you will be asked to confirm whether or not you want to delete S the selected record just in case you bumped the key by accident or highlighted the wrong record You may however disable this confirmation Options button gt Display tab gt Ask for confirmation when deleting a shift from an individual Split segment This option allows you to split a record into different segments in situations that involve a break a job code change or a rate change This is further explained later refer to 5 0 4 Splitting a Record Clocked in records may not be split This option will only be available when a record is highlighted Toggle break This option allows you to create
299. lock Out keys to move through the list of available job codes If enabled tracked fields such as tips in a restaurant or parts on a production floor will be collected after the job code 19 3 2 Clocking Out Press the terminal s Clock Out key Identify yourself by entering your employee number on the keypad and pressing Enter swiping a badge or placing your finger hand on the scanner for recognition On the confirmation screen ensure that your name appears Press the Yes Enter key to accept or No Esc to return to the main menu If there are any restrictions then the restriction will appear If you are authorized to clock in then a manager will need to enter his her override password OR swipe a card on which the override password is encoded If enabled tracked fields such as tips in a restaurant or parts on a production floor will be collected after the job code 19 3 3 Going on a Break a Press the terminal s Start Break key If there is more than one break type in the WebManager Configuration gt Preferences gt Defaults gt Global Settings gt Breaks then each break type will appear with a number Enter the number that corresponds with the break you are taking Identify yourself by entering your employee number on the keypad and pressing Enter swiping a badge or placing your finger hand on the scanner for recognition On the confirmation screen ensure that your name appears Press the Yes Enter key
300. low id terminal with 11 is enabled for the terminal s port in WinRemote on the Terminal tab 1 When the terminal is active on the terminal s main menu press 1 twice 2 The terminal s port and uptime will display on the terminal screen 3 Press any terminal key to return to the main menu Data Management Inc 2010 All Rights Reserved This documentation may change without notice 19 2 2 WinRemote Activity Log WinRemote keeps an Activity Log to let you view recent transactions on each terminal The log includes a summary record for each successful transaction 1 In WinRemote highlight the COM ETH port 2 Click Port gt Activity log to view the log information for that port 3 Press the Clear button if you want to clear the log 19 2 3 Badge Test for badge reader equipped terminals If your terminal has a badge reader barcode magnetic proximity you can perform the following process to test badges and determine what is encoded on them i 00 at the idle screen is enabled for the termina s port in WinRemote DY This test can only be performed if the option Allow badge test using configure the port gt Terminal Operation under Settings 1 When the terminal is active on the terminal s main menu press 0 twice and then 1 for an employee badge test This will pull the employee number Ly If you parsed the badge meaning for example part of the number on S z your badge repre
301. loyee Availability Employee Availability is used to designate certain days and times that an employee is not available to work This assists during scheduling because an unavailable message will display on the screen if anyone attempts to schedule the employee during an unavailable time There are two types of employee availability settings 1 Fixed Fixed settings are used to designate which days of the week Sunday through Saturday an employee is not available If an employee cannot work on Sundays you can block the entire day of Sunday 2 Period Period settings are used to designate availability on a specific date If an employee cannot work November 24 2008 because of a prior commitment you can block that entire day in this section of Scheduler In determining if an employee is available to work on a particular day the system will first check their fixed availability and then their period availability Data Management Inc 2010 All Rights Reserved This documentation may change without notice 1 In WebScheduler go to Configuration gt Edit employee availability 2 Double click on the employee or enter their ID above the list and press Enter You may filter the list by entering an employee number first name or last name and pressing Enter To filter by export code badge number or classification right click on the list and click Show export code Show badge number or Show classification You may need t
302. ls Job Code number M active Description C Leave Code Job Code group 7 Job Code Defaults Iv Code is clockable Iv Hours worked in code earn overtime iy Hours worked count towerd overtime a Auto transfer from schedule O Allow for client time sheet entry Require entry of Tracki Disabled Require entry of Track2 Disabled Require entry of Track3 Disabled Ok Cancel made to the job code in the Master Job Code List will not affect the job code at the employee level After a job code has been assigned to an employee any changes 3 3 1 Information Tab Job Code number This is a 10 digit number that identifies the job code It is the only required field when adding a job code Description This is a 30 character name that identifies the job code Job Code group Create a job code group by entering the name or choose from the drop down list of previously created groups Job code groups are not required but necessary if you want the job codes to be grouped in some of the reports or in the Master Job Code List Job code groups are available in the Job Code Analysis Reports if the report setting is enabled and in the Job Code Group Reports Active The Active option affects the availability of the job code If a job code is no longer necessary then we recommend you deactivate it instead of deleting it in order to preserve the history of hours in that job code This option should remain checked Data
303. m will automatically verify that there are no conflicting shifts before closing the week A conflicting shift is a shift that overlaps with another Skip pre close error check when closing the week If enabled when you close the week the system will make a quick pass of the data in the week being closed to determine if there are any errors that might cause the close to fail employees clocked in unapproved missed punches etc It is useful if you have a lot of employees because it can perform a quick scan of the data to let you know if there are any errors before closing the week If un checked the close week might take 10 minutes before it reports that employee X is clocked in and the close week aborts Data Management Inc 2010 All Rights Reserved This documentation may change without notice 12 0 12 Editing Hours B TimeClock Plus Manager Global Settings Editing Hours Display Settings Segment Edit Action Calculations O Editing a segment removes employee approval from the segment Time Settings E Editing a segment removes manager approval from the segment E Editing a segment removes other approval from the segment Breaks Password Policy Segment Edit Prevention Mail Settings E Prevent editing of segments that have been employee approved i E Prevent editing of segments that have been manager approved z Manager Settings E Prevent editing of segments that have been other approved Reminder Bar Segment D
304. mation From here the manager may clock an employee out put an employee on break move an employee to a different job code or add a shift note to an employee Data Management Inc 2010 All Rights Reserved This documentation may change without notice Clocked In This tab lists all of the employees who are clocked in From here the manager may clock an employee out put an employee on break move an employee to a different job code or add a shift note to an employee On Break This tab lists all of the employees who are on a break Auto Out This tab lists all of the employees who have been automatically clocked out if Auto Out was enabled for their job code These employees are technically on the clock but a time out has already been entered automatically for their shift They will appear under this tab to let you know they are working until the time out that was entered has passed to determine the time out right click on the record gt Shift info Not In This tab lists all of the employees who are not clocked in Last Punch This tab lists each employee s status last clock in and last clock out Hours This tab is a similar to the Call List section as it lists the total hours worked by each employee for the day and their total hours for the week The employee s last clock out hire date and status will also appear here Leave This tab lists all of the employees who are currently in a leave code e g employee
305. me of the job code after the job code number Display total hours for each day This option will display the total hours for each day Display day of week for each time in out This option will display the day of the week before the date in and date out of each record Warn if the segment being added edited will exceed accrual balance This option will warn you that the change you are making is going to exceed the employee s accrual balance Show the user id of the user that granted approval This option will show the user that approved the record for each approval type O M and Include hours for clocked in segments in total hours If this option is enabled the hour totals found in the upper right corner of Edit Hours will include clocked in segments If disabled the hour totals will only include complete segments Settings Tab Eq TimeClock Plus Manager Display Settings Color Scheduled Hours L show segment descriptions in list T Show scheduled break lengths in list M Show scheduled shift totals M Show scheduled week totals Rounding T Perform punch rounding on added shift segments T perform break rounding on added shift segments Default Times Default time in when adding a new shift segment 9 00 AM Default time out when adding a new shift segment 5 00 PM 6 Warnings E Reset clock in and out variance varnings if they are set to no longer appear When editing a segment containing a clock
306. ment If this is checked then all of the hours for this segment will be considered overtime 2 Custom Tab This tab includes custom fields that track additional information for each shift The tab will be blank until custom fields for storing additional information about the employee s hours have been created Configuration gt Preferences gt Custom fields gt Employee Hours To enter custom field information double click on the second column Data Management Inc 2010 All Rights Reserved This documentation may change without notice 5 1 3 Auto Select As stated in the introduction to Quick Add Hours this feature will select employees in Quick Add Hours who have worked x number of hours on one day and x number of hours on another This was designed for situations where users want to add a holiday to employees who have worked so many hours before and after that holiday 1 In Quick Add Hours click Auto Select Eq TimeClock Plus Manager Worked Requirements T Worked atleast 00 01 E inci de only segments in clockable codes I Worked at least 90 0 im cluce on segments in ciockKabdie codes Other Options Clear current selection before applying this selection 2 Place a check next to one or both Worked at least options depends on if you want to select employees with a record of x hours for one day or two 3 Enter the number of hours that the employees should have at the least for the selected day or ra
307. mes click on Click to include the recommended products 9 Under Frameworks and Runtimes click Customize 10 Place a check next to e ASP NET e NET Framework 3 5 SP1 11 Click Back to Web Platform 12 Click Install There should be an X next to each component that you wish to install 13 Click Accept L 7 This may take a long time as it involves downloading and installing NET 14 When the installation is complete click Finish 15 Click Exit to close the Web Platform Installer If prompted to reboot your computer please do so and repeat step 1 before proceeding to the next section Data Management Inc 2010 All Rights Reserved This documentation may change without notice 1 2 Creating or Upgrading the Database Before proceeding please determine what type of user you are e Standalone Users Users who are running Web Edition 3 0 without TimeClock Plus 6 0 These users will need to install a SQL server if one is not in place already and create a database Please refer to 1 2 1 Installing and Creating a Database Standalone e Hybrid Users Users who are running Web Edition 3 0 as a companion to TimeClock Plus 6 0 These users will not need to create a database since they should have already created one in 6 0 Please proceed to 1 3 Installing the Applications e Upgrading User Users who are upgrading from TimeClock Plus 5 0 or earlier 5 0 and 4 2 users will need to upgrade their database in
308. mi Tag Hamia NUMBER Alignmant L t Decimals For numeric fields you may adjust this to the number of desired decimal places Truncate Truncate W necessary Xml Tag Name Adjust this if you wish to export under Edit OATEIN a different xml tag name Alignment You may choose to right align center or left align this field Format For date and time fields you may choose a different format Truncate If you adjusted the width and a field in the file exceeds the width you entered the entire field will be exported if this is not enabled The width will be enforced if this option is enabled SECTION XVI IMPORTING SCHEDULES All imports require the source file to be one of the following three types these are standard formats and these exports can be produced by most applications Delimited ASCII text file v Fixed length ASCII text file v DBase compatible file If you are importing data from other software applications payroll Excel etc use the features in these applications to export the data to one of these three formats 16 1 Available Fields This process is used to import the schedule for an employee s such as employee number date in time in etc The process is available in WebScheduler File gt Import schedule data The following 13 fields are available during this mapping process so your source file can include any or all of these fields Segment Minutes Date In Break Type 1 for break type 1 2 for
309. mpts to the prompt you wish to change Data Management Inc 2010 All Rights Reserved This documentation may change without notice 8 Select the prompt and click Edit 9 Change any of the wording or alignment In the example below the first line of the original prompt shown in the upper left was TimeClock Plus and it is being changed to Data Management shown in the middle of the window TimeClock Plus PPPPPPPIIIPIFPPFIFFI7P7772 Select action key Data Management a Center Left Center Left Select action key 10 Click Save to save the changes to the prompt The Revert button will load the last saved wording and alignment Data Management Inc 2010 All Rights Reserved This documentation may change without notice Edit Prompt File Custom Prompts X Text New Text TimeClock Plus Data Management 9222232399999 999993939393933 223223292 339223392923937927332 Select action key Select action key E Menus Main menu without Quick Punch Main menu with Quick Punch View menu Options menu Information Edit Hours Phrases CRER cat Revet save _ canca Any prompts you change are flagged for reference in red 11 Click Save to save the prompt to the database The Revert button will load the last saved wording and alignment 19 1 7 Fallback Mode If a Remote Data Terminal cannot communicate with the database perhaps the
310. n Summary r Source Information Company number 1 Company name Data Management Data directory C Program Files Timeclock Plus 4 0 Data Destination Information The information for the company specified above will be converted into the TimeClock Plus 5 0 database located on the server specified in a previous tab If you wish to make any changes to the company number or the company name prior to conversion use the edit fields below Company number E Company name Data Management Click Finish when you are ready to begin the conversion ee O cea oo If the company number and name are correct for 6 0 click Finish to start the conversion Another window will open and the progress of the conversion will display Once the process is complete click Close at the bottom of the progress window It is recommended that before connecting to the database you open the AutoUpdate application and click Update This will download any available updates and when anyone opens a TimeClock Plus application they will be prompted to install those updates a quick process After upgrading the database you need to open TimeClock Manager and connect to that database 1 7 Connecting to the Database before proceeding with any client installations 1 3 Installing the Applications 1 3 1 The Applications 1 2 3 Click Application Setup Click Next and I Agree Specify a different Destination
311. n hours worked the lump amount will be accrued on a weekly basis Monthly on the x day of the month If selected the lump amount will be accrued every month on the day entered Monthly on hire date anniversary If selected the lump amount will be accrued Data Management Inc 2010 All Rights Reserved This documentation may change without notice every month on the same day of the month as the employee s hire date If the hire date falls on a day of the month that does not exist in the current month e g the 31st of February the accrual will be posted on the last day of the month Yearly on x If selected the lump amount will be accrued every year on the month and day entered Yearly on hire date anniversary plus x days If selected the lump amount will be accrued every year x number of days after the same month and day as the employee s hire date If the accrual rule is assigned during the first week of employment it will be posted when the week is closed from WebManager The accrual history will not update until the week is closed Accruals will be posted when the week containing the data is closed 12 5 3 4 Settings Eq Accrual Rules Settings Process this accrual only if counted hours are equal or above Number of hours to accrue for each counted hour Number of hours to accrue when accrual is posted 8 0000 Accrual is posted to which job code 1000 Sick l Start posting accruals after a s
312. n you would select them using the Ctrl key right click on either day click Copy and Selection e Day Select this to copy the selected day e Week Select this to copy the week If you have more than one week opened then right click on a day in the week you wish to copy click Copy and Week e Schedule Select this to copy the entire period for an employee So if you have more than one week opened this option would copy schedules from all of the opened weeks 2 Right click on the day week you wish to paste the schedule to click Paste or select the day week click Edit gt Paste and choose Saved x x the option you chose on step 1 Data Management Inc 2010 All Rights Reserved This documentation may change without notice 13 5 2 11 Trick behind Dragging and Dropping 1 Inthe Employee Schedule or Fixed Schedule select the day you wish to drag do not click and hold yet but click on the day and release 7 Ifyou click and hold then dragging the mouse will highlight multiple cells lt Ifyou click release and then click and hold dragging the mouse will drag the selected cell to the cell you release on 7 2 Click and hold dragging the selected cell to another cell for that employee 13 5 2 12 Saving and Pasting a Snippet Scheduled segments may be saved to a snippet and applied to other employees Saving a Snippet 1 Inthe Employee Schedule or Fixed Schedule right click on a segment or select
313. nager go to Configuration gt Preferences gt E Mail address book 2 Click Add Eq E Mail Address Item Address Information Display group Display name E Mail address This e mail address item is visibile to all users Ok Cancel 3 Enter a display group The list of addresses will be organized into different groups 4 Enter a display name This should be the name of the recipient 5 Enter the E Mail address 6 If this address should be available to other users who are e mailing reports then place a check next to This e mail address item is visible to all users 7 Click OK Data Management Inc 2010 All Rights Reserved This documentation may change without notice 12 5 Accrual Rules TimeClock Plus allows you to add and assign accrual rules These accruals can be based on time worked by an employee or can be posted at regular intervals regardless of time worked Accrual rules Rule Id Description n a a lt a wed amp A al baal al ll Lal Ls lt wr oO N lt Add Edit 12 5 1 Adding or Editing an Accrual Rule _ When adding an accrual rule you can use an existing rule as a template This means you can add a rule and have it inherit the settings of another S To do this highlight the existing accrual click Add and Yes when asked if you want to add a new rule based on the selected rule In WebManager go to Configuration gt Accrual rules
314. nd settings in the specified template will be applied to save time The templates are only used when you create an employee which means any changes you make to the template are not going to affect A the employees who are already added Those changes will only affect employees who are added with that template after the change Trick 2 When managing employee information and settings there is an option for many of the tabs to use default information Default information allows you to create different groups of defaults that can be shared among several employees Default information centralizes the settings for these tabs so when you have to make a change you can make it in one place versus making that change for each employee Data Management Inc 2010 All Rights Reserved This documentation may change without notice If you ever make a change to an employee and want that change to be Ly copied to other employees there is an option for many of the tabs to 7 copy the settings to everyone or to a select group There is also an option p to memorize the selected tab go to another employee and recall that tab copy and paste Default information is the best way to proceed if you have several employees who share the same settings The Default Information includes overtime settings accrual rules assigned rounding restrictions and other miscellaneous settings Multiple sets of default information can be created so y
315. nd time the message was sent the date and time it was read by the employee the user who sent the message and the content of that message Messages that were sent but later deleted will not appear Messages that have not been marked read by the employee may be deleted by the user that sent the message To delete an unread message 1 Select the message 2 Click Delete 3 To break down the information for a message highlight the message and click View If the message was read the date and time it was read will be shown 4 1 4 13 Miscellaneous Tab The Miscellaneous tab is used to store a few additional options It includes approval requirements time sheet entry and split capabilities by the employee and whether the default job code should always be used during a clock in operation Data Management Inc 2010 All Rights Reserved This documentation may change without notice Selected 1 _ Info Custom Jobs Overtime Accrual Restrictions Scheduler Notes Photo Reviews Cumulative Misc Access Approvals l Shifts must be approved by manager before closing the week or exporting l Shifts must be approved by employee before closing the week or exporting l Shifts must be approved by other before closing the week or exporting Options E Allow individual to manually enter amount based time sheets from client applications O Allow individual to manually enter time based time sheets from client applicati
316. ndow Layout tab to Display time sheet button This must be enabled as well Data Management Inc 2010 All Rights Reserved This documentation may change without notice Default rate If an amount is entered that s what the employee will earn per hour when working in this job code Force Overtime 1 If enabled then every minute worked in this job code will be treated as overtime 1 Force Overtime 2 If enabled then every minute worked in this job code will be treated as overtime 2 Require entry of Track1 Track2 and Track3 Choose from the drop down list when each tracked field should be required Tracked fields allow you to track an amount whole or decimal with each shift For example the number of parts for assembly the number of calls for a call center the amount of mileage for a driver or the amount of tips for a waiting staff e Manager Entry Only If selected the tracked field will not be required during a clock operation Instead it will be up to the manager to enter in WebManager e On Clock In If selected the field will be required after the employee clocks In e On Clock Out If selected the field will be required after the employee clocks out e On Clock In and Out If selected the field will be required after the employee clocks in and the employee will be able to edit the amount they entered after clocking out 3 3 2 Breaks Tab Eq Edit Job Code Information Breaks Brea
317. necessary 11 5 1 2 Calendar Tab The Calendar tab allows you to look at the requests in a calendar view Days of the month that were requested will either read Pending Approved Denied or include a combination of these Double click on a requested day to review the details lt lt and gt gt buttons Use the lt lt and gt gt buttons at the top to move back and forward 3 months at a time lt and gt buttons Use the lt and gt buttons at the top to move back and forward 1 month at a time Criteria button If you only want the calendar to reflect requested days for certain employees then click the Criteria button and enable a filter Refresh button If a request is made while you are looking at the calendar you can click Refresh to reload the calendar Request Type The Request Type determines which requests should appear on the calendar Refer to the breakdown of request types mentioned earlier in this section Request Status The Request Status also determines which requests should appear on the calendar Refer to the breakdown of statuses mentioned earlier in this section 11 5 2 Approving Denying a Request 1 In WebManager go to Tools gt Request Manager In the Start and End fields enter the date range or choose a range from the drop down and click Update 3 Highlight the request and click Detail Data Management Inc 2010 All Rights Reserved This documentation may change without notice 9
318. new ways to be able to track employee time x In earlier versions of TimeClock Plus if an employee forgot to clock in and tried to clock out or if an employee forgot to clock out of the last shift and tried to clock in the operation would not be allowed Missed Punches if enabled create a missing clock in or out time flag it as a missed punch for manager review and allow an employee to proceed with the clock operation w TimeClock Plus provides the ability to round an employee s actual clock in out time either to their schedule or to a specified fraction of an hour Rounding rules if established in TimeClock Plus are based on what a company s pay policy s is for its employees A few examples include e Anemployee is scheduled to work 7 00 3 00 The pay policy states that if an employee arrives up to 8 minutes after his scheduled time 7 08 he will be paid based on their scheduled clock in time 7 00 However if he clocks in more than 8 minutes late 7 09 he will be paid his actual clock in time 7 09 e Anemployee does not work a specific schedule The pay policy states that if an employee arrives up to 5 minutes after the hour 8 05 she will be paid back to the hour 8 00 However if she arrives more than 5 minutes after the hour 8 06 her clock in time will be rounded to the next quarter of an hour 8 15 Clock restrictions may be enabled for WebClock and a Remote Data Terminal RDT In certain situati
319. ng a record the job code of that record will be selected for the next record If un checked then after adding a record the default job code per the Day Offset setting above will be entered for each record Data Management Inc 2010 All Rights Reserved This documentation may change without notice 5 3 Missed Punches If missed punches are enabled then an employee who forgot to clock in or out may record a missed punch and continue with the original transaction To enable missed punches by choosing one of these methods please refer to 12 0 17 Missed Punches For example an employee forgets to clock in and later tries to clock out If missed punches are not enabled then the operation will not be allowed However if missed punches are enabled he can record a missed punch and proceed with the clock out Later a manager will need to approve the missed in or out Otherwise closing the week will fail some of the reports will be unavailable and exporting hours will not be possible There are different missed punch methods One method records a blank time another records the scheduled time and another allows the employee to enter the time of the missed in or out Each method is flagged as a missed punch meaning it still has to be approved by a manager The blank method will produce something like this Start 1 1 2010 Fulend 1 16 2010 ES TimeClock Week To Date Update O Only display shifts that contain unappro
320. ng it 4 1 4 4 The Employee Job Code Settings The settings that will affect the employee when clocking into a job code are the employee job code settings the job code settings that you see here As stated earlier the job code settings in the Master Job Code List are the default settings So when you assign a job code to an employee from this tab those default settings will be applied However many of the settings may be overridden per employee After a job code has been assigned to an employee any changes made in the Master Job Code List will affect employees who are later assigned that job code but will not affect the employees who were already assigned that code To change the settings of an assigned job code you can select the employee in Add Edit and edit the job code or globally modify the job code Employee gt Global modification Data Management Inc 2010 All Rights Reserved This documentation may change without notice 4 1 4 4 1 Information Tab This tab is used to select a job code for the employee to manage the rate and adjust other settings such as the code being clockable or earning overtime Eq Edit Job Code Information Tracked Fields Custom Accruals Information Job Code 1 Administration v Pay rate C Use individual s default rate of pay 0 00 ce Specify a rate of pay for this job code Settings M Code is active must also be active in the Master Job Code List Vv Code is clockable
321. nge So if you enter 8 hours then anyone with 8 hours or more for the selected day or range will be selected in Quick Add Hours 4 Select the date 5 If non clockable records e g Sick or Vacation should not be included then place a check next to Include only segments in clockable codes 6 Click OK The employee list on the left side of Quick Add Hours should now select anyone who meets the worked requirements You may then proceed with adding hours to the selected employee s Anyone who was selected before you performed an auto select will still be selected This also means that after auto selecting if you go and perform another auto select it will append to the last auto selection To clear the selection from the Auto Select screen place a check next to Clear current selection before applying this selection Data Management Inc 2010 All Rights Reserved This documentation may change without notice 5 2 Enter Time Sheets Although time sheets may be entered in Edit Hours and Quick Add Hours this screen allows for even faster time sheet entry and is ideal in situations where one needs to enter a list of hours Number First Last E 1 Angelina Elliot 2 Nicholas Ryan A s David Reed Jack Parrish F 5 Mark ER 6 Nadia Shields 7 Michael Bradley a 8 Mia Ryder E 9 Brooke Berry 10 Elizabeth Arnold 5 2 1 Adding Time Sheets 1 In WebManager go to Employee gt Enter t
322. nge from the drop down list Each record includes the date it was posted the number of hours accrued number of hours taken the excess the amount of time that was accrued beyond the accrual caps if enabled for tracking purposes only whether the record was manually entered instead of automatically when the week was closed whether the accrual information was imported whether any adjustments were made for an accrual reset if enabled and any notes that were entered for the accrual In WebManager there are numerous reports that include the time earned spent and remaining Reports gt Pay Period gt Accruals report group Editing and Removing Accrual History 1 Click Accrual History 2 Choose the job code you would like to see from the drop down list If there aren t any accruals on file then the list will be empty Data Management Inc 2010 All Rights Reserved This documentation may change without notice 3 By default all accruals will be displayed To scan a selected range select View period enter the range next to Start and End and click Update Alternatively you may select a date range from the drop down list and then click Update 4 Select a record you wish to edit or remove 5 To edit the record click Edit make any desired changes and click OK 6 To remove the record click Remove and confirm the removal Adding an Accrual 1 Click Accrual History 2 Click Add Date Posted 1 2 2010
323. ngelina Elliot Clocking In 1 Click the Clock In button 2 Click Continue on the confirmation screen 3 Select the job code if there is more than one clockable code and click OK Clocking Out 1 Click the Clock Out button 2 Click Continue on the confirmation screen Going on a Break In situations where paid breaks are tracked a break minimum is enforced or break rounding rules are in effect there is a Break option 1 Click the Go on Break button 2 Select the break type if there is more than one break type 3 Click Continue on the confirmation screen Changing Job Code In situations where the employee has more than one clockable job code because time in different departments or tasks is being tracked there is a Change Job Code option to allow the employee to move between job codes 1 Click the Change Job Code button 2 Click Continue on the confirmation screen 3 Select the job code and click OK 1 This must be enabled in the WebClock Configuration This must be enabled in the TimeClock Defaults WebManager Data Management Inc 2010 All Rights Reserved This documentation may change without notice 18 2 1 Entering Time Sheets Adding a time sheet is useful when adding sick time vacation or holidays This allows you to define the length of the shift instead of a date out and time out Both the employee and job code must be configured for time sheet entry 1 Click the Time Shee
324. not calculate overtime in a best of situation for the employee Adding a Job Code 1 Click Add 2 Select a job code from the Job Code drop down list 3 Complete any or all of the tabs described in the next sub section and click OK Data Management Inc 2010 All Rights Reserved This documentation may change without notice Editing a Job Code 1 Select a job code 2 Click Edit 3 Make any desired changes and click OK Deleting a Job Code 1 Select a job code 2 Click Delete 3 Click OK to confirm If a job code is no longer necessary then we recommend you A deactivate it instead of deleting it in order to preserve the history of hours in that job code Entering a Raise Rate Adjustment TimeClock Plus will keep a history of hourly wage changes for each employee on a job code basis along with comments about the raise and an effective date 1 Click Raise The default rate will appear along with any job codes that have an individual rate Job codes that are configured to use the default rate will not appear 2 Select the default rate or the job code s that should be affected by the raise 3 Enter the new rate of pay the effective date and any comments about the rate change 4 Click OK Other Options Active only If enabled only job codes that are active will appear When adding a code you can choose from a list of active codes You may make the code inactive while adding editi
325. nter the other system s identifier as the Export Code v Time is captured and tracked with a job code for each employee These codes may be as simple as Hourly Sick and Vacation may designate a department or may be based on the tasks an employee would perform For example Bob Smith may work in Assembly Job Code 1000 and float from Assembly to Shipping Job Code 2000 throughout the day To track his movement between the two assign him job codes 1000 and 2000 and as he changes job codes in WebClock or on a Remote Data Terminal RDT you will be able to track his time between both areas TimeClock Plus has two types of job codes clockable and non clockable Clockable job codes are used by an employee when clocking in through the WebClock or Remote Data Terminal RDT Non clockable job codes are used by a manager when inputting time manually through WebManager e g Sick time A job code is typically the equivalent of a pay code in your accounting application v Employees perform clock operations clock in out go on break or change job code via WebClock or a Remote Data Terminal RDT A combination of these two methods can also be utilized For example you may have administrative employees who clock in out via WebClock while warehouse personnel swipe their badges at an RDT on the warehouse floor This enables employees to clock in out as close to their workstations as possible As technology progresses we are constantly looking at
326. ntered here will be highlighted in the Daily Overall Schedule Column highlight color This allows you to change the color of the highlighted range Display open shifts If enabled open shifts will be displayed in the Gi Day overall echedule options Deplay Colors Display traa Selert a mange to be highlighted in the individual schedule Starting hur 1200 AM Endeng hours 1A AM Column highlight coler Display options J Dinglay osgan a hifta J Displey onali a ifta Y Diapiay all segmenta far esth individual on a single line except pan on call graph Ok Cancel Display on call shifts If enabled on call shifts will be displayed in the graph Display all segments for each individual on a single line except open on call If enabled all shifts for a single employee will display on one line of the graph Colors Each type of shift is displayed in a different color To change the color of a specific type of shift click on the box next to it and select a new color Load Defaults This button will reset all of the colors to their default 13 5 2 10 Copying and Pasting 1 In the Employee Schedule or Fixed Schedule right click on the day week you wish to copy or select the day click Edit gt Copy and select from the list of options e Selection Select this to copy the day s you selected For example if you wanted to copy Monday and Tuesday or Tuesday and Friday the
327. ntry location selected is Employee the system would read 1234 as the employee number during a swipe Use portion of the badge If selected TimeClock Plus will look at only a portion of the badge to determine the entry location Assume 1234 is encoded on the badge and that e The entry location selected is Employee e The Starting at position is 1 e The Ending at position 2 The system would read 12 as the employee number during a swipe Use last characters in badge If selected TimeClock Plus will look at the last x characters on the badge to determine the entry location Assume 1234 is encoded on the badge and that e Entry location selected is Employee e The number of characters to use at end of badge is 2 The system would read 34 as the employee number during a swipe Data Management Inc 2010 All Rights Reserved This documentation may change without notice Proximity Translation e Disabled If selected WinRemote will not translate meaning the system will read the binary number when scanning the badge e Occurs prior to parsing the badge If selected WinRemote will translate the badge number from binary to decimal first and then parse it e Occurs after parsing the badge If selected WinRemote will parse the badge number first and then translate what was parsed to decimal Assume the badge number in the binary is 11101101101111011100010001 and the employee number is a portion of that 111011011011110111000100071
328. numeric with symbols symbols such as and dates hours e g 10 30 AM and specific characters Custom field information may also be imported and exported This does require that the custom fields are created prior to the import For example if custom fields are created at the employee level then custom field information may be included when importing employees Data Management Inc 2010 All Rights Reserved This documentation may change without notice 12 7 1 Adding a Custom Field Creating a custom field can involve several steps as many as 18 steps as explained in 12 7 3 Complete Overview of Custom Field Configuration but the process can be as simple as 1 Choose from the tabs at the top where you wish to add a custom field e Employee These fields are for information entered on an employee basis Add Edit e Master Job Code These fields are for information entered on a master job code basis Master Job Code List e Employee Job Code These fields are for information entered on an employee assigned job code basis Add Edit e Employee Hours These fields are for information entered on an employee shift basis Edit Hours or Quick Add Hours 2 Click Add 3 Enter a name 4 Choose the data type what characters are allowed 5 Choose the length how many characters are allowed 6 Choose the entry type edit only or item list 7 If item list was selected then in the Selection List area build the lis
329. nvolve more than one manager creating a user for each manager is recommended so that 1 limitations if necessary may be placed on that user where the user can go what the user can do and who the user can access 2 the user s activity can be logged changes made to hours are tracked by the Hour Edit Log and 3 reports may be e mailed if enabled In WebManager go to Configuration gt User list No user selected UserId User Name User Role C Assign user to role ASHLEY Ashley Anderson None Q Apply specific permissions to user In this window you may add or remove a user create or change the user s password select which employees the user can access which job codes are available and establish what the user can do access rights Data Management Inc 2010 All Rights Reserved This documentation may change without notice There are four steps in the setup of a user create the user ID and Name set the user properties e g which employees and job codes the user can access set a password and establish the user rights where the user can go and what the user can do in TimeClock Plus In most areas of the system when a user logs on the only items that will display are those to which the user has been granted access permission 12 2 1 Adding or Editing a User 1 In WebManager go to Configuration gt User list 2 Click Add User Id User Name Copy settings from Blank User Ok
330. ny problems 9 Click Process The next three sections 17 1 1 2 17 1 1 3 and 17 1 1 4 discuss ways to quickly enter schedules 17 1 1 2 Copying and Pasting 1 From the Apply Schedule tab right click on the day week you wish to copy or select the day click Edit gt Copy and select from the list of options e Selection Select this to copy the day s you selected For example if you wanted to copy Monday and Tuesday or Tuesday and Friday then you would select them using the Ctrl key right click on either day click Copy and Selection e Day Select this to copy the selected day e Week Select this to copy the week If you have more than one week opened then right click on a day in the week you wish to copy click Copy and Week e Schedule Select this to copy the entire period for an employee So if you have more than one week opened this option would copy schedules from all of the opened weeks 2 Right click on the day week you wish to paste the schedule to click Paste or select the day week click Edit gt Paste and choose Saved x x the option you chose on step 1 Data Management Inc 2010 All Rights Reserved This documentation may change without notice 17 1 1 3 Trick behind Dragging and Dropping 1 From the Apply Schedule tab select the day you wish to drag do not click and hold but click on the day and release 7 Ifyou click and hold then dragging the mouse will highligh
331. o re open that week When you un close the week e The Current Week will be adjusted back to the week before it Data Management Inc 2010 All Rights Reserved This documentation may change without notice e Absences tardies and accruals that were recorded for the week you are un closing will be removed They will be re posted when you close the week again If you have schedules and enabled the auto copy auto transfer options schedules that were copied forward schedules that were transferred to hours will not be removed 1 In WebManager go to File gt Undo close week There will be a warning message that asks you to confirm 2 The week you will return to after you unclose the week will appear in the warning If you wish to return to that week then click Yes SECTION VII MANAGER REPORTS 7 0 Payroll Reports TimeClock Plus includes a long list of reports that boast a wealth of information These reports have been broken down into different sections Payroll Reports in the first section reflect hours on an employee basis in either a detailed breakdown or summary Reports that reflect tracked information estimated wages supplemental pay missed punches and shift notes are also available in this section Job Code Reports Reports in the second section reflect hours on a job code basis in either a detailed breakdown or summary This turns the focus to your job codes allowing you to see how time is being spent in
332. o scroll right to see the field Enter the export code badge number or classification and press Enter To clear the filter right click on the list and choose Clear filters When right clicking on the list there are also options to group the employees by classification department or last name initial To disable the grouping right click on the list and choose Disable grouping Their fixed availability weekly will display on the right side of the screen 3 Under the Fixed tab click and drag in the grid to select times at which the employee will be unavailable In the example below 8 AM 12 PM on Friday has been marked unavailable So the system will not allow a schedule to be created on any Friday at those times for the selected employee Hamme Angelina Elliot fl Unavailable a Fixed unavailable Available Number First Last Fined Period 1246 JAM JAM JAM 4246 SANM GAM TAM AH GAM 104M LIAM 130M 196 3PM JF 5 ona Ellie J j ll ll l l l Zz Mec hice as Ayan Sunday 3 David Aeed 4 Jack Parrish Monday art Alascander Hadis Shields Michael Bradley Tuesday 3 Brocka Barry wednesday 1 bath id 1 2345 67 Thursday 1 te 1d of 61 l Friday Sehurday i Parod Save 4 Under the Period tab you may edit their availability for a specific date To open a different week click on the Period button Then click and drag to select times at which the employee will be unavailable on that date In the exampl
333. o set a blank pin number M Allow vieving of hours worked M Allow approving of punches on screen only T Allow printing of hours from view screen on screen only I allow vieving of previously entered shift notes on screen only O Allow entering of shift notes on screen only O Allow vieving of accruals up to current week I allow viewing of schedules for up to how many weeks M Allow vieving of last punch M allow the use of the break button M Allow change job code option T allow editing of hours from the employee access terminal Vv Show employee id number when performing an operation m Prevent clock in if a conflicting shift segment exists g g Vv Only perform round to minute if not already rounded to schedule On Screen Time Sheet Entry Allow time sheet entry up to 0 day s in the future and 0 day s in the past E Allow employee to view current hours for this period when entering a time sheet O Default initial time sheet to today s date NOTE Time sheet entries in the past vill not be allowed prior to the start of the TimeClock week even if this setting allovs it z Client Settings Id Search Missed Punches Ok Cancel This section includes settings that affect the employee in WebClock or a Remote Data Terminal e g which self service options should be available viewing hours schedules accruals etc Allow employee to change his her pin number If enabled employees will be able to change their pin
334. ob code If a record appears in red text it means it contains a break Green text indicates a conflict with another shift In order for a record containing a break to appear in red the option must be enabled Options button gt Display tab gt Highlight shift segments that contain breaks The employee s accrual balances and time taken will display in the bottom left panel entitled Accrual Information Accruals are only updated when you close the week If you didn t close and last week s hours or earlier appear then these values will A not reflect actual time taken or accrued during the current week The system will attempt to estimate the remaining accruals based on hours used during weeks that have not been closed The employee schedule will display in the bottom right panel entitled Schedule Information It will display schedules from the beginning of the week you are viewing to the end of the current week in WebManager Columns in the Hours Panel Some of the columns may need some explanation O M I Note Edited and B e The O column will contain a check mark if the record has been approved by someone other than the manager and employee in Edit Hours or Approval Manager For each record click in this column to add remove a check Data Management Inc 2010 All Rights Reserved This documentation may change without notice The other group is another group that approves hours if you have one and does not in
335. ob code If enabled the employee will be prompted to choose a cost code when changing job codes This will not happen if the employee is changing to a job code that doesn t require a cost code If disabled the same cost code from the last job code worked will be used by the new job code Force badge usage to perform a clock operation No manual entry When swiping a badge magnetic or bar code there is still an option to enter the employee number For example when employees press Clock In they can either swipe a badge or enter their number If this option is enabled then the ability to enter their employee number will be removed When the employees press Clock In for Data Management Inc 2010 All Rights Reserved This documentation may change without notice example the screen will read Swipe Badge Now and won t accept a manually entered employee number i If you want to require your employees to swipe a badge then enable this D It is also a good option to protect the employees since one employee could see another entering his number and access his hours Log failed clock operations If enabled operations that failed will be logged in a text file To view this file click View Log out beside this option An example of a failure would be an employee who presses No Esc during a clock operation Allow message viewing from the view menu If enabled a Messages button will be added to the View menu on the terminal M
336. ob code 1 and 4 hours on Tuesday in job code 2 e If un split a single record would be exported for employee 1 showing that 12 hours were worked e If Split by Job Code is enabled then two records would be exported for employee 1 showing that 8 hours were worked in job code 1 and 4 hours were worked in job code 2 Click Save Eq Saved Export C Replace O Create new saved export Saved Export Options Export Comma Delimited Description Make this export visible to all users Save criteria with this export Save export options with this export Save output file names vith this export criteria Configure Jptions Save Cancel If you are creating a new export leave Create new saved export selected If you are replacing another saved export select Replace and choose the saved export you re replacing from the drop down list Enter a Description If you are replacing another saved export this description will overwrite it Choose the accessibility and parameters of this export e Make this export visible to all users If this is checked then the saved export will be available to everyone If un checked then it will only be available to the user who saved the export e Save criteria with this export If this is checked then the criteria you define from the Criteria button at the bottom of this screen will be saved with the export Data Management Inc 2010 All Rights Reserved This documentation may change wi
337. ock e Remote access terminal edit hours passwords Passwords required to edit employee hours from the Remote Data Terminal 2 Enter the minimum length of the selected password 3 Choose one some or all of the character types lowercase uppercase digits and non alpha numeric Enter the minimum number of characters next to each Non alpha numeric characters are symbols examples 4 Click Calculate and the minimum length field will be updated to reflect the new minimum length based on the minimum characters entered below Data Management Inc 2010 All Rights Reserved This documentation may change without notice 12 0 6 Mail Settings Defaults This section allows you to define your SMTP settings This is only necessary if you want to have the ability to e mail reports to other users or schedule request approvals denials to the employees Global Settings Display Settings Calculations Time Settings Breaks Password Policy TET Manager Settings Reminder Bar Employee Entry Add Employee Accruals Close Week Editing Hours Minor Tracking z Scheduler Settings Miscellaneous Client Settings Miscellaneous Id Search Missed Punches Mail Settings fi Mail Server SMTP Server SMTP Port Number 25 l Enable encryption TLS E Outbound server requires authentication User Id Password Test Settings SMTP Server The name or IP address of y
338. ode 1000 Back Finish Cancel This screen displays a summary of the accrual rule that was created or edited Data Management Inc 2010 All Rights Reserved This documentation may change without notice 12 6 Holiday Calendar TimeClock Plus provides the ability to set up holidays and track hours worked on holidays In addition if applicable to your organization you can set up overtime rules for holidays worked so that hours are categorized correctly and premiums are paid For holiday hours to be treated differently 1 the holiday must be on the Holiday Calendar and 2 overtime settings premiums for holidays must be set up for each employee Employee gt Add Edit gt select an employee gt Overtime tab gt Advanced gt Holiday tab 64 December 2010 gt bb I Calculated as holiday Not calculated as holiday Holiday Rules No holiday rules to display Add Edit Adding a Holiday 1 In WebManager go to Configuration gt Holiday calendar Go to the month of the holiday using the lt and gt buttons at the top The lt lt and gt gt buttons will let you move three months at a time 3 Double click on the day or click Add Eq Holiday Editor m Information Description v Calculate qualifying hours worked on this date as holiday hours Details ce Single date 12 24 2010 ER v Weekly on C Monthly on day v of the month C Yearly on C First v of C
339. om Accruals Override settings No overrides Accrual Reset Do not automatically reset accruals to this job code Reset accruals to this job code on the individual s hire date anniversary Reset accruals to this job code on a specific date On reset date the accrual remaining resets to or less NOTE When an accrual is reset an adjustment is entered into the accrual history to make the total available match the reset amount Accrual Caps E Cap accruals to this job code Cap is based onf Hours accrued G H Cease accruing hours if hours exceed ce pees oa Entire history Yearly beginning on hire date amp Yearly on a specific date Ok Cancel Override settings Choose whether or not the reset and cap settings should be overridden e No overrides If this is selected then the reset and cap settings for this job code in the Master Job Code List will be used e Override master accrual reset settings If this is selected then the reset settings below will become available to change and will override the reset settings for this job code in the Master Job Code List Data Management Inc 2010 All Rights Reserved This documentation may change without notice Override master accrual cap settings If this is selected then the cap settings below will become available to change and will override the cap settings for this job code in the Master Job Code List Override master accrual cap and reset settings If this is se
340. on employee reviews hire date anniversaries and birthdays By default events that are 10 days behind and ahead will appear J The number of days behind and ahead reflected in the Reminders may be x changed Configuration gt Preferences gt Defaults gt Manager Settings gt Reminder Bar 1 In WebManager go to View gt Reminders Data Management Inc 2010 All Rights Reserved This documentation may change without notice Tasks Reviews Anniversaries Birthdays Tasks Add Clear All Clear Completed 2 Click on any of the tabs to view upcoming events 3 If you want to enter a task enter it in the Task field and click Add 4 Once the task is complete place a check next to that task S P There is an option to Automatically remove a task when it is marked complete Configuration gt Preferences gt Defaults gt Manager i Settings gt Reminder Bar If you click Clear All and click Yes to confirm the entire check list will be removed If you click Clear Completed then only the completed checked tasks will be removed SECTION V MANAGING EMPLOYEE HOURS The ability to add or edit shifts is essential in any timekeeping system There are several sections that allow hours to be entered or approved Edit Hours is the only section that allows the user to change or delete records From there a user can add or edit time on an individual basis adding time for non clockable jo
341. on 4 9 2010 from 9 AM to 5 PM e will not exceed 40 hours for week after the 9 5 shift on 4 9 is added Data Management Inc 2010 All Rights Reserved This documentation may change without notice fy Availability filter F Filter achadulad based an the apecified requirarnvents Only display individuals whe fan neck this job coda l Seinen And con work thia aegment 4 9 2010 ay OO AK 42010 p S00 AM J And con work the apectfied times without going ever 40900 minutes in the week 13 5 2 7 Weekly Overall Schedule Options The Options button is used to configure how information is displayed in the Weekly Overall Schedule Primary sort and Secondary sort This is the first and second method of sorting employees in the Weekly Overall Schedule The list of employees will first sort by the primary field and then by the secondary Time format Determines how time should appear in the fy Weekly overall schedule options Weekly Overall Schedule Culture uses the regional settings on the computer that the program is running on Culture Fixed does the same but displays a fixed length time even if the time has single digits So instead of 9 00 it displays 09 00 Display Sort Order Select the sort order for the list of individuals and the prpocated hours Primary gort Niienker 7 Sendar pomt None Options Tirne format Culture Si Ask for cenvhinmation when daieting schedule infenmatian Normalize n
342. on or the desired number of decimal places up to 5 decimal places Data Management Inc 2010 All Rights Reserved This documentation may change without notice e Rate precision Choose the desired number of decimal places for rates Some areas of the application will override these settings For example the options in Edit Hours include display formats that will overwrite the time date and hour formats established here 12 0 2 Calculations Global Settings Calculations Display Settings Settings Sp Moe Calculations O Include premium pay in base rate when calculating overtime E Pay multiple premiums if they occur in the same shift segment Time Settings rr A i A Calculate hours counting toward overtime but not earning overtime first Breaks How do forced overtime segments count towerd overtime Always count bd Password Policy How many hours constitute a day worked 00 01 a e E Mail Settings r Maximum length of a worked segment 24 00 Manager Settings Reminder Bar Employee Entry Add Employee Accruals Close Week Editing Hours Minor Tracking Scheduler Settings Miscellaneous Client Settings Miscellaneous Id Search Missed Punches This section includes settings that are specific to overtime and to premiums that occur for hours worked during a certain period e g on a holiday It also determines how forced overtime counts toward overtime the number of hours that
343. ond column and selecting the appropriate field 7 Click Next will be assumed to have the same format as the first A You are mapping a single row so all other rows records in the import 8 Click Next importing any information If enabled the import will be simulated to validate the file None of the data will be imported but the system will look at the file and report any problems we anal There is an option to Validate the contents of the import file without 9 Click Finish 16 2 1 The File Information Screen File type Select the type of file you are importing from the File type drop down list You can import 3 types of files DBASE compatible fixed length ASCII or delimited ASCII Text Records to skip In some source files the initial record s may serve as a space holder or header record titles for each column of data By entering a number in this field you designate the number of records rows to skip before beginning the import Map record The number entered here designates the record row to display on the next screen the Mappings screen where you tell the system what each field represents The row number entered will appear as blue text in the File Preview Default map file If you plan to import on an ongoing basis and the files have the same fields then you may save the map on the Mappings screen That map can then be loaded from the Mappings screen during future imports Alternatively
344. ons T Allow individual to split worked segments from view hours in On Screen TimeClock C Alvays use default job code when clocking in E Use Default Information Approvals e Shifts worked must be approved by manager before closing the week or exporting If enabled all shifts for employees will have to be approved by a manager before the week can be closed and before hours can be exported This approval is performed via Edit Hours or the Approval Manager e Shifts worked must be approved by employee before closing the week or exporting If enabled all shifts for employees will have to be approved by the employee before the week can be closed and before hours can be exported This approval is performed via the View Hours process in WebClock Edit Hours or the Approval Manager e Shifts worked must be approved by other before closing the week or exporting If enabled all shifts for employees will have to be approved by some in the other group before the week can be closed and before hours can be exported The other group is another group that approves hours if you have one and does not include the manager or employee This approval is performed via Edit Hours or the Approval Manager refer to 5 5 Approval Manager Options e Allow individual to manually enter standard time sheets from client applications If enabled the employee will be able to enter amount based time sheets from the WebClock S Th
345. ons they will occur during a clock operation and prevent the employee from clocking in or out without a manager override These situations include Data Management Inc 2010 All Rights Reserved This documentation may change without notice Clocking in or out too early late requires a schedule Returning from a break too early Clocking in after reaching overtime Clocking in after reaching a certain number of hours in the week x Holidays may be established and special overtime settings or premiums for hours worked on those days may be set up v Accrual Rules may be created to track accrued time such as Sick and Vacation The calculation of an accrual can be based on hours worked during the week or the accrual can be a set amount that accrues weekly monthly or annually A Close Week operation must be performed regularly to trigger different mechanisms such as calculating accruals maintaining accrual balances and archiving hours tardies and absences You should close the week once all hours have been edited and approved You can have up to 8 weeks open at a time Managers may not add a shift to a date that is more than 56 days after the start of the current week in WebManager For more information refer to Section VI Closing the Week Many of the screens in TimeClock Plus may be filtered according to user defined Criteria For example a user may want to only see employees 23 47 and 55 59 From the Criteri
346. optional companion module to WinRemote s Digital Output module Data Management Inc 2010 All Rights Reserved This documentation may change without notice 22 1 Loading a Module Log into Module Manager Select the tab of the module type to be configured To load the module double click on the module or select it and click Edit You will see an option to Load this module Place a check next to that option and click OK Anyone logged in will need to re open the application to access the module ace Module Configuration X Module Job Costing Module Company 00001 Data Management m Module Default Settings These settings will be applied to all computers in the network M Load this module Halt application if module cannot be loaded Lok Conca 22 2 Registering a Module These steps are only necessary if AutoUpdate is unable to obtain the module In that event please contact DMI Customer Service 325 223 9300 to have the module sent to you Upon receipt of the module follow the steps below 1 On the server place the module in the TimeClock Plus 6 0 directory 2 Log into Module Manager 3 Click Add 4 Verify that Look in is pointing at the TimeClock Plus 6 0 directory Add Module X Look in IEAA m a EA rs A a EAA m Module Description E Activation Module L Job Costing Module 5 Select the module from the list and click OK 6 Enter the module s activation key prov
347. or scheduled rounding is enabled Double Click Settings This is the behavior of Who s Here when double clicking on a record Data Management Inc 2010 All Rights Reserved This documentation may change without notice e Open clock out form If this is selected the screen for clocking the employee out will open It will only open if you double click on a clocked in record e Open change job code form If this is selected the screen for changing an employee s job code will open It will only open if you double click on a clocked in record e Open shift information form If this is selected the screen with the employee s shift information will open It will only open if you double click on an employee who is in the middle of a shift e Launch Edit Hours for the selected individual If this is selected Edit Hours will open and automatically select the employee who was double clicked in Who s Here Settings Colors hd Even row shading color E ini Clocked in segments ty On break segments i Auto out segments ai al Clocked out segments E ka Long segment 1 H Long segment 2 ty Clocked in minors NOTE The settings for Long segment 1 2 and Clocked in minors will override the color for Clocked in segments if the individual meets the criterion required for these options Default Even row shading color This is the color of the even rows in Who s Here Clocked in segments This is the color of records t
348. ort for Payroll Period exports are available in different formats including 1 Standard Period Exports e ASCII Text File Comma Delimited Costing Information Excel Lotus Weekly Summary 2 Custom Exports Export Module Custom exports export modules allow you to export hours to a file that your payroll software can import It is an additional purchase from DMI 8 0 1 Standard Period Export Available Fields In an ASCII Text the fields exported are Export Code Name SSN Rate Regular Hours Overtime 1 Overtime 2 Tracked Field 1 Tracked Field 2 Tracked Field 3 In a Comma Delimited export the fields exported are Employee Number Export Code SSN Job Code Rate Regular Hours Overtime 1 Overtime 2 Tracked Field 1 Tracked Field 2 Tracked Field 3 Data Management Inc 2010 All Rights Reserved This documentation may change without notice In an Excel Lotus export the fields exported are Export Code Name SSN Job Code Rate Regular Hours Overtime 1 Overtime 2 Tracked Field 1 Tracked Field 2 Tracked Field 3 In a Costing Information export the fields exported are Export Code Name Job Code Rate Regular Hours Overtime 1 Overtime 2 Tracked Field 1 Tracked Field 2 Tracked Field 3 In a Weekly Summary export the fields exported are Export Code Regular Hours Overtime 1 Overtime 2 Tracked Field 1 Tracked Field 2 Tracked Field 3 8 0 2 Exporting t
349. ou can select a different configuration for each employee 4 1 Adding and Editing Employees Add Edit Add Edit is where employee information and settings may be maintained In this section new employees are added and existing employees are edited The information available includes e Personal information such as name address social security number date of birth and phone number e Other information such as the hire date PIN photo review and cumulative archived data tardies absences regular hours and overtime accruals raises and messages The settings available include Job Codes Overtime Accrual Rules Restrictions rounding and clock restrictions o The restrictions are based on the employee s total hours for the week e Scheduler clock restrictions and rounding o The restrictions are based on the employee s schedule e Approval requirements and time sheet split shift access Misc tab e Managers Access tab QUICK START There are only four fields required for employees to clock in out the Employee ID number First Name Info tab Last Name Info tab and a clockable job code Jobs tab The remaining employee data can be added later if you prefer Though it s not required it is recommended that you enter the employee s Hire Date as other features depend on this information accruals criteria and employee reviews 4 1 1 Adding an Employee Before adding employees ensure that all of
350. our SMTP server SMTP Port Number The port number for SMTP traffic Enable encryption TLS Place a check next to this to enable Transport Layer Security if enabled for your mail server Outbound server requires authentication If the outbound server requires authentication then enable this User Id and Password Enter your network user name and password and click Test to test the settings 12 0 7 Reminder Bar Defaults Automatically remove a task i Reminder Bar Global Settings when it is marked complete If enabled once you mark a task in the Reminder Bar Tasks tab as complete it will be removed from the list Display reviews within the past X days and in the next X days Specify the time frame in which upcoming or recent reviews should appear in the Data Management Inc 2010 All Rights Reserved This documentation may change without notice Display Settings Calculations Time Settings Breaks Password Policy Mail Settings Manager Settings Employee Entry Add Employee Accruals Close Week Editing Hours Minor Tracking Scheduler Settings Miscellaneous Client Settings Miscellaneous Id Search Missed Punches Tasks O Automatically remove a task when it is marked complete Reviews Display reviews within the past 10 days and in the next Birthdays Display birthdays within the past 10 days and in the next Anniversaries Display
351. ours into the specific file layout This does require an additional module For a complete list of available modules contact TimeClock Sales If you have an export module you should have received documentation that is specific to the configuration of that module You should refer to that documentation for the module configuration and the export process You may also contact TimeClock Plus Technical Support for further help with the export module configuration and export process Data Management Inc 2010 All Rights Reserved This documentation may change without notice 8 1 Employee and Job Code Data The process of exporting data is the same for every type of employee and job code export The only difference is the fields available for exporting Place a check mark next to each item to include in the export format Right click on the list for more options Width Number of Tags Include Field Edit NUMBER Edit FIRSTNAME Edit LASTNAME Edit ADDRESS1 Edit ADDRESS2 Edit DEPARTMENT Edit BADGENUM it NETWORKID im Edit PIN Description Employee Number First Name Last Name Addressi Address2 City State Zip Code Suspend Status Export Code Social Security Department Badge Number Network Id Edit PHONE Edit CELLPHONE di im ir DOB Cell Phone Birthdate V Hide fields that cannot be imported V Surround string fields in quotations V Include header row Format Delimited v Comma
352. oved A from all employees Rules should only be deleted if they are no longer needed 12 5 3 Accrual Rule Wizard The wizard has five pieces Information Rule Type Period Settings Summary a The Information screen allows you to define the rule ID only when adding and a name when adding or editing The Rule Type screen allows you to specify whether or not the rule is based on hours worked If it is based on hours worked then you may select the type of hours Regular Overtime etc The Period screen is where you establish the frequency of the accrual rule how often it should post e Daily is only an option if the rule is based on hours e Monthly and Yearly are only available if the rule is not based on hours The Settings screen is where you may enter the number of hours that should be accrued select the job code that is accruing time and create a start and indicate if and when the rule should start stop posting The Summary screen provides a overview of the rule you are creating Each screen is broken down field by field in the following sections Data Management Inc 2010 All Rights Reserved This documentation may change without notice 12 5 3 1 Information Bee Information Enter a rule identifier for this rule Each rule in the system must have a unique rule identifier which is used for tracking the rule throughout the application Rule Id 1 Enter a description for the accrual Th
353. oyees will be able to view their schedule for the current work week from the terminal or WebClock Allow viewing of last punch If enabled employees will be able to view their last clock operation from the terminal or WebClock Allow the use of the break button If enabled the Break button will appear on the terminal and WebClock For WebClock the Break button must also be enabled when configuring the settings from the Login screen for WebClock click User Login gt log in as the supervisor gt select the configuration gt Select button gt Display break button Allow change job code option The button for changing job codes will be enabled and active in WebClock as well as on a terminal Allow editing of hours from the employee access terminal Users can edit employee hours from the terminal using the Edit Hours function Show employee id number when performing an operation The employee s number will display as they enter it to clock in out of the system If not enabled asterisks will display as the number is entered Prevent clock in if a conflicting shift segments exists If enabled employees will not be allowed to clock in if there is a conflicting shift Only perform round to minute if not already rounded to schedule If enabled the system will not perform both rounding to schedule and rounding to minute Allow time sheet entry up x day s in the future and y day s in the past If time sheet entry has been
354. p of defaults that should apply to this employee For more information on setting up the defaults refer to 4 5 Employee Defaults am Data Management Inc 2010 All Rights Reserved This documentation may change without notice 4 1 4 5 1 Advanced Overtime Settings The Advanced button will take you to a window that allows you to set up special overtime settings or shift premiums for the sixth consecutive day seventh consecutive day and or holiday Sixth Day tab If overtime is calculated differently for the sixth consecutive day worked select the option Override overtime settings for these days This will make the two fields below Overtime 1 after and Overtime 2 after available to change For example if you want to pay overtime 1 on the sixth consecutive day for any hours up to 8 and overtime 2 for hours over 8 you would enter 0 00 for Overtime 1 and 8 00 for Overtime 2 Another example if you only want to pay overtime 1 for any hours worked you would enter 0 00 for Overtime 1 and 99 00 for Overtime 2 disabling Overtime 2 If you pay a shift premium for every hour worked on this day then select Pay a shift premium of and enter the amount of that premium Sixth Day Seventh Day Holiday On the 6th consecutive day of a work week how are the hours calculated Q No special action for these days C Override overtime settings for these days Overtime 1 after hours in the day Overtime 2 after hours in t
355. payroll application can import and more These modules can be installed by downloading the module with the AutoUpdate application this requires an activation key available through your TimeClock Plus Sales Representative Once installed the module has to be enabled in Module Manager If a module cannot be acquired Data Management Inc 2010 All Rights Reserved This documentation may change without notice by AutoUpdate it can be sent by DMI Technical Support 325 223 9300 and installed using Module Manager lf you purchase a module e g the Multi Company module or Job Costing module 1 Click Module 2 Enter the module key provided and click OK The module key should be located on your original invoice If you do not have the activation key you may contact your sales or support representative to get your module activation key It will connect to TimeClock Plus server and download the latest module Next you need to load the module in Module Manager refer to Section XXII Module Manager 21 4 Other Options in AutoUpdate Revisions This button will allow you to view the changes made in each release update 1 Click Revisions Next to Application select which web application s revision history you wish to access by clicking the arrow and choosing from the list of applications 3 A list of the downloaded releases will appear with the date those releases were posted Click the next to a release and the rev
356. ployee Job Information Report provides a listing of the job codes currently assigned to each employee and can also be formatted to include the hourly rate for each job code raise rate adjustment dates etc Job Code Information Report Printed on 1009 2008 at 10 31 Ph Humber Hame Class Export Code 55M Job Code Description Rate Raise Date 5 Mark Alexander Z ALES 257 51 25 6676 1 Administration 12 00 2 Human Resources 11 50 6 Nadia Shields 1 WS8e85 4653 61 7563 5 Service 10 00 at Shipping 11 15 Data Management Inc 2010 All Rights Reserved This documentation may change without notice 1 In WebManager go to Period gt Employee job code report 2 Enable one or all of the options for the report depending on the items you wish to include in the report 3 Next to the Print only these job code items field specify the job codes that should be included You may choose from a list by clicking the button or enter the codes manually using a comma to separate each job code 4 To choose which employees should be included in the report click Criteria choose a filter configure it and click OK If you want to include everyone that you have access to then do not worry about the Criteria 5 To view or print this report click Print and choose from the list of outputs 7 1 3 The Employee Accrual Rule Report The Employee Accrual Rule Report provides a listing of accrual rules currently assigned to each employee Accrual Rul
357. ployee is restricted from clocking in x minutes after his her scheduled time in and the restriction is overridden the employee will be asked to enter a shift note Data Management Inc 2010 All Rights Reserved This documentation may change without notice o Early clock out If an employee is restricted from clocking out x minutes before his her scheduled time out and the restriction is overridden the employee will be asked to enter a shift note o Late clock out If an employee is restricted from clocking out x minutes after his her scheduled time out and the restriction is overridden the employee will be asked to enter a shift note o Over maximum hours If an employee is restricted from clocking in after reaching x number of hours in the week and the restriction is overridden the employee will be asked to enter a shift note o In overtime If an employee is restricted from clocking in after reaching overtime and the restriction is overridden the employee will be asked to enter a shift note o Return early from break If an employee is restricted from clocking in too early from a break if the job code has a minimum break length and the restriction is overridden the employee will be asked to enter a shift note 18 7 5 Access Certain classifications or job codes may be restricted from using WebClock l Sa Add eS TimeClock Pl WebClock 2 Enter the Description of this access LT template a 3 From the Class
358. ployee names will be the same case For example if the employee s name is on file as JOHN DOE then by enabling this option it will be converted to John Doe in the reports This Data Management Inc 2010 All Rights Reserved This documentation may change without notice method is not always reliable for names such as McDonald or McMurry where the names are mixed case Normalize job code names to same case If enabled the job code names will be the same case For example if the job name is on file as ADMINISTRATION then by enabling this option it will be converted to Administration in the reports 14 4 2 Miscellaneous Tab This tab controls the sorting of a report and the default period Period Report Options Formatting Options Miscellaneous Print Options Sarting Firat aort kayi la Murnb r Second port key None Third sort keyi Hone Delauha Default reporting period ToneClock Week Sorting From the First sort key drop down list select the field you would like the reports to be sorted by Not all reports adhere to this sorting order For example it is not possible to sort a job code report by employee number because employee information is not displayed Then if desired select a second sort key and a third Default reporting period Choose your default reporting period This is the date range that shows on the Period Reports screen by default and may be changed at any time 14 4 3 Print Options Tab
359. ppreved pprir l Ha E Tha indiviual mui egre b ire thay can painan a approval Approeed Ss peta nip ees Pobo indie An inecieviduy required to arte gbe when perigar mg a rechiced but approved com operation Salact the gperskionr that magare the employee to anker a rots C Dary clock im E Gaar makina Power r PERI E Late dod in in ovastimia C Barly deck out F Reben airy fron break D Late ded oat k Cancel nesve m t minuter asome APh at Cate menepemment tne an Angelo THUSA e Approval Message If you wish to display a message at the top of the View Hours screen that pertains to the process of approving hours legal or otherwise then enter that message here e The individual must agree before he can perform an approval If enabled the employee will be presented with the Approval Message entered above and the question Do you agree to this statement If the employee clicks Yes then the approval will be recorded If the employee clicks No then the approval will be discarded Agreeing to the Approval Message is only required once for every visit to the View Hours screen e Approved Operation Note Entry If any of the restrictions enabled in this section are overridden a shift note will be required o Early clock in If an employee is restricted from clocking in x minutes before his her scheduled time in and the restriction is overridden the employee will be asked to enter a shift note o Late clock in If an em
360. r e WebManager s default time out 20 minutes e WebClock s default time out 5 minutes e WebScheduler s default time out 20 minutes 12 2 3 2 Employee Access Tab ion Employee Access Job Code Access Passwords Termination Date Suspended Under the Employee Access tab if the user should have access to every employee then the option This user can access all individuals should be selected Data Management Inc 2010 All Rights Reserved This documentation may change without notice If the user should have access to specific employees then the option This user can access only specific individuals should be selected If you select this option then place a check next to the employees that should be accessible To choose which employees should be included in the list click Filter choose a filter configure it and click OK If you want to include everyone that you have access to then skip this If the user should have access to the majority of employees except a 7 few place a check to the left of Number which will include everyone and 7 then un check the few that should not be included Even in a situation g lt where for example there are 100 employees and the user should only have access to 70 Rather than place a check next to 70 names select Include All and then un check the 30 that should not be accessible 12 2 3 3 Job Code Access Tab Information Employee Access Job Code Access Passwords
361. r go to Tools gt Global scheduler Global scheduler Apply Schedule Apply Snippet Change Schedule Name Type Crestor Length Day Snippet 1 Day ANGELDHA 1 Apply dat 328 2010 E Process Preview Criteria Data Management Inc 2010 All Rights Reserved This documentation may change without notice From the Apply Snippet tab select the desired snippet 2 Choose the date that the snippet should be applied to If the snippet is for an entire week then this date will be adjusted to the beginning of the week 3 Choose which employees should be affected in the Criteria choose a filter configure it and click OK If you want to include everyone that you have access to then do not worry about the Criteria If you click Preview the process will be simulated to validate it So nothing will be added but the system will check the entered schedules against everyone the defined group of employees and report any problems 4 Click Process 17 1 3 Globally Changing a Schedule The Global Scheduler section Change Schedule tab allows you to globally remove or change a schedule from everyone or from a select group of employees In WebScheduler go to Tools gt Global scheduler 17 1 3 1 Removing a Schedule 1 From the Change Schedule tab the Action should be Delete Apply Schedule Apply Snippet Change Schedule Action Delete Existing Segment Start date Start time End time Process Pr
362. r Map button Each field may be mapped only once The only exception to this rule is the Shift Notes field when importing hours Save Map and Load Map If you will be routinely importing information mapped in the same way then click Save Map specify a name and click Save Then next time youre importing and you re on this screen click Load Map to select the saved map Alternatively on the previous screen where you chose the file type you can select the saved map as the Default map file and the fields will be automatically mapped accordingly during every import until the Default map file is set to nothing SECTION XI TOOLS IN WEBMANAGER TimeClock Plus includes several tools to help you monitor employee attendance hours and labor costing approve or deny time off and schedule change requests review all changes made to employee hours review any manager overrides that have taken place back up or clean up re index the TimeClock Plus database and reset archived information e g accrual history 11 1 Who s Here The Who s Here section is used for monitoring employees in real time It allows managers to know immediately the status of each employee and from certain tabs clock an employee out put an employee on break or move the employee to a different job code It includes several tabs All This tab lists all of the employees clocked in or otherwise It includes their status and if clocked in their shift infor
363. r how many minutes into other segments will round the break length up If the employee clocks in before reaching this number then the break length will round down If 0 is entered then the length will not be rounded during the first segment Data Management Inc 2010 All Rights Reserved This documentation may change without notice The First Segment and Other Segments are windows that determine if the break length should be rounded up or down The First Segment is the first x minutes of the break and Other Segments include every x minute period after the first segment where x is the amount you are rounding to So if you entered 30 in the Round breaks to nearest field the First Segment would be the first 30 minutes of the break and Other Segments would be every 30 minute period after In the example below the first segment is the first 15 minutes of the break Every 15 minutes after the first 15 minutes is classified as the other segment Break Minimums and Rounding Break type Break v Enforce minimum break length of minutes E Round breaks to nearest minutes First segment Round up at minutes 0 Disable Other segments Round up at 0 minutes 0 Disable NOTE A segment refers to the period of time that you are rounding to For example if you round to the nearest 20 minutes segment one would be the first 20 minutes Other segments refer to the second 20 minutes the third 20 minutes etc First Segment Other
364. r source file can include any all of these fields required fields Job Code Number Paid Minutes 3 Template Job Code Number Paid Minutes 4 Counts Toward Overtime 0 or 1 aaa Rounding and Minimums 1 Force Overtime 1 eee Rounding and Minimums 2 Force Overtime 2 CA Rounding and Minimums 3 Auto Transfer From Schedule et Rounding and Minimums 4 Enforce Minimum Flag 3 0 or 1 Enforce Minimum Flag 4 0 or 1 Ask Cost Code Flag 0 or 1 Job Break Minimum 1 Costing module required Accrual Cap Type None Remaining or Accrued seer Cap Base Lifetime HireDate or Break Minimum 4 Accrual Cap Hours Round Breaks Flag 1 0 or 1 Accrual Cap Date MM DD Round Breaks Flag 2 0 or 1 Accrual Reset Type None HireDate or Round Breaks Flag 3 0 or 1 Break Minimum 3 Date Paid Flag 3 0 or 1 Paid Flag 4 0 or 1 Data Management Inc 2010 All Rights Reserved This documentation may change without notice Paid Minutes 1 2 Round At Minutes 4 Paid Minutes 2 Segment Minimum Notice that many of the fields above have 1 4 e g Paid Flag 1 Paid Flag 2 etc There are four because each number represents one of the four break types The statement above does not apply to the Tracked Fields Auto Deduct Hours or Auto Deduct Minutes For example Break Minimum 1 is the minimum break length for the first break type Break Minimum 2 is the minimum break length for the second break type if you created a s
365. r the start date x and time y Instead of entering the dates manually you may select a date range from the Quick select menu 3 Selecta Filter e Scheduled to be working If selected the list will include everyone who is scheduled to work during the date and times entered For example if you enter a start of 12 10 2010 at 6 AM and an end of 12 10 2010 at 6 PM then an employee who is scheduled to work at any time within that range will appear in the list e Scheduled to start segment If selected the list will include everyone who is scheduled to start working a shift segment during the date and time specified For example employee 1 is scheduled to start working at 8 00 AM on 12 10 2010 and employee 2 is scheduled to start working at 1 PM If you enter a start of 12 10 2010 at 8 AM and an end of 12 10 2010 at 12 PM then employee 1 will appear because employee 1 started a shift segment in that range e Scheduled to start shift If selected the list will include everyone who is scheduled to start working a shift during the date and time specified A shift is made up of segments so a shift segment is one of potentially several parts that together form a shift For example an employee clocks in at 8 AM changes job codes at 10 AM and clocks out at 12 PM The employee would have two shift segments 8 10 AM and 10 AM 12 PM Another employee clocks in at 8 AM goes on a break at 12 PM clocks back in at 1 PM and clocks out at 5 PM The
366. rd row will be used to automatically identify all of the fields on the Mappings screen This requires the first record to contain column headers for each field File Preview This area provides a preview of the file selected 10 2 2 Fixed Length Field Screen If you selected Fixed Length ASCII Text for the File type then the next screen will ask you to identify the beginning of each field if not skip to 10 2 3 In the example below the first field is the employee ID 1 but the first field is automatically marked The next field in this example is first name so you would mark the beginning by clicking on the first A in Angelina The third field in this example is the last name so you would mark the beginning by clicking on the E in Elliot Continue this process until every field start is marked Then click Next Data Management Inc 2010 All Rights Reserved This documentation may change without notice Click on each letter below that is the first letter of each fixed length field The letter at the first position will always be selected by default 10 2 3 The Mappings Screen This screen is used to map the fields in the file to fields in TimeClock Plus All other rows records in the file will be assumed to have the same format as the row you map Select an item in the Field column to change its field mapping You can also modify the field offset by modifying the value in the offset column Preview Field Date format Offse
367. re added certain items can automatically populate in the new record based on what was entered in the previous record Select the item below that should propogate from the previous recor M Date 1 M job Code Iv Time Iv Cost Code Iv Hours Ok Cancel Day Offset This is the day that will appear by default for the first record being added 0 represents the first day of the week 1 represents the second day etc So if your week runs from Sunday to Saturday then 0 would be Sunday 1 would be Monday etc Time This is the time that will appear by default for the first record Hours This is the number of hours that will appear by default for the first record Date 1 If this is checked then after adding a record the date of that record will be incremented by one for the next record If un checked then after adding a record the default date per the Day Offset setting above will be entered for each record Time If this is checked then after adding a record the time of that record will be entered for the next record If un checked then after adding a record the default time per the entered Time above will be entered for each record Hours If this is checked then after adding a record the hours for that record will be entered for the next record If un checked then after adding a record the default hours per the entered Hours above will be entered for each record Job Code If this is checked then after addi
368. rectories 2 Leaving Basic Setup selected click Create Data Management Inc 2010 All Rights Reserved This documentation may change without notice 3 Click OK If you wish to choose which web site the virtual directories will be created under and define the virtual directory names 1 Click Create Virtual Directories 2 Select Advanced Setup 3 Choose the web site that Web Edition should be installed under by entering it or choose it from the drop down list 4 Enter the desired virtual directory name 5 Choose the physical path of the files that make up the virtual directory entered in the previous step 6 Click Create 7 Click OK 1 3 3 AutoUpdate The AutoUpdate section of Web Edition 3 0 allows you to obtain updates to Web Edition These updates may include new features or other important changes In order to obtain these update AutoUpdate must be enabled 1 Click Script Execution Service 2 Click I Accept 3 Click Start Service 1 4 Installing the Web Edition Module For standalone users please skip to Section II Initial Setup of a Company There will be an option to install the module when you create a company For hybrid 6 0 users and users upgrading from 5 0 or earlier locate your Web Edition module key on the yellow card included with your invoice and refer to 21 3 Installing a Module Data Management Inc 2010 All Rights Reserved This documentation may change without noti
369. red when clocking out you may enable the tracked fields and enter an amount If left disabled then a tracked amount of 0 00 will be recorded Click OK 11 1 3 Moving an Employee to a New Job Code 1 2 5 6 From the All Clocked In Last Punch or Hours tab right click on an employee who is clocked in and click Change job code For Change date enter the date when the employee should change job codes For Change time enter the time when the employee should change job codes Select the Job Code that the employee should be changed to Ea Change Job Code Date In 11 4 2009 Time In 10 15 AM Date Out 11 4 2009 Time Out 11 40 AM Job Code 2 Human Resources Ok Cancel If tracked fields are enabled for the employee s job code and are required when clocking out you may enable the tracked fields and enter an amount If left disabled then a tracked amount of 0 00 will be recorded Click OK Data Management Inc 2010 All Rights Reserved This documentation may change without notice 11 1 4 Who s Here Options Settings Eq Who s Here Options Settings Colors Grid Paging Size 30 0 to disable Paging 100 Maximum per Page Highlight shifts over 8 and 2 hours E Include classification in list T include department in list Iv Show actual time for last punch Double Click Settings Which action should be performed when double clicking an item in the list c Open clock out form
370. red to only count towards overtime but not earn overtime will be placed at the beginning of the list when calculating hours For example if an individual who is paid overtime after 40 hours works 38 hours and then works an additional 4 hours in a job code that counts toward but does not earn overtime that individual will not be paid overtime unless this option is checked By checking this option all hours that count toward overtime but do not earn overtime will be pushed to the beginning of the week or day before hours are calculated Include premium pay in base rate when calculating overtime If this is checked then any premiums holiday premiums or premiums for the 6 and 7 consecutive day will be added to the base rate before the overtime is calculated So the overtime rate will be calculated as Rate Premium x Overtime Factor If this option is not checked then the overtime rate will be calculated as Rate x Overtime Factor Premium Pay multiple premiums if they occur in the same shift If there are multiple premiums for a shift and this is checked they will all be paid The individual will earn both premiums such as holiday pay and seventh day pay for that shift If this option is not checked the individual will earn the higher of the two premiums 2 1 5 Time Settings This screen allows you to choose how the time throughout TimeClock Plus should be determined and or adjusted for time Zones and or daylight savings time
371. reen for entering time sheets to record on this date worked x hours in this job code Access to enter time sheets must be enabled Employee gt Add Edit gt Misc tab and the job code must be configured for time sheets Employee gt Add Edit gt Jobs tab gt Edit a job code e Added ability for employees to split a shift while viewing hours e Enhanced the Requests section so that employees may now submit if enabled time off requests scheduling requests or fixed scheduling requests WinRemote e Now stores the prompt files in the database so that can be used anywhere e Added ping option to Ethernet tab so that you can ping an IP address e Added Detect option to the Serial tab which detects the terminal type and selects the baud rate serial terminals only Data Management Inc 2010 All Rights Reserved This documentation may change without notice ATS Firmware The following changes have been made to the Series 100 200 clocks e Added the ability for the hand scanner to work in fallback mode e Added support for the Cogent option to bypass a finger verify for certain employees in fallback mode e Added support for the Cogent option of verification always successful in fallback mode e Added support for the new feature in 6 0 to always use the default cost code when clocking in Auto Import e Added ability to automatically import employee hours This is different from the already existing employee punches
372. reen with the employee s name and current time click the Request button 3 Choose the Current Requests tab 1 is r DE To remove the request highlight it click Remove and Yes to confirm i 18 5 Changing the PIN Click the View button 2 From the confirmation screen the screen with the employee s name and current time click the Change Pin button 3 Enter the Current Pin the New Pin and then re enter the new Pin 4 Click OK 1 This must be enabled in the WebClock Configuration This must be enabled in the TimeClock Defaults WebManager Data Management Inc 2010 All Rights Reserved This documentation may change without notice 18 6 WebClock Configuration WebClock may be configured to look and behave differently for certain employees For example a company may want to remove the Clock In and Clock Out buttons from their salaried employees and enable the Time Sheet Entry and View buttons By default everyone will use the Default configuration but additional configurations may be created and assigned 18 6 1 Changing the Configuration 1 2 3 ol re 8 9 10 11 Open a supported web browser such as Internet Explorer Go to the URL of WebClock http lt web server name gt webclock30 replace webclock30 with the name of the virtual directory for WebClock if you performed an advanced setup and chose a different name During the first visit after installing or
373. report click Criteria choose a filter configure it and click OK If you want to include everyone that you have access to then do not worry about the Criteria 5 To view or print the report click on the Print button and choose from the list of available outputs a Print to file This will save the selected report to a TCRPT file which can be opened outside of WebManager using Report Printer b Print to PDF This will save the selected report to a PDF for viewing in Acrobat Reader c Print to HTML This will save the selected report to HTML for viewing in a web browser d Print to Office OpenXML This will save the selected report to the Office OpenXML format for viewing in the Office applications that support this type of file e Print to e mail This will save the selected report to a PDF and attach to an e mail inside of WebManager The E mail option will only be available when the following conditions exist 1 you are not logged in as the supervisor 2 your user has an E mail address on file refer to 12 2 2 1 Information Tab and 3 the mail settings have been defined in the TimeClock Defaults refer to 12 0 6 Mail Settings The default footer for every report includes the page number lower left corner and the month day year and time lower right corner This may be changed and custom text may also be entered Configuration gt Preferences gt Footers Data Management Inc 2010 All
374. represent a day and the length of a segment Include premium pay in base rate when calculating overtime If this is checked then any premiums holiday premiums or premiums for the 6 and 7 consecutive day will be added to the base rate before the overtime is calculated So the overtime rate will be calculated as Rate Premium x Overtime Factor If this option is not checked then the overtime rate will be calculated as Rate x Overtime Factor Premium Pay multiple premiums if they occur in the same shift If there are multiple premiums for a shift and this is checked they will all be paid The individual will earn both premiums such as holiday pay and seventh day pay for that shift If this option is not checked the individual will earn the higher of the two premiums Calculate hours counting toward overtime but not earning overtime first If this is checked then any job codes configured to only count towards overtime but not earn overtime will be placed at the beginning of the list when calculating hours For example if an individual who is paid overtime after 40 hours works 38 hours and then works an additional 4 hours in a job code that counts toward but does not earn overtime that individual will not be paid overtime unless this option is checked By checking this option all hours that count toward overtime but do not earn overtime will be pushed to the beginning of the week or day before hours are calculated Data Managem
375. requests made by the employee for a day in the period that is opened Criteria button This button allows you to filter the list of employees For example if you want to look at a certain employee or a group of employees then you can adjust the criteria to only show those people If you want to look at a department or a group of departments then you can adjust the criteria to only show those departments For more information on criteria refer to Section IX Criteria Delete Segment button This button allows you to delete the selected cells Edit button This button contains several options that allow for copying pasting and removing schedules Cut This option allows you to cut the selected cells day week or entire schedule to paste elsewhere Copy This option allows you to copy the selected cells day week or entire schedule to paste elsewhere Delete This option allows you to delete the selected cells day week or entire schedule Save to snippet This option allows you to save the selected cells day week or entire schedule to a snippet that can then be applied as needed Paste This option allows you to paste the copied selection day week schedule or snippet Shift Pool button This button contains Special shifts that may be assigned or preset times shift pools if any were created in WebScheduler Configuration gt Edit shift pool Data Management Inc 2010 All Rights Reserved This document
376. rk one of three shifts during a 24 hour period so three different shift pools could be created 7 This is useful because once your shift pools are created you can quickly 4 choose the shift pool to apply when scheduling an employee rather than having to enter the shift times individually Schedules may be manually or automatically copied from one period to the next The automatic copy will occur when the week is closed but for that to happen there is an option that must be enabled in the TimeClock Defaults refer to 12 0 11 Close Week and another option that must be enabled for the employee refer to 4 1 4 8 Scheduler Tab Schedules for certain job codes may be manually or automatically transferred to an employee s hours For the automatic transfer to happen there is an option that must be enabled for the job code in WebManager refer to 4 1 4 4 1 Information Tab The automatic transfer of schedules to hours can be very useful if for example you are scheduling vacation The Scheduler includes the same Criteria feature available in WebManager to filter employee data for schedules reports etc The labor cost of scheduled hours can be automatically calculated in WebScheduler the screen is available in the Tools menu Data Management Inc 2010 All Rights Reserved This documentation may change without notice 13 2 Configuring TimeClock Scheduler Defaults There are several Scheduler settings that are
377. rly wages and increases are entered in WebManager the Reviews tab can be used to store information relevant to increases based on reviews There is an option Schedule a review X day s when a new individual Ly is added Configuration gt Preferences gt Defaults gt Manager Settings Pa DY gt Add Employee If enabled a review will be added automatically under automatically even if the hire date is added later Scheduling the Next Review 1 Click Add 2 Enter the date of the next review in the Review date field If you want the next 6B TimeClock Plus Manager review to be x days Review date 1210 20 E M from Now or from any Review time 4 48 PM 6 date then click Completion l fizz Calculate Reason Comments Select a date and enter the number of days after that date e g 90 365 etc for this review The date at the bottom will automatically adjust and when you click OK that date will be entered in the Review date field 3 Enter the time of the review in the Review time field Data Management Inc 2010 All Rights Reserved This documentation may change without notice this tab after an employee is added with a hire date If the employee is added and saved without a hire date then the review will NOT be entered 4 You may leave the Completion date blank After the review you can return here and enter the date it was completed 5 Enter a reason for the review 6 If yo
378. rrent schedule It will automatically display data for the current week but previous weeks may be accessed via the History button Data Management Inc 2010 All Rights Reserved This documentation may change without notice You will find the employee list on the left side Double click on the employee you wish to access or enter the employee number and press Enter For quickly locating an employee this list may be filtered using the Criteria button at the bottom or the filter above the list You may enter a first or last name and press Enter to narrow the list down to employees with that first or last name Then double click on the employee ae Number First If you want to filter by export code badge number or classification then right click on the list and click Show export code Show badge number or Show classification You may need to scroll right to see the field Enter the export code badge number or classification and press Enter To clear the filter right click on the list and choose Clear filters When right clicking on the list there are also options to group the employees by classification department or last name initial To disable the grouping right click on the list and choose Disable grouping Once an employee is selected his her hours will display in the shift window on the upper right portion of the screen Each record includes several self explained fields such as the time in time out and j
379. rs remaining exceeds 8 the balance will not be capped the employee will be able to accrue time again When an accrual is capped for your records the excess is logged Employee gt Add Edit gt select the employee gt Cumulative tab gt Accrual history e Cease accruing hours if hours exceed enter the number of hours accrued remaining that should cause the accrual cap to go into effect o Entire history of accruals if selected the cap will never start over o Yearly beginning on hire date if selected the cap will start over once the employee s hire date has passed after the week containing the hire date has been closed o Yearly beginning on specific date if selected the cap will start over once the date entered has passed after the week containing the date entered has been closed Recall the example earlier involving an accrual that is capped at 8 hours If Yearly beginning on hire date or Yearly beginning on specific date is selected the cap will start over but if the accrual is not reset then the next cap will take effect at 16 hours the next 8 hours To set up a rule so that a job code cannot accrue more than 40 hours in a year based on the employee s hire date specify the cap as Hours accrued cease accruing hours if hours exceed 40 and select the period Yearly beginning on hire date Data Management Inc 2010 All Rights Reserved This documentation may change without notice SECTION IV
380. rst column next to the punch and click Import You may check several unresolved punches at a time and import all of them To view only the shift detail place a check next to the punch and double click on it This will open a window with the operation punch time job code and location 5 5 Approval Manager The Approval Manager provides a process for both managers and employees to review and approve shifts whether time was collected via a clock operation or input manually It also provides an avenue to place notes on a shift as part of the approval process Approving Shift s 1 In WebManager go to Employee gt Approval Manager Enter the desired range in the Start and End fields Alternatively you may select a date range from the drop down list 3 To choose which employees should be included in Approval Manager click Criteria choose a filter configure it and click OK If you want to include everyone that you have access to then do not worry about the Criteria 4 Click Update Start 2 28 2010 ES End 3 8 2010 ES TimeClock Week To Date v Update I Unapproved missed punch O M I Note Brk Time in Time Out Break Job Code Hours Shift Total 1 Angelina Elliot E 3 1 2010 08 05 AM 3 1 2010 12 15 PM 59u 2 Development 4 10 L 3 1 2010 01 14 PM 3 1 2010 01 57 PM 2 Development 0 43 4 53 3 1 2010 01 57 PM 3 1 2010 03 12 PM 14u 5 Support 1 15 3 1 2010 03 26 PM 3 1 2010 05 23 PM 5 Support 1 57 3 12 E 3 2 201
381. rtime and then works 10 hours in a job code that does earn the employee will have 2 hours of overtime because the 32 hours earlier in the week counted toward overtime If the employee just worked 42 hours in a job code that doesn t earn but does count toward overtime the employee will be paid 42 regular hours because it doesn t earn overtime by itself Auto transfer from schedule If enabled hours that are scheduled in this job code will be transferred from the employee s schedule to the employee s hours when the week is closed When the week is closed the hours scheduled in the week you are entering will be transferred not the week you are leaving So for example if you enable auto transfer for job code 1 and you close the week of January 3 2010 the hours that are scheduled for job code 1 in the week of January 10 2010 will be transferred to the week you are entering the week of January 10 A Allow for client time sheet entry If enabled employees assigned this job code will be able to enter time sheets for this job code from WebClock if the ability to and button for entering time sheets have both been enabled Allowing the employees to enter time sheets is optional and must be enabled on a per employee basis Employee gt Add Edit gt select an employee gt Miscellaneous tab gt Allow individual to manually enter time sheet from client applications There is also an option when configuring the WebClock Wi
382. rting and research purposes and the default criteria excludes all terminated employees from lists reports etc Terminating an Employee In WebManager go to Employee gt Add Edit Select the employee from the list on the left Under the Info tab enter a date in the Termination field Click Save Consider renumbering the terminated employee to a range of numbers reserved for terminated employees refer to 4 3 Renumbering Employees Aan Removing the Termination 1 In WebManager go to Employee gt Add Edit 2 Click Criteria Data Management Inc 2010 All Rights Reserved This documentation may change without notice 3 Remove the check next to Exclude terminated individuals 4 Select the employee from the list on the left 5 Under the Info tab remove the date from the Termination field 6 Click Save 4 4 3 Deleting Deleting an employee from TimeClock Plus permanently removes them and all of their work history from the database This should only be used if the employee s data will not need to be accessed for any reason now or in the future This process should be used with caution consider terminating or suspending the employee and or renumbering them as described in the previous sections Due to regulatory and business issues some companies will not delete an employee until they have not been employed there for a minimum of 3 years Number First Last Termination Date Suspended i Y O Y
383. rts jpg bmp gif and png formats This has become a popular feature as concerns about security have increased Some companies provide their receptionist and or front desk security personnel access to this tab so that they can verify identities as employees arrive depart 1 Click on the folder second button 2 Click Select and browse to the location of the image 3 Select the image and click Open When you add an image a copy is created and stored in the database so if the file of the image the file that you browsed to and opened in the steps above is deleted the photo will still appear under this tab Data Management Inc 2010 All Rights Reserved This documentation may change without notice The first button the arrow will undo any changes made to this tab since the last save The second button the folder will allow you to browse the file system for a photo The third button the scissors will remove the photo 1 A Employee photos may now be imported refer to 10 1 1 Importing _ Employee Information 4 1 4 11 Reviews Tab This tab is used to schedule employee reviews and to store notes from previous reviews WebManager includes a Scheduled Reviews report which can be printed on demand for a specified period to prepare the user for upcoming reviews There is also a Reminders screen View gt Reminders that includes a Reviews tab where upcoming reviews are displayed Finally if hou
384. ry about this field Quad Weekly base week Select the beginning of the quad weekly period that you are currently in If you do not calculate overtime on a quad weekly basis then do not worry about this field 2 1 4 Hour Calculations This screen includes settings that are specific to overtime and to premiums that occur for hours worked during a certain period e g on a holiday Eq Quick Setup Wizard Calculate hours that count toward overtime but do not earn overtime first If checked hours worked in a job that counts toward overtime but does not earn overtime will be pushed to the beginning of the period before the hours are calculated This is primarily for situations in which these hours are entered at the end of a week and you want them to cause overtime for hours worked earlier in the week Include premium pay in base rate when calculating overtime rate If checked the overtime rate will be calculated as rate premium x factor as opposed to rate x factor premium Pay multiple premiums if they occur in the same segment If checked an individual will earn both premiums such as holiday and 7th day in a single segment If not checked the individual will only earn the higher of the two premiums Data Management Inc 2010 All Rights Reserved This documentation may change without notice Calculate hours counting toward overtime but not earning overtime first If this is checked then any job codes configu
385. s and the Master Job Code List the following screen will appear the first time you click Process If you perform another export you will not be prompted to choose a job code again but instead use the same job codes you entered on the first export until you re open exports Data Management Inc 2010 All Rights Reserved This documentation may change without notice Eq Select Job Code Items Select each Job Code to include by clicking on the check box next to each item or select a code or codes and right click for more options D ipti Administration Development Sales Distribution Support Sick Vacation Bereavement 1 Place a check next to the job code s that should be included in the export or click All to export every code Clear will do the opposite by un checking every code should you wish to clear and check specific codes 2 and then check specific codes 3 Click OK 8 1 4 The Date Selection Screen When exporting Employee Hours and Labor Cost Sales the following screen will appear the first time you click Process If you perform another export you will not be prompted to choose a date range again but instead use the same date range you entered on the first export until you re open exports Export Date Range Start 1 1 1900 jj end 12 31 2078 EE Manual Entry 1 Enter the date range you wish to export by entering the Start and End dates or choose a perio
386. s who are sick or on vacation right now They will appear under this tab until the time out of their leave record has passed 1 In WebManager go to Tools gt Who s here All Clocked In OnBreak Auto Out Not In Last Punch Hours Leave Export to wi Bg Number First Name Last Name Note Status Job Code Date In Time In Location 1 Angelina Elliot Clocked In 1 Administration 3 6 2010 10 15 AM Web Clock on 192 168 2 2 Nicholas Ryan On Break 3 Sales 3 6 2010 08 00 AM Web Clock on 192 168 2 te Sean Gorec SE ao Saes Bo alan OSAN Wan tie on AGS A lt Jack Parrish Out 5 Mark Alexander Auto Out 6 Security 3 6 2010 07 58 AM Web Clock on 192 168 2 6 Nadia Shields On Break 5 Support 3 6 2010 08 00 AM Web Clock on 192 168 2 7 Michael Bradley Clocked In 2 Development 3 6 2010 08 03 AM Web Clock on 192 168 2 8 Mia Ryder Out 9 Brooke Berry Clocked In 2 Development 3 6 2010 07 50 AM Web Clock on 192 168 2 10 Elizabeth Arnold Auto Out 6 Security 3 6 2010 07 08 AM Web Clock on 192 168 2 e SS Matching 10 ER F Minors Over 8 hours Filter None Criteria Options Absent Call List Update ear 42 hours 2 Choose a tab that includes the information you wish to review See the breakdown of tabs before these steps for more information 3 Each tab may be sorted by any of its columns if you click on the column header Data Management Inc 2010 All Rights Reserved This documentation may change without not
387. s by closing the week every week every two weeks etc You are not required to close the week as soon as the week has ended The system can maintain multiple weeks of data however there is a limit the current week in TimeClock Plus must be within 56 days 8 weeks of today s date This is the most important operation in the system because it acts as a trigger for several important processes Hours are archived moved to history Accruals are calculated and posted Absent tardy activity is recorded Cumulative totals for each employee are updated Schedules are automatically copied if enabled Schedules are automatically transferred to hours if enabled You can still access and edit hours in a week that was closed At the bottom of WebManager notice the two dates The first is today s date and the second is the current week as understood by TimeClock Plus In the example below today s date far bottom right corner is 3 16 2010 but the current week blue rectangle is 3 7 2010 last week Today s date falls in the week of 3 14 2010 so the week should be closed Z E TPL l S Ni 5 A as y TimeClock Plus F RS i fa web edition O sE mR GE DRA Aro EF Data Management Inc 2010 All Rights Reserved This documentation may change without notice 6 0 Closing the Week The close week will be aborted if certain conditions exist Before closing the week e Verify that no one is clocked in Tools gt
388. s employee and which user is the employee s manager for criteria purposes Selected 1 Info Custom Jobs Overtime Accrual Restrictions Scheduler Notes Photo Reviews Cumulative Misc Access The following users have access to this individual Include User Id Name Universal ANDERSON Ashley Anderson E PARRISH Jack Parrish Individual s Manager lt lt No manager assigned gt gt v If the word Universal appears out beside a user then that user has access to everyone If a check appears out beside a user then that user does not have access to everyone but has been granted access to this employee If you grant a user access to this employee from this tab it will automatically add the employee to that user s employee access In other words if a user is granted access to the employee from this tab then that employee will become accessible to that user throughout the system Individual s Manager The employee s manager may be designated here Many of the screens in TimeClock Plus include a Criteria option that allows you to choose which employees appear in the reports for example One of the filters available is the individual s manager Data Management Inc 2010 All Rights Reserved This documentation may change without notice 4 2 Printing Employee Information TimeClock Plus provides the ability to produce a report containing the fields of any personal information you select and for an in
389. s for a previous week before the current week as shown at the bottom of WebManager click History and select the week If the record being added is for the current week or a week in the future then skip this step When adding a record to the future you may only add up to 56 days 8 weeks from the start of the current week 3 Double click on the employee you wish to access or enter the employee number and press Enter 4 Click on the Shift button at the bottom and select Add segment 5 Enter the date and time of the record The dates will be today s date by default and the times will be the default times defined in the Edit Hours Options If you are adding to a day earlier in the current week or later then adjust these dates e To add a complete record enter the Date In Time In Date Out and Time Out e To add a clocked in record place a check next to Individual is clocked in and enter the Date In and Time In e To add atime sheet record e g 8 hours of Sick place a check next to Time sheet entry enter the Date Time and Hours L Time sheets are especially useful in situations where you are adding sick A or vacation time For example if an employee is sick you can just add a time sheet of 8 hours for the Sick job code 6 Select the job code 7 If there was a break after this shift then select the break type 8 Click OK For a breakdown of the other options refer to 5 0 3 The Edit Segment Window
390. s more than one clockable job code could have a card with his employee number and job code and another card with his employee number and a different job code When the employee clocks in he would swipe the appropriate card to identify himself and then swipe it again with the job code non manual entry the Clock Operations section of WinRemote the employee in the example above could swipe his card without touching the terminal once a x Jar If QuickPunch is enabled and the confirmation screen is disabled on a D gt In another example a manager could have a card with her TimeClock Plus user ID and override password for overriding clock restrictions When an employee clocked in too early the manager could swipe her card at the override screen to identify herself and then swipe it again for the override password For most companies that use badges all of the characters represent the employee number If that is your situation then this tab does not need to be changed However when the characters on a badge include more than one field the badge must be parsed in this section of WinRemote Badge parsing is identifying which characters represent the selected entry location Port Configuration ETHO 2 x Information Clock Operations Entry location Employee Terminal Operation T Feedback i Access Restrictions Use all characters in the badge Prompts 3 Fallback Mode C Use partion of the badge
391. s of the break and Other Segments include every x minute period after the first segment where x is the amount you are rounding to So if you entered 30 in the Round breaks to nearest field the First Segment would be the first 30 minutes of the break and Other Segments would include every 30 minute period after that For example lets assume you select the break type Lunch from the Break type drop down list enter 30 minutes for the Round breaks to nearest and enter 8 minutes for the First Seqment and Other Seqments An employee clocks in and goes on a Lunch break at 12 00 PM e lf the employee clocks back in at 12 07 7 minute break then the break length will be rounded down to the nearest 30 minutes which means the time in 12 07 will be adjusted to 12 00 e Ifthe employee clocks in at 12 08 8 minute break then the break length will be rounded up to the nearest 30 minutes which means the time in 12 08 will be adjusted to 12 30 e If the employee clocks in at 12 37 then the break length will be rounded down to the nearest 30 minutes which means the time in 12 37 will be adjusted to 12 30 e lf the employee clocks in at 12 38 then the break length will be rounded up to the nearest 30 minutes which means the time in 12 38 will be adjusted to 1 00 Data Management Inc 2010 All Rights Reserved This documentation may change without notice 12 0 5 Password Policy Defaults J Global Settings Password Policy
392. s only no seconds If enabled the time on the terminal will only include the hour and minutes Seconds will not appear This option will only be available if the option above it Display current company time at idle screen is enabled Beep when a key is pressed If enabled pressing a button will produce a beep Beep when a badge is successfully read If enabled a successful badge will produce a beep Allow badge test by pressing 00 at the idle screen If enabled pressing 0 twice on the terminal s main screen will bring up the Badge Test screen Allow terminal identification by pressing 11 at the idle screen If enabled pressing 1 twice on the terminal s main screen will bring up the COM port number for a Serial terminal or IP address for an Ethernet terminal the name of the computer where WinRemote is controlling the terminal and how long the port has been active Idle release in seconds Screens on the terminal e g the confirmation screen will remain opened until they are idle for this length of time Data Management Inc 2010 All Rights Reserved This documentation may change without notice 19 1 4 Feedback Port Configuration ETHO jx El Settings Feedback Information i Clock Operations Operation Successful Feedback E z lumber of beeps 0 eedback Access Restrictions Beep tone 4 Faig LED Duration 0 0 5 0 3 0 Fallback Mode 0159 Badge Processing Operation Failure Fe
393. s used to import raises to the rate of pay for each employee from another source The process is available in WebManager File gt Import gt Employee raise history The following 7 fields are available during this mapping process so your source file can include any or all of these fields required fields Job Code Userld o O Raise Date Old Rate A 10 1 6 Importing Employee Punches This process is used to import punches for each employee from another source The process is available in WebManager File gt Import gt Employee punches Punches can only be imported up to 56 days 8 weeks from the start of the current week You cannot import hours for weeks that have been closed The following 14 fields are available during this import mapping process so your source file can include any all of these fields required fields Job Code Tracked Field 2 in Rate Tracked Field 3 in Break Type 1 for break type 1 2 for break type 2 etc Operation Codes include I for an In punch O for an Out punch B for a Break J for a Job Code Change Data Management Inc 2010 All Rights Reserved This documentation may change without notice 10 1 7 Importing Master Job Code List This process is used to import job codes in the Master Job Code List The process is available in WebManager File gt Import gt Master job code list The following 72 fields are available during this mapping process so you
394. sages sent and read Messages are sent to the employee from WebManager and received in WebClock or on a Remote Data Terminal There are two types of messages individual and global Individual messages may be sent to one or more than one employee at a time and global messages are company wide Individual messages will continue to appear until the employee marks the message read or the manager deletes the message only unread messages may be deleted or the message expires Global messages will continue to appear until they are either removed from the Global History or expire Send Global History Message Recipients C Send a global message to every individual ce Send a message to selected individuals Number O Start displaying message on E Stop displaying message on 4 8 1 Sending an Individual Message This is a message to the selected employees and will appear until 1 the employee marks the message read 2 the user who sent the message deletes it only unread messages may be deleted or 3 the message expires 1 In WebManager go to Employee gt Messaging 2 Senda message to selected individuals should be selected Data Management Inc 2010 All Rights Reserved This documentation may change without notice Select the employee s you wish to send the message to Enter the message you wish to send in the Message field If you wish for this message to display at a later date and time then place a
395. scellaneous Client Settings Miscellaneous Id Search Missed Punches Break Type Names By default there is one break type called Break but you can create more up to three more from this screen Each break type can have its own paid break settings set up at the Master Job Code level its own minimum break length and its own rules for rounding 12 0 4 1 Break Minimums and Rounding If a break type for a job code Master Job Code List is configured to use the company wide settings then the settings on this screen will be used by that job code 1 Select the Break type that you wish to configure If you wish to enforce a minimum length for this break place a check next to Enforce minimum break length of X minutes and enter the minimum The employee will not be allowed to return from the selected break type before this minimum unless a manager overrides the restriction If you wish to round the break length then place a check next to Round breaks to nearest X minutes and enter the length to which it should round up or down Whether the break length is rounded up or down will depend on when the employee returns e First segment Round up at Enter how many minutes into the first segment will round the break length up If the employee clocks in before reaching this number then the break length will round down If 0 is entered then the length will not be rounded during the first segment e Other segment Round up at Ente
396. schedule for each week several employees per page Configurable These reports may be configured to include or exclude different bits of information These settings may be different for each user allowing everyone to view the same report differently in a format to their liking Alternatively there is an option to share the configuration The option to Use shared configurations in Period Reports may be enabled on a per user basis Any users with that option enabled will read write to the same configuration versus reading writing to their own Savable There is also an option to save a report This means that a user can adjust the parameters of a report and save it for faster future retrieval Parameters include the report options formatting and sorting the report settings what should appear in the report and the criteria who should appear in the report For example you could create a saved report with the criteria filtering on a department and another saved report with the criteria filtering on a different department Then in the future you will be able to run a report for the department of your choosing without having to change the parameters each time Data Management Inc 2010 All Rights Reserved This documentation may change without notice 14 1 Generating a Report 1 In WebScheduler go to Period gt Reports 2210 E te 4 2000 He TirmeClock Week Period Reports Saved Reports j Daily Schedules Daily Sch
397. schedules e Show text on buttons If enabled labels will appear on the buttons e Display clock in button and Display clock out button These two options when enabled will include the Clock In and Clock Out buttons In some instances you may want to disable these An example would be a company that wants everyone to clock in out from a terminal but perform job code changes go on break etc from their browser Another example would be a company that wants to disable the Clock In and Clock Out buttons for salaried employees but enable the Time Sheet Entry and View buttons e Display break button If enabled the Break button will be included so that employees may go on a break This button is only necessary if you want to track breaks in Edit Hours Who s Here and in the reports It is also necessary if you want to enforce a break minimum break rounding or paid breaks This must also be enabled in WebManager TimeClock Defaults e Display change job code button If enabled the Change Job Code button will be included so that employees may move from one job code to another This must also be enabled in WebManager TimeClock Defaults e Display time sheet button If enabled the Time Sheet Entry button will be included so that employees may enter time sheets e g vacation time This must also be enabled in WebManager Employee gt Add Edit the employee must be configured to enter time sheets and have at least one job code
398. sents your employee number and the next part A represents the job code then you can press 0 twice and enter 2 to scan the job code portion 3 to scan the cost code portion requires Job Costing module etc 2 Swipe a badge and the number will display on the terminal screen 3 Continue swiping additional cards as needed and press the No Esc key when you are finished to return to the main menu 19 3 Clock Operations at the Terminal This section provides instructions on clocking operations and is a useful tool for employees when just learning to use TimeClock Plus 19 3 1 Clocking In 1 Press the terminal s Clock In key Identify yourself by entering your employee number on the keypad and pressing Enter swiping a badge or placing your finger hand on the scanner for recognition 3 On the confirmation screen ensure that your name appears Press the Yes Enter key to accept or No Esc to return to the main menu If there are any restrictions then the restriction will appear If you are authorized to clock in then a manager will need to enter his her override password OR swipe a card on which the override password is encoded Data Management Inc 2010 All Rights Reserved This documentation may change without notice 4 If you have more than one clockable job code then enter the job code you are clocking into and press the Yes Enter key If you do not know the job code number press the period key or Clock In C
399. should be performed if you believe that system performance is slowing or if database errors are occurring 1 In WebScheduler go to Tools gt Re index schedule tables 2 Click Yes to confirm 17 4 Optimizing Schedule Tables Optimizing allows you to quickly remove schedules for suspended and or terminated employees There is also an option to remove invalid employee schedules which deletes schedules for employees who were removed improperly from the database and still have schedules It is highly recommended that you perform a backup of your system before the optimization process 1 In WebScheduler go to Tools gt Optimize schedule tables Optimize Options From ta 2000 Ph Tos 78m0 a J Rameve days gehaduled past an individuals termination date Ramee achadule for guapended individuals J Rameve iavalid individuals fram schedule Data Management Inc 2010 All Rights Reserved This documentation may change without notice 2 Enable any or all of the three options e Remove days scheduled past an individual s termination date If enabled schedules that fall on a date after a terminated employee s termination date as defined in WebManager Employee gt Add Edit will be removed e Remove schedules for suspended individuals If enabled schedules for employees that are marked as suspended in WebManager Employee gt Add Edit e Remove invalid individuals from schedule If enabled schedules for employees
400. st e Added Request Entry section This section allows the user to enable up to three available request types in WebClock for employees to submit as needed time off requests scheduling requests and fixed scheduling requests It includes among other options an option to E mail the employee s manager when the employee submits a request Custom Fields e Added support for custom fields at the employee hour level and also at the cost code level requires Job Costing module Data Management Inc 2010 All Rights Reserved This documentation may change without notice TimeClock Scheduler Open Schedule e The number of weeks may be selected when opening a period instead of defining the number of weeks in Scheduler s Preferences 8 weeks may now be opened at a time not recommended Copy schedules e Added a Schedule Copy screen for copying schedules from one period to another Global or Mass Scheduling e Added the ability to globally add change and delete a scheduled segment to all selected employees according to criteria Delete Past Schedules e Added ability to delete a date range instead of an entire schedule e Schedules for employees that the current user cannot access are no longer deleted during the deletion process e Added ability to delete schedules based on the Scheduler s criteria all employees the user can access or all employees in the company user right must be enabled WebClock e Added sc
401. sting the selected tab l to a few employees but Copy is good for copying and pasting the tab to a large group Copy Tab This screen allows you to copy the selected tab to every employee that your user has access to If you want to copy the tab to every accessible employee 1 Click Process If you want to copy the tab to certain employees 1 Click Criteria 2 Enable and configure a filter 3 Click OK For more information on criteria refer to Section IX Criteria 4 1 4 Employee Information and Settings For each employee you may enter information such as the employee s name address and telephone number assign job codes and accrual rules configure settings such as the overtime settings clock restrictions and rounding enter notes store a photo track reviews and access archived data such as tardies absences and accrual information All of these have been organized under various tabs You don t have to configure every tab It s totally up to you depends on one thing what you want to track but when you create an employee you must enter a first and last name a hire date is recommended and at least one clockable job code so the employee can clock in and out What follows is a breakdown of each tab 4 1 4 1 Info Tab This tab stores personal information for an employee such as name address and telephone number The majority of this information is not required but if you do not have this information stor
402. stom fields presented on the Criteria screen Filter by individual s number If enabled this field allows you to include or exclude a single individual or range of individuals by their employee number Filter by classification to If enabled this field allows you to include or exclude individuals by a single classification code or range of classification codes Filter on default job to If enabled this field allows you to include or exclude individuals by a single default job code or range of default job codes Some employees may not have a default job code designated in Add Edit Jobs tab Filter on department If enabled this field allow you to only include employees that are part of a particular department The button found to the right of the field can be clicked to show different options that can aid in locating the department name quickly Filter on individual s manager to include If enabled this field allows you to only include employees that have a particular manager assigned to them Data Management Inc 2010 All Rights Reserved This documentation may change without notice e Filter on hire date to include from If enabled this field allows you to only include employees hired between the two input dates e Filter on days since hire to include from If enabled this field allows you to include employees based on the number of days since their hire date a single da
403. stricting employees from clocking in out x minutes before and after their schedule x Rounding the employee s clock in out time to their scheduled clock in out time Enabling a fixed schedule and or enabling the auto copy schedule feature Data Management Inc 2010 All Rights Reserved This documentation may change without notice These options require a schedule for the employee TimeClock Scheduler lf an employee attempts to clock in out outside of the amounts entered here they will not be allowed to complete the operation without a manager override Rounding takes place BEFORE schedule restrictions are applied For example if you round early clock in within 15 minutes of their scheduled time AND restrict early clock in outside 10 minutes the restriction will never be used because the time will always be rounded to the scheduled time unless they clock in outside the 15 minute round to schedule time Selected 1 Notes Photo Reviews Cumulative Misc Access Info Custom Jobs Overtime Accrual Restrictions Scheduler Schedule Events Requiring Approval i O Early clock in outside minutes Late clock in outside minutes E Early clock out outside minutes Late clock out outside minutes Round To Schedule I Round clock in time to scheduled time when clocking in up to minutes early or minutes late TF Round clock out time to scheduled time when clocking out up to minutes early or minutes late
404. t 1 No map selected Angelina No map selected Elliot No map selected 123 No map selected A Street No map selected San Angelo No map selected TX No map selected No map selected No map selected 1001 No map selected w 456 85 2361 No map selected x Load Map Save Map Clear Map Back The fields in the file may be in any order they do NOT have to be in the same order as the fields in the drop down list Mapping an Import For each row click on the drop down list in the second column and select the appropriate field Fields in red are required fields If there isn t a field for the data in the first column then leave that row unmapped Data Management Inc 2010 All Rights Reserved This documentation may change without notice Date Formats If you map a date then a drop down list with several possible date formats will appear in the third column You may leave it set to Auto and the import will try to detect the format or choose a format from the drop down list Offsets If there are any extraneous characters at the beginning of a field then adjust the length using the up and down arrows next to the Offset column As you offset the field the field in the first column will update Alternatively you may enter the number of characters to remove in the Offset column Clear Map To clear a field choose No map selected from the drop down list or to clear all fields click the Clea
405. t and gt gt buttons will let you move three months at a time 3 Inthe list at the bottom select the holiday you wish to remove and click Remove 4 Click Yes to confirm 12 7 Custom Fields The main idea of custom fields is to give TimeClock Plus the ability to export required information for payroll software Custom fields also allow you to track additional information that is non standard By non standard tracking more information than what can be tracked using the existing fields Custom fields provide us a way of creating our own fields to track specific information that may be specific to a payroll software or to your particular company Custom fields can be set up per employee job code master and employee level or shift You can have unlimited custom fields assigned to the employee job code or shift Once created information may be entered in these custom fields The information entered can be up to 200 characters You can set up these custom fields as edit only fields item lists or a combination An item list allows information to be selected So instead of entering it the user would select from an existing list of values Graduate K Yes No An edit only field allows information to be entered manually So instead of selecting it the user would enter it Degree Bachelor s of Each custom field can be configured to only allow certain characters alpha letters numeric alphanumeric both alpha
406. t Inc 2010 All Rights Reserved This documentation may change without notice 12 0 17 Missed Punches Eq TimeClock Plus Manager Global Settings Display Settings Calculations Time Settings Breaks Password Policy Mail Settings Manager Settings Reminder Bar Employee Entry Add Employee Accruals Missed Punches Missed In Punch If an individual attempts to clock out without an associated in punch which action should be taken ec Deny clock out until the punch is corrected C Record a blank time in and flag as a missed punch C Record the scheduled time in if available and flag as a missed punch allow the individual to enter the time in and flag it as a missed punch Missed Out Punch If an individual attempts to clock in when they are already clocked in which action should be taken ce Deny clock in until the punch is corrected Record a blank time out and flag as a missed punch C Record the scheduled time out if available and flag as a missed punch C Allow the individual to enter the time out and flag it as a missed punch Close Week Editing Hours Minor Tracking z Scheduler Settings Miscellaneous Client Settings Miscellaneous Id Search Missed Punc This section allows you to setup missed punches Missed In Punch If an individual attempts to clock out without an associated in punch what action should be taken select one of these four options e Deny clock out until th
407. t necessary for global messages but necessary for individual messages messages sent to you 5 Click Close to return to the confirmation screen then OK to return to the main screen 18 4 Submitting Requests Time off requests 1 Click the View button or Request button If you clicked the Request button then skip to step 3 Otherwise continue with step 2 From the confirmation screen the screen with the employee s name and current time click the Request button Choose the Time off Request tab Enter the date being requested Enter the starting time and ending time Select the number of days For example if you are going out of town and will be gone for the date specified in step 5 and also the following day then select 2 If you are taking some personal time and will only be out for the date specified in step 5 then leave 1 selected 7 Select the Leave code the job code that this time off should fall under or select Unspecified t D9 SE N L A If accruals are being tracked in TimeClock Plus then you may view your J accrual balances by clicking the View Balances button 8 Inthe Notes field enter an explanation for this request 9 Click OK 10 Click Yes to confirm and OK on the submitted message 11 Click OK to return to the main screen 1 This must be enabled in the WebClock Configuration This must be enabled in the TimeClock Defaults WebManager Data Management Inc 2010
408. t Entry button 2 Choose between Single entry and Multiple entry e Single entry This method allows you to add a single time sheet e Multiple entry This method allows you to add up to 10 time sheets for each day of the selected week Sin le Entr Ej Single Amount Based Timesheet Entry 3 Adjust the Date Rec Note Date Time Hours Job Code Tracki Track2 Track3 Time Hours and AFTR Job Code Date 3 11 2010 4 Click Add Time 8 00AM 5 To add another time Hours 00 00 sheet click Add new record and repeat steps 3 4 6 Click Save and OK ee No records to display Job Code Save Cancel View Hours Multi le Entry Multiple Amount Timesheet Entry 3 Choose the period ae you wish to edit from ae Anchor Time Q the Week Of drop Week Of 2 14 2010 to 2 20 2010 down list 4 Adjust the Anchor a ooo Time 5 For each time sheet choose the job code and enter the amount under the appropriate day eee 6 Click Save and OK Total Hours Rescue Rescue Rescue Rescue Rescue Rescue 4 4 4 4 4 4 4 4 4 4 lw w w w w w Ww w Ww i 1 This must be enabled in the WebClock Configuration This must be enabled in the TimeClock Defaults WebManager Data Management Inc 2010 All Rights Reserved This documentation may change without notice 18 3 Viewing Hours and Other Information If enabled employees may access their hours
409. t another screen the first time you click Process e Employee Job Information Employee Accruals and Master Job Code List These exports will present another screen where the user must select the job codes to export e Employee Hours and Labor Cost Sales This export will present another screen where the user must choose a date range to export e Hour Edit Log This export will present another screen where the user must choose a date range to export and may adjust other filters such as only showing changes made by a specified user and or changes made in a specified section of TimeClock Plus If you perform another export you will not be prompted to choose a job code date range again but instead use the same job codes date range you entered on the first export until you close and re open the window 6 Click Save select a location enter a name choose the file type and click Save 8 1 2 Breakdown of Settings Hide fields that cannot be imported If enabled fields that cannot be imported will be hidden from the list If disabled all fields will be visible whether they can be imported or not Surround string fields in quotations If enabled fields that contain plain text such as an employee s first name will be enclosed in quotations String fields may include a comma which could be misread by the import as a delimiter which is why the quotations can be useful If disabled the quotations will not appear Include header row If
410. t by clicking Add 8 Click OK 12 7 2 Using Custom Fields 1 Goto the employee or job code that contains the custom field e Foran employee custom field go to Employee gt Add Edit gt select an employee gt Custom tab e Fora master job code custom field go to Configuration gt Master Job Code List gt edit a job code gt Custom tab e Foran employee job code custom field go to Employee gt Add Edit gt select an employee gt Jobs tab gt edit a job code gt Custom e Foran employee hours custom field go to Employee gt Edit hours gt select an employee gt edit a shift gt Custom tab or go to Employee gt Quick add hours gt select an employee s gt Custom tab 2 Double click on the custom field s right column and enter or select the custom field information 12 7 3 Complete Overview of Custom Field Configuration 1 In WebManager go to Configuration gt Preferences gt Custom fields Data Management Inc 2010 All Rights Reserved This documentation may change without notice Custom fields Employee Master Job Code Employee Job Code Employee Hours No records to display Add Edit Remove 2 Choose from the tabs at the top where you wish to add a custom field e Employee These fields are for information entered on an employee basis Add Edit e Master Job Code These fields are for information entered on a master job code basis Master Job Code List e Employee Job Code These fi
411. t does count toward overtime the employee will be paid 42 regular hours because it doesn t earn overtime by itself Code earns overtime If enabled hours for this job code can earn overtime For example if an employee is configured Add Edit gt Overtime tab to reach overtime after 40 hours then all hours worked over 40 will be considered overtime Code is default for individual If enabled when an employee is prompted to select a job code this job code will be highlighted by default This can only be enabled for one job code ata time There is also an option in Add Edit Miscellaneous tab to Always use ee default job code when clocking in If enabled the default job code will be selected This means that an employee with more than one clockable a Job code won t have to select a code when clocking in This is helpful in situations where an employee moves between job codes throughout the day but always clocks into the same job code at the beginning Force overtime 1 for this job code If enabled then every minute worked in this job code will be treated as overtime 1 Force overtime 2 for this job code If enabled then every minute worked in this job code will be treated as overtime 2 Auto transfer job code hours from schedule during close week If enabled hours that are scheduled in this job code will be transferred from the employee s schedule to the employee s hours when the week is closed When th
412. t multiple cells lt Ifyou click release and then click and hold dragging the mouse will drag the selected cell to the cell you release on 7 2 Click and hold dragging the selected day to another day for that employee 17 1 1 4 Saving and Pasting a Snippet Scheduled segments may be saved to a snippet and applied to other employees Saving a Snippet 1 From the Apply Schedule tab right click on a segment or select a segment click Edit gt Save to snippet and select from the list of options e Selection Select this to save the day s you selected For example if you wanted to copy Monday and Tuesday or Tuesday and Friday then you would select them using the Ctrl key right click on either day click Save to snippet gt Selection e Day Select this to save the selected day e Week Select this to save the week If you have more than one week opened then right click on a day in the week you wish to copy click Save to snippet gt Week e Schedule Select this to save the entire period for an employee So if you have more than one week opened this option would copy schedules from all of the opened weeks o make this snippet more useful carted roplaced with the default job code individuals fhe job code will be replac code In the list below place a check next b taved using the default job code escription Usage 1 Adminigtratian Davelenrmart 2 Enter a description a name for this snippet 3
413. t of saved criteria that you can choose from and load Save This button allows you to save the criteria if you plan to use the same criteria later Reset This button reverts all of the criteria back to the defaults Data Management Inc 2010 All Rights Reserved This documentation may change without notice 9 1 Default Criteria System wide default criteria or criteria overrides for specific sections e g Edit Hours and reports may be established on a per user basis Bae dec 1 In WebManager go to View gt Default Criteria D efa u It c rite ri a System Wide default Configure Edit Hours override Configure Add Edit Employee override Configure Period Reports override Configure Period Exports override Configure Close 2 Click Configure next to a section you wish to establish default criteria for e System Wide default This criteria will affect all sections e Edit Hours override This criteria will affect the list of employees in Edit Hours Employee gt Edit hours e Add Edit Employee override This will affect the list of employees in Add Edit Employee gt Add Edit e Period Reports override This will affect the employees that appear in your reports Period gt Reports e Period Exports override This will affect the employees that are exported when performing a period export Period gt Exports r Standard Fields O Filter by individual s number to O Filter by classificat
414. t or select one and click Edit Click OK Removing Requests 1 2 as In WebScheduler go to Configuration gt Edit employee schedule requests Select View Add requests by date range to view requests for a certain date or View Add fixed requests to view requests for certain days e g every Monday or every Monday between 12 PM and 3 PM If viewing by date range enter the range in the Start and End fields Alternatively you may select a date range from the drop down list Click Update Select the request and click Remove Click Yes to confirm 17 8 Editing and Deleting Snippets Snippets are schedules that have been saved for later use They may be applied when scheduling employees individually in the Employee Schedule and Weekly Overall Schedule or when scheduling employees globally Snippets may be edited or removed from this screen Editing a Snippet 1 2 In WebScheduler go to Configuration gt Snippet manager Select the tab where the snippet you wish to edit can be found If you saved a selection to snippet then go to the Selection tab if you saved a day to snippet then go to the Day tab etc If you wish to view snippets made by other users then place a check next to View snippets for all users Data Management Inc 2010 All Rights Reserved This documentation may change without notice Snippet manyer Selection Day Week Schedule E Public snippets Hama Crestor Day Shift 6a 3p AMGE
415. t the Criteria 3 Click below the day for which you wish to create a schedule 4 Choose the desired action e Add segment This button will let you schedule a new segment e Edit Highlight a segment in the list and click this button to edit the highlighted segment e Delete Highlight a segment in the list and click this button to delete the highlighted segment e Shift pool This button will let you schedule a new segment using a pre set time from your shift pool or an off open or on call shift e Snippet This button will let you schedule a new segment using a saved schedule a snippet 5 If you want the segment you are scheduling to apply to more than one day then select the number of days next to Add Range of Days Enter the date and time of the segment Choose a job code If there is a break after this segment then select the break type oa To ensure that multiple segments are treated as a single shift they must be attached with breaks Data Management Inc 2010 All Rights Reserved This documentation may change without notice 9 If you enabled automatic deductions or a segment minimum for the job code you are scheduling and if you wish to disable either then place a check next to one or both segment flags place if and when schedules are transferred to hours It will also affect the calculation of scheduled labor costing h Disabling automatic deductions and or segment minimums will take 10 Click OK
416. tab as well as your scheduled rounding and scores certifications held names of children etc Adding a Note 1 Click Add TimeClock Plus Manager Note Details Date Created 12 10 2009 04 25 PM Created By SUPERVISOR Description 6a Py Gy 9 7c B Z U abe Font Name Sizer A 7 ren Data Management Inc 2010 All Rights Reserved This documentation may change without notice 2 Enter a description 3 Enter your notes in the field at the bottom of the Note Editor 4 Click OK a Ga Gy These buttons allow you to cut or copy the selected text and paste from clipboard CEAR These buttons allow you to undo or redo all of the changes made to this note B Z U abe These buttons allow the text to be bold italicized underlined or struek ort Font Name Sizer At This button allows the font type size and color to be changed z This button prints the date created the creator s user name description and note Removing a Note 1 Highlight the note 2 Click Remove 3 Click OK to confirm Viewing a Note 1 Highlight the note you wish to view 2 Click Edit or View The View button will only appear if the user logged in only has view access to the Notes tab If you have access to edit also then you will use the Edit button to review a note 4 1 4 10 Photo Tab This tab is used to store a photograph of the employee It suppo
417. ted Adjust for DST This option becomes available if you select Use the database server time adjusted to a specific time zone for the earlier option Method for retrieving the time Select Yes if you want the system to adjust for daylight savings time rather than relying on the database server to adjust Data Management Inc 2010 All Rights Reserved This documentation may change without notice 12 0 4 Breaks Defaults Break Type Names Global Settings Display Settings Enter the names of each of the break types Different rounding and restriction rules can be set for each break type job code Calculations combination Time Settings 3 Break 2 a 4 Password Policy Break Minimums and Rounding Mail Settings Break type Break v Manager Settings T Enforce minimum break length of minutes Reminder Bar T Round breaks to nearest minutes Employee Entry First segment Round up at minutes 0 Disable Add Employee Other segments Round up at minutes 0 Disable Accruals a Week NOTE A segment refers to the period of time that you are rounding to For example if you round to the nearest 20 minutes Ose WES segment one would be the first 20 minutes Other segments refer to the second 20 minutes the third 20 minutes etc Editing Hours Maximum Break Length Minor Tracking Maximum number of minutes between segments that is still considered a break 90 Scheduler Settings Mi
418. ter X SETUP where X is the drive letter of your CD ROM drive and click OK install Otherwise you will be unable to open the installer A If you are behind a proxy then you will need to configure it for this 2 Click Web Platform Installer 3 Click on the Web Platform tab Data Management Inc 2010 All Rights Reserved This documentation may change without notice T Web Platform Installer 2 0 i g g 6 x Select the Web Platform products below or choose Customize to select individual packages k r EH I Hd 4 i Easily manage deplo Information Services 0S Web Server Expand the capabilities of your 0S web server with the latest extensions Frameworks and Runtimes a Lb i Esi ART PTET LN Powerful frameworks and runtimes help you build and run web applications sites and services quickly and easily The ASP NET Framework provides rich functionalities that are adaptable to a wide range of projects Run popular web applications with ASP NET and P o incl Poe r e your web app in class ease of use and manageability Take advantage of the rich reporting business intelligence and tools support Customize T ls 4 Under Web Server click on Click to include the recommended products 5 Under Web Server click Customize 6 Place a check next to e ASP NET if available e IIS 6 Metabase Compatibility unnecessary in Windows Server 2003 7 Click Back to Web Platform 8 Under Frameworks and Runti
419. ter kay Load Module s 6 Enter the Web Edition activation key found on the yellow card included with your invoice in this window If you have other modules then press Enter after the activation key and enter the next key 7 Click Load Module s Data Management Inc 2010 All Rights Reserved This documentation may change without notice i 7 A If you click Cancel then you will need to go to AutoUpdate and install the e Web Edition module for the company you created in steps 2 5 8 Select your company 9 Log in as supervisor no password If you converted data then you will need to enter the correct supervisor password 10 Go through the Quick Setup Wizard This is optional but the wizard presents some important settings so this is recommended 11 Create the job codes refer to Section lll Managing Job Codes 12 Add the employees and assign the appropriate job codes to each refer to Section IV Managing Employees At least one clockable job code must be assigned to clock in After step 12 employees may begin clocking in using WebClock or through a Remote Data Terminal They will clock into a clockable job code and that record may be edited or approved by a manager in WebManager refer to Section V Managing Employee Hours Additional Companies If you wish to create another company and have purchased the multi company module you need to install that module while creating the company or throu
420. tering Sick or Vacation time Clockable Codes Some companies create one clockable code because they do not care for a breakdown they just want to track hours and attendance Most companies however create several because they need a breakdown to see how time is being spent Some examples of clockable codes wv y y y A General job code for everyone if a breakdown is not desired Department based job codes e g Administration Marketing or Shipping Positional job codes e g Mechanic Welder or Driver Project based job codes e g Construction or Assembly t7 The Job Costing module is available for the advanced tracking of a projects For more information please call 1 800 749 8463 to speak with A A a representative Non Clockable Codes Non clockable codes are codes that the employee will not clock into They will instead be used by the manager when inputting time manually e g Sick Vacation and PTO Data Management Inc 2010 All Rights Reserved This documentation may change without notice Job codes may be v Created in the Master Job Code List v Imported from a file produced by another application such as your previous timekeeping system Consider importing if you will be using more than 20 job codes How ever you plan to proceed once the job codes are in the system you will then need to assign them to your employees This can be done individually globally or with
421. that file is placed in the TimeClock directory Data Management Inc 2010 All Rights Reserved This documentation may change without notice LVIII What s New in Web Edition 3 0 There are several new and improved features in Web Edition 3 0 Many of the changes are described below WebManager Enhanced Navigational Control e Added ability to search for an employee by first name last name id badge number or export code e Improved loading performance of employee lists for a large number of employees Default Criteria e Added system wide criteria and section specific criteria Automatic Transfer of Schedule to Hours e Added support for automatically transferring scheduled hours to actual hours This is especially useful when scheduling vacation If enabled only scheduled hours for job codes that are configured to automatically transfer will be transferred from the schedule to the employee s hours during the close week process Note Hours are transferred into the week you are entering and not the week you are leaving Importing e Added ability to import punches raise history users labor cost sales and contracts Contract Workers module e Added the ability to import employee photos when importing employee information e When importing employee information based on a template the template name may now be entered in the import file Previously users would choose one template in the import screen and everyone
422. that is entered to be added to the item list then place a check next to Auto fill If the entry type is Item List or Item List with Edit then you need to build a list of items In the Selection List area at the bottom click Add enter an item and click OK Repeat this until the list is complete Data Management Inc 2010 All Rights Reserved This documentation may change without notice e If one of the items in the list should be selected by default then highlight that item and click Set Default The item will then be added to the Default field above e lf you want to change the order of the items then select an item and use the vertical arrows to move that item up and down e lf you want a blank item in the list then place a check next to Always show blank item in selection list 18 Click OK 12 8 Configuration and Security Check The Configuration and Security Check allows you to quickly determine if there are any blank passwords on file Eq Configuration and Security Check This check will analyze the configuration for the current company and report any configuration or security errors aT Export to i px Information SUPERVISOR User has a blank access password User ANDERSON Ashley Anderson User is allowed to perform On Screen TimeClock overrides but the override password is blank User PARRISH Jack Parrish User has blank access password User is allowed to perform RDT overrides but the override p
423. the copy will include On Call segments Copy Open segments from source schedule If enabled the copy will include Open segments Copy overrides for individual using fixed schedules If enabled the copy will include segments that override a fixed schedule Skip individuals that already have segments scheduled in the destination schedule If enabled employees who have at least one scheduled segment will be skipped by the copy 4 If for Include you selected Only those I can access that match the criteria defined in this form then click Criteria choose a filter configure it and click OK If you want to include everyone that you have access to then do not worry about the Criteria 5 Click Filter to choose which job codes you wish to include or not include in the copy If all job codes should be included then don t worry about the filter Include segments for every job code If selected then every segment for the employees you included will be copied Include only the job code items selected below If selected then only segments using the job codes selected in the list will be copied Include all except the job code items selected below If selected then all of segments will be copied except segments using the job codes selected in the list 6 Under Source Schedule select the period that you wish to paste to the Destination Schedule GC This button will reset the date previously selected o This button
424. the holiday will occur every year x number of days after the last selected day of the month For example if the holiday was set to the Sunday of October plus 3 days then the holiday will appear 3 days after the last Sunday in October Alternatively you may change Plus to Minus in the drop down list and the holiday will occur every year x number of days before the last selected day of the month The options under Single date will save you time by automatically adding that holiday to every week month or year 7 Click OK 8 Repeat steps 2 6 for each holiday a More than one holiday may be created for a single day by selecting the day with the holiday and clicking Add Editing a Holiday 1 2 In WebManager go to Configuration gt Holiday calendar Go to the month of the holiday using the lt and gt buttons at the top The lt lt and gt gt buttons will let you move three months at a time In the list at the bottom select the holiday you wish to edit and click Edit You can double click on the day but if there is more than one holiday assigned to that day you will need to select double click it in the list Make any necessary changes and click OK Data Management Inc 2010 All Rights Reserved This documentation may change without notice Removing a Holiday 1 In WebManager go to Configuration gt Holiday calendar Go to the month of the holiday using the lt and gt buttons at the top The lt l
425. the option will be enabled It means that the global addition will apply the master setting as defined in the Master Job Code List e An empty check box means the option will be disabled e A check means the option will be enabled 6 Enable any of the three tracked fields for this job code by checking the field and choosing from the drop down list when the field should be collected al Before you proceed remember that this global change by default A will affect every employee your user has access to If you want to only select a group of employees then click Criteria 7 Click Process Data Management Inc 2010 All Rights Reserved This documentation may change without notice a Z the addition So the record will not be added but the system will check O If you click Preview then the hour addition will be simulated to validate the desired addition and report any problems 4 7 2 Globally Un Assigning a Job Code 1 In WebManager go to Employee gt Global modification 2 From the Action menu select Remove 3 Select the job code s you wish to un assign from the list on the right Before you proceed remember that this global change by default A will affect every employee your user has access to If you want to only select a group of employees then click Criteria 4 Click Process S If you click Preview then the modification will be simulated to validate it X So nothing will be mod
426. the record This is not an option for fixed schedules r You can jump to an employee s individual schedule if you right click on _ their shift and Open individual schedule for lt employee name gt To delete a segment right click on it and choose Delete selected item s Deleting is not an option for fixed schedules i me You may also select several segments and delete them all at once using the Ctrl key then right clicking on one of the segments and choosing Delete selected item s Criteria You may choose which employees should appear by clicking Criteria If you want to see everyone then do not worry about the Criteria Options This button is used to configure how information is displayed in the Daily Overall Schedule Filter You may choose which job codes you wish to display by clicking Filter If you created job code groups and want all of the codes in a particular group to be included click Clear then highlight one of the codes in that group right click on it and choose Include Group lt group name gt You can also save the filter and load it in the future If all job codes should be included then don t worry about the filter Data Management Inc 2010 All Rights Reserved This documentation may change without notice 13 5 2 9 Daily Overall Schedule Options Display Starting hour and Ending hour This allows you to focus on a particular period The range e
427. the shift click Approve and Individual You may also select several shifts at a time using the Ctrl key D If you place your mouse over a record more details will appear the user A x who granted other approval management approval or individual approval The Note column will display a picture of a note if a shift note has been added by a manager or employee Click in that column next to a record to read add edit or remove a note Records in Blue If there are any records with a time in or time out that is blue as seen in the screenshot above then the record contains an unapproved missed punch which needs to be approved in the Missed Punches screen Employee gt Missed Punches before it may be approved here If there are any records with a missed time in or out that reads lt lt Missed gt gt then you need to edit the shift Employee gt Edit Hours to enter the time of the missed in or out and then approve the shift in the Missed Punches screen Once edited and approved in the Missed Punches screen you may approve it here Un approving a Shift s 1 To remove Other approval right click on the shift click Unapprove and Other You may also select several shifts at a time using the Ctrl key 2 Toremove Management approval right click on the shift click Unapprove and Management You may also select several shifts at a time using the Ctrl key 3 To remove Employee approval right click on the shift cli
428. they are considered tardy An individual is considered absent after how many minutes late Enter the number of minutes an employee must be late before they are considered absent Use actual times instead of rounded times to determine absent tardy information If enabled the system will use the actual punches rather than rounded when determining absent or tardy Count only one tardy per day If enabled an employee will only be counted tardy once per day even if they have multiple shifts and are tardy for more than one of them Count only one absence per day If enabled an employee will only be counted absent once per day even if they miss multiple shifts Data Management Inc 2010 All Rights Reserved This documentation may change without notice Non clockable shifts found where scheduled for a clockable shift should be counted absent If enabled and a shift is added in WebManager using a non clockable job code such as Sick or Vacation when the employee was scheduled to work hours will still be counted as absent 12 0 15 Miscellaneous under Client Settings Bes Miscellaneous Global Settings Display Settings Calculations Time Settings Breaks Password Policy Mail Settings Manager Settings Reminder Bar Employee Entry Add Employee Accruals Close Week Editing Hours Minor Tracking Scheduler Settings Miscellaneous E Allow employee to change his her pin number E Allow employee t
429. this if the rule does not depend on the hours worked but posts on a regular basis a lump amount every week month or year and skip to step X An example of this type would be if an employee earns 8 hours of sick time on the last day of every month Accrual is based on hours worked in the week being closed Select this if the rule does depend on the hours worked An example of this type would be if an employee earns 5 hours of comp time for every hour of overtime worked If you selected Accrual is based on hours worked in the week being closed then the options below will become available Data Management Inc 2010 All Rights Reserved This documentation may change without notice Regular hours If enabled then the rule will be based on regular hours Overtime 1 hours If enabled then the rule will be based on overtime 1 hours Overtime 2 hours If enabled then the rule will be based on overtime 2 hours Hours in non clockable job codes items If enabled then the rule will also consider hours in non clockable job codes The inclusion of hours for non clockable codes will depend on the type of hours selected above Regular Overtime 1 etc Count only selected job code items If enabled you may select the job code s that should be considered by the rule Select them from the list or enter the numbers using commas to separate job codes and dashes for ranges e g to include job codes 1 3 6 7 and 8 you would enter 1 3 6 8
430. thout notice e Save export options with this export If this is checked then the options you define from the Options button at the bottom of this screen will be saved with the export e Save output file names with this export If this is checked then the file name entered on the Exports screen will be re used 9 If you enabled the option Save criteria with this export then click Criteria enable and configure a filter choose who should appear in the export and click OK 10 Click Configure choose the settings for this export and click OK 11 If you enabled the option Save export options with this export then click Options and make any desired changes to the formatting or sorting options 12 Click Save Generating a Saved Export 1 In WebManager go to Period gt Exports Enter the date range for the export Alternatively you may select a date range from the drop down list Click Load Choose a saved export and click OK To begin the export process click Process oe o 8 0 4 Export Options Click Options to adjust the sort order and or default period the date range that appears by default when you first visit the Period Export screen Export sort order Id Number Default period TimeClock Week Ok Cancel 8 0 5 Exporting with an Export Module Various payroll software packages allow importing of hours In most cases if the payroll software can import hours then TimeClock Plus can export the h
431. til 1 it is removed from Global History or 2 expires 1 In WebManager go to Employee gt Messaging 2 Select Send a global message to every individual 3 Enter the message you wish to send in the Message field Data Management Inc 2010 All Rights Reserved This documentation may change without notice Send Global History Message Recipients amp Send a global message to every individual C Senda message to selected individuals Number First Last Message Please approve your hours O Start displaying message on at E Stop displaying message on at 4 Ifyou wish for this message to display at a later date and time then place a check next to Start displaying message on and enter the date and time it should start 5 If you wish for this message to expire then place a check next to Stop displaying message on and enter the date and time it should stop 6 Click Send 4 8 4 Viewing Global History and Deleting Global Messages 1 In WebManager go to Employee gt Messaging 2 Click on the Global History tab 3 To stop sending a message but keep it on record select it and click Expire OR To stop sending a message and remove it from record select it and click Delete 4 9 Reminders This section can provide important information about your employees First there is a tab for tasks where the user may create a check list The other tabs bring upcoming events to the user s attenti
432. time out that will be entered by default when adding a new record i P If all of your employees do not have the same working hours set the DE default times to reflect the time in and time out for the majority of your employees This will save you some time when manually entering hours Reset clock in and out variance warnings if they are set to no longer appear When editing a time that has been rounded a warning will display that asks if the actual times should remain or be removed There is an option to Remember my selection and don t ask again If that is checked then the only way to reverse that to display the warning again should you wish to change the selection is by enabling this option Reset clock in and out variance warnings Once enabled it will display the warning next time you edit a time that has been rounded 5 1 Quick Add Hours In the Quick Add Hours screen hours may be added to more than one individual at a time There is also an option to add these hours to a range of days up to 14 days at a time Finally the system can automatically select employees who have worked x number of hours on one day and x number of hours on another This was designed for situations where users want to add a holiday to employees who have worked so many hours before and after that holiday Number First Last Segment Extra Custom 1 Angelina Elliot Segment Hours Nicholas Ryan Date In 3 8 2010 ma I individual is clocked in
433. ting The Labor Cost Analysis provides an hourly breakdown of hours scheduled and estimated labor costs in dollars and as a percentage of sales A Summary at the top of the window provides total hours wages sales and labor percentage 1 In WebScheduler go to Tools gt Calculate scheduled labor cost 2 Select either View daily figures or View weekly figures i To display labor as a percentage of sales View daily figures must be p selected and estimated sales must be entered on an hourly or daily basis 3 To choose which employees should be included click Criteria choose a filter configure it and click OK If you want to include everyone that you have access to then do not worry about the Criteria 4 To choose which job code should be included click Options select Include only selected job code items in labor cost select the job code s you want to include and click OK If all job codes should be included then do not worry about this 5 Select the day or week you wish to view using the lt lt and gt gt buttons to move back and forward in time or by clicking Period and selecting the period 6 If entering sales on an hourly basis if Edit sales by the hour is enabled in the Labor Cost Options then double click on the record s Sales column and enter the estimated sales The labor percentage will then be calculated based on the wages and sales Data Management Inc 2010 All Rights Reserved This do
434. ting and ending times you could effectively send out a new message for each week or a day ahead of time Reports Major performance tuning of the reporting and query engine resulting in faster rendering Added the ability to create saved reports This means that a user can adjust the parameters of a report the formatting of the report the settings and the criteria who should appear in the report and save that report for faster future retrieval One example of this is creating a saved report for each department It would then be possible to print these reports without having to change the parameters each time Added support to render a report in a PDF format Added Employee Accrual Rule Report Added Shift Note Report Added Approval Report Added Conflicting Segments Report Added Break Totals Report Automated Reports and Exports Automation Utility module There is a module available that allows saved reports and or saved exports to be automatically processed on a certain day and time Data Management Inc 2010 All Rights Reserved This documentation may change without notice Who s Here e Added a filter for jumping to the specified employee number or showing only employees with the specified first and last name status job code or clock in out location e Added an Hours tab to reflect each employee s total hours for the day total hours for the week and current status e Added a Leave tab to reflect anyone w
435. ting date groups l print job code description Iv Skip single line between date groups print shift number requires shift differential module fai Translate shift number Default _ ok _ canei Click OK 7 0 3 Saving a Report This feature allows you to save the report options formatting and sorting settings and criteria who should appear in the report for faster future retrieval For example you could create a saved report for each department It would then be possible to preview or print these reports without having to change the parameters each time Creating a Saved Report eae T D O In WebManager go to Period gt Reports Right click on the report you wish to save Click Create saved lt report name gt Enter a Section category or choose from the drop down list of sections if you already created any saved reports Enter a Description From the three options choose the accessibility and parameters of this report e Make this report visible to all users If this is checked then the saved report will be available to everyone If un checked then it will only be available to the user who saved the report e Save criteria with this report If this is checked then the criteria you define from the Criteria button at the bottom of this screen will be saved with the report The saved criteria will then override the main criteria the Criteria button at the bottom of the Reports screen If un checked t
436. tion as a secondary entry level in addition to the job listed above How do you refer to these cost items Cost Code v How do you refer to these individuals Enter the title you use when referring to the individuals who will be clocking in and out e g Employee Student etc How do you refer to these jobs Enter the title you wish to use when referring to the codes that track time These include the codes that employees clock into and the codes that track other things such as sick time or vacation a oe The titles established here will display throughout the system menus DE reports etc when these individuals and jobs are referenced Both titles _ may be changed at any time Configuration gt Preferences gt Defaults gt Display Options 2 1 3 Period and Date Settings The settings at the top will determine the pay period Throughout TimeClock Plus there are screens e g the reports where a date range may be entered manually Next to these date fields is a drop down list that offers several options Today Yesterday and Last Week to name a few These options quickly adjust the dates for you So on those screens you can either manually enter a date range or choose a range from the drop down list There are two options in the date range drop down list Last Period and This Period In the Quick Setup Wizard the Default pay period and Pay period start dates affect those options The settings at th
437. to accept or No Esc to return to the main menu If enabled tracked fields such as tips in a restaurant or parts on a production floor will be collected after the job code Data Management Inc 2010 All Rights Reserved This documentation may change without notice 19 3 4 Changing Job Codes 1 Press the terminal s Job Code key Identify yourself by entering your employee number on the keypad and pressing Enter swiping a badge or placing your finger hand on the scanner for recognition 3 On the confirmation screen ensure that your name appears Press the Yes Enter key to accept or No Esc to return to the main menu 4 Enter the job code you are moving to and press the Yes Enter key If you do not know the job code number press the period key or Clock In Clock Out keys to move through the list of available job codes If enabled tracked fields such as tips in a restaurant or parts on a production floor will be collected after the job code 19 3 5 Viewing Hours In order for employees to be able to check their hours worked for the current shift and current week this option must be enabled in WebManager Configuration gt Preferences gt Defaults gt Client Settings gt Miscellaneous 1 Press the terminal s Clock In or Clock Out key 2 Identify yourself by entering your employee number on the keypad and pressing Enter swiping a badge or placing your finger hand on the scanner for recognition 3
438. to an employee it will paste the same job codes but if you wish for it to use the employee s default job code then place a check next to the job codes that should be substituted by the default For example you schedule a segment from 8 AM 12 PM in job code 1 and another segment from 1 PM 5 PM in job code 2 then save those two segments to a snippet If you do not check either job code the snippet will only work on employees who have job codes 1 and 2 If you check both job codes then the snippet will work for anyone it will use their default job code for both segments The Usage column indicates how many segments in the selection are using that job code 5 Click Save Pasting a Snippet In either the Employee Schedule or Fixed Schedule select the day week you wish to paste the snippet to and click Snippet gt select the snippet or right click choose Paste and select the snippet In the Weekly Overall Schedule click below the day for which you wish to create a schedule click Snippet and select the snippet _ ao Snippets may be edited and deleted in the Snippet Manager refer to 17 8 Editing and Deleting Snippets 13 5 2 13 Copying a Schedule from one Period to Another 1 In WebScheduler go to File gt Copy schedules chedule Copy Copy Settings Include Onby those matching current schedule criteria J Copy Off segments from source schedule J Copy On Call segments fram source schedula
439. to select the saved map Alternatively on the previous screen where you chose the file type you can select the saved map as the Default map file and the fields will be automatically mapped accordingly during every import until the Default map file is set to nothing Data Management Inc 2010 All Rights Reserved This documentation may change without notice SECTION XVII OTHER TOOLS AND CONFIGURATION TimeClock Plus includes some tools to help you globally manage your schedules delete an entire a period s worth of schedules transfer schedules to hours e g transferring scheduled vacation time clean up re index and optimize the TimeClock Plus database view scheduled labor costing manage employee schedule requests and manage snippets 17 1 Global Scheduling 17 1 1 Globally Applying a Schedule The Global Scheduler section Apply Schedule tab allows you to create a schedule and globally add it to everyone or to a select group of employees In WebScheduler go to Tools gt Global scheduler 17 1 1 1 Entering a Schedule Global scheduler Apply Schedule Apply Snippet Change Schedule B Day Timea n Time Gut Job Code TAOLO 7 10 2010 ninininininin eoocceos 7 T a w20ad 7 17 2010 nininin ininin oo occ oc 6 Proceres l Preview Edit Shaft pool Snippet Criteria 1 From the Apply Schedule tab click next to the day for which you wish to create a schedule If you set up a s
440. ts to learn more about installing and configuring them 19 0 2 Configuring and Starting an Ethernet Terminal Once the terminal has been connected to your network 1 On a computer in the same network as the terminal and a computer that will be available at all times e g a server open WinRemote Cy WinRemote v6 0 1 1 COM1 Inactive 2 When you first open it you will need to add an Ethernet port 1 You may click Locate to search for Ethernet terminals on your network _ The type of terminal and IP address on that terminal will be listed 3 Click Port gt Add port Data Management Inc 2010 All Rights Reserved This documentation may change without notice Select Ethernet port and click OK Double click on the port or select it and click Configure Click on Information under Settings Select the company ae Port Configuration ETHO Information ttt 8 Click on Ethernet under Communication 9 Next to Network address or name enter an IP address that is available You may click Ping to see if a device on your network responds if a device has already been assigned that IP For more information on entering an IP address on the terminal please refer to the documentation that was included with the terminal Data Management Inc 2010 All Rights Reserved This documentation may change without notice Port Configuration ETHO Information
441. u have any comments to enter enter them 7 Click OK Editing a Review 1 Highlight the review 2 Click Edit Removing a Review 1 Highlight the review 2 Click Remove Viewing a Review 1 Highlight the review 2 Click View 4 1 4 12 Cumulative Tab This tab provides the employee s archived information and cumulative hours Information displayed on the Cumulative tab is updated when closing the week The archived information includes tardies absences accruals raises rate adjustments and messages sent to the employee by a user The tardies and absences are based on the employee s schedule in TimeClock Scheduler Selected 1 Info Custom Jobs Overtime Accrual Restrictions Scheduler Notes Photo Reviews Cumulative Misc Access Tardy Statistics Absent Statistics Total 0 Total 0 Excused 0 Detail Excused 0 Detail 1 1 2010 El to 3 5 2010 E Year To Date v Update Job Code Regular Overtime 1 Overtime 2 Total Total 0 00 0 00 0 00 0 00 Accrual history Raise history Message history Data Management Inc 2010 All Rights Reserved This documentation may change without notice 4 1 4 12 1 Tardy and Absent Statistics Tardy Statistics The total number of tardies and of that total number the number that was excused appear here By clicking on the Detail button a record of each tardy will appear and may be printed Tardies may also be
442. ude salaries in total wages If enabled salaried amounts will be reflected Save entered sales figures If enabled the sales entered for each hour the total sales for the day will be saved If disabled the sales will reset to 0 00 when you leave or update the window Load current labor when window is opened If enabled the labor for today will be displayed If disabled nothing will be displayed and you will have to select the desired day or week 17 7 Employee Schedule Requests There is an option that if enabled allows employees to submit a schedule request from Web Requests are maintained and presented for viewing on this screen in WebScheduler There are three types of requests e Time off request An employee may for example want to request one day of personal time or two days of vacation e Scheduling request An employee may for example have an appointment and need to come in an hour later than scheduled or leave an hour early e Fixed scheduling request An example would be an employee who isn t available to work on Wednesdays or between 8 and 9 on Fridays From this screen requests may be added edited or removed Requests are typically submitted by the employee from WebClock so adding a request from this screen will be seldom necessary Editing and removing a request is the main purpose of this screen Requests may be approved or denied by a manager in WebManager refer to 11 5 2 Approving Denying a request
443. umentation may change without notice 19 1 11 Monitoring Port Configuration ETHO 21x Information R Clock Operations Automatic Refresh Terminal Operation Enable automatic screen refresh on this terminal Feedback Access Restrictions Refresh interval in seconds 0 15 9999 seconds Prompts f B Fallback Mode Connection Monitoring Badge Processing T Enable connection monitoring on the terminal Communication Ethemet Monitor interval in seconds 0 60 9999 seconds E Modules Active Modules Enable automatic screen refresh on this terminal If enabled the screen on the terminal will refresh every x seconds Enable connection monitoring on the terminal If enabled WinRemote will query the terminal every x seconds to ensure that there is still two way communication If there is not it will attempt to restart the port which will be noted in the activity log 19 1 12 Active Modules If you purchase a WinRemote module e g the fingerprint module or hand scanner module then after downloading and installing the module with AutoUpdate and loading the module with Module Manager it will appear in this section Select it and click Configure to make changes to the module 19 2 Terminal and Badge Diagnostics 19 2 1 Terminal Port Diagnostics This process allows you to determine what port a terminal is connected to and how long it has been operating This test can only be performed if the option Al
444. unding punches e g to the quarter hour and restricting a clock in based on the number of hours worked in the work week Selected 1 Notes Photo Reviews Cumulative Misc Access Info Custom Jobs Overtime Accrual Restrictions Scheduler f Automatic Rounding No schedule required Clock In To nearest minutes Round up at minutes Clock Out To nearest minutes Round up at minutes Clock In Restrictions Restrict clock in when employee reaches overtime Restrict clock in when employee reaches hours in week E Use Default Information Data Management Inc 2010 All Rights Reserved This documentation may change without notice Automatic Rounding No schedule required Often companies have a policy that requires the in and out times to be automatically rounded to the nearest X minutes backwards or forwards This feature will automatically round an employee s in or out times up or down without the need for a schedule To enable the auto rounding feature 1 Place a check next to Clock In or Clock Out 2 Inthe To nearest field enter the number of minutes you want to round to e g input 15 if you want to round up to the next quarter hour or back to the last quarter hour 3 Inthe Round up at field enter the number of minutes you want to round up from e g input 8 if you want to round up to the next quarter hour when an employee clocks in at after 8 08 8 23 8 38 or 8 53 If an
445. updating WebClock the login page will take some time to load Click User Login WebClock Select Company Data Management 1 Password Login Cancel _Login_ Select the company if more than one company exists Enter the User Id and Password Click Login Configure Settings Configuration Manager Logout Click Configure Settings Highlight the Default configuration or the configuration you wish to change and click Select Make the desired changes refer to 18 7 WebClock Settings Click OK to save those changes Click Logout to close the WebClock configuration Data Management Inc 2010 All Rights Reserved This documentation may change without notice 1 D If you need to remove a configuration then select it and click Remove J The Default configuration may not be removed 18 6 2 Creating a New Configuration 1 Open a supported web browser such as Internet Explorer Go to the URL of WebClock hitp lt web server name gt webclock30 replace webclock30 with the name of the virtual directory for WebClock if you performed an advanced setup and chose a different name During the first visit after installing or updating WebClock the login page will take some time to load 3 Click User Login WebClock Select Company Data Management 1 v Password Login Cancel Select the company if more than one company exists Enter the User Id and Password Clic
446. ve been other approved If enabled users will not be able to edit a segment that has been approved by another individual Prevent deletion of segments that have been employee approved If enabled users will not be able to delete a segment that has been approved by the employee Prevent deletion of segments that have been manager approved If enabled users will not be able to delete a segment that has been approved by a manager Prevent deletion of segments that have been other approved If enabled users will not be able to delete a segment that has been approved by another individual Data Management Inc 2010 All Rights Reserved This documentation may change without notice 12 0 13 Minor Tracking This section allows you to setup minor tracking which alerts you in the Who s Here section of WebManager when an employee who is a minor has worked past the allowed time Some states have laws that do not allow minors to TimeClock Plus Manager Minor Tracking Settings Minor tracking is used in the Who s Here List to highlight minors that are working past their allowed time Global Settings Display Settings work past a certain time of day If Minor Tracking Rules are established in WebManager a minor who is working past the specified time of day will be flagged in the Who s Here List for easy monitoring and management they will display in a different color Calculations Time
447. ved missed punches E Approved Iv Only display shifts that I am authorized to approve E Not Approved Id Name Brk Time In Time Out Job Code Hours Shift Hours v 1 Angelina Elliot C lt lt Missed gt gt 1 4 2010 05 06 PM 6 Shipping 0 00 0 00 C lt lt Missed gt gt 1 6 2010 11 59 AM 5 Service 0 00 0 00 C 1 7 2010 01 05 PM lt lt Missed gt gt 6 Shipping 0 00 0 00 v 4 Jack Parrish C lt lt Missed gt gt 1 5 2010 11 06 AM 1 Administration 0 00 0 00 C 1 5 2010 01 04 PM lt lt Missed gt gt 1 Administration 0 00 0 00 Criteria If the blank method is used then the manager will have to edit the shift Edit Hours enter the time of the missed in or out and then approve the missed punch The scheduled and employee entered methods will produce something like this Start 1 1 2010 BalEnd 1 16 2010 H TimeClock Week To Date Update E Only display shifts that contain unapproved missed punches E Approved M Only display shifts that I am authorized to approve E not Approved Id Name Brk Time In Time Out Job Code Hours Shift Hours v 5 Mark Alexander E 1 4 2010 08 00 AM 1 4 2010 11 57 AM 2 Human Resources 3 57 L 1 4 2010 12 55 PM 1 4 2010 05 06 PM 2 Human Resources 4 11 8 08 r 1 6 2010 07 50 AM 1 6 2010 11 30 AM 2 Human Resources 3 40 L 1 6 2010 12 30 PM 1 6 2010 05 08 PM 2 Human Resources 4 38 8 18 v 6 Nadia Shields C 1 6 2010 07 30 AM 1 6 2010 11 15 AM 2 Human Resources
448. w the shift Note This shift note if you wish to enter one will be attached to the shift Right Side Individual is clocked in If enabled the Date Out and Time Out will not be required and the employee will remain clocked in Time sheet entry If enabled the Date Out and Time Out fields will be replaced with an Hours field where you may enter the length of the shift Missed in punch If enabled the Time In for the shift will appear as a missed in Missed out punch If enabled the Time Out for the shift will appear as a missed out Add range of days This is the number of days to which the record will be added starting with the date you entered For example for a Monday to Friday operation when adding a week of time you would enter Monday s date and then select 5 from the Add range of days list Extra Tab Entry location The source of this shift where it was created being created will appear here Disable automatic deduction If there was an automatic break deduction depends on the automatic deduction settings for the job code then you may place a check here to disable it Disable segment minimum for this segment If there was a segment minimum depends on the segment minimum settings for the job code then you may place a check here to disable it Force overtime 1 for this segment If this is checked then all of the hours for this segment will be considered overtime 1 Force overtime 2 for this seg
449. week fixed schedule or more than 2 then scroll down to edit week 2 week 3 etc To edit a fixed schedule 1 Double click on the employee or enter their ID above the list and press Enter 2 Double click on the record you wish to change 3 Adjust any of the information and click OK 13 5 2 3 Fixed Schedule Overrides From the Fixed Schedule Overrides tab you may schedule shifts that override the fixed schedule for the selected week only For example a fixed schedule is created from 8 AM 12 PM and 1 PM 5 PM is created so every week the employee s uses that schedule However on a specific date the employee will be on vacation so you can override that fixed schedule for that specific date from this tab E Individual Employee Schedule Individual Schedule for Angelina Elliot 1 m Fixed a Override j Leave Fixed Schedule Overrides Fixed Schedule 8 Day Time Out Job Code 3 28 2010 4 3 2010 Fixed week 1 12 00 PM 1 Administration 4 00 5 00 PM 1 Administration 4 00 8 00 5 00 PM 1001 Vacation 8 00 8 00 12 00 PM 1 Administration 4 00 5 00 PM 1 Administration 4 00 8 00 b Week 1 10 10 1 00 Fixed Schedule Fixed I have class between 4 and 5 every T Week 2 0 0 00 0 00 3 30 2010 8 00 AM 5 00 PM T Friend s wedding Criteria Delete Segment Edit Shift pool_ Snippet Close 1 In WebScheduler go to View gt Employee schedule 2 Double click on the employee or enter their ID
450. who were improperly deleted from the database will be removed An employee being improperly removed is a rare occurrence and will probably never happen but if it does this option will be available to remove the remnant schedules Improperly removing an employee would only happen if the employee was deleted from the database instead of from WebManager Click Preview to see a list of the records that will be removed None of the data will actually be removed Click Process 3 4 Fixed schedules for suspended or terminated employees will not be removed by this feature They will need to be removed manually 17 5 Transferring Schedules to Hours The Transfer Job Code Information is used to copy scheduled hours directly to an employee s time records in WebManager This function is mainly used to transfer scheduled vacation hours to hours worked but it can be used to transfer schedules in any job code When you transfer job code information it is just as if the employee clocked in and out Fram the list at the left palect the job code items you would like bo transfer into the worked hours list in TirmeClock Manager Ginter the date range to bronkier belew Note that hours cannot be transferred bo that hare been cho md can only be transfered up to four weeks d a ol tha current TimeCleck meek Fram 3 28 2010 jy ta AS 2010 Git TirmeCleck Week Combing schedule criteria and the criteria specified below Criteria Pr
451. will allow you to push every Source Schedule to the next week _ Ifyou click Preview the process will be simulated to validate it So sex nothing will be added but the system will check the entered schedules against everyone the defined group of employees and report any problems 7 Click Process Data Management Inc 2010 All Rights Reserved This documentation may change without notice SECTION XIV SCHEDULER REPORTS TimeClock Plus provides several reports with scheduling information These reports have been broken down into different sections Daily Reports in the first section reflect schedules on a daily basis broken down by employee or job code One report Daily Visual provides a graphical representation of each employee s schedule per day Other Reports The second section offers a variety of reports including a report with estimated wages based on the employee s schedule and job code rate if entered in Add Edit It also includes a detailed breakdown of schedules according to job code and a report with any schedule requests that were submitted by an employee for the period you are reporting Finally it includes a report Time Coverage that shows how many employees are working at each hour of the day Individual Schedules The third section includes a report that reflects an employee schedule for each week one employee per page Weekly The fourth section includes a report that reflects an employee
452. xpand the oi TimeClock Manager branch Reports and Pay Period Notice the a option Change individual report settings If you don t want the user to change the settings to use whatever you define as supervisor and not have the option to change it then un check this option Use shared configurations in Period Exports If this is checked then the user s period export settings will be shared with the supervisor and with other users who have this checked If this is un checked the settings will be unique to this user User must change access password every x days If this is checked the user will have to change his her access password the password for logging in every x number of days If you enable this enter the number of days in the field next to it Last password change by user displays the date and time of the last required password change Next to that date and time there will be a number in parenthesis This is the number of days ago that the last password change took place which will help you quickly determine how close the user is to the next required password change Automatic log off when application is idle for x seconds If this is checked the user will be logged off when there is inactivity for x seconds If you enable this enter the number of seconds in the field next to it Even if this is disabled there is another time out that affects all users defined in the web config file on your web serve
453. y overtime if enabled For example if the amount entered here is 8 00 and 6 consecutive day overtime is enabled then an employee who works 4 days 8 hours on days 1 4 7 hours on the 5th day and 8 hours on the 6 day will not earn 6 consecutive day overtime because they did not work a full day on the 5h By default the amount of hours that constitute a day worked is 0 01 1 minute Include non clockable hours If enabled then non clockable hours will be included in the hours that constitute a day worked For example if 6 consecutive day overtime is enabled and the amount of hours that constitute a day worked is 8 00 then an employee who works 4 days 8 hours each day has a non clockable shift on the 5 day e g sick time and then works the 6 day will still earn 6 consecutive day overtime if this option is checked Maximum length of a worked segment The maximum length prevents a user or employee from creating an extremely long segment Data Management Inc 2010 All Rights Reserved This documentation may change without notice 12 0 3 Time Settings This section ie fhe pome 3 SS ee choose how the Dicplay Setting i ti me th rou g h O ut sainan Select the method for determining the current time for this company By default the company will use the tim Tim eC ock P US a Time pg net l Use the database server time with seinen should be ER determined J Manager Settings and or adjusted SEAP for
454. y Options Data Management Inc 2010 All Rights Reserved This documentation may change without notice Tracked fields allow you to track an amount whole or decimal with each shift For example the number of parts for assembly the number of calls for a call center the amount of mileage for a driver or the amount of tips for a waiting Staff To set up a tracked field enter its name in one of the three Tracked field name fields Select the decimals field and enter the desired number of decimal places up to 4 decimal places For example a restaurant might set the name to Tips and the decimals to 2 in order to collect dollars and cents To use a tracked field it must be enabled for the job code that the employee is working When creating a job code in the Master Job Code List there is an option for each of the three tracked fields to require the entry of that field It can also be enabled for each job code on a per employee basis Add Edit am SECTION Ill MANAGING JOB CODES 3 0 What is a Job Code Time is captured and tracked with a job code Every employee must be assigned at least one clockable job code in order to clock in and out There are two types of job codes clockable and non clockable Clockable job codes are used by an employee when clocking in via WebClock or a Remote Data Terminal Non clockable job codes are used by the manager when inputting time in WebManager e g en
455. y State Zip Code Suspend Export Code Social Security Department Badge Noni 1 Angelina Elliot 123 A Street San Angelo TX 76901 1001 456 85 2361 Supervisor A123 emp1 123 325 687 3100 325 21 2 Nicholas Ryan 234 B Street Austin TX 73301 1002 233 68 4297 Field Agent B345 emp2 326 212 7268 325 450 1253 4 3 David Reed 345 C Street Dallas TX 75201 1003 456 85 2362 Deep Cover C567 emp3 326 450 1253 325 687 3100 1 3 1 4 Jack Parrish 456 D Street San Angelo TX 76901 1004 233 68 4298 Security D789 emp4 326 687 3100 325 212 7268 5 S Mark Alevander SA7 E Strast Ayictin TY 72201 1905 ASK 85 22A2 Tech A124 emnS 226 712 7762 275 ASN 1752 0 1 S200 ES E Current map record Back This documentation may change without notice e Fixed Length ASCII Text Select this if you wish to import a fixed length file If selected the next screen will ask you to designate the beginning of each field 5 Click Next Select an item in the Field column to change its field mapping You can also modify the field offset by modifying the value in the offset column Preview Field Date format Offset gt 1 No map selected 0 No map selected No map selected No map selected No map selected No map selected No map selected No map selected No map selected 1001 No map selected 4 gt 4 gt 4 gt 4 gt 4 gt 4 gt 4 gt 4 gt 4 gt 4 gt 4 gt 456 85 2361 No map selected Load Map Save Map Clear Map Back 6 Map
456. y or range of days since date of hire e Exclude suspended individuals If enabled all employees that have been suspended via a check box on the individual s Info tab will not be included in the results This box is checked via default e Exclude terminated individuals If enabled all employees that have been terminated a date entered in the terminate date field will not be included in the results e Exclude salaried individuals If enabled all employees that utilize the Salaried overtime calculation category will be excluded from the results e Custom fields If any or all of these fields are chosen they will be used to determine who is included in the process You can filter the custom fields to those that are Equal Contains Starts With or Ends With whatever value you specify For example you can filter on a custom field called Home Department where it Equals Tech With that setting the software will only show the employees that have the custom field Home Department with a value of Tech The custom fields presented on the Criteria screen are defined for the company via Configuration gt Preferences gt Custom fields See the next section for a discussion of these fields Preview This button displays a list of your employees and indicates whether each employee will be filtered or not You can use this to check yourself after making changes to the criteria Load This button displays a lis
457. y scheduled Termination If a date is entered the employee is considered terminated and can no longer clock in out The employee s historical data is not deleted To remove historical data you have to delete the employee but deleting is not recommended We suggest terminating DE You may filter a report export or employee list by criteria that excludes terminated employees Class This is an optional field numeric only It is designed for grouping employees The criteria feature for many of the screens in TimeClock Plus particularly the reports will allow you to filter by different fields including classification If a user wants to run a report or only look at hours for a certain class the criteria will do that For example if a company has multiple locations employees at corporate HQ might be given a classification of 1 while employees at an out of state location might be given a classification of 2 Functions within the system could then be filtered to only include employees that belong to classification 1 Data Management Inc 2010 All Rights Reserved This documentation may change without notice Individual is suspended If enabled an employee is considered suspended and can no longer clock in out Suspending an employee means that you can easily allow them to clock in out again if when they return to work 1 A You may filter a report export or employee list by criteria that excludes
458. yees are already setup in a payroll system and that system can produce an export file then that file can be brought into TimeClock Plus Many companies maintain personal employee information hours to date etc in Excel and these spreadsheets can be imported into TimeClock Plus If converting from another timekeeping application you may want to import hours to date into TimeClock Plus in order to have all of your hours for the year in one central system Importing is also useful in the ongoing use and management of TimeClock Plus For example if a company will be utilizing job codes to represent departments and these departments are setup and maintained in an accounting system these codes can be imported into TimeClock Plus periodically to keep the two systems department codes in sync with each other TimeClock Plus provides the ability to import several categories of data 1 2 3 4 5 6 T 8 9 1 Employee Information Employee Job Codes to Add Edit Employee Hours Employee Accruals Employee Raise History Employee Punches Master Job Codes to the Master Job Code List Users Labor Cost Sales 0 Schedules refer to Section XVI Importing Schedules All imports require the source file to be one of the following three types these are standard formats and these exports can be produced by most applications v y y Delimited ASCII text file Fixed length ASCII text file DBase compatible file Data Mana
459. your job codes have been created Configuration gt Master Job Code List Data Management Inc 2010 All Rights Reserved This documentation may change without notice 1 In WebManager go to Employee gt Add Edit 2 Click New Start Page eats ii Lact Double click on an item in the list or 1 Angelina Elliot a 2 Nicholas Click New to create a new item 3 David Reed 4 Jack Parrish 5 Mark Alexander 6 Nadia Shields 7 Michael Bradley 8 Mia Ryder 9 Brooke Berry 10 Elizabeth Arnold Criteria Save 3 Enter the employee number or click Next Available and the next available number will be automatically entered The number you enter can be up to 10 characters in length 4 Ifthe employee that is being added should use a template that you created then select it from the Base new item on which template drop down list 5 Click OK Enter new id number Next Available Base new item on which template Blank Template z 6 Enter a first name and last name this is required 7 Enter a hire date this is optional but recommended 4 Selected Angelina Elliot 1 Notes Photo Denies Cumulative Mic Access Info Custom Jobs Overtime Accrual Restrictions Scheduler Personal Information Address 1 Address 2 City j State Zip SSN DOB E Mail ee Gender Female v Phone cell i Other Information Hire date

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