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Universal Time Clock User Guide - Time Clock Supplies

1. Department Change Punch In and Transfer The RTC 1000 2 5 Universal Time Clock can track time spent by an employee in a particular department Employees can be assigned to multiple departments and will be prompted to select their department when punching In To punch into a department follow the instructions below 2014 01 22 13 Page 1 Enter the assigned PIN badge number at the time clock or wave the proximity badge in front of the number pad then press IN 2 Use the Up or Down key to select the applicable department 3 Press Enter By pressing the Break Department Transfer key the employee has the ability to quickly transfer from one department to another 1 Ifan employee needs to punch out of one department and into another department enter the assigned PIN badge number at the time clock or wave the proximity badge in front of the number pad then press the Break Department Transfer key 2 Use the Up or Down keys to select the desired department Press Enter to punch into that department The employee is automatically punched out of the previous department Entering Tips Job Numbers or Piece Counts The RTC 1000 2 5 allows an employee to enter additional data at the clock Employee Inputs on either an In or Out punch Employee Inputs are used to track employee tips piece counts or job numbers This optional data will be recorded on the Timecard Report Employee Inputs can be configured to collect data on either the
2. ICON TIME SYSTEMS INC An Oregon Corporation Notice The information contained in this document is subject to change without notice ICON TIME SYSTEMS MAKES NO WARRANTY OF ANY KIND WITH REGARD TO THIS MATERIAL INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE ICON TIME SYSTEMS shall not be liable for errors contained herein or for incidental consequential damages in connection with the furnishing performance or use of this material ONE YEAR LIMITED WARRANTY ICON TIME SYSTEMS INC offers the original purchaser a warranty for One 1 Year on Parts and Labor ICON TIME SYSTEMS will repair and exchange parts for your unit free of charge in the USA in the event of a defect in materials or workmanship as follows PARTS New or comparable rebuilt parts in exchange for defective parts for one 1 year beginning on the date of delivery LABOR Mail in service for One 1 year beginning on the date of delivery SERVICE If adjustments or repair are required purchaser must contact our customer service department within the warranty period detailing the request The purchaser must provide model serial number and a copy of original purchase If ICON TIME SYSTEMS decides a product requires service ICON TIME SYSTEMS will issue a Return Material Authorization Number RMA Products may be shipped to ICON TIME SYSTEMS adequately insured in their original packaging or equivalent with s
3. Q My Internet Service Provider will not provide me with a Static external public IP address Are there other options A If you are unable to get a static external public IP address from your ISP you have two options e Use the dynamic external public IP address if when the IP address changes repeat step 3 above to look up the new external public IP address e Usea3 party dynamic DNS service provider There are a number of providers who provide a Dynamic DNS service These are generally implemented in the user s router or computer which notices changes to its IP address and automatically sends an update message to the DDNS service provider List of Dynamic DNS Service Providers e dyn com e no ip com e dnsdynamic org e changelP com Troubleshooting Remote Connection Problems If you are unable to connect to your time clock using the external public IP address you will need to troubleshoot your connection and configuration e Restart your router e Ifyou are using both a router and a cable modem router DSL modem router for port forwarding ensure that port forwarding has been configured on both the router and cable modem router DSL modem router e The cable modem router DSL modem router must port forward to the local static IP address assigned to the secondary router e Alternatively you may contact your ISP to disable the router function on your cable modem router DSL modem router e Ensure that a static internal I
4. The authorized IP address can be listed in the following ways e AnylIP Address Leave the field blank to allow employees to punch in out from any IP address e Multiple IP Addresses Put a comma between the authorized IP addresses to allow the employee to punch from any IP address listed Example 192 168 3 6 192 168 3 784 e Range of IP Addresses The employee can punch at computers with an IP address that falls within the 30 45 range Example 192 168 3 30 45 3 Click Submit to save your changes Note Ifan employee is not restricted to punch In Out from the Global Authorized IP Address uncheck the Use Global Authorized IP Address option in the employee s Edit an Employee screen Setting Authorized IP Addresses by Employee The employee s Authorized IP Address es field assigns the IP address that a particular employee is authorized to punch in out To set the authorized IP address es perform the following instructions 1 Goto the Employee page and select the employee from this list 2 Inthe Authorized IP Address es field enter the IP Address es of the computer or other web enabled device that the employee is authorized to punch in out 3 You can list the authorized IP address es in the following ways e Any IP Address Leave the field blank to allow employees to punch in out from any IP address e Multiple IP Addresses Put a comma between the authorized IP addresses to allow the employee to punch from any IP address li
5. Dept 01 Add Department If you are assigning more than one department specify the order that the departments will be displayed at the clock when the employee clocks In For additional information on setting up departments refer to Chapter 4 Departments and Supervisors Active All employees default to an active status Deselect this checkbox to make the employee inactive and to hide their name from reports Entry Method This option determines the procedure for punching in and out by the employee at the employee time clock Select the desired method from the drop down menu Review the description of the time clock entry methods below and choose your entry method carefully 2014 01 22 23 Page o Validated The employee is required to either punch in or out at the employee time clock The correct option blinks on the time clock display The employee is required to press the correct key at that time Example If an employee forgets to punch out the day before they will be required to punch out first before they can punch in for their current shift The punch information can be edited in the software so the proper punch out time and date is recorded on the reports o Non Validated In and Out displays under the employee s name at the employee time clock The employee is required to press the correct key at that time either In or Out Either entry is accepted by the employee time clock o Automatic This is also known
6. Note Before purging employee punches we recommend that you save a backup of your data This allows you to view that employee s data at a later date Refer to Chapter 6 Maintaining Your Time Clock for additional information 2014 01 22 25 Page Chapter 4 Departments and Supervisors Departments The RTC 1000 2 5 system has the ability to track and report labor on a departmental level Hours worked and labor costs are included in these reports Overall the system supports up to 32 different departments and each employee can be assigned to one multiple or all 32 departments Customize Your Departments To view the departments list select Lists Departments Click an available department in the Department column to open the Edit A Department screen EDIT A DEPARTMENT Department Name Deptat Active Y Note 1 Typea name for the department in the Department Name field 2 All departments default to Active status Uncheck the Active checkbox to make them inactive In Revision Start Time 1200 A Y A a In Revision End Time 12 003 A Y 3 Enter any notes to be associated with this department in the Note field Out Revision Start Time 12000 A Y Out Revision End Time 12 003 A Y 4 Ifyou have purchased the Benefit Tracking upgrade you have the option EN to set Revision Zones by department Revision Zones round punch hours to the start and end times of a specific shift For additional information refer to Revision Zones late
7. Select the default time frame to view when you open the Attendance Report screen from the Default Attendance Report To drop down menu 2014 01 22 18 Page 9 Select the default time frame to view when you open the Timecards Report screen from the Default Timecard Report To drop down menu 10 Type the number of minutes to set how often alerts on the Home page refresh in the Refresh Home Page Every field If your system runs slow type a larger number for the refresh time 11 Check the Use Popup Windows for Edits checkbox to have a separate pop up window display when editing a punch in a report screen This allows you to view the original report screen in the background while you edit We recommend keeping this option checked 12 Check the Show total hours at the clock checkbox to have the time clock automatically report the employee s total daily hours after the employee punches out 13 Click Submit to save your settings and return to the Home page e Use SSL Server Upgrade Required This option is visible when the Email Alerts upgrade pack is enabled Use SSL data encryption to encrypt data ensuring all data passed between the time clock and web browser remains private e Multi clock Preferences Multi clock refers to multiple time clocks connected together to share one software For additional information on setting up multi clock preferences refer to Chapter 9 Multi clock Configuration e Web Punch Preferences For addit
8. 14 Thu 08 00a Work Thu 04 30p 30min 8 00 8 00 Totals Format Hundredths 8 00 8 00 REG OT2 HOL TOTAL Grand Total Format Hundredths 8 00 8 00 e To filter by employee click the date link at the top of the report e Select the employee from the Employee drop down menu 2014 01 22 33 Page e Click Submit to save your selection e CSV Export Exports a report in comma delimited CSV format This report is used for importing employee punch data into programs that use CSV files e Click Export at the top of the report to save the report in comma delimited CSV format e Click Save in the File Download screen type a name for the file and select a location to save the file You can open the CSV file in a text editor or Microsoft Excel e Summary Click Summary at the top of the Timecards Report to display a summary of total hours on the Timecard report without the punch detail e Signature Click Signature at the top of the Timecards Report to display an employee signature line When you print timecards this line displays on the timecard This also creates a page break between employee timecards This option is often used by companies that keep a printed record of employee time and to show employee timecard approval Using the Department Report To view the Department report hover your cursor over Reports and then click Department The Department report is designed to give you a report with a summary of hours worked per departme
9. 7 52am would calculate as 7 45 a m An In punch of 7 53am would calculate as 8 00 a m e 15 Minute Slant 10 5 IN 5 10 OUT Quarter hour rounding similar to above except the break point occurs on the 5th minute or 10th minute depending on whether it is an IN punch or an OUT punch To illustrate An In punch of 4 minutes 59 seconds rounds back An In punch of 5 minutes 00 seconds rounds forward An Out punch of 9 minutes 59 seconds rounds back An OUT punch of 10 minutes 00 seconds rounds forward Example An In punch at 7 49am would calculate as 7 45 a m An In punch at 7 50am would calculate as 8 00 a m e 10th Hour Rather than rounding the punch hours this selection calculates punches from the tenth hour point and advances each six minutes 16 Page Minutes10 Minutes 10 00 05 0 30 35 5 06 11 1 36 41 6 12 17 2 42 47 7 18 23 3 48 53 8 24 29 4 54 59 9 To Illustrate An In punch from 00 minutes after the hour to 05 after the hour rounds to the top of the hour 0 An In punch from 30 minutes after the hour to 35 minutes after the hour rounds to 5 Example An In punch at 7 30am would calculate at 7 5 a m An Out punch at 4 05pm would calculate as 4 0 p m 2 The Automatic Punches become IN at field automatically makes the next punch an In punch after a determined number of hours This option is convenient if an employee forgets to punch Out This option is only used when an employee entry method is set to
10. Automatic Refer to Chapter 3 Setting Up Your Employees for additional information 3 Check the Flag edits on reports checkbox to flag manually edited punches on reports If checked all edited punches are marked with E 4 Type the number of minutes in the Reject Like Punches within field If an employee accidentally tries to enter the same type of punch at the time clock within the minutes specified the second punch is ignored 5 Click Submit to save your settings and return to the Home page Note Making a change to the rounding options will prompt the time clock to restart Doing so will make the time clock unavailable until the clock fully reboots Setting Employee Input Preferences Your time clock can allow an employee to enter data at the clock Employee Inputs on either an In or Out punch Employee Inputs are used to track employee tips piece counts or job numbers This optional data will be recorded on the Timecards and Timecards by Dept Report Select Settings Preferences and click on the Punch tab The Punch Preferences screen displays EMPLOYEE INPUT PREFERENCES Track Employee Inputs Enabled Follow the instructions below to set your Employee Input Preferences Input Name Tips 1 Enable Employee Inputs by selecting Enabled in the Track Employee Collection Type Currency Inputs drop down menu Additional Employee Input options will Collect On our y display Show Totals Y 2 Entera cu
11. Back to go back to the Add Non Work page and revise the data If the employee does not have enough accrued time to enter the benefit hours an error page will appear directing you to correct the time Accrual Summary Report To generate the Accrual Summary Report go to the Reports icon from the Navigation menu select Accrual Summary from the drop down menu This report lists the total Benefit Accrual Hours available and the hours used in real time for each employee ACCRUAL SUMMARY ADAME ALE Accrual Name Hours Available Hours Used Vacation Sick Personal 2014 01 22 20 00 12 00 8 00 8 00 8 00 0 00 49 Page Revision Zones After installing the Benefit Tracking upgrade you can access the Revision Zones by going to Lists Departments and clicking on the individual department that you would like to add revision zones to In the In Revision Start Time field enter a time in hh mm a p format For example 7 30a In the In Revision End Time field enter a time in hh mm a p format For example 8 00a Example If work for a particular department cannot start until 8 00 a m you can setup a revision zone to prevent hours from calculating before the specified time 8 00 a m If an employee clocks In between the In Revision Start and In Revision End Time the shift start time rounds to the In Revision End Time displayed in the example above If an employee clocks In between 7 30 a m and 8 00 a m the shift start time rou
12. Clocks RTC 1000 and SB 100 PRO are unique because they can be accessed remotely over the Internet This feature allows managers to log into the time clock software from home on the road or from a remote location If you have purchased the Web Punch Time Clock upgrade employees can also clock IN OUT remotely when away from the office with this feature Note There are many different types brands and models of routers and networks Every business network is different for this reason Icon Time Systems is unable to and not responsible for configuring your router for remote setup We recommend that you contact an IT professional or consultant if you are in need of additional troubleshooting help Follow the instructions below to set your time clock up with remote access using Port Forwarding System Requirements e A Broadband Internet connection Cable DSL T1 etc at the location of the clock e Universal Time Clock connected to your network by an Ethernet i e CATS cable e Arouter with Port Forwarding functionality e Static public external IP address although not required is highly recommended Contact your Internet Service Provider for a static public external IP address If your business performs PCI Security Scanning for credit card processing we do not recommend that you set up port forwarding for remote access on your network as setup can be complicated and may be incompatible Some customers choose to set up a separat
13. List 2 Select an employee The Edit an Employee screen displays 3 Check the Assign to Web Punch checkbox to enable Web Punch for this employee 4 Type a password for the employee to use when punching in out on the Web Punch Time Clock in the Web Punch Password field 5 Type the IP address that this employee may punch from in the Authorized IP Addess es field Leave this field blank to allow the employee to punch from any IP address 6 Check the Allow Punch from Unauthorized IP checkbox to allow the employee to punch from an unauthorized IP address 7 Check the Use Global Authorized IP Address checkbox to allow an authorized IP address for all employees 8 Click Submit to save your settings Repeat the steps above for each employee you wish to assign to the Web Punch Time Clock The page at http 192 168 2 133 says A Field Assign to Web Punch If you exceed your Web punch license limit you will receive an error message stating that you do not have enough Web Punch Licenses available Issue No more Web Punch Licenses available 2014 01 22 41 Page Punching In Out Using Web Punch Time Clock Employees assigned to the Web Punch Time Clock can now punch in out anytime anywhere using a web browser based time clock Follow the instructions below to punch in or out using the Web Punch Time Clock Note Ifyou are using USB communications Web Punch will not be available to employees through your local area netw
14. Passwords Perform the following procedures to reset the Software Interface and time clock Supervisor Mode passwords Use this procedure if there is a time clock administrator change or an existing administrator forgot their password for the time clock application Resetting the Software Interface Password 1 Enterinto Supervisor Mode e Press on the time clock terminal e Enter in your security code the default security code is 00 00 00 2 Scroll through the options using Up or Down until you find the option Reset Password and press Enter 3 Press In to reset the password or Out to cancel 4 Once the password is reset you will receive the message Password Set Successfully on the time clock display 5 Atthe time clock Login page enter the default login information and click Submit e Default Username admin e Default Password admin 6 Change your password e Type the default administrator password e Type your new password e Confirm your new password Resetting the Supervisor Mode Security Code The Supervisor Mode security code is set from the software interface This code allows changes to be made at the time clock by the administrator The default supervisor code is 00 00 00 It is recommended you change the default code to a new six digit code using the procedure that follows 1 Select Settings Preferences from the Navigation menu 2014 01 22 39 Page 2 Click the Device tab DEVICE PREFERENCES 3 Type the sup
15. Type the time for the punch in the Time field The application assumes a m unless otherwise specified For In punches select the department from the Department drop down menu For an Out punch you have the option to enter an additional lunch deduction Type the number of minutes for the employee lunch deductions in the Lunch field For an Out punch you have the option to enter an additional time adjustment Type positive or negative values to adjust time for the shift in the Adjust field Example An employee may be credited an hour of bonus time for additional workload that day If taking a 60 minute lunch type 60 in the Lunch field type 1 00 in the Adjust field then click Submit The following posts to the report 145 ECurley DATE TIME IN DEPT TIME OUT LCH ADJ STD 03 25 13 Mon 06 15a 60min Shipping Mon 04 00p NOTE Great work today Type any applicable notes in the Note field You have an additional option to print notes that coincide with each particular punch This feature is often used to track an event that happened with that punch A plus sign accompanies that punch Click Submit to save your changes Adding Non Work Hours Holiday and Non Worked From the Attendance or Timecards report click Add Non Work at the top of the report to add a non work punch A non work punch is a punch where the employee was not actually working but was using benefit time like holiday Non work hours can be assigned t
16. Using the Alert Preferences set earlier select Settings Alerts Setup and follow the instructions below to set up Home page and email alerts 2 Enabling Disabling Alerts To disable an alert deselect the checkbox in the far left column This prevents the alert from being posted on the Home page or emailed Tip We recommend disabling any unused alerts to minimize the resources used by your time clock and optimize system performance 3 Lifetime Use the drop down menus under the Lifetime column to select the amount of time the alert remains on the Home page After that time the alert is automatically removed 4 E mail Select how often you would like an e mail alert sent from this drop down menu 5 Repeat Select how often you would like an e mail alert to be resent from this drop down menu 2014 01 22 52 Page 6 Recipient Type the alert recipient s e mail address For multiple addresses add a space or comma in between each e mail address Enabling SSL Server Data Encryption SSL data encryption ensures that all data passed between the time clock and web browser remains private Enabling SSL is simple 1 Select Preferences Settings then the Device tab 2 Check the Use SSL Server box Note Do not use SSL data encryption with USB connection Enabling SSL data encryption while using USB disables access to the time clock 2014 01 22 53 Page Chapter 9 Multi clock Configuration The RTC 1000 2 5 offers a un
17. all employees to the supervisor 9 All Employees e Select Selected Employees to assign specific employees to the Selected Employees supervisor Selecting this will display additional options allowing you to assign individual employees to the supervisor 5 The Unassigned Employees column displays a list of available employees that are not currently assigned to the supervisor Permissions Assigned Employees All Employees 6 The Assigned Employees column displays a list of Selected Employees employees that have been assigned to the supervisor Unassigned Employees Assigned Employees Select None Select All Select None Select All A 001 JCurren Jackson Curren 7 Select an employee s in the Unassigned Employees 067 Deanar Deve Barer column click gt to move them to the Assigned 180 sRedopocs Jose Rodriguez 201 TChen Terry Chen Employees column 223 BSnyder Bal Snyder 8 Select an employee s in the Assigned Employees column click lt to move them to the Unassigned Employees column 9 Click Select All to select all employees in the column Filter By Department Service View All Assigned Employees 10 Click Select None to deselect the employees in a column 11 Use the Filter by Department drop down menu to filter the Unassigned Employees column by department assignment 12 Select View All Assigned Employees to generate a report of employees that have been assigned to the supervisor 13 Cl
18. as Swipe and Go After the employee enters their PIN badge number the display on the employee time clock displays the employee name and the message Entry Recorded The employee is not allowed to make any other selections at the employee time clock This provides a simple and quick method for the employee at the employee time clock e You cannot make lunch overrides or hours adjustments to these types of punches Refer to the Adding a Punch section in Chapter 5 for additional information Lunch Time Deduction e Enable Automatic Lunch Deduction to have the time clock LUNCH TIME DEDUCTION automatically deduct the employee lunch time for the day or Automatic Lunch Deduction the punch pair Lunch At Lunch Length e Inthe Lunch At field enter the number of hours the employee Deduct is required to work before the lunch period automatically deducts from the employee s shift Ensbled iw Per Punch 4 00 Hours 20 Minutes lv e Enter the amount of time in minutes to deduct for lunch typically 30 to 60 minutes in the Lunch Length field e Deduct o When Per Punch is selected the time worked from the last In punch is used to calculate the lunch deduction time If an employee goes to break or punches Out before the lunch time is deducted the Lunch At trigger will be started again o When Per Day is selected the total amount of the employee s hours for the day will be added up to determine whether the Lu
19. badges These badges also conveniently fit into your employee s wallet or can be hung on a lanyard Badges can be easily reassigned to a new employee if needed Assigning Proximity Badges to an Employee Proximity Badges are assigned at the employee time clock terminal Follow the instructions below to assign your proximity badge to an employee 1 Enter into Supervisor Mode at your employee time clock terminal e Press onthe time clock e Enter in your security code the default security code is 00 00 00 2 Scroll through the options using Up or Down until you find the option Assign Badges and press Enter 3 The time clock display will prompt Enter ID Number Use the keypad to enter the ID number PIN of the employee you wish to assign the badge and press Enter 4 Wave the badge in front of the time clock keypad the 6 key is the optimal location to wave the badge The clock will display Assigned when the badge has been assigned to the employee The employee can now use the badge to punch In and Out Repeat the steps above for each employee 2014 01 22 44 Page Note To reassign a currently used badge select the new employee in the Assign Badges menu and wave the badge A Badge Already Assigned message will appear Press Enter to reassign the badge Locking the Time Clock Terminal Keypad This feature prevents employees from punching in for a coworker otherwise known as buddy punching This is recommended for those using
20. by Dept lists employee punches and hours sorted first by employee then by department Create Report allows you to customize the report based on employee date time and department filters EMPLOYEE TIME IN AT TIME OUT 01 02 14 023 B Smith Thu 08 00a Work Thu 04 30p Totals Format Hundredths Adding a Punch From the Attendance or Timecards report screen click Add Punch at the top of the report to add a new punch You may also use this functionality for an In or Out punch on a certain day that does not have a matching punch To complete the punch pair click Add Punch on the employee s timecard to display the Add New Punch screen ADD NEW PUNCH Employee 022 8 Smith Perform the following when adding a punch Type in Date 01 02 14 1 Confirm or select the correct employee When selecting Add Punch from an Time 12500 A Y employee s timecard the correct employee s ID and name display automatically m e Work En En 2 Select the punch type that you want to add from the Type drop down menu e Automatic allows the time clock to select the appropriate punch type e When adding or editing an Automatic punch in the TIME OUT column change the punch type from Automatic to Out if you would like to add a lunch or hours adjustment as you cannot complete a lunch override or adjust hours to an Automatic punch 3 Click in the Date field to use the calendar to select the punch date 2014 01 22 30 Page
21. department By pressing Department Change discussed in Department Change Punch In and Transfer the employee has the ability to quickly transfer from one department to another 3 If an employee needs to punch out of one department and into another department enter the PIN badge number or wave their badge then press Department Change The employee is prompted to select a department 4 Press Up or Down to select the applicable department 5 Press Enter to sign into that department The employee is automatically signed out of the previous department Note Employees who are assigned the Automatic Entry Method in the program are not able to select departments at the employee time clock terminal Supervisors The RTC 1000 2 5 allows for each supervisor to have their own separate time clock software login Supervisors can be assigned unique permissions settings to access different areas of the system and specific employees EDIT A SUPERVISOR Username lismitn Supervisor s Full Name John Smith Password Permissions Assigned Employees Permission Level Permission Type Setting Supervisor Permissions Levelt Level2 FullAccess Read Only No Access Reports o Follow the instructions below to setup your supervisors Punches Lists Employees 1 Select Lists Supervisors Wages Departments 2 Click Add Supervisor Clocks Supervisors Settings 3 Typethe su
22. in California If your company does not pay consecutive overtime change the Consecutive Day OT drop down menu to No Note Making a change to the overtime options prompts the time clock to restart Doing so will make the time clock 4 unavailable until the clock fully reboots Click Submit to save your settings and return to the Home page Setting Your Punch Preferences Select Settings Preferences and click on the Punch tab The Punch Preferences section displays Note The rounding rule selected affects all punches system wide The original punch time remains unchanged on the employee timecard The punch hours round according to the rounding rules set Follow the instructions below to set your Punch Preferences 1 2014 01 22 Select the applicable rounding type from the Rounding Type drop down menu The available rounding types are Pay Punch Device Alerts Custom Fields e None No Rounding Accumulates 100 of all time registered on the clock PUNCH PREFERENCES Rounding Type 15 minute y Automatic Punches become IN at None Hours e 15 Minute 7 8 Rounding Rounds and calculates punches to Flag eds on tapes Sa manata sia 10th hour the nearest quarter hour 15 minutes The split occurs in the Reject Like Punches within eu ____4 Minutes middle of each quarter hour To illustrate An In punch of 7 minutes 59 seconds rounds back An In punch of 8 minutes 00 seconds rounds forward Example An In punch of
23. interference in a residential installation This equipment generates uses and can radiate radio frequency energy and if not installed and used in accordance with the instructions may cause harmful interference to radio communications However there is no guarantee that interference will not occur in a particular installation If this equipment does cause harmful interference to radio or television reception which can be determined by turning the equipment off and on the user is encouraged to try to correct the interference by one or more of the following measures e Reorient or relocate the receiving antenna e Increase the separation between the equipment and receiver e Connect the equipment into an outlet on a circuit different from that to which the receiver is connected e Consult the dealer or an experienced technician for help Changes or modifications to this equipment not expressly approved by the party responsible for compliance could void the user s authority to operate the equipment To ensure safety of users the FCC has established criteria for the amount of radio frequency energy that can be safely absorbed by a user or bystander according to the intended usage of the product This product has been tested for compliance with the FCC criteria 2014 01 22 66 Page
24. lists more troubleshooting tips and how to s to assist you with the Universal Time Clock You can reach this site at www support icontime com Upon product registration you receive a complimentary 30 day trial of our Gold Technical Support Plan which includes unlimited telephone support troubleshooting and remote assistance For those subscribers of our technical support plans your dedicated support team can be reached Monday through Friday from 7 30am to 4 30pm Pacific coast time at 800 847 2232 option 1 Register Your Time Clock www icontime com universal time clock registration asp Frequently Asked Questions R added a new punch for an employee but do not see it on my report What could be wrong A The report screen will default to the original time frame after the punch is added The punch was probably added into a different time frame Click on the date link to select and view the proper time frame If you were viewing ALL employees in the Timecard report you will be brought back to a Timecard report for that specific employee From the date link you will need to select ALL employees to view the original report Q Ihave added a wage amount for my employee s but labor is displaying 0 00 on my reports What could be wrong A The labor rate will not automatically update if the punches are already on your reports To update labor totals click on each IN punch on the report screen and simply click the SUBMIT button in the Edi
25. provided by your reseller For instructions on entering your software key review the Error Reference source not found section of this chapter Installing Software Upgrades In order to purchase a software upgrade provide your reseller with your time clock serial number You can find the serial number in the About Your Clock page under the Help menu Once you have purchased the software upgrade your reseller will provide you with the 9 digit software upgrade code Once you receive the 9 digit code follow the instructions below to complete the software upgrade installation 1 Enter into Supervisor Mode at your employee time clock terminal e Press onthe time clock terminal e Enter in your security code the default security code is 00 00 00 2 Scroll through the options using Up or Down until you find the option Enable Upgrade and press Enter 3 Using the keypad enter in the 9 digit software upgrade code provided to you and then press Enter 4 The time clock terminal will display the name of the upgrade 5 Unplug the time clock from the power plug it back in to reboot the time clock Once the time clock is fully rebooted the new upgrade features are ready to use If there is a problem contact our technical support team at 1 800 847 2232 Once the upgrade has been installed go the next section for instructions on setting up and customizing your new upgrade features Employee Capacity Upgrades The RTC 1000 2 5 comes sta
26. the Proximity badges for employee punching To lock the time clock terminal keypad follow the steps below 1 Select Settings Preferences then click the Device tab 2 Under Device Preferences check the Lock Keypad checkbox By checking this box employees are no longer able to punch In or Out using their PIN number Punching In Out Using Proximity Badges Wave the badge next to the keypad of the time clock terminal to punch In or Out Follow the punch procedure established in Chapter 1 under Employee Functions at the Clock 2014 01 22 45 Page Chapter 8 Software Upgrades Your Universal Time Clock is designed to meet the needs of most small companies Out of the box your time clock comes with all that is needed to begin streamlining your payroll process immediately For those companies that desire greater functionality and extended automation Icon Time Systems offers software upgrades that provide additional functionality such as emailing alerts to supervisors track benefit accruals Web browser employee entry and more We also offer proximity badges as an optional add on for your time clock making employee sign in quicker and more secure Software upgrades can be applied at any time after you purchase your Universal Time Clock and can be purchased through your reseller If you need help finding a reseller give our Sales Department a call All software upgrade packs can be unlocked immediately by simply entering the software key
27. the Time Clock Software The time clock interface is designed to allow you to quickly and easily complete your tasks and run your reports In this chapter you will learn how to navigate through your time clock application Application navigation is done through six distinct menus Home Lists Reports Files Settings and Help Moving your mouse cursor over each icon displays the individual drop down menu items RTC CURRENT ALERTS Sort By Show All IGNORE DATE TIME ALERT TASK Fl 01 10 14 Fri 06 46 a View Print Your User Guide 01 10 14 Fri 06 45 a Setup Your Pay Period 01 10 14 Fri 06 44 a Setup Your Employees 01 10 14 Fri 06 43 a Register Your Product Online 01 10 14 Fri 06 42 a Setup Your Departments T 01 10 14 Fri 06 42 a Print a Faxable Registration Form So 2014 01 22 9 Page Home Page When you first log into your time clock application the Home page displays automatically The Home page provides a quick glance at the activity on your time clock including notifications of custom alerts The Home page also contains helpful links to configure your software Current Alerts The Home page displays important system alerts and time clock activity alerts For instructions on customizing your alert settings refer to Setting Your Alert Preferences in Chapter 2 When you no longer want to be notified of a particular task or alert check the checkbox next to that item in the IGNORE column and click Submit If you would like to se
28. the download is complete click Close Data Backup to a USB Flash Drive Creating a backup of your data can be simplified even further by simply saving your backup to a USB flash drive A flash drive is a portable device that you can purchase at any computer store Follow the directions below to create a backup of your time clock data using a USB flash drive 1 Plug the USB flash drive into the bottom of the employee time clock terminal 2 Enter into Supervisor Mode e Press on the time clock e Enter your security code the default security code is 00 00 00 3 Press Up or Down until the DOWNLOAD BACKUP option displays 4 Press ENTER 2014 01 22 36 Page 5 The clock will display Backing up data and then Backup complete Note The backup file saved on the USB flash drive is called backup db This file can be renamed and transferred to a folder on your main computer Restore Time Clock Data Backup On occasion you may need to restore historical data to your time clock Follow the instructions below to restore a backup of your time clock data Important Restoring a backup file will OVERWRITE the current data on the clock Create a CURRENT backup of your data before attempting to restore and view historical data Restore a Time Clock Data Backup from the Software Interface 1 To restore a backup file select Files Restore Backup File Type your password in the Current Password field Click Browse and navi
29. 14 01 22 22 Page Employee Information EMPLOYEE INFORMATION is gs First Name First Name Enter the employee s first name Middle Initia Last Name Employee 145 Middle Initial Enter the first initial of the employee s middle name Display Name Empl 145 Address Last Name Enter the employee s last name Display Name Enter the name that the employee will see at the clock and on reports Address Enter the employee s address This field is optional Employee Settings EMPLOYEE SETTINGS Display ID Type the assigned company Display ID Employee ID number or Payroll ID number PIN Badges 001 Departments DEPT WAGE ORDER PIN Badges The employee PIN number is used Dept 01 0 00 1 to clock In or Out at the time clock Type the Add Department y 9 00 2 custom PIN you want to assign to the employee Active Y The default PIN length is set to three digits you Entry Method validated can customize the PIN length up to nine digits under Device Preferences Departments Select departments to assign to the employee The employee is able to transfer into these at the time clock If you are tracking paid breaks set the first department to Break Specify a wage the employee is paid for working in the assigned department If Employee Inputs are enabled under Punch Preferences you will see an additional check box option in the departments table to track employee input Departments DEPT TRACK TIPS ORDER Bresk y
30. AN 9 Navigating the Time Clock SoftWare oca da dadas Home t E AE E E E AE daa cion AE E TE Current Alerts naasse Lists Men ii A EREE EENE R EE EE EE EE TEE E EE A Ai Reports Menu Files Mems satellite Settings Menu A E sc avensunhdasncssbeaye5 dueds a bandas dasskbensa E E Eaa Using Your Time Clock Terminal TIME ClOCK Key FUNCTIONS sareduna eere e ea venadevdbaytecddesn suse cectacueedtedaddecesawesdaas cca cevensveatenies Employee Functions at the Clock P nching IN and OUT aii a A A was A ads ai Proximity IBA GSO Ent renra oaa e aeS cosa vekactaceohnseiiay cnadchev sdsedunsndedicenventarcciestuvdysen aalstae dss vetaecaseenndgievachectevetaus Web Punch Time Clock Entry Tracking Paid Breaks coconooconcnncconononocnnnnonnnononnnnnononocanona Department Change Punch In and Transfer Entering Tips Job Numbers or Piece Counts Chapter 2 Setting Your Time Clock Preferences AR A RO Setting Your Overtime Preferences Setting Your Punch PrefEreNCES ofccccdedcacets cosvedeaoveduveaecervondedee NR Setting Employee Input Preferences Setting Your Device Preferences Setting Your Alert Preferences Alert S tu NA Creating CUSTOM Fields iii a aa AE a diia Chapter 3 Setting Up Your Employees NA O E E EE EET AEN EEE SAAE AA NEE EESTE ENE IEE EAE TAE OAE Adding EMpPIOyEE S i a Ea E EEEa R E aE EEE E aa A E Eaa E aai Employee Information EMPlOYeS EnaA A E cornet AEE EAI A ENEA E AIE O E AE ENE A NAAN E LT LUNCA Time DEdtUCtiON sosise ereis re
31. D numbers PINs are in the Lists Menu under Employees Make Employees Inactive Making an employee inactive removes them from the Employee List and hides the employee data from the reports Inactive employee punch data remains stored in the application EMPLOYEE LIST Select All Select None Show Inactive E Time Remaini e To make an employee inactive deselect the e checkbox in the far left column click Submit Display ID Last Name FirstName Middle Initial Daily Weekly 023 Employee 023 8 00 40 00 067 Employee 067 8 00 40 00 101 Employee 101 8 00 40 00 e To select all employees and make them active click on Select All e To make all employees inactive click Select None e To show inactive employees click on the Show Inactive option Time Remaining Before Overtime e The Daily column displays the number of hours left in the day before the employee starts earning daily overtime e The Weekly column displays the number of hours left in the week before the employee starts earning weekly overtime e The Consecutive Days column displays the number of days left in the work week before the employee starts earning consecutive day overtime To edit employee information click the employee ID number in the Display ID column This displays the Edit an Employee screen Adding Employees To customize an employee select an employee or one of the available employee slots Follow the instructions below to set up an employee 20
32. Down to select the current minutes and press Enter e Inthe AM PM field use Up or Down to select either A for a m or P for p m and press Enter 5 Once the new time and date is set Date Time and Set Successfully displays on the time clock display You are taken back to Supervisor Mode menu Press Clear to exit Supervisor Mode 2014 01 22 40 Page Chapter 7 Alternate Employee Entry Options Web Punch Time Clock The Web Punch Time Clock allows you to capture your employees time anytime anywhere using a web browser from a device on the network LAN WAN or Internet The RTC 1000 2 5 comes with a 5 employee Web Punch Time Clock license For employees or supervisors to access the time clock application remotely over the Internet additional set up is required Refer to Chapter 10 Configure the Time Clock for Remote Access for more details The Web Punch Time Clock also offers advanced functionality like IP location restrictions and GPS tracking to help better manage your employees punches Note If you are using USB communications Web Punch will not be available to employees through your local area network or the Internet Setting Up Your Employees Web Punch Time Clock To assign the employees to use the Web Punch Time Clock open the Roster Report and select the employee This brings up the Edit an Employee screen Follow the instructions below to assign the employee to the Web Punch Time Clock 1 Select Lists Employee
33. In punch or Out punch Follow the instructions below to collect employee input data on the In punch Note This option must be activated under Setting Your Punch Preferences and for each individual employee as discussed in Chapter 3 Setting Up Your Employees Collecting Employee Inputs on an In Punch 1 Enter the assigned PIN badge number at the time clock or wave the proximity badge in front of the number pad then press IN 2 If multiple departments are assigned use the Up or Down key to select the applicable department 3 Press Enter 4 When prompted enter the Employee Input value 5 Press Enter Collecting Employee Inputs on an Out Punch 1 Enter the assigned PIN badge number at the time clock or wave the proximity badge in front of the number pad then press OUT 2 Press Enter 3 When prompted enter the Employee Input value 4 Press Enter 2014 01 22 14 Page Chapter 2 Setting Your Time Clock Preferences Before accurate reports can be generated and employee punch details are calculated correctly you must set your time clock rules and preferences Setting Your Pay Preferences You can access your Pay Preferences in one of two ways e Click Set up Your Pay Period in the Alert Task list e Select Preferences from the Settings menu Follow the instructions below to set your Pay Preferences Pay Punch Device Alerts Custom Fields 1 Select the applicable option from the Pay Period Type drop down me
34. P address has been assigned to the clock along with the proper subnet mask DNS address and gateway address The time clock may need to be rebooted after assigning these values e Make sure that the correct time clock IP address and or port number has been input in the port forwarding settings in your router e Make sure that the correct external public IP address has been input in at the web browser e Make sure that there is not another device on the network that is using a duplicate IP address as the time clock e Check the filter settings on the router to be sure that it is not interfering with the connection e Use an open port checker like www yougetsignal com to check your external IP address and detect open ports on your connection For additional troubleshooting steps refer to www portforward com Select your router by model name and number for specific port forwarding instructions 2014 01 22 60 Page Port Forwarding Diagram Port 80 or 9844 Internal IP address 192 168 4 155 Address to Log into time clock Port forwarding http 68 213 205 154 configured at or Office Router http 68 213 205 154 9844 Public External IP address 68 213 205 154 Static Public IP is recommended 2014 01 22 61 Page Troubleshooting amp Frequently Asked Questions For your convenience troubleshooting tips and answers to the most frequently asked questions are provided in this section In addition our technical support site
35. Quick Simple Reliable Universal Time Clock Product User Guide T 11 66 amo ote 10 Humber ae j RTC 1000 2 5 2014 01 22 1 Page Copyright 2014 Icon Time Systems Inc All rights reserved Reproduction of this document in whole or in part is strictly prohibited This document may contain typographical or copy errors Universal Time Clock Icon Time Systems the Icon Time Systems logo and all other Icon Time Systems product names mentioned in this document are registered trademarks of Icon Time Systems All other products brand names or company names mentioned in this document are properties and trademarks or registered trademarks of their respective companies Icon Time Systems Inc 15201 NW Greenbrier Pkwy STE A1 Beaverton OR 97006 Phone 800 847 2232 Email sales icontime com www icontime com 2014 01 22 2 Page RTC 1000 2 5 Universal Time Clock User Guide Table of Contents Chapter 1 Getting Familiar with Your Time Clock INTO dUCION caian decis Welcome System Requirements LOTUS cis cccrecucnctencapedecvettocucveupdvdcvccercecrtnpedcerete cecvoundudsecchyadevenpescesesepceevenssaedeaceneadecennees cout E E E E Feature Comparison Chart Upgrade Comparison Chart Connection Setup O POPREDS O SES E gndituceesdversistevanvassecusaleisvenstehsitesleetpsusedespumcedereusnets 8 OSIM li A A A Aid 8 SUPPOFt and TROUBDIESHOOTING ii a coedici n 9 NN RN stars 9 Register your ME AA A NN
36. R ARISING OUT OF ANY BREACH OF THIS WARRANTY DURATION OF IMPLIED WARRANTIES IF ANY IS LIMITED TO ONE 1 YEAR Some states do not allow the exclusion of limitation of incidental or consequential damages or limitations on how long an implied warranty lasts so the above exclusions or limitations may not apply to you This warranty gives you specific legal rights and you may also have other rights that vary from state to state 2014 01 22 64 Page If a problem with your ICON TIME SYSTEMS unit develops during the warranty period contact ICON TIME SYSTEMS SERVICE DIVISION 15201 NW Greenbrier Parkway Suite A1 Beaverton Oregon 97006 There are no other express warranties except as listed above This document contains proprietary information that is protected by copyright All rights are reserved No part of the document may be photocopied reproduced or translated to another language without the prior written consent of Icon Time Systems Inc Copyright ICON TIME SYSTEMS INC 2009 2014 All other trademarks belong to their respective owners Icon Time Systems 15201 N W Greenbrier Parkway Suite A1 Beaverton Oregon 97006 971 249 1700 1 800 847 2232 2014 01 22 65 Page FCC Part 15 This equipment has been tested and found to comply with the requirements for a Class B digital device under Part 15 of the Federal Communications Commission FCC rules These requirements are intended to provide reasonable protection against harmful
37. aid breaks Tracking paid breaks allows you to better manage the time your employees are taking during their paid break periods Note This option must be activated for each individual employee as discussed in Chapter 3 Setting Up Your Employees To track time that an employee spends on their paid break the employee must be assigned to the break department and must transfer into the break department To transfer into the break department follow the instructions below The employee must already be punched In to the employee time clock 1 Enter the assigned PIN badge number on the time clock terminal or wave the proximity badge in front of the number pad 2 Instead of pressing Out press the Break Department Transfer key on the time clock 3 A message stating Going To Break displays on the time clock To clock into break press Enter This punches the employee out of the work department and into the break department To transfer out of the break department and back to work 1 Enter your PIN badge number at the time clock terminal or wave the proximity badge in front of the number pad 2 Instead of pressing In or Out press the Break Department Transfer key on the time clock 3 A message stating Going To Break displays on the time clock Press Up or Down to select the work department To punch out of break and into work press Enter This punches the employee out of the break department and into the work department
38. area EE ERS ESE AR EEE Aa EAEE AEAEE aE Web Punch Time Clock Settings 2014 01 22 Accrual Settings Upgrade REQUIred cccccccccssssecessseeecsseseceessseccsessececsssseceesseeecesssececsssseceesaececeussececsasseceesaeesessaaess Delete Employee S PUNCHES imita AAA A AAA AAA AAA AAA Chapter 4 Departments and SUPCIVISOIS iic5c 0 ciscssesccessecssieasseccecsceetssacssetcsneseesadvescedsseedessuseecdesscedssassbaeesotssedsaadeoecssossstsaescenessesasads Depa MENS conocio ti EENE E autism SS CustOMizES Your Departments iniisa AA E A a E E R EEE ea Assigning Changing Department S a e E a a a a a E ia aaa a REMOVING lt a Dept E AEE E E EEEE EEIE OEE O EEE TS Punching In Out of a Department ccceccccssccesscecssecssssecssccessecessecsseccasecessecessecsseccasecesseceaaecesseceasecesseeesaecesseecaaeestes SOTOA EO EE rro cinpadn espa nacio tinas Setting Supervisor PermissiONS Assigning Employees to a Supervisor Supervisor LogiN enrian A A A A A ARAS RR Chapter 5 Generating Reports ies cc ccscssscvesscccseceveaeccecescccetzesssccccesadccsavsescdcsasdsestavzaccessesssdedastoccceeesstucdasiaccecsessaueuscieccatseaadectesdaccsesexe Reporte ri A Ai AGING APOCO id A a AR AAA A TE OE E e ica Si Adding Non Work Hours Holiday and Non Worked cocoooccnonocononococonononnnoconononononanononnnnccnnnnnnonononnnnnnnnnccnnannnccnnnnnos EGItIN lt a PU ne ICO Viewing Additional Reporting DetalilS ooooncc
39. art Phone Tablet or work station Y e Sold in packs of 5 maximum of 25 employees can use Web Punch entry Email Alerts e Send email alerts to Supervisor for high hours low hours approaching overtime Y Y e SSL Data Encryption for increased security 5 Employee License Included Connection Setup Refer to the Universal Time Clock Quick Start Guide for instructions on setting up your employee time clock s connection and logging into your time clock for the first time You can find a copy of the Quick Start Guide on the Setup Wizard Documentation CD supplied with the time clock or on our website at the link below http www icontime com index php support knowledge base search 44 user manuals 312 rtc 1000 2 5 quick start guide Logging In To log in and view employee information and punch details enter the time clock s assigned Internet Protocol IP address into your Internet browser address field You will not need to enter www at the beginning of the address You must enter the address exactly as displayed below For example if the assigned address is 10 10 10 10 enter that text directly into the address field preceded with http y El bttp 10 10 10 10 Note Ifyou are logging in using USB click the Employee Time Clock Login icon on your desktop or follow the same instructions described above entering 127 0 0 1 as the IP address 2014 01 22 8 Page Support and Troubleshooting For your convenience t
40. ative check this box if your company allows employees to use benefit hours before they are actually earned 48 Page Using Accrued Benefit Hours Vacation Sick Personal Follow the instructions below to enter the Accrued Benefit Hours for the employee 10 ADD NON WORK HOURS Select Employees Type vacation v 458 ADAME ALE Select All Start Date 01 21 14 Select Add Non Work from Timecard report da 040 ALSPACH PERRY Number of Days 1 042 AMAYA BERNARDO Select the employee s from the Select Employees list Gan annersan isni one ee 114 ANSLEY LORENZO 017 BABAUTA KENNETH Department 043 BAKER ROBERT Select the applicable punch type that you want to add from the Note Type drop down menu cia The available punch types are e NonWorked used for employees working off site Holiday Vacation Sick Personal Click in the Start Date field to use the calendar to select the date when the non work hours should begin Type the number of days that you wish to assign to the selected employee s in the Number of Days field Type the number of hours that you wish to assign to the selected employee s each day for time period specified in the Hours Per Day field Click Submit you will be directed to the Add Non Work Hours Confirmation page Review the information on the Add Non Work Hours Confirmation page for accuracy e Click Submit to save your changes e Click Cancel to cancel the transaction e Click
41. be configured on both the router and cable modem router DSL modem router Alternatively you may contact your ISP to disable the router function on your cable modem router DSL modem router 1 2014 01 22 Open a web browser like Internet Explorer or Firefox Enter the internal local IP address of your router in the address bar of your browser If you do not know your routers internal local IP address refer to How To Find Your Routers IP Address guide http portforward com networking routers ip address htm Examples 192 168 1 1 and 192 168 0 1 HINT It should be the same as the Default Gateway number entered in step 7 of the Assign a Static IP Address to the Time Clock section above 58 Page The router will ask for a username and password Below are some default router logins e Linksys Router admin for both username and password e Netgear Router admin for username and password for password e D Link Router admin for username and leave blank for the password e 3Com Router admin for both username and password e Microsoft Broadband admin for both username and password Look for a tab with a name like Port Forwarding or Applications and Gaming Next enter port 80 as the desired port If port 80 is unavailable you may enter port 9844 as an alternative e Ifyour router asks you whether to open ports for TCP or UDP select TCP or both e Some routers offer port range option such as from port
42. bor Exceptions Refresh EMPLOYEE TIME IN AT TIME OUT LCH ADJ REG OT1 OT2 HOL TOTAL 01 02 14 023 B Smith Thu 08 00a Work Thu 04 30p 30min 8 00 8 00 Totals Format Hundredths 8 00 8 00 e Edit Employee Info Click the employee s name in the Employee column of the report to edit an employee s details e Select a Report Time Period To change the report timeframe click the date link at From 01 05 14 Thru 01 11 14 Add Punch the top of the Report screen Today e Click the appropriate predefined timeframe link or use the From and Thru This Week Last Week date fields to enter a custom timeframe to run the report This Pay Period Last Pay Period e Click Submit after entering custom dates From o1 05 14 Thru 01 11 14 En 2014 01 22 32 Page e Daily This option displays the total hours worked for each day in a report This is convenient if the employee clocks in and out multiple times during the day Note You can also click the date in the Employee column of the report to view daily totals for a specific day Click the date again to hide the information e Labor this option will display the calculated labor cost pay entered in the Edit an Employee screen e Exceptions Click this link to view punches that may require the attention of the payroll manager Click the link again to hide this information Exception types and settings are found under Setting Your Alert Preferences in Chapter 2 Setting Your Tim
43. e network for their time clock running separately from their credit card processing system RECOMMENDATION If you are not familiar with port forwarding or your Network configurations contact your IT person for assistance If your company does not have an IT person consider contacting The Geek Squad or other IT service company for assistance Step 1 Set Up the Universal Time Clock on the Local Network Follow the instructions on the Universal Time Clock Quick Start Guide to set up your time clock on the Local Network Once you are able to access the Universal Time Clock software Home page from a PC inside your internal local network you are ready to configure the system for remote access Step 2 Router Configuration You will now configure your router for port forwarding Port forwarding allows remote computers for example computers on the Internet to connect to a specific computer or service within a private local area network LAN These instructions include general guidelines for configuring a router for Port Forwarding Actual steps required may vary with each router For specific instructions on your particular router please contact the router s manufacturer RECOMMENDATION For instructions on configuring your specific router go to the website www portforward com and select your router brand and model 2014 01 22 57 Page Assign a Static IP Address to the Time Clock Assign a static IP address to the time clock along with
44. e Clock Preferences Descriptions of the exception flags are listed below H Punch pair reached the Alert High Hours L Punch pair is below the Alert Low Hours M Punch pair reached the Alert Maximum Time e Refresh Click this link to update the report All recent punches or changes display Using the Attendance Report To view the Attendance Report go to Reports and then click Attendance The Attendance Report is designed to give you a quick at a glance view of your employee s daily attendance Most companies use this report to view who has clocked In or Out for the day Click on the date link to choose the time period for the report From the resulting page you can perform edits ATTENDANCE REPORT From 01 02 14 Thru 01 02 14 Add Punch Add Non WYork Daily Labor Exceptions Refresh EMPLOYEE TIME IN AT TIME OUT LCH ADJ REG OT1 OT2 HOL TOTAL 01 02 14 023 B Smith Thu 08 00a work Thu 04 30p 30min 8 00 8 00 Totals Format Hundredths 8 00 8 00 Using the Timecard Report This report includes reporting options not available on the Attendance Report The Timecard Report allows you to run a report for one specific employee or all employees To view the Timecard Report go to Reports Timecards TIMECARD REPORT From 01 02 14 Thru 01 02 14 Add Punch Add Non Work Export Summary Signature Daily Labor Exceptions Refresh 023 B Smith DATE TIME IN AT TIME OUT LCH ADJ REG 0T1 OT2 HOL TOTAL 01 02
45. e past alerts click Show All To view the details of the alert click the alert link in the ALERT TASK list Lists Menu Use the Lists menu for adding modifying or deleting employees departments supervisors or enabling or disabling additional time clocks connected to the system Refer to Chapter 3 Setting Up Your EmployeesChapter 3 Setting Up Your Employees for instructions on setting up employees and Chapter 4 Departments and Supervisors for instructions on configuring departments and additional time clock supervisors Reports Menu Your time clock comes with four reports that make it quick and easy to get the information you need to complete your work and process payroll In addition with the Create Report option you can run custom filters for specific punch times dates employees and departments Use the Reports menu to access the reports Refer to Chapter 5 Generating Reports for additional information on generating and customizing reports Files Menu Use the Files menu to back up data restore data back ups delete unneeded data and update your employee time clock Refer to Chapter 6 Maintaining Your Time Clock for additional information on time clock maintenance Settings Menu Use the Settings menu to customize your payroll overtime punch device and alert preferences Before running any reports set your preferences as described in Chapter 2 Setting Your Time Clock Preferences Help Menu The Hel
46. e preferences will prompt the time clock to restart This will make the time clock unavailable until it fully reboots 2014 01 22 47 Page Non worked Hours and Benefit Time Vacation Sick Personal The Benefit Tracking and Accruals feature included with the Benefit Tracking upgrade allows you to track and manage Vacation Sick and Personal Time benefits Customizing Benefit Accrual Rules Benefit Tracking and Accruals allow you to automate maximum accrual amounts yearly carryover and borrowing benefits Benefit balances are available for each day of an employee s employment letting you deliver real time balances to managers and employees Accrual rates and tracking are customized for each employee which allows for the maximum in flexibility To customize an employee s Benefit Accrual Rules go to the Edit an Employee screen by selecting the employee name from the Employee List ACCRUAL SETTINGS Accrual Start Date 01 01 11 Accrual Reset Date 01 01 12 Accruals ACCRUAL NAME HOURS AVAILABLE HOURS USED LAST CALCULATED YEARLY HOURS YEARLY MAX RESET AMOUNT ALLOW NEGATIVE Vacation 1 12 02 11 0 00 0 00 Sick x 12 02 11 0 00 0 00 Personal 12 02 11 0 00 0 00 Accrual Start Date click on the field and using the calendar select the date to begin tracking accruals for the employee Accrual Reset Date click on the field and using the calendar select the ending date of the employees annual benefit
47. ecked Use STARTTLS un checked Use Authentication checked Auth Username Comcast username Auth Password Comcast account password 2014 01 22 51 Page Alert From Address Email Domain Name Verizon Server Address Use SSL Use STARTTLS Use Authentication Auth Username Auth Password Alert From Address Email Domain Name Apple MobileMe Server Address Use SSL Use STARTTLS Use Authentication Auth Username Auth Password Alert From Address Email Domain Name Comcast account email address optional customization outgoing verizon net 587 un checked un checked checked Verizon username Verizon account password Verizon account email address optional customization smtp mac com 587 user preference if user selects to use SSL above checked MobileMe username MobileMe account password MobileMe account email address optional customization Setting up Email Alerts Before setting up automatic Email Alerts you must customize your Alert settings For instructions on how to do this refer to Chapter 2 Setting Your Alert Preferences With the Email Alerts upgrade enabled you will have two additional columns under the Alerts Setup screen as shown below ALERTS SETUP DESCRIPTION LIFETIME High Hours 1Day Low Hours 1Day w E MAIL REPEAT RECIPIENT Immediate Ww Never mainofice yahoo com Never v Never day manager yahoo com 1
48. ed mail recipients Outgoing Email Settings SMTP Server 1 2014 01 22 To assign your SMTP server settings go to Device Preferences by clicking Settings Preferences Device Type your complete SMTP e mail server address in the Server Address field If you do not have this information contact your network administrator or your service provider If used with the SSL encryption option you may need to specify the mail server port by entering a colon and then the port number after the server address Example smtp gmail com 587 connects to smtp gmail com and uses port 587 If a port number is not defined default port number 25 is used 50 Page 3 Check the Use SSL for SMTP checkbox to use data encryption when sending e mails Using SSL may be a requirement for some SMTP SMTP PREFERENCES server providers and may require that you define the SMTP port Server Address Use SSL for SMTP 4 Check the Use STARTTLS checkbox if you are using SSL and your SMTP Use STARTILS service provider requires that you first connect to the server using an unsecure connection before connecting using SSL Use Authentication Auth Username Auth Password 5 Check the Use Authentication checkbox if your SMTP server requires a username and password to send e mails Alert From Address Your_Time_Clock Email Domain Name tmedockalerts com 6 Enter the Auth Username if you checked Use Authentication enter your SMTP server username 7 Enter
49. eferences e Customize overtime multipliers allows you to pay time and a half double time or other custom rate on a defined overtime e Revision Zones e Round punch hours to the start and end times of a specific shift Employees will not get paid for punching In early or Out late Enhanced Overtime Preferences The additional Overtime options can be found under the Pay tab under Preferences in the Settings menu 1 Consecutive Day OT1 After this is used with the Consecutive Day OT Trigger setting Example If the Consecutive Day OT is set Yes and the Consecutive OVERTIME PREFERENCES Day OT After is set to 7 days employees will receive Day OT1 After Overtime 1 on the seventh consecutive day of work If the Day OT2 After Week OT1 After Consecutive Day OT1 After setting is set to 1 hour the first hour worked on the seventh day is considered straight time and the rest of the hours will be Overtime 1 OT1 Week OT2 After Consecutive Day OT Consecutwe Day OT After Consecutwve Day OT1 After 2 Consecutive Day OT2 After refer to the previous example If this entry is Consecutive Day OT2 After set to 8 hours employees will receive Overtime 2 on the seventh OT1 Mutipber consecutive day of work for any hours over 8 hours in the day OT2 Multipher 3 OT1 Multiplier enter the pay rate for Overtime 1 usually 1 5 4 OT2 Multiplier enter the pay rate for Overtime 2 usually 2 Note Making a change to the overtim
50. ended method for punching In Out with the time clock 1 Enter the assigned PIN badge number on the time clock terminal The employee name displays on the time clock Under the display name the In and Out options display One of these options will be flashing 2 Press the corresponding IN or OUT key on the time clock Once the punch is accepted a message displays stating they punched In or Out 3 After an employee punches Out the total hours worked for the shift displays on the time clock display Additional hours information can be viewed by pressing the Up or Down key on the time clock Note The Show Hours option is activated in the Device Preferences tab as discussed in Chapter 2 Setting Your Time Clock Preferences 2014 01 22 11 Page Non Validated Entry Method 1 Enter the assigned PIN badge number on the time clock terminal The employee name displays on the time clock Under the display name the In and Out options display 2 Press the corresponding IN or OUT key on the time clock Once the punch is accepted a message displays stating they punched In or Out 3 After an employee punches Out the total hours worked by the employee for the shift can be viewed on the time clock display Additional hour information is available by pressing the Up or Down key This will display the total hours for the day and the week Automatic Entry Method This method is also known as Swipe and Go By entering your assigned PIN badge
51. ervisor code in the Supervisor Code field This is required to Supenicor Code aaa access Supervisor Mode on the employee time clock terminal 4 Click Submit to save your settings Changing Your Time Clock Software Interface Password You can change the password by selecting Change Password from the Settings menu 1 Enter your current password in the Current Password field CHANGE PASSWORD 2 Type your new password in the New Password field Current Password A 3 New Password Confirm New Password 3 Type your new password again in the Confirm New Password field 4 Click Submit Changing the Time on the Time Clock Terminal The instructions below outline changing the time on your time clock terminal 1 Enter into Supervisor Mode at your employee time clock terminal e Press onthe time clock terminal e Enter your security code The default security code is 00 00 00 2 Scroll through the options using Up or Down until you find the option Set Date Time and press Enter 3 The Set Date option displays e The Month field flashes Use Up or Down to select the current month and press Enter e In the Day field use Up or Down to select the current day of the month and press Enter e In the Year field use Up or Down to select the current year and press Enter 4 The Set Time option displays e The Hour field flashes Use Up or Down to select the current hour and press Enter e In the Minute field use Up or
52. eteeaccdadecdeccecesaccceCessscceceeaccdedessaccecenscdcecseatedecebes Connecting MUltiple Time Clocks e e iii Set Up the Parent Clock aint iii ER AAA A A e eS EEE Set Up the Child Clocks iaaa a a i aed Additional Child Clock Settings Available in Supervisor Mode ccccssssssecececeessnsssecececeesesessesececeesesesaeseescessesusaeseeseesseeaaesenees Chapter 10 Configure the Time Clock for Remote ACCESS ssccccccsssssscssccccssssssssccescessssssssccececesssssssaceeseeesssssssaceeseessssssssacesseesess System REQUIEM ONES Scscechel oss nario citadino ios date aaa Soe Sine ESE aN eaU EEA EEEa due dade EE Re aia aah aia 57 Step 1 Set Up the Universal Time Clock on the Local Network Step 2 ROUter Configuration a ai Assign a Static IP Address to the Time Clock Set Up Port Forwarding on the ROUteT o occccccnonococnnoncnnnononnnnnoncnnconenannnnncnnnanons Step 3 Connect to Your Universal Time Clock over the Internet Frequently Asked QUESTIONS 35 cciiicccccciccescccssccsceeteceacsdsecescecseceacsessveacseseceacseseveacecdecencdess eacecdedecsSesstecedededeesSecsieecdedecescdessveacsedeceecdacsees Troubleshooting Remote Connection ProbleMs cc cccccccscsssssssecececsesesseseccceceeseeseeeeeceesesesseseesceeseseeeeseeececsesseaeseesceceesesaeseeseseseeaaes Port F rwarding Diari A i AA A A A e ia aa ei Ad Troubleshooting amp Frequently Asked Questions ccssssssssssessssssessesssesseessssessss
53. fully supported by a nationwide network of experts The RTC 1000 2 5 comes standard with 50 employees and is upgradeable up to 250 employees Feature Comparison Chart Feature SB 100 PRO RTC 1000 Employee Capacity 25 50 upgrade to 250 upgrade to 250 Proximity Entry Badges Sold Separately Remote Internet Access Option Additional Setup Additional Setup Required Required 15 Badges Included Paid Break Tracking QuickBooks ADP and Paychex Online Payroll Interface Auto Deduct Lunch Timecard amp Attendance Report Holiday NonWorked Hours Tracking Global Add Hours add hours for multiple employees with a single transaction Track Tips Job Numbers or Piece Counts Department Support Timecard by Department Report Supervisor Logins with Employee Assignment Connect Up to 16 Clocks Together 250 employee max Custom Employee PIN Customize Report Filter Options Notes by the Punch Employee Web Punch Entry 5 Employee License Included HN x NT DONA NN 2014 01 22 7 Page Upgrade Comparison Chart Upgrade Feature SB 100 PRO RTC 1000 Benefit Tracking e Accrue Benefit Hours for Vacation Sick and Personal Time Y Y e Additional Overtime Options Upgrade Employee Capacity 50 100 or 250 100 or 250 Proximity Entry Badges e Wave badge in front of clock to clock In or Badges Sold 15 Badges Out Separately Included e Sold in packs of 15 or 25 Employee Web Punch Entry e Clock In Out from Web browser on Sm
54. gate to the location of your backup file Select the file in the Choose File window and click Open Click Submit in the Restore Backup File screen to restore the backup file A warning message will display reminding you that your current data will be overwritten at the employee time clock Click OK to continue It may take several minutes to restore a backup file especially if you are using a USB connection The employee time clock will display a Please Wait and then a Performing Restore message After the restore is complete you will be required to log back into the time clock to view the backup information Restore a Time Clock Data Backup from a USB Flash Drive Restoring a backup of your data is easy using your USB flash drive Follow the directions below to restore a backup from a USB drive 2014 01 22 Copy the backup file data to the root of the memory stick Rename the file to backup db and ensure the name is all in lower case letters Connect the storage device to the bottom of the employee time clock Enter Supervisor Mode on the employee time clock e Press onthe time clock e Enter in your security code the default security code is 00 00 00 Press Up or Down until RESTORE BACKUP displays and press ENTER If the file is found Restoring Data then Performing Restore displays The time clock reboots After the time clock reboots log back into the employee time clock software to view your data 37 Page Removing Data f
55. hat punch A plus sign accompanies that punch Mon 06 15a Shipping Mon 04 00p NOTE Great work today 9 Click Submit you will be directed to the Add Non Work Hours Confirmation page 10 Review the information on the Add Non Work Hours Confirmation page for accuracy e Click Submit to save your changes e Click Cancel to cancel the transaction e Click Back to go back to the Add Non Work page and revise the data Editing a Punch Modifying or editing a punch on the reports is simple 1 Click on the In or Out time you want to edit Each punch entry in the TIME IN and TIME OUT columns of the report is a link that will take you to the Edit a Punch window 2 Follow the instructions in the Adding a Punch section to edit your punch data Note All edited and manually entered punches will be flagged on the report with an E next to the punch Refer to Chapter 2 under Punch Preferences for instructions on disabling this option TIME IN TIME OUT Thu 08 00aE Thu 04 30pE E Edited Punch Viewing Additional Reporting Details Customizing your reports and viewing additional details on a Timecard or Attendance report is uncomplicated The blue links in the Timecard and Attendance report are Web links that allow you to customize or view details of your data The Timecard report has additional detail options Refer to the next section for additional information From 01 02 14 Thru 01 02 14 Add Punch Add Non Work Daily La
56. hipping charges prepaid Risk of loss or damage during shipping to ICON TIME SYSTEMS is the sender s responsibility Once we receive the equipment it will be inspected repaired as needed tested and returned via standard ground shipping to the purchaser Return shipping costs of the repaired or replaced unit will be paid by ICON TIME SYSTEMS This warranty is extended only to the original purchaser A purchase receipt or other proof of date of original purchase will be required before warranty work is rendered This warranty only covers failures due to defects in materials or workmanship that occur during normal use It does not cover failures due to damage which occurs in shipment or failures which are caused by products not supplied by ICON TIME SYSTEMS or failures which result from accident misuse abuse neglect mishandling misapplication alteration faulty installation modification or service by anyone other than a factory service center or damage that is attributable to acts of God No warranty is given for damages caused by external wiring indicating improper connection to power supply or line wiring or for damages caused by spikes power surges brown outs lightning static electricity or radio waves Surge protectors are readily available to enhance and protect equipment performance following initial installation ICON TIME SYSTEMS SHALL NOT BE LIABLE FOR INCIDENTAL OR CONSEQUENTIAL DAMAGES RESULTING FROM THE USE OF THIS PRODUCT O
57. hy can t access my time clock How do set a static IP Address 2014 01 22 62 Page A If the clock was assigned a dynamic IP Address this address may have changed if the router reboots or your time clock is unplugged from the power To assign a Static IP Address follow the instructions below Note 2014 01 22 1 First determine an available IP Address for the employee time clock Your network supervisor can provide you with this information or help with these steps Enter into Supervisor Mode at your employee time clock terminal e Press onthe time clock e Enter in your security code the default security code is 00 00 00 Scroll through the options using Up or Down until you find the option View IP Address press Enter The current IP Address of the clock will appear Press Enter again Enter the desired IP Address including leading zeros Example 192 168 002 528 If the clock is on the same local subnet as your computer you should not have to change the settings for subnet mask gateway or DNS server Your network supervisor will know how to set this up if needed A message should appear on the clock IP Address set successfully Press Clear to exit Supervisor Mode Unplug the power to the clock for a few seconds and plug it back in Allow the clock to reboot Open a Web browser on your computer and in the address bar type in the IP address of the clock to log into the time clock 63 Page Warranty Information
58. ick Submit to save your settings 2014 01 22 28 Page Supervisor Login To login to the time clock application as a new user follow the instructions below 1 Atthe employee time clock Login page have the new user enter their username and password in the applicable fields 2 Click Submit to log in to the time clock software If an employee attempts to access an unauthorized page or tries to edit a page with Read Only access an Access Denied error message displays 2014 01 22 29 Page Chapter 5 Generating Reports Reports in your application are designed to be intuitive to read and edit this creates ease and simplicity when generating your reports on payroll day The Universal Time Clock uses Click and Edit reports This means that you can edit the employee and punch data directly from the report Most of the text that displays on reports are web links that open additional screens or editing options Reports Overview Punch information on your reports update based on the setting entered in the Update Employee Hours Every field in the Alert Preferences screen as discussed in Chapter 2 Setting Your Time Clock Preferences Click Refresh at the top of the Report screen to update punch information immediately e Attendance Report displays all employee punch data sorted by date Timecards Report displays punches and hours info sorted by employee e Department Report shows punches and hours sorted by Department Timecards
59. ing the Supervisor Mode Security Code oo oocccccononocooncnnccnnonononnnononnnnnononnnnnnnconnnnonnnnnnnnnnnnnonnnnnnncnnnnnnnnnnnnncnninnns Changing Your Time Clock Software Interface Password csccccccccesssssseseeececsesesaeseceescsesesasseeececeesesasseseescesseaeaaeseaees Changing the Time on the Time Clock Terminal ccccccccccccesssssceceeececseseeaeeeeececeeseeaeseeeeeceeseeaeeeeeeeceeseeaeeesececeeseaaeeeeeescsesaaeaeeeeeceeees Chapter 7 Alternate Employee Entry Options coccccccccccncncnonononononononononononononononononononnnononnnnnnnonononononnnnnnnnnonnnononononononononenanonoss Web PUNCH Time Cloke oriori ici A A A KEE A AAA Setting Up Your Employees Web Punch Time Clock ccconcoooccnncconononoonnnnonocononnnnnnncnnonnononnnnncnnonnononnnnncnconnnnannnnnnnnos Punching In Out Using Web Punch Time Clock cccsscccssecesscecsscceseecssecessecessecesseccasecssecessecsseeessecessseeasecesseseasecsess Clocking In Out from GPS Enabled Smart Phone Location Tracking IP Address Restriction e wots es Setting Authorized IP Addresses Globally Setting Authorized IP Addresses by Employee cccomoooo o Running Reports with the Web Punch Time Clock Using Proximity Badges rerseour sSoedeneterececebteetectye Savon saa ici bis Assigning Proximity Badges to an Employee ccccessssccccecsessssscecececsessaeeececsceesesesseseesceesesesaesececeesesesaeseeseesseeaaeseeees Locking the Ti
60. ional information on setting up your Web Punch Preferences refer to Chapter 7 Alternate Employee Entry Options e SMTP Preferences Upgrade Required SMTP Preferences Outgoing Email Settings should be customized if you wish to receive automatic email alerts or email the Timecard Report to an individual An SMTP server is a computer that receives outgoing mail messages from users and routes them to their intended recipients For additional information on setting up your SMTP server refer to Chapter 8 Software Upgrades Setting Your Alert Preferences Select Settings Preferences and click on the Alert tab to setup the alert notices displayed on the Home page The Home page updates based on your time setting for the Check Alerts Every field described below 1 Type the least amount of hours an employee can work per punch in the Alert Low Hours at field If aa punch peace i Custom Fields an employee works fewer hours in a shift than is ALERT PREFERENCES specified an alert generates To disable this alert Alert Low Hours at Hours per punch set the alert value to 0 Alert High Hours at Hours per punch Alert Maximum Time at Hours per punch 2 Type the maximum amount of hours an employee Alert Day Overtime OT at Hours remaining can work per shift in the Alert High Hours at field If Alert Week Overtime OT at Hours remaining an employee works a shift more than the hours Check Alerts Every Minutes specified an alert generates To disable
61. ique way to connect up to 16 time clocks together accessed through one software interface through your local area network or over the Internet Follow the instructions in this section to connect your clocks together using multiple time clock connection Note Connecting multiple time clocks requires that your time clock terminals are connected to a Network port via Ethernet In a multiple clock system there are two types of clocks Parent Clock The Parent Clock hosts the time clock software settings and punch data There is only one Parent Clock in a system with multiple time clocks connected together Child Clock A Child Clock sends punch information to the Parent Clock for calculation and storage There can be a maximum of 15 Child Clocks on a system Connecting Multiple Time Clocks Set Up the Parent Clock 1 Before setup begins designate which clock will be the Parent Clock hosting the time clock software settings and punch data 2 Follow the instructions in the Quick Start Guide to connect your time clock to your Network The Quick Start Guide can be found in the time clock package 3 Write down the serial number of the Parent Clock located on a label on the back of the time clock terminal Note Itis recommended that the Parent Clock is located in a location nearest to the person managing the time clock and the Parent Clock be assigned a static IP address For instructions on assigning a static IP address refer to Secti
62. l Child Clock Settings Available in Supervisor Mode The following additional options display in Supervisor Mode on the clock e Show Parent IP Displays the IP address of the Parent Clock e Force Connect Forces a connection between the Child Clock and Parent Clock Once the connection is made any changes on the Parent Clock are sent to the Child Clock e Force Full Sync Forces a connection and synchronization between the Child Clock and Parent Clock Once the connection is made all changes on the Parent Clock are sent to the Child Clock e Show Sync Status Displays the synchronization status between the Child and Parent Clock 2014 01 22 55 Page Multi Clock Software Settings and Optimal Configuration Additional Multi Clock configuration options are available in your time clock software It is important to pay close attention to this section Your time clock configuration can greatly affect the performance of your system To access these settings log into your time clock software interface using the Parent Clock s IP Address Select Preferences Settings then click the Device tab MULTI CLOCK PREFERENCES Child realtime Time Date sync Child realtime data sync Child Online sync delay 300 Seconds Child Offline sync delay so Seconds e Child realtime Time Date sync Check this option to have the Child Clock automatically synchronize its time and date with the Parent Clock If your Child Clock s is located i
63. lect Settings Alerts Setup and follow the instructions below to set up Home page and email alerts with Email Alerts Upgrade DESCRIPTION LIFETIME e Enabling Disabling Alerts To disable an alert deselect the checkbox in the High Hours 1 Day far left column This prevents the alert from being posted on the Home page i Low Hours 1 Day Maximum Hours 1 Day e Lifetime Use the drop down menus under the Lifetime column to select the Approaching Daily Overtime 1 Day amount of time the alert remains on the Home page After that time the Approaching Weekly Overtime 1 Day alert is automatically removed 7 Check for Updates Forever Backup Reminder 1 Week e E mail If you have purchased the Email Alerts upgrade select how often you Punch Notify 1 Hour would like an e mail alert sent from this drop down menu See Email Alerts Upgrade for more information e Repeat If you have purchased the Email Alerts upgrade select how often you would like an e mail alert to be resent from this drop down menu e Recipient If you have purchased the Email Alerts upgrade type the alert recipient s e mail address For multiple addresses add a space or comma in between each e mail address Tip We recommend disabling any unused alerts to minimize the resources used by your time clock and optimize system performance Creating Custom Fields The Universal Time Clock offers 10 additional fields for tracking static informa
64. me Clock Terminal Keypad ccccccsccccscsesesnssecececeeseseeeesececeeseseeeseeeceseesseaeeeeeceseeseaaeseeeesceeseaaeaeseesceeees Punching In Out Using Proximity Badges cc cccccccssscecssecssscecscecesssecscecesseecseecesssecaeecessseesaecsssecasecessecaseceseeeenseceeees Chapter 8 Software Upgrades isissccccisccsecesecccccdssctacseseccsccdeestesssciseccsesoneestacsveccessaseoctactvescsedesecctassveassasecectessveadsedaseccdacsveaseesdvcscvessiue Installing Software WO stades coi creia ns SS lia ini Employee Capacity UPerades iii A A e aii EA a E A A AA EEE AAA Roe 2014 01 22 Web Punch Time CO k e A A Ma ida Benefit Tracking Upgrade miii A A AA A Ad EEE AAA EAT AAA A Enhanced Overtime Preferentes A ante a ia a EE a es Eaa Bates a Aane E A T a dae Shiba Non worked Hours and Benefit Time Vacation Sick Personal Customizing B nefit Accrual Rules cin ie A a a E e a E E a TERRA Using Accrued Benefit Hours Vacation Sick PersOMnal cccccccccsscccssssececsssseceesaececessseeeesseeeceesaeeecseasececeseseceesaeeecsesseceeneeecees AA ES E E O RN Email Alerts Update A io lid Outgoing Email Settings SMTP Server Common SMTP Server Settings Setting up Email Alerts cccoconicocncnnnnnns Enabling SSL Server Data Encryption imena ins eaccngsunsel las de obens sucess e Ai iia Chapter 9 Multi clock Configurationis c cccccscccccecscescovcoencecetececccscosscceetevecceeteesccccGeenscc
65. n a different time zone than the Parent Clock do not check this option e Child realtime data sync Check this box to set the Child Clock s to synchronize data with the Parent Clock in realtime With this option enabled the employee is able to view punch and hours information upon clock out If punching In or Out takes longer than preferred disable this option by unchecking the box The Child Clock synchronizes data at set intervals as described below Note By disabling this option the employee will not be prompted by the clock to select the correct punch option IN or OUT at the clock punch validation is disabled The employee must select the correct punch option In addition the employee will no longer automatically see the punch and hours information after punching out e Child Online sync delay This option allows you to set a time interval in seconds to sync the Child Clock s data with the Parent Clock data when the Child realtime data sync option is disabled This option is set to a 300 second 5 minutes interval as default e Child Offline sync delay This option allows you to set a time interval in seconds for attempting to sync the Child Clock with the Parent Clock in the event that the Child Clock or the Parent Clock loses connection with the network This option is set to a 60 second interval as default 2014 01 22 56 Page Chapter 10 Configure the Time Clock for Remote Access Icon Time Systems Universal Time
66. n menu Under the Select drop down menu you are given three options e All Punches is the default selection and displays all punches for the selected time frame e By Time Range allows you filter the report to show only those punches that fall between the selected time range This option is most often used when running reports for tardy arrival or early departures e Only Non work allows you to select only Non work or benefit time In addition you are given the option to select which Non work type Holiday or non worked to display on the report Select the applicable employee s to view on the report from the Select Employees list or click Select All to run a report for all employees Select the applicable department s to view on the report from the Select Departments list or click Select All to run a report for all departments Note Press Ctrl key to select more than one employee or 6 2014 01 22 department After defining the parameters of your report click Submit CREATE A REPORT Report Type Time Frame From Thru Select Employees Select Departments Timecard Todsy Select By Time Range 12 00 AW 11 599 AW 001 Empl 001 023 Empl 023 045 Empl 045 067 Empl 067 089 Empl 089 101 Empl 101 123 Empl 123 145 Empl 145 167 Empl 167 189 Empl 189 Employee 001 Employee 023 Employee 045 Employee 067 Employee 089 Employee 101 Employee 123 Employee 145 Em
67. n menu The company s weekly overtime calculations are based on this setting Setting Your Overtime Preferences Your Overtime Preference settings are on the Pay tab under Payroll Preferences The Universal Time Clock comes standard with two levels of daily and weekly overtime and consecutive day overtime OVERTIME PREFERENCES Overtime OT1 is calculated at time and a half 1 5 the rate of pay and Day OT1 After 8 00 Hours Day OT2 After 99 00 Hours double overtime OT2 is calculated at two times the rate of pay 2 0 Week OT1 After 40 00 Hours Week OT2 After 99 00 Hours Follow the instructions below to set your Overtime Preferences k Consecutive Day OT 1 To set daily overtime rules type the number of hours an 2014 01 22 15 Page employee must work in one day before they receive overtime pay in the Day OT1 After and the Day OT2 After fields as required If your company does not pay daily overtime type 99 To set weekly overtime rules type the number of hours an employee must work in one week before they receive overtime pay in the Week OT1 After and the Week OT2 After fields as required If your company does not pay weekly overtime type 99 To set consecutive day overtime rules change the Consecutive Day OT drop down menu to Yes This option will pay OT1 and or OT2 as selected to employees on the seventh consecutive day of work regardless of hours worked during the work week This rule is most commonly used by unions and
68. nch At threshold has been met Lunch deduction will occur once the threshold has been met Note Only one lunch deduction will occur per day when Deduct is set to Per Day Manually entering a lunch deduction will prevent an automatic lunch deduction from occurring that day Web Punch Time Clock Settings Web Punch Time Clock Settings The RTC 1000 2 5 allows for up to 5 employees to punch In Out using Web Punch Additional licenses may be purchased For additional information on this option refer to Chapter 8 Software Upgrades 2014 01 22 24 Page Accrual Settings Upgrade Required Accrual Settings are used with the benefit tracking and accruals feature included with the Benefit Tracking upgrade Benefit Accruals allow you to track and manage Vacation Sick and Personal Time benefits Benefit Tracking and Accruals allow you to automate maximum accrual amounts yearly carryover and borrowing of benefits Use these settings when the Rules Plus upgrade has been enabled and Benefit Accruals are allowed For additional information on this option refer to Chapter 8 Software Upgrades Delete Employee s Punches Delete All Punches for this Employee Use this option to delete all punches for an employee This is typically used when an employee leaves the company and you want to re use the employee ID PIN To delete the employee s punches click Delete all punches for this employee A confirmation message displays Click OK
69. ndard with a 50 employee limit If at any point in time your company grows beyond your employee limit you can easily upgrade your employee capacity to the next available level Employee capacity upgrades are available in options of 100 or 250 employees per system After enabling additional employee licenses refer to Chapter 3 Setting Up Your Employees for instructions on setting up your employees 2014 01 22 46 Page Web Punch Time Clock The Web Punch Time Clock allows you to capture your employees punches anytime anywhere using a browser based time clock that runs on LAN WAN Internet or a stationary computer The RTC 1000 2 5 comes with a 5 employee license Contact our Sales Department for information on purchasing additional licenses Web Punch Time Clock is offered in packages of 5 employee licenses and will allow a maximum of 25 employees to clock IN OUT using the Web browser interface The Web Punch Time Clock also offers advanced functionality like IP location restrictions and GPS tracking to help better manage your employee s punches Benefit Tracking Upgrade The Benefit Tracking upgrade can help increase payroll efficiency and help reduce labor costs with the following features The Benefit Tracking upgrade includes e Benefit Tracking and Accruals e Track and manage Vacation Sick and Personal Time benefits e Automate maximum accrual amounts yearly carryover and borrowing of benefits e Enhanced Overtime Pr
70. nds to 8 00 a m In the Out Revision Start Time field enter a time in hh mm a p format For example 4 30p In the Out Revision End Time field enter a time in hh mm a p format For example 5 00p Example If an employee clocks Out between the Out Revision Start and End Time the shift end time rounds to the Out Revision Start Time which is 4 30 p m Note Making a change to the revision zones will prompt the time clock to restart This will make the time clock unavailable until the clock fully reboots Email Alerts Upgrade The RTC 1000 2 5 application allows system alerts to be automatically e mailed to one or more managers The system will send email alerts as employees come and go before they accumulate overtime if they leave early and more Also included use of SSL technology to encrypt your data for increased security when transferring data over the Internet Important To send email alerts you must have a SMTP server available Contact your network administrator to find out if your company has a SMTP server If your company does not have an SMTP server there are many free email server services available Settings for the most common free web based SMTP server accounts can be found on page 8 and 9 in this section What is an SMTP Server An SMTP server works like a post assistant handling the sending of emails from an email client to an email server It receives outgoing mail messages from users and routes them to the intend
71. nstructions on connecting your employee time clock please refer to the Quick Start Guide that came in your time clock package System Requirements e Windows PC Mac Linux Android iOS or any other device that uses a web browser e One available Ethernet port for a Network connection or an available USB port on a Windows based PC e If connecting remotely over the Internet Network and Internet connection is required e USB connection requires Windows Operating System XP and above e QuickBooks Plug in Paychex Online Payroll Export and the ADP Export programs require Windows Operating System XP and above and can be found on the Setup Wizard Documentation CD included Note If you are using your Universal Time Clock with a Macintosh computer you must connect your time clock to your Network using Ethernet 2014 01 22 6 Page Features The Universal Employee Time Clock can be found in two distinct models the SB 100 PRO 2 5 and the RTC 1000 2 5 e The SB 100 PRO 2 5 Universal Time Clock offers a basic set of features at an entry level price and is designed for small companies that do not require a lot of features The SB 100 PRO 2 5 comes standard with 25 employees and is upgradeable up to 250 employees e The RTC 1000 2 5 Universal Time Clock is the perfect fit for a growing business that requires a time clock that can keep up with changing needs This time clock is ideal for those companies looking for a feature rich product that is
72. nt Click the date link to select the time period for the report From the resulting page you can perform edits Using the Timecards by Department Report To view the Timecards by Department report hover your cursor over Reports and then click Timecards by Department This report is designed to give you a report of each employee s timecard with hours grouped and totaled by department Click the date link to select the time period for the report From the resulting page you can perform edits 023 Bill Smith Server DATE TIME IN TIME OUT LCH ADJ REG OT2 HOL TOTAL 12 30 13 Mon 04 00p Tue 12 30a 30min 8 00 8 00 12 31 13 Tue 04 25p Wed 01 00a 30min 8 00 k 8 08 01 01 14 Holiday 8 00 8 00 Totals Format Hundredths 16 00 8 00 24 08 Host DATE TIME IN TIME OUT LCH ADJ REG HOL TOTAL 01 02 14 Thu 04 00p Fri 12 22a 30min 7 87 7 87 01 03 14 Fri 03 39p Sat 12 36a 30min 8 00 8 45 Totals Format Hundredths 15 87 16 32 023 Bill Smith Total Format Hundredths 31 87 8 00 40 40 Creating Custom Reports The application offers advanced report functionality allowing you to filter reports by employees dates or by departments From the Navigation menu hover your cursor over Reports and click Create Report from the drop down menu To create a report perform the following 1 Select the type of report to run from the Report Type drop down menu 2014 01 22 34 Page Select the time frame for the report from the Time Frame drop dow
73. nu e Weekly Employees are paid once per week e Bi Weekly Employees are paid every two weeks e Semi Monthly Employees are paid twice per month e Monthly Employees are paid once per month PAYROLL PREFERENCES Pay Period Type Weesly gt Last Pay Start 12 29 12 This Pay Start 01 05 14 Next Pay Start 01 12 14 Day Start 12 003 A Y Week Start Sun y 2 If you select the semi monthly pay period two additional date fields display that must be completed e Type the first day of the month that your pay period begins in the Start Semi Monthly on field e Type the second day of the month that your pay period begins in the and on field 3 Click in the Last Pay Start field to open the calendar and select the date that your previous pay period started Tip Use the lt lt and gt gt arrows to select the year Use the lt and gt arrows to select the month 4 Click in the This Pay Start field to open the calendar and select the date that your current pay period started 5 Click in the Next Pay Start field to open the calendar and select the date that your next pay period will start 6 Typethe time of day that your workday begins in the Day Start field You only need to modify this setting if your company has a 24 hour work schedule and needs to accommodate overnight shifts it is recommended that this setting remain at 12 00am 7 Select the day of the week that your work week begins from the Week Start drop dow
74. number on the time clock terminal 1 Thetime clock displays the employee name and Entry Recorded You are not allowed to make any other selections at the employee time clock terminal This provides a simple and quick method for punching In and Out at the employee time clock 2 The employee time clock automatically determines if the punch is an In or Out punch Note You cannot use Show Hours at the employee time clock terminal make any lunch override or hours adjustments to these types of punches Refer to Adding a Punch in Chapter 4 for additional information Proximity Badge Entry Proximity badges allow employees to punch In Out by waving the badge in front of the time clock keypad There are many benefits to using proximity badges minimizing buddy punching quicker punching in and out and no PIN to memorize Proximity badges are assigned at the time clock terminal Follow the instructions below to assign a proximity badge to an employee 1 Enter into Supervisor Mode at the time clock terminal e Press onthe time clock terminal e Enter your security code The default security code is 00 00 00 2 Scroll through the options using the Up or Down key until you find Assign Badges then press Enter 3 The time clock will display Enter ID Number Use the keypad to enter the assigned PIN badge number of the employee you wish to assign the badge press Enter 4 Wave the badge in front of the time clock keypad over the 5 key is the o
75. o one or more employees across one or more days Perform the following when adding a non work punch 2014 01 22 ADD NON WORK HOURS Select Add Non Work from the Timecard report Select Employees 023 8 Smith 067 Empl 067 101 Empl 101 Type Holiday Select the employee s from the Select Employees list Select All Start Date 01 01 14 Number of Days 1 Select the applicable punch type that you want to add from the Hours Per Day 8 Type drop down menu Work a Department The available punch types are e NonWorked used for employees working off site e Holiday EN En 1 Employee Selected Click in the Start Date field to use the calendar to select the date when the non work hours should begin Type the number of days that you wish to assign to the selected employee s in the Number of Days field Type the number of hours that you wish to assign to the selected employee s for each day in the Hours Per Day field If you have selected only one employee select the department to assign the non work hours to in the Department drop down menu If you have selected more than one employee the Department field will auto populate and hours will be assigned to each employee s default department 31 Page 8 Type any applicable notes in the Note field You have an additional option to print notes that coincide with each particular punch This feature is often used to track an event that happened with t
76. oe oe 1 fy j 5 System Prompt 2 Setting Up Your Employees for additional information System Pronet 3 Supervesor Code 3 Check the Hide Employee PIN checkbox to hide employee PINs ID Lock Keypad numbers at the time clock terminal preventing coworkers from Use Daylight Savings iewing another employee s PIN Default Attendance Report To i 8 ploy z Default Timecard Repon To Refresh Home Page Every 4 Use System Prompt 1 2 and 3 fields to set up to three custom Use SSL Server prompts at the employee time clock terminal The default system Use Popup Windows for Edits x 7 Use Batch Edits prompt on the time clock display is Enter ID Number iia AS at tho ak Companies often use this feature for employees that speak languages other than English and to send global messages to employees Example Marque Su Numero Work Safely Closed Tomorrow 5 Type a unique 6 digit security code in the Supervisor Code field to secure the employee time clock Important You need this code to access Supervisor Mode on the employee time clock The default supervisor code is 00 00 00 6 Check the Lock Keypad checkbox to lock the keypad and prevent keypad entry of employee ID numbers PIN at the employee time clock Use this option if you purchased proximity badges for your employee time clock and you do not want employees using the keypad 7 Check the Use Daylight Savings checkbox if you want the time clock to automatically adjust time for daylight savings 8
77. on 7 Set Up the Child Clock s 1 With the Child Clock connected to the Network enter Supervisor Mode e Press onthe time clock e Enter your security code The default security code is 00 00 00 2 Press Up or Down until the Convert to Child option displays 3 Press Enter The time clock displays This will remove all data then Erase all Memory 4 When prompted press IN to remove all data from the Child Clock The Child Clock will then need to locate to the Parent Clock The Child Clock locates the Parent Clock through one of two method broadcast or IP address 2014 01 22 54 Page Select By Broadcast to locate the Parent Clock on a standard Network connection LAN by pressing Enter The Child Clock displays Finding Clocks Please Wait as it scans the network for the Parent Clock e Once the Child Clock locates the Parent Clock the clock displays Choose One and the serial number of the Parent Clock displays Select the serial number of the clock that you previously designated as the Parent Clock then press Enter e Ifthereis more than one Parent Clock on the Network use the Up or Down key to find the correct Parent Clock serial number then press Enter Proceed to Step 7 Select By IP address to locate the Parent Clock over a Wide Area Network VPN or the Internet Press the Down key to select By IP address then press Enter e Enter the IP address of the Parent Clock used for accessing the software interface then pre
78. ononococonanonononennnnnononononononnnnncnnonnnnnnnnnnnnnnnnnnonnnnnnnnnnnonornnnnnnnannnnnnnnnnnnnos Using the Attendance ROO RA A e ae Using the Tinm card Report a E E adda cecenstadees bees Sesssacocuesachoseesdadececs sede dtensedacees A E E sak eceveastotues Using the Department Repo dio noti Using the Timecards by Department Report Creating CUStOM REPOFtS O Chapter 6 Maintaining Your Time Clock iii Creatine a Data Back Anne ARPA in A E A in Cai dele Data Backup from the Software Interface senna a a aaa aaea piae Eaa E ei LiTE Data Backtip toa USB Flash Drives cc enoia i a e i a E A E a EA da AA Restore Time Glock Data BaO U H e e e ATO lo eee hice Restore a Time Clock Data Backup from the Software Interface oooo ccccccconooooncnncnnonnnnnnonnnnccnnnnonnnnnoncnnnonenonnnnncnnnnnnns Restore a Time Clock Data Backup from a USB Flash DrivVe ccoconocooocnncncconononnnnncnnnnnonononnnoncnnnnnnonnnnncnnnnnonnnnnnncnnnnnnns Removing Data from Y r Applicat OM e A di nia Updating Your TIME Clock taco allan E E NE A E E te deasaduntancencenbaneadesenseisetatsalaciaseodsetapeaacsegeestenls Updating Your Time Clock from the Software Interface Updating Your Time Clock Using a USB Flash Drive Resetting Your Time Clock PasswordS ccoccoooccnnccononocaoncnncnononnn Resetting the Software Interface Password ccsscsccccessesessssecececeeseessesececeeseseeeeseescscseseeaeseeececeeseaaeseeeesceeseaaeeeseesceeees Resett
79. ordinates given by the GPS Street view Get directions Search nearby Zoom here Save to My Maps Send Example The accuracy of this punch is up to 372 feet In other words the employee was within a 372ft radius of the coordinates given e Speed states how fast the employee was traveling when they created the punch By using Google Maps integration and clicking on the GPS Location link you can see where the employee was on a map when they created the punch 2014 01 22 42 Page IP Address Restriction Using IP Address Restriction you can restrict an employee to web punch In Out from only authorized locations via the IP address of their computer or web enabled device If an employee attempts to web punch In Out from an unauthorized location IP address you may set the system to lock them out or allow it and flag the punch as coming from an unauthorized location This information displays on a report IP address restrictions are enforced by setting authorized IP addresses globally company wide and or by employee Setting Authorized IP Addresses Globally Global Authorized IP Address es assigns the IP address that all employees are authorized to use To set this follow the instructions below 1 Select Settings Preferences and click the Device tab 2 Inthe Global Authorized IP Address es field enter the IP address es of the computer or other web enabled device the employees are authorized to punch in out on
80. ork or the Internet 1 Open the employee time clock Login page 2 Type the assigned PIN badge number in the Username PIN field 3 Type the employee s assigned Web Punch password in the Password field WEB PUNCH 4 Click Submit The employee Web Punch screen displays Current Time Fri 1 30 PM Hello Bill Smith What do you want to do 5 Select the appropriate option Punch In Punch Out or Department Change to Bunch in complete your punch e Ifthe employee has the ability to change departments select the Log Out department 6 Click Confirm 7 After punching In or Out the Web Punch screen lists the employee punch information e Week Hrs Lists the total hours the employee worked for the week e Day Hrs Lists the total hours the employee worked for the day e Punch Hrs Lists the total hours the employee worked for that punch pair Clocking In Out from GPS Enabled Smart Phone Location Tracking If an employee clocks In Out using an iPhone Android or Blackberry additional punch information is available stating the employee s exact location at the time of the punch Note A punch that includes GPS location information is flagged with a G on the reports By clicking on that punch you can view additional information provided by the phone s GPS GPS Location 5 Address e Latitude Longitude The location of the employee when they pwm Punch Location created the punch e Accuracy The accuracy of the co
81. p menu gives you quick access to the Help Center and to view the About Your Clock page for your time clock 2014 01 22 10 Page Using Your Time Clock Terminal It is important for you to understand the features and functions available on your time clock terminal Take the time to familiarize yourself with these features In this section we will give a brief overview of the features available Time Clock Key Functions e In Out Used by the employee to punch IN or OUT Break Department Transfer Used by the employee to transfer into a Department or Paid Break e Info Displays daily and weekly hourly totals for the employee e Supervisor Mode Allows supervisor to access advanced employee time clock terminal options e Nor Used to scroll up or down through menu options e Enter Selects and saves menu options e Clear Returns user to the previous menu option Break Info Hours Department Look Up Transfer Employee Functions at the Clock Employees use the time clock to enter their work information This section describes how employees will use the time clock for daily activities Punching IN and OUT The employee procedure to punch In and Out at the time clock may vary depending on the entry method selected Refer to Chapter 3 Setting Up Your Employees for additional information The punch entry method procedures are described below Validated Entry Method The Validated Entry Method is the most common and recomm
82. period The Accrual values will be reset on this date based on the information provided below The Reset Date will advance forward by 12 months Accrual Name lists the name of the specific benefit The benefit names cannot be edited Hours Available during initial set up enter the hours the employee currently has available for the current year Additional hours will be automatically posted each day according to the value set under Yearly Hours As the employee uses the accrued benefit the hours are automatically subtracted Hours Used this field lists the total hours the employees has used for that benefit since the Accrual Start Date This value is reset on the Accrual Reset Date Last Calculation the date that the benefit accrual totals were last updated Yearly Hours enter the total benefit hours that the employee can accrue in one year Yearly Max enter the maximum number of benefit hours allowed to accumulate for the benefit If you allow vacation hours to carry over from one year into the next post the annual earned amount plus the amount allowed to carry over If your company employs a use it or lose it policy you should post the annual amount only Note This field should not be set to zero unless your benefits do no accrue 10 2014 01 22 Reset Amount set this value to the hours that an employee is to receive at the beginning of a new accrual period Most companies would leave this field set to zero Allow Neg
83. pervisor s Username Supervisor s Full Name and Preferences Password in the applicable fields aid Backup 4 Designate the access Permission Level and Permission Type using Restore the radio buttons Update e Click No Access to make the area off limits for the supervisor e Click Full Access to give the supervisor permission to create Gm Ena edit and view transactions in that area 2014 01 22 27 Page e Click Read Only to allow the user to only view the data in that area Edits are not allowed 5 Once complete click Submit to save user settings After setting up a new supervisor account it is recommended to assign employees to the supervisor If you chose not customize the supervisors assigned employees they will have access to all employees by default Note Once you click Submit you cannot change the username To change the username you must create a new supervisor account and delete the old one Assigning Employees to a Supervisor Supervisors can be given restricted access to view and edit data for only those employees assigned directly to them They will also receive Home page and email alerts for only their assigned employees 1 Select Lists Supervisors 2 Select the appropriate supervisor from the list 3 From the Edit a Supervisor page select Assigned Employees 4 Select one of the available options Permissions Assigned Employees e Select All Employees to assign
84. ployee 167 Employee 189 Bresk Select All Dept 01 Dept 02 Dept 03 Dept 04 Dept 05 Dept 08 Dept 07 Dept 08 Dept 09 35 Page Chapter 6 Maintaining Your Time Clock The Universal Time Clock application offers a simple way of backing up your data removing of unneeded data and performing updates to keep your system running at an optimal level This chapter shows you how to create backups of your time clock data how to restore those backups for future reference how to delete unneeded data and how to perform system updates Creating a Data Backup It is important to make a backup copy of your employee time clock data periodically Use this backup to restore your data in case of any data loss We recommend creating a backup of your time clock data each pay period and prior to performing any updates to your time clock Data Backup from the Software Interface Follow the instructions below to create a backup of your time clock s data Files 1 To create a backup file select Files Save to Backup File 2 Click Submit to create a backup in the Save to Backup File screen 3 Click Save 4 A filename is automatically assigned for you The file name includes the current date for easy reference Example A typical file name might be icon 2014 08 15 db e If you prefer a different file name enter the name in the File name field 5 Browse to the directory where you would like to save the file 6 Click Save 7 After
85. ptimal location to wave the badge The time clock displays Assigned when the badge is assigned to the employee The employee can now use the badge to punch In and Out Repeat the steps above for each employee Note To assign a proximity badge to an employee from the software interface enter the 9 digit code found on the back of the badge into the PIN Badges field on the Edit an Employee screen If this option is used the employee must enter the 9 digit code as their assigned PIN 2014 01 22 12 Page Web Punch Time Clock Entry The Web Punch Time Clock allows you to capture your employees time anytime anywhere using a web browser from any device on the network LAN WAN or Internet The RTC 1000 2 5 comes with a 5 employee Web Punch Time Clock license For employees or supervisors to access the time clock application remotely over the Internet additional set up is required Refer to Chapter 10 Configure the Time Clock for Remote Access for more details Web Punch Time Clock is offered in packages of 5 licenses and will allow a maximum of 25 employees to clock In using a Web browser on their PC smart phone or tablet For more detailed information on the Web Punch Time Clock refer to Chapter 8 Software Upgrades For instructions on assigning Web Punch Time Clock licenses refer to Chapter 7 Alternate Employee Entry Options Tracking Paid Breaks The Universal Time Clock includes one department that can be used to track p
86. r in this section 5 Click Submit Assigning Changing Departments Each employee is automatically assigned to the first department in the list and must be assigned to at least one department Follow the instructions below to assign a department s to an employee 1 Select Lists Employee 2 Select an employee On the Edit an EMPLOYEE SETTINGS Employee screen locate the Departments atin ona table PIN Badges 001 Departments DEPT Dept 01 3 Select the department that you wish to Add Depsrtment assign to the employee from the drop down menu Active Y Entry Method validated 4 Ifyou are assigning more than one department enter the order that the departments display at the time clock when the employee punches in 5 The Add Department option automatically populates with additional departments 6 Click Submit at the bottom of the screen to save your changes 2014 01 22 26 Page Note If employees punch for breaks the break department is at the top of the list and does not have an order number Removing a Department To remove a department select Remove Department from the drop down menu in place of an existing department Punching In Out of a Department After pressing In at the time clock an employee assigned to multiple departments has the option to select a department at the time clock terminal 1 Press Up or Down to select the applicable department 2 Press Enter to sign into that
87. rom Your Application It is recommended to keep less than 40 000 individual punches on your system at one time for best performance To keep your system running optimal delete unneeded data off of the clock Important Before removing any data from your time clock we recommend you first make a backup of your existing data 1 Goto Files Remove Unneeded Data 2 Select a date using the calendar in the Delete Punches Prior to field 3 Click Submit to remove punches up to the date specified Note When selecting a date any data prior to that date will no longer be available as part of your active database 4 Click Cancel to go back to the time clock Home page Updating Your Time Clock Occasionally Icon Time Systems releases new updates for your employee time clock These updates are provided for free and often include new features and improvements Note Before performing updates to your employee time clock we recommend that you save a backup of your data Refer to the creating a backup of your time clock data section Updating Your Time Clock from the Software Interface IMPORTANT If you are using a Macintosh computer to manage your time clock software you must update using the USB flash drive Go to Updating Your Time Clock Using a USB Flash Drive section in this chapter Follow the instructions below to update your Universal Employee Time Clock 1 Download the time clock update file from our website to your desktop h
88. roubleshooting tips and how tos can be found in Chapter 8 Troubleshooting and Frequently Asked Questions In addition our technical support site lists more troubleshooting tips and how tos to assist you with the Universal Time Clock You can reach this site at www support icontime com This system includes a 30 day trial of our Gold Technical Support Plan which includes unlimited telephone support and remote assistance Support can be reached Monday through Friday from 7 30am to 4 30pm PST at 800 847 2232 option 1 or via email at support icontime com Payroll Interfaces Your time clock package includes QuickBooks Paychex Online Payroll and ADP Payroll Export interfaces as well as a CSV export The QuickBooks Plug in Paychex Online Payroll and ADP Payroll Export programs are compatible with Windows operating systems only To download the Payroll Export program click on the appropriate link below e QuickBooks www icontime com utc quickbooks export e Paychex Online Payroll www icontime com utc paychex online payroll export e ADP www icontime com utc adp payroll export Register your Time Clock We highly recommend that you register your employee time clock to ensure that you receive email notification of free software updates instate your manufacturer s warranty and 30 days of free technical support Register Your Time Clock at www icontime com universal_ time clock registration asp Navigating
89. ss Enter Proceed to step 7 Note If connecting over the Internet enter the public IP address used to access the Parent Clock For additional 10 11 12 13 information on assigning a public IP address with port forwarding refer to Chapter 10 Configure the Time Clock for Remote Access Once the Parent Clock is located the clock converts to a Child Clock When finished the Child Clock displays Child Mode then Enter ID Number The symbol displays in the top right corner This indicates the Child Clock is establishing a connection to the Parent Clock Once the connection is established the symbol d displays in the top right corner of the display The d indicates the Child Clock is connected to the Parent Clock but the Child Clock is disabled To enable the Child Clock log into the Parent Clock using a web browser Hover over the Lists Child Clocks then select the serial number of the Child Clock In the Edit a Clock screen enter a name for the Child Clock Check the Enabled checkbox to enable the Child Clock to send data to the Parent Clock click Submit The Child Clock displays in the top right corner of the terminal display indicating the Child Clock is communicating with the Parent Clock After a few minutes this will change to indicating that the Child Clock is active and ready to use To set up additional Child Clocks repeat the steps in this section for each clock Additiona
90. ssessssssssssssssesssssssssssssessessssssesssesssssesesssssssssenegs FrequentlyAsked Questions eiii ind AA AA a e a Warranty Information ai a E E ECO Part A AO 2014 01 22 5 Page Chapter 1 Getting Familiar with Your Time Clock Introduction Welcome Welcome to Universal Time Clock 2 5 software Thank you for choosing Icon Time Systems we appreciate your business Our mission is to provide our customers with ease of mind through our quality products and excellent customer service All of us at Icon Time Systems wish to thank you for placing your trust in our products We pride ourselves on being innovators in the time and attendance industry by developing products that are quick to install simple to operate and reliable Use this guide to learn how to use your Universal Time Clock to perform essential tasks that will make tracking employee time as well as your payroll processes more efficient The Universal Time Clock system offers breakthrough web enabled technology that brings the simplicity of embedded software to your time and attendance system all without requiring Internet access With the Universal Time Clock you will be able to track and manage your employees time and attendance add employees edit timecards run and export reports and much more directly from your Web browser Your Universal Time Clock can be connected directly to your computer via USB Ethernet connection or to your network via Ethernet For i
91. sted Example 192 168 3 6 192 168 3 784 2014 01 22 43 Page e Range of IP Addresses The employee can punch at computers with an IP address that falls within the 30 45 range Example 192 168 3 30 45 4 Check the Allow Punches from Unauthorized IP checkbox to allow employees to punch In out from an unauthorized IP address Punches from unauthorized IP addresses are flagged with an X on the reports 5 Click Submit to save your changes Running Reports with the Web Punch Time Clock To make it simple to identify punches from a web browser punches are flagged with a W after the punch time If a punch comes from an unauthorized IP address it is flagged with an X By clicking on the punch additional information about that punch displays e Web Punch IP Address Lists the IP address of the computer device the employee punched in out from e Web Punch Browser Lists the web browser the employee used while punching in out Using Proximity Badges To add Proximity Badge Entry to your Universal Time Clock simply purchase the badges as a separate add on to your clock Proximity badges use the latest in RFID proximity technology and allow employees to clock In Out by simply waving the badge in front of the time clock keypad There are many benefits to using proximity badges including minimizing buddy punching quicker clock In no PIN to memorize keeps dirty hands off the clock and more Proximity Badges can be purchased in boxes of 10 or 25
92. stom name for the Employee Input Common names may be Tips Job Piece Counts 3 Select the applicable Collection Type from the drop down menu e Currency used for collecting tips or other currency related data 2014 01 22 17 Page e Number used for collecting any non currency related numerical data such as piece counts or job numbers To determine whether the employee will enter the data on the In punch or Out punch select the applicable Collect On value from the drop down menu If you would like to total the data on the Timecard report select the Show Totals check box Setting Your Device Preferences Select Settings Preferences and click on the Device tab to go to the Device Preferences screen Important information such as your Database Version Software Version and time clock serial number will appear at the top of this section Follow the instructions below to set your Device Preferences Device Database Version 1007201 343 088 669 932 Today ha The Pay ES 1 Select if you want to display minutes on your reports in decimal or Software Version hh mm minutes format from the Calculated Time Format drop Serial Number down menu DEVICE PREFERENCES Calculated Time Format 2 Select the length of the custom employee PIN ID number from the PEN Number Length PIN Number Length drop down menu Customize employee PINs Hide Employee PIN ID numbers in the Edit an Employee screen Refer to Chapter 3
93. t a Punch screen Q The program seems to be slow when edit punches What can do to improve system performance A Ifthe punch editing process slows down over time there are various things that you can do to insure optimal performance 1 We highly recommend only keeping the most recent data on your time clock In order to keep your system running optimal delete unneeded data off of the clock Refer to Removing Data from Your Application for instructions 2 Instead of using the Timecard Report for editing punches we recommend that you use the Attendance Report Running this report takes less time clock resources and less time to generate 3 Minimize how often your time clock checks for Alerts Instructions for changing these settings can be found under Setting Your Alert Preferences as discussed in Chapter 2 4 Disable any alerts that you are not using from the Alerts Setup screen Use your mouse cursor and click Settings and then Alert Setup Enabling Disabling Alerts to disable an alert deselect the checkbox in the far left column This will prevent the alert from being posted to the Home page Q How do determine the software version of my employee time clock A Your current time clock software version can be found under Help About Your Clock Compare your Software Version with the software version posted on our website e RTC 1000 2 5 Universal Time Clock www icontime com rtc 1000 2 5 time clock update asp Q W
94. the Auth Password if you checked Use Authentication enter your SMTP server password 8 Type the e mail address you want to display in the FROM field in your e mail in the Alert From Address field The default setting is Your_Time_Clock 9 Type your e mail domain name in the Email Domain Name field You can leave this set at the default setting timeclockalerts com 10 Click Submit to save your settings For your convenience configuration settings for the most common SMTP Server providers are located in the following section Common SMTP Server Settings Refer to the list below to find the most common SMTP Servers and their configuration settings If your Internet Service Provider ISP is not on the list below contact your ISP or Network Administrator for configuration instructions For the latest information on the ISPs listed contact the ISP directly Note We recommend using Google s free Gmail account for companies that don t have an available SMTP Server In order to use this service you must have a Gmail account Refer to the configuration settings below to set this up Gmail Server Address smtp gmail com 587 Use SSL checked Use STARTTLS checked Use Authentication checked Auth Username Gmail account email address user gmail com Auth Password Gmail account password Alert From Address Gmail account email address Email Domain Name optional customization Comcast Server Address smtp comcast net 465 Use SSL ch
95. the subnet mask gateway address and DNS address Your Network Administrator should be able to provide you with this information 1 10 Determine an available IP address to be assigned to the time clock Enter into Supervisor Mode at your employee time clock terminal e Press onthe time clock e Enter in your security code the default security code is 00 00 00 Scroll through the options until you find the option View IP Address press Enter The current IP address of the clock will appear Press Enter again Enter the desired IP address including leading zeros Press Enter Example 92 168 004 155 Enter the Subnet Mask press Enter Example 255 255 255 000 Enter the Gateway address press Enter Example 192 168 004 001 Enter the DNS address of your network press Enter Example 192 168 004 001 Press Clear to exit out of Supervisor Mode Open a Web browser on a computer in the same local network in the address bar type in the IP address of the clock to log into the time clock Set Up Port Forwarding on the Router These instructions are general guidelines for configuring a router for port forwarding Actual steps required may vary with each router For instructions on configuring your specific router go to the website www portforward com and select your router brand and model or contact your router s manufacturer If you are using both a router and a cable modem router DSL modem router port forwarding must
96. this alert set the alert value to 99 Update Employee Hours Every Minutes 3 Type the number of hours an employee can work before daily overtime goes into effect in the Alert Day Overtime OT at field This option triggers an alert before employees reach daily overtime by using the daily overtime value that you set under Overtime Preferences Example If you have Day OT1 set to 8 hours and Alert Day Overtime OT set to 2 hours an alert posts to the Home page when the employee reaches 6 hours worked for the day 2014 01 22 19 Page 4 Type the number of hours an employee can work before weekly overtime goes into effect for an employee in the Alert Week Overtime OT at field This option triggers an alert before employees reach weekly overtime by using the weekly overtime value that you set under Overtime Preferences Example If you have Week OT1 set to 40 hours and Alert Week Overtime OT set to 8 hours an alert posts to the Home page when the employee reaches 32 hours worked for the week 5 Type the number of minutes to check alerts in the Check Alerts Every field New alerts are checked and posted to the Home page based on the time entered here To maximize system speed and performance we recommend setting this value to 10 minutes or more 6 Click Submit to save your settings and return to the Home page For additional Alert configuration select Settings Alert Setup Alert Setup Using the Alert Preferences set earlier se
97. tion in Custom Fields These fields display in the system or employee pages ADP EXPORT Use the Custom Field to track the employee s ADP Payroll ID Refer to the ADP Export User guide installed with the ADP Payroll Export for instructions Pay Punch Device y CUSTOM FIELD PREFERENCES e System These fields display on the bottom of the Custom Fields page Title for Field 1 e Employee These fields display on the bottom of each employee s Edit ja ioa Employee page Title for Field 2 Assign Field 2 to 2014 01 22 Employee E Alerts Custom Fields Emergency Contact si Altemate Phone Employee EJ 20 Page Follow the instructions below to set your Custom Fields 1 Type the title for the custom information in the Title for Field X field X being the field number 2 Select where this custom field should display from the Assign Field X to drop down menu X being the field number 3 Click Submit to save your settings and return to the Home page 4 Goto the new custom field on the page specified and complete the applicable field as needed 2014 01 22 21 Page Chapter 3 Setting Up Your Employees In order for your employees to use the time clock you must enter them into the application This section discusses how to enter employees RTC 1000 2 5 comes with a 50 employee limit and can be upgraded to handle up to a total of 250 employees Employee List A list of your employees and their I
98. to port Enter the same number into both blank fields Next enter the static IP address assigned to the clock If there is a checkbox to enable the port forwarding rule be sure to check the box Make sure you click on the Save Settings button or your changes will not take effect NOTE The router may need to be reset to activate the rule To reset the router unplug it from the power and plug it back in Step 3 Connect to Your Universal Time Clock over the Internet After configuring your router to forward your time clock s IP address to port 80 or port 9844 follow the steps below to connect to the clock through the Internet 2014 01 22 Look up your external public IP address in one of the following ways skip to step 2 if you already know the external public IP address provided by your ISP e Ona computer on the same network as your clock go to www ipchicken com Your external public IP address will be displayed on the page e Log into your router and look at your router s settings for the WAN Wide Area Network address From the remote location type the external public IP address into a browser s address bar If you are forwarding to port 9844 log onto the time clock using your external public IP address followed by 9844 and preceded by http Example http 68 213 205 154 9844 68 213 205 154 is the external IP Address 9844 is the port forwarded to the clock 59 Page Frequently Asked Questions
99. ttp www icontime com rtc 1000 2 5 time clock update asp 2 From the Navigation menu go to Files and select System Update 3 Inthe System Update screen type your time clock password in the Current Password field 4 Click Browse to locate and select the update bin file in the File Upload screen 5 Click Open in the File Upload screen 6 Click Submit in the System Update screen 7 A pop up window displays for you to save a backup of your data If you already created a backup of your data disregard this message by clicking OK Your time clock starts the update process then automatically reboots Wait for this process to complete This process may take up to 15 minutes 8 When rebooting is complete click Home to log back into your time clock 2014 01 22 38 Page Updating Your Time Clock Using a USB Flash Drive Updating your time clock is even faster if you use a USB flash drive Important If you are using a Macintosh computer to manage your time clock software you must update using the USB flash drive 1 Download the time clock update file from our website to the root directory on your storage device http www icontime com rtc 1000 2 5 time clock update as 2 Connect the storage device to the bottom of the employee time clock Your time clock begins the update process and automatically reboots Wait for this process to complete 3 When the reboot is complete log back into your time clock Resetting Your Time Clock

Universal Time Clock User Guide - Time Clock Supplies

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