TimePilot instruction manual
Contents
1. Additional iButtons These iButtons make it simple for you to add employees to your system iButtons are available in packs of 5 10 30 50 100 and 200 and in 12 different colors Support contracts One year of telephone or e mail support in addition to the 90 days of free support that start at the time of your purchase Blue Dot Receptors QuickBooks Pro A discount is offered to TimePilot customers For TimePilot Extreme Additional Extreme time clocks Extreme mounting plates TimePilot USB drives Management iButtons Extreme padlocks For TimePilot Vetro TimePilot USB drives For TimePilot PC Extra licenses They come in packs of 5 10 and 25 Larger installations are also available TimePilot time and attendance systems 35 36 TimePilot time and attendance systems Returns Replacements Money Back Guarantee If you have issues or concerns with items you ve purchased please contact our Technical Support Specialists by calling 630 879 6400 x104 or e mailing Support TimePilot com We often are able to solve problems over the phone quickly and for free All of our products include 90 days of free support from the time of purchase TimePilot Corporation has a 30 day money back guarantee and a one year warranty against hardware defects on all of its systems purchased directly from TimePilot except TimePilot PC See below for special rules regarding TimePilot PC Return Policy If you purchased your I2. This Agreement grants you the following rights Licensed Material You may install and use during the Term of this Agreement the Licensed Material on the number of computers identified by you when you purchased this Licensed Material License to use TimePilot Storage Network Use You may also store or install a copy of the Licensed Material on a storage device such as a network server used only to install or run the Licensed Material on your other computers over an internal network however you must acquire and dedicate a license for each separate computer on which the Licensed Material is installed or run from the storage device A license for the Licensed Material may be shared and used concurrently on different computers to the limit specified above Exclusion for Commercial Use Notwithstanding the foregoing you are not licensed to use the Licensed Material to provide services of any kind to others whether for a fee or not without TimePilot Corporation s express written consent DESCRIPTION OF OTHER RIGHTS AND LIMITATIONS Assignment Neither this Agreement nor any rights hereunder may be assigned sublicensed or otherwise transferred in whole or in part by you Limitation on Reverse Engineering Decompilation and Disassembly You may not reverse engineer decompile or disassemble the Licensed Material Rental You may not rent lease lend or otherwise transfer the Licensed Material whether for value or not Support Services Time
3. You also can add a note ranon Tm gt Hanan Tim Bed to the transaction for i Transaction Date Transaction Time example Forgot to clock js ER i saemi HA 3asPm out To read the note double click the note icon Location mamn lt in TimePilot Central Quick Suttons 15 a I A g r Please note that any TEN ne Ed r changes you make to an Department Warehouse l unnin employee s location shift department or company will appear only with that sation individual transaction they won t change the employee s profile e Delete To delete a transaction first click on it to highlight it then click the Delete button e insert Time The TimePilot software also allows you to add time to an employee s work hours This might be done if an employee calls in sick and is paid for sick time You can also delete time by clicking the negative checkbox e Open Past Time Period Need to see a pay period that you ve already extracted Click this Quick Button then choose the company and the pay period and click OK You ll know you re in a past pay period by the yellow bar at the top of the screen Current Transactions those transactions that haven t been extracted yet have a green bar Extract Data Clicking this button allows you to extract or remove all the transactions for a specific company and time period from the Current Transactions and place them in a separate file database
4. to military time as well as keep track of TimePilot PC licenses if you use that TimePilot product Help Want to check to see if there s an update to the TimePilot software This is where to go It s also where you can find your software s serial number version and build number and where it s located on your computer In addition you can also find links to several relevant pages on the TimePilot web site as well as the very detailed online help system Employee List Down the left side of TimePilot Central is the list of all employees in the system no matter what company they work for Click once on an employee s name to see just his or her transactions To return to a complete listing click the All Transactions Quick Button Double click an employee s name to view and edit their employee profile If an employee s name is in red that indicates that there is an exception the TimePilot system has noticed that there is a clock in with no corresponding clock out or vice versa To correct the problem click the person s name to see just their transactions In the list of transactions clock ins are identified by a triangle to the TimePilot time and attendance systems 29 left of the employee s name clock outs are blank A perfect set of transactions for an employee will have lines with a red triangle alternating with blank lines FE Current Transactions View Profiles Profile
5. and up to date However there may be instances of inaccurate or incomplete data including availability and or price We make no warranty or guarantee that the information on our web site is current complete or free from errors We reserve the right to correct errors and or update our web site at any time without notice We reserve the right to refuse or cancel orders containing errors and or inaccuracies including those already submitted whether or not the order has been confirmed and or your credit card charged We will issue a full refund to the original pay type if your order is canceled after your payment has been processed Questions and comments If you have any questions or comments about any of the policies described above please contact us at 630 879 6400 or e mail us at Sales TimePilot com 40 TimePilot time and attendance systems Technical Support For technical support call us at 630 879 6400 or e mail us at Support TimePilot com When you contact a TimePilot Technical Support specialist please have your registration number available The registration number can be found on a sticker on the inside cover of this manual TimePilot Tip Before you call or e mail for support you might be able to save some time by checking the help files in the TimePilot Central software Those files contain many details about our systems and definitions of terms that are used throughout this manual You can view the help files
6. for your service or software open the Help system in TimePilot Central in the Help menu at the top of the screen scroll down to 2 Definitions and choose Exports To use an export after you ve downloaded and installed it here s the general procedure see the instructions that came 3 with your particular export for details A Click File on the menu bar then Export E to payroll software B Choose the format for your payroll or accounting program If that option doesn t appear in the menu you probably haven t installed any formats C Enter the required information available from your payroll service or software manual and click Export to create a file TimePilot PC TimePilot Employees clock in and out at their time clock TimePilot Extreme Vetro Collect time data with USB drive and transfer to PC or server Time data stored on PC or server Pay period extracted Corrections etc made in TimePilot Central Reports created and printed that can be imported into your software or e mailed to your payroll service TimePilot time and attendance systems 33 34 TimePilot time and attendance systems TimePilot Supplies and Services To order supplies and extra services please visit the TimePilot web site www TimePilot com or call TimePilot at 630 879 6400 Available supplies and services include For all TimePilot systems
7. prevent theft but can be moved easily to another site when necessary e TimePilot Vetro This system is intended to replace old fashioned punch clocks It consists of a elegant wall mounted timeclock and keeps employee clock ins and clock outs in memory until they are downloaded on the TimePilot USB drive and imported into the TimePilot software e TimePilot PC This is our completely software based time and attendance system Employees click on the image of a time clock on their computer screens to clock in and out The basic software package includes licenses that allow the program to be installed on up to five computers Just like its big brothers TimePilot Extreme and Vetro TimePilot PC can accommodate up to 2 000 users TimePilot PC gives a company lots of options It could have all of its employees clock in at any of the five PCs running the software or it could with the purchase of additional inexpensive licenses have hundreds of employees clock in at the PCs on their desks All three systems use the same core software TimePilot Central This means that you can combine our products to create the perfect system for your business for instance TimePilot Extremes at your worksites TimePilot Vetro in your shop and TimePilot PC in your office and if you have a network all of them will work together seamlessly No matter which system s you use the principle behind them remains the same 1 Employee clock in and clock o
8. run TimePilot PC in the front office TimePilot Vetro in the back shop and TimePilot Extreme at the job site or on the trucks with all three systems feeding time and attendance data into one folder on your PC or server By including all these choices on your disk we give our customers the greatest flexibility to install the software they want By the way if you d like to try TimePilot PC for free for 30 days you can install it by clicking TimePilot Tip For more detailed instructions and definitions of many of the terms in this manual check out the Help files in the TimePilot software You can view the help files by clicking the Help menu in TimePilot Central 175 TimePilot IV Help Windows Internet Explorer E C Program Files TimePilot Appbcatons TimePilat Central Help lynda htm Eee Edit View Favorites Tooke Help af Favorites W TimePilot IV Help GE To help protect your security internet Explorer has restricted this webpage from running sonpis or Active a TimePilotstV Help If you don t click this bar and see a series of choose Allow links here blocked content Check out our t i TimePilat orien ie TimePilot time and attendance systems Yes when you re asked Do you want employees to clock in and out at this computer using the TimePilot PC clock After it s installed you ll see a registration screen simply click the Evaluation box and
9. shown on the previous page If you don t check this box the clock will appear as at the top of the next page Employees will be required to clock in and out with TimePilot time and attendance systems their keyboards See details later in this chapter They ll still need to use their mouse to click Jul 28 10 56 AM the Menu button When the smaller clock is displayed you can exit the program by either clicking Menu on the clock and choosing Exit or simply by pressing the Escape key on your keyboard e Restrictions tab Checking this box will allow employees to clock in and out with their ID number If the box is unchecked they ll have to clock in with iButtons and the Blue Dot Receptor Menu Change Data Location This allows you to change the location of the database where the data collected by this virtual clock is stored Check for Updates Checks for updates to the TimePilot PC virtual clock software not for TimePilot Central to check for updates to TimePilot Central click the Start button on your desktop click All Programs then TimePilot IV then TimePilot Utilities then TimePilot Update Utility Minimize Minimizes the virtual clock to the taskbar and keeps it running About Gives information about the product including e To whom it is licensed e The software serial number e The software version and build nu
10. the Blue Dot Receptor here s how to clock in 22 Tap your iButton to the Blue Dot Receptor Your name will appear on the TimePilot PC screen Click the In or the Out button on the screen Or Press the plus key on the computer s numeric keypad to clock in or the key on the keypad to clock out un minus TimePilot time and attendance systems TimePilot time and attendance systems 23 24 TimePilot time and attendance systems TimePilot Central In earlier sections you learned about the hardware part of your TimePilot time and attendance system Now it s time to learn about the other half the TimePilot software The essential functions of the TimePilot software setting up employees in the system checking or correcting their clock in and clock out data generating reports are the same no matter which timeclock system you use The first step is to install the software Installing the software 1 Place the CD into your computer s CD drive The installation program should start u p automatically Click you are installing Tine Pilot for the firit time a H 7 t inntall Ti Hot Software fo vime A mera the Install TimePilot a E o Ea Software button Shown Purchase TimePilot Accessories TimePilot Time and Attendance Systems install TimePilot Drivers v Tr E 4 wee Tee Pilot con Compii 2010 Tiree Copaan All ight si g Timerilot Central Setup
11. you re good for the next 30 days If you wish to purchase TimePilot PC call us at 630 879 6400 You will receive the registration code that converts the software from a trial version to the regular retail version a copy of the program on CD and a printed version of the manual The setup information entered into the trial version as well as the data collected will automatically be transferred to the permanent version of the software For more on TimePilot PC please see Page 17 or visit our web site www TimePilot com 6 TimePilot time and attendance systems TimePilot Extreme TimePilot Extreme time clock system gP Mounting plate USB drive 7 Management iButton gray Efri TimePilot T o a Loop for Loop for USB port Da padlock padlock hidden Padlock hidden How does the system work The mounting plate is screwed to a wall stud empty junction box or other flat surface The Extreme time clock is set up with the TimePilot USB drive as described in the Quick Start Guide placed on the mounting plate and locked in place with the padlock Employees clock in and out with their iButtons see the next page for details and the clock in and clock out data is saved in the clock s memory When it s time to do payroll a supervisor downloads the data onto the TimePilot USB drive and imports it into a PC running the TimePilot Central software See Page 8 for details The supervisor uses TimePilo
12. 2 The program will check your system to see if it already contains the Welcome to the Prerequisites appropriate drivers If Wizard b you re missing any drive rS gt Q The setup has determined that some of the you ll be offered the k prerequisites needed to run this program are missing This wizard will assist you in getting and opportunity to install them N installing those prerequisites Click Next to tinue to the list of 7 now Shown at right sl akri ee Click Finish at any time to completely skip the installation of prerequisites and jump to the installation of the main program Click Cancel to cancel the installation and ext the Setup Wizard TimePilot time and attendance systems 25 a limerilot Central Setup 3 Click Next to see a list of the missing drivers Shown at right Prerequisites These programs are needed for the application to run Click on the check box next to a prerequisite to select it for install or to skip it Mame Vernon C HALMISOFTW ARE Business Objec Required any Found an acceptable version LI Crystal Reports Regured 32 5 Reguked any Found an acceptable verson TimePiot S2bit LISS Driver Required 10 or higher Found nothing el Download Folder C DOCUME IHP _ADM ILOCALS 1 Temp AutoRunProd 4 Click the Next button to Press the Next button to install the prerequisites install the drivers When you re done click Fin
13. Extra TimePilot q TimePilot Extreme TimePilot mig j 10 ig OKOKON Time and KOKOS Attendance CROTON Systems CY Instruction Manual TimePilo Vetro TimePilot Corporation 340 McKee Street Bat via llHinois 60510 630 879 6400 www TimePilot com TirnePilot PC 2010 TimePilot Corporation all rights reserved Part No 01023080 TimePilot Time and Attendance Systems Table of contents Introduction TimePilot Extreme TimePilot Vetro TimePilot PC TimePilot Central TimePilot Supplies and Services Returns Replacements Money Back Guarantee Technical Support TimePilot End User License Agreement TimePilot Corporation 340 McKee St Batavia Illinois 60510 www TimePilot com 630 879 6400 All contents copyright 2010 TimePilot Corporation TimePilot time and attendance systems Introduction Congratulations and thank you for purchasing a TimePilot time and attendance system We ve worked hard to make it a thorough and easy to use system and we re sure it will cut your payroll processing time by hours and virtually eliminate mistakes TimePilot offers three different time and attendance systems each designed for a different environment e TimePilot Extreme Our weatherproof battery powered system is designed for outdoor use although it can be used inside too It commonly would be used at construction sites where the clock is exposed to the elements The clock is locked down to
14. Extracting your data is a key procedure in the TimePilot system It s explained further in the next section Company TimePilot Corporati F Mote Closing out a pay period You ve set up your clocks and your software assigned your employees their iButtons and started collecting their clock ins and clock outs Now the pay period has ended and it s time to collect your data and get it ready for payroll This is where the TimePilot software really shines Here s how it works When your pay period is complete and it s time to process your payroll you use TimePilot Central to take or extract all the transactions that occurred during that time and place them in a separate file database If you need to make any corrections that weren t made during the pay period if for instance an employee forgot to clock in or out and add transactions for vacations holidays etc to create a complete record of each employee s workweek Then you can create and print reports for further review Optionally you can export the file to your payroll service or accounting software Note You can also export your data to a spreadsheet xls format commonly used by Microsoft Excel or word processing document doc commonly used by Microsoft Word or rtf Rich Text Format In addition you can print your data or create a PDF version of the data with TimePilot time and attendance systems 31 TimePilot s built
15. For users of Standalone Mode Start TimePilot Central by clicking the icon on your desktop Click the Setup menu then Profile Setup Click Add a Profile Enter the employee s name and other information by filling in the blanks Be sure to enter a four digit ID number of your choosing and click the Enable User ID Entry box in the profile s Identification section Don t enter an iButton serial number that will be done at the Vetro clock later in this process 5 Plug your TimePilot USB drive into your computer s USB port 6 In TimePilot Central click the Setup Menu then choose Transfer Changes to Vetro Clocks 7 Wait until the new data is loaded on the USB drive When the process is complete oe NM TimePilot time and attendance systems 13 10 14 12 Is remove the drive from the computer and plug it into the USB port on the Vetro clock On the Vetro clock s keypad enter Administrative Mode by pressing 99 and then OK followed by your Vetro password Select Read USB Drive from the menu that appears on the clock s screen by entering its menu number 3 on the keypad The data will be transferred from the USB drive to the clock Press the ESC key to return to the Administrative Mode s main menu If you re just using ID numbers to clock in and out stop here the process is complete You can press ESC to exit Administrative Mode If you re goin
16. PLICABLE LAW IN NO EVENT SHALL TIMEPILOT CORPORATION OR ITS SUPPLIERS BE LIABLE FOR ANY SPECIAL INCIDENTAL INDIRECT OR CONSEQUENTIAL DAMAGES WHATSOEVER INCLUDING WITHOUT LIMITATION DAMAGES FOR LOSS OF BUSINESS PROFITS BUSINESS INTERRUPTION LOSS OF BUSINESS INFORMATION OR ANY OTHER PECUNIARY LOSS ARISING OUT OF THE USE OF OR INABILITY TO USE THE LICENSED MATERIAL OR THE PROVISION OF OR FAILURE TO PROVIDE SUPPORT SERVICES EVEN IF TIMEPILOT CORPORATION HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES IN ANY CASE TIMEPILOT CORPORATION S ENTIRE LIABILITY UNDER ANY PROVISION OF THIS AGREEMENT SHALL BE LIMITED TO THE GREATER OF THE AMOUNT ACTUALLY PAID BY YOU FOR THE LICENSED MATERIAL OR U S 5 00 PROVIDED HOWEVER IF YOU HAVE ENTERED INTO A TIMEPILOT CORPORATION SUPPORT SERVICES AGREEMENT TIMEPILOT CORPORATION S ENTIRE LIABILITY REGARDING SUPPORT SERVICES SHALL BE GOVERNED BY THE TERMS OF THAT AGREEMENT BECAUSE SOME STATES AND JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY THE ABOVE LIMITATION MAY NOT APPLY TO YOU MISCELLANEOUS This Agreement is governed by the laws of the State of Illinois Should you have any questions concerning this Agreement please contact TimePilot Corporation TimePilot time and attendance systems 45 46 TimePilot time and attendance systems
17. Pilot Corporation may provide you with support services related to the TimePilot time and attendance systems 43 Licensed Material Support Services Use of Support Services is governed by the TimePilot Corporation policies and programs described on its web site in online documentation and or in other TimePilot Corporation provided materials Any supplemental Licensed Material provided to you as part of the Support Services shall be considered part of the Licensed Material and subject to the terms and conditions of this Agreement With respect to technical information you provide to TimePilot Corporation as part of the Support Services TimePilot Corporation may use such information for its business purposes including but not limited to product support and development TimePilot Corporation shall not be obligated to provide Support Services during any period during which an annual fee is not paid by Licensee or offered by TimePilot Corporation Termination Without prejudice to any other rights TimePilot Corporation may terminate this Agreement if you fail to comply with the terms and conditions of this Agreement or fail to pay TimePilot Corporation s invoice for this Licensed Material In such event you must destroy all copies of the Licensed Material and all of its component parts Upgrades If the Licensed Material is labeled as an upgrade you must be properly licensed to use a product identified by TimePilot Corporation as being eligible
18. am 28 TimePilot time and attendance systems View Lets you customize how your employees and their transactions are displayed in TimePilot Central TimePilot Tip Periods This is where you extract a Green or yellow pay period open Current Transactions or a past pay period How can you know instantly whether Setup This is where you set up the you re looking at a list of Current software to match the work policies Transactions or at a Past Time Period your company has You also add Look at the header in the Transaction delete and modify employees here List It will be green in Current Edit The items in the Edit menu Transactions and yellow in a Past Time are used to manipulate employee Period transactions Generally you ll click on SE TTT the transaction you want to work with ar in the Transaction List then click on an item in the Edit menu Reports TimePilot s Reports function is extremely flexible You can generate printable reports on a single i employee group of employees or Green headers indicate Current all employees and specify what data Transactions yellow headers you want included in each report indicate a Past Time Period Reports can be printed converted to PDF format within TimePilot Central or exported to Microsoft Excel spreadsheet format xls Microsoft Word format doc or Rich Text Format rtf Administrative This is where you can change your password or time format from a m p m
19. ated When the lights stop flashing the process is complete Remove the USB drive and re lock the clock with the padlock TimePilot time and attendance systems TimePilot Vetro How does the system work Your TimePilot Vetro clock is attached to a wall and powered by a nearby electrical outlet Employees can clock in and out in two ways by tapping their iButton to the In or Out probes at the bottom of the clock or by entering a four digit ID code and pressing the In or the Out button on the clock s keypad The clocks operate two ways Standalone Mode or Network Mode Standalone Mode FE There s no connection between the PC running TimePilot Central and the Vetro clock To transfer data between the two devices you the load the data onto the USB drive at one device and plug the drive into a USB port on the other Network cable The PC and clock are cabled to your network server Data is transferred in real time through the cable as long as the Vetro Data Manager software is running if the Data Manager isn t running the data is transferred when it restarts If your network goes down the USB drive described above can still be used Once the clock in and clock out data is transferred into the TimePilot software supervisors can 10 TimePilot time and attendance systems TimePilot time and attendance systems 11 view the data make changes and corrections create reports based on th
20. by clicking the Help menu in TimePilot Central TimePilot time and attendance systems 41 42 TimePilot time and attendance systems TimePilot End User License Agreement NOTICE TO USER THIS IS A CONTRACT READ IT CAREFULLY BY BREAKING THE SEAL ON THE DISK ENVELOPE YOU ACCEPT ALL THE TERMS AND CONDITIONS OF THIS AGREEMENT IF YOU DO NOT AGREE WITH THE TERMS AND CONDITIONS OF THIS AGREEMENT YOU WILL NOT BE ABLE TO USE THE SOFTWARE IF YOU DO NOT ACCEPT THIS AGREEMENT AND HAVE PROOF OF PURCHASE YOU SHOULD RETURN THE UNUSED SOFTWARE AND THE TIMEPILOT PRODUCT IN ITS ENTIRETY TO THE PLACE OF PURCHASE FOR A REFUND WITHIN THE TERMS OF THE RETAILER S RETURN POLICY This TimePilot Corporation License Agreement for TimePilot Agreement is a legal agreement between you either an individual or a single legal entity and TimePilot Corporation whose products include computer software and may include associated media firmware printed materials and online or electronic documentation Licensed Material By downloading installing copying or otherwise using the Licensed Material you agree to be bound by the terms of this Agreement LICENSE FOR LICENSED MATERIAL Copyright laws and international copyright treaties as well as other intellectual property laws including without limitation those covering trade secrets and treaties protect the Licensed Material The Licensed Material is licensed not sold GRANT OF LICENSE
21. computer is correct To correct the problem make sure your server has the correct time TimePilot time and attendance systems 27 pay cycle you can create a second company with different settings 2 Add Edit Overtime Policy Do you pay overtime to your employees You can have multiple overtime policies each with a different set of criteria and payment rates 3 Add Edit Pay Types This is where you ll set up how your employees will be treated in terms of whether they get overtime vacation pay holiday pay etc You can have multiple pay types for instance one for salaried employees and another for hourly employees 4 Add Edit Departments You ll enter your company s departments here Later when you re using the system you can generate reports grouped by department 5 Add Edit Shifts This is where you create your employees shifts The system uses shift schedules to determine if an employee is early or late 6 Add Edit Holiday Schedules You ll set up your company holiday schedule here You can have more than one schedule 7 Add Edit Employee Profiles You ll add your employees here When you finish the process click OK and the TimePilot Central screen will appear Want to add or delete an employee modify an overtime policy or make other changes to your setup Click the Setup menu at the top of the TimePilot Central screen and all the categories mentioned above will be available Getting started in TimePil
22. e e Please request a Return Merchandise Authorization RMA number before sending your product back To do so please call 630 879 6400 x104 or e mail returns timepilot com Our returns department is open business days from 9 a m to 4 30 p m Central time e Any product returned to us without prior authorization from TimePilot will be considered an unauthorized return the customer will not receive credit for the product TimePilot time and attendance systems 37 and TimePilot will not ship the product back to you e Mail your product to Returns Department TimePilot Corporation 340 McKee St Batavia IL 60510 The RMA number must appear on all packages and paperwork in connection with the return or your shipment may be refused Note You must ship the product to TimePilot within 5 days of the date that TimePilot issues the Return Merchandise Authorization number e Any costs incurred while shipping returns are the purchaser s responsibility e Unless the product is defective or the return is a direct result of a TimePilot error a minimum restocking fee of 25 of the purchase price paid plus any applicable sales tax will be imposed on any item not returned in the original condition it was received This includes damaged packaging manuals accessories or cable e Credit card purchases can be refunded to the original credit card number only e Purchases made with checks will be refunded by check Please allow 2 3 weeks
23. e Vetro Data Manager as described above Clocking in and out There are two ways a person can clock in or out with an iButton or with a four digit ID number e Clocking in and out with the iButton Using the iButton is the least likely method to allow buddy punching Each user simply taps his or her iButton to the In or Out probe on the clock The clock will display the employee s name date and time on its screen and beep twice when they clock in or out to indicate that the process is complete e Clocking in and out with a four digit ID number Each user enters their four digit number on the clock which will display their name as confirmation that they ve entered the correct number The user then presses the In or Out key on the keypad to complete the process The clock will display the employee s name date and time on its screen and beep twice to indicate that the process is complete Collecting data At some point usually at the end of a pay period you ll want to move your employees clock in and clock out data into the TimePilot Central software so supervisors can prepare the data for payroll The method depends upon whether you re using your system in Standalone Mode or Network Mode Standalone Mode First you ll have the time clock s download the time and attendance data onto the TimePilot USB drive Then you ll import the data from the USB drive to the computer running the TimePilot Cen
24. e data and prepare the data for their payroll service or software The Quick Start Guide gives more details but here s an overview of the basic setup process 1 Mount your clock according to the directions in the included template Plug in the power supply and set the time and date 2 Install your software and set up your company Follow the instructions in this manual for installing and setting up TimePilot Central 3 If employees will use iButtons to clock in and out assign iButtons to each employee If they ll use four digit ID numbers assign them numbers Instructions for both procedures appear later in this chapter 4 Distribute the iButtons or ID numbers to employees and show them how to clock in and out Instructions for both procedures appear later in this chapter Mounting the clock Your first step should be to decide where the clock will be located Usually this will be either on a wall at a central location in your facility or at the employee entrance The TimePilot Vetro clock should not be placed outdoors it is not designed to be exposed to the elements To mount the clock on a wall use four screws included with wall anchors The included drilling template can be taped to the wall to make it easier to place the screws in exactly the right place The recommended placement on a wall is to have the top of the station 5 feet off the floor At this level it s easy for most employees to see the LCD screen After mou
25. e password on the clock The factory set password is 123456 and you ll use that to set the time and date on your clock when you first power it up but you ll change the password here to a six digit number unique to your business 7 The process e Transfer the clock s name and new password as well as the TimePilat in a nutshell names and the ID numbers of Central 1 Set up the new employee in TimePilot Central each employee to the TimePilot USB drive After the data has been transferred to the drive you ll plug it into the Vetro clock and download it into the clock s memory e Assign iButtons to employees This is done at the 2 Transfer the new Vetro clock employee s information to the clock Assigning iButtons or ID numbers 4 3 Assign an iButton to the employee You initially set up employees with iButtons or ID numbers when you ran the Vetro Setup Wizard Later after you ve finished using the wizard you may find that you want to add more employees and assign them an iButton or an ID number For the greatest security we strongly recommend using iButtons If you re using ID numbers it s easier for one worker to clock in another all they have to do is know their co worker s number Because iButtons are usually kept on an employee s keychain it s much less likely that an employee will loan another their keys to clock them in Here s how to set up employees without using the Vetro Setup Wizard
26. f you purchased your If you purchased your product directly from product directly from product from one of our TimePilot less than 30 days TimePilot more than 30 days resellers Please contact the ago You may return the ago The product cannot store where you purchased system to us for a full refund be returned for a refund If your item for their return See below for the Return Procedure Note Special rules apply to TimePilot PC see below If there is a problem with your system please contact our Technical Support Specialists at the telephone number or e mail address listed above there is a problem with your system please contact our Technical Support Specialists at the telephone number or e mail address listed above policy If there is a problem with your system please contact our Technical Support Specialists at the telephone number or e mail address listed above e Because TimePilot PC consists of software only we will not accept returns on that product We strongly suggest you take advantage of the 30 day trial of TimePilot PC that is available for download on our web site By doing so you will be able to see if the system meets your needs before purchasing it e Defective items covered under the one year manufacturer s warranty will be repaired or replaced Our manufacturer s warranty is one year after the date of purchase See the Product Warranty section later in this chapter for details Return Procedur
27. for processing of all refunds e Before you return the product to TimePilot make sure to back up any data in the device s memory if applicable and on any other storage device accessory USB drive etc TimePilot is not responsible for any confidential proprietary or personal information lost or corrupted data or damaged or lost removable media that may be included with your return e Issuance of a Return Merchandise Authorization does not bind TimePilot Corporation to accept the return Final decision shall be made after TimePilot has inspected the returned product e Inno event will TimePilot Corporation be liable for any special incidental indirect or consequential damages whatsoever arising out of the inability to use the product Product Warranty For one year after you purchase a TimePilot product we will repair or replace at our discretion any malfunctioning hardware The purchaser pays only the shipping to return the malfunctioning part to us See below for the Warranty Repairs Replacement Procedure This warranty is void if the product is returned in a damaged state for any reason including damage that occurs because of failure to follow installation instructions Warranty Repair or Replacement Procedure e Please request a Warranty Return Merchandise Authorization WRMA number before sending your product back To do so please call 630 879 6400 x104 or e mail returns timepilot com Our warranty returns department is
28. for the upgrade in order to use the Licensed Material Licensed Material labeled as an upgrade replaces and or supplements the product that formed the basis for your eligibility for the upgrade You may use the resulting upgraded product only in accordance with the terms of this Agreement If the Licensed Material is an upgrade of a component of a package of software programs that you licensed as a single product the Licensed Material may be used and transferred only as part of that single product package and may not be separated for use on more than one computer Copyright All title and copyrights in and to the Licensed Material including but not limited to any images photographs animations video audio music text and applets incorporated into the Licensed Material the accompanying printed materials and any copies of the Licensed Material are owned by TimePilot Corporation and or its suppliers Copyright laws and international treaty provisions protect the Licensed Material Therefore you must treat the Licensed Material like any other copyrighted material You may not copy the printed materials accompanying the Licensed Material Dual Media Licensed Material You may receive the Licensed Material in more than one medium Regardless of the type or size of medium you receive you may use only one medium that is appropriate for your computer You may not use or install the other medium on another computer You may not loan rent lease or ot
29. g to use iButtons stay in Administrative Mode now you ll need to assign an iButton to each employee Select Assign iButtons from the clock s menu by entering its menu number 4 on the keypad Use the up and down arrow keys to scroll to the name of the employee to receive the iButton and tap the iButton to the In or the Out probe The iButton s serial number will appear on the timeclock s screen Repeat Step 12 for the next employee or press the ESC key to return to the Administrative Menu and ESC again to exit Administrative Mode For users of Network Mode oe a on 10 11 Start TimePilot Central by clicking the icon on your desktop Click the Setup menu then Profile Setup Click Add a Profile Enter the employee s name and other information by filling in the blanks Be sure to enter a four digit ID number of your choosing and click the Enable User ID Entry box in the profile s Identification section Don t enter an iButton serial number that will be done at the Vetro clock later in this process Click Save and return to the TimePilot Central main screen Click the Setup Menu and choose Transfer Changes to Vetro Clocks Follow the instructions in the box that pops up to transfer the changes via Vetro Data Manager If you re just using ID numbers to clock in and out stop here the process is complete If you re going to use iButtons now you ll need to as
30. have employees clock in and out by clicking the buttons on the screen with their mouse or with iButtons If they ll use their mouse continue to Step 9 If they will use iButtons to clock in and out you must install the drivers for the Blue Dot Receptor a device that plugs into a USB port and can read iButtons Here s how TimePilot time and attendance systems 17 18 10 11 Software rata TimePilot PC Clock Timefilot PC allows ary usera to clock in and out at a computer If you purchaed TimePiot PE jor would like to ta a free 20 day trial of Timeriict PC and you want employati to clock in and Gut at thii computer select Pes Do you want employees to clock in and out at this a computer using the TimePilot PC Clock Picart aoe the installation bette to lean more shout the valuation risi of Timeriiot www TimePilot caom A Return to the TimePilot software CD s main menu B Click Install TimePilot Drivers C Click Blue Dot Receptor and follow the instructions that appear After the TimePilot software is installed you ll see A If you installed just the Virtual Clock Blue Dot Receptor A TimePilot PC icon on the computer s desktop shown at right Double click the icon to start the program B If you installed just TimePilot Central A TimePilot Central icon on the desktop shown at right SG sn C If you installed both programs Both icons Ed a TimePilot PC Ti
31. he time on your Extreme time clock be accurate You can check the time on the clock when you import time and attendance data into TimePilot Central If the time on the clock is off here s how to correct it yr oS oS 10 11 Insert the USB drive into the USB port on the PC running the TimePilot software Run the Extreme Data Manager Click Start on the Windows desktop then All Programs Select TimePilot IV and then click TimePilot Extreme Click the icon of the clock you want to change Click the Edit menu and choose Set Station Date and Time from the pop up menu The Set Date and Time box will appear The first option will set the date and time on your time clock to match your PC s clock Please note that if your time clock is far from the PC it may take a few minutes to reach the clock and the time will be off by that number of minutes If that s the case don t use this option use the second option The second option allows you to manually set the date and time This is a better option if there will be a delay between the time you load the time on the USB drive and the time you get to the time clock Choose one of the options and click OK Remove your USB drive and bring it to the time clock Remove the padlock plug the USB drive into the time clock and tap your gray Management iButton to the In probe The lights will flash on the clock to indicate that it is being upd
32. herwise transfer the other medium to another use Intended beneficiary TimePilot Corporation its suppliers and Licensors are the intended beneficiaries of this Agreement and shall have the right to enforce it on their own behalf and in their name U S GOVERNMENT RESTRICTED RIGHTS The Licensed Material and documentation are provided with RESTRICTED RIGHTS Use duplication or disclosure by the Government is subject to restrictions as set forth in subparagraph c 1 ii of the Rights in Technical Data and Computer Software clause at DFARS 252 227 7013 or subparagraphs c 1 and 2 of the commercial Computer Software Restricted Rights at 48 CFR 52 227 19 as applicable Manufacturer is TimePilot Corporation Illinois USA LIMITED WARRANTY TimePilot Corporation warrants that a the Licensed Material will perform substantially in accordance with the accompanying written materials for a period of thirty 30 days from the date of receipt and b any Support Services provided by TimePilot Corporation shall be substantially as described in applicable written materials provided to you by TimePilot Corporation and TimePilot Corporation support engineers will make commercially reasonable 44 TimePilot time and attendance systems efforts to solve any problem issues Some states and jurisdictions do not allow limitations on duration of an implied warranty so the above limitation may not apply to you To the extent allowed by applicable law
33. ilot Tip TimePilot PE Administration Below is a list of computers running licensed copies of TimePilot PC You can delete a license from a computer by clicking on the computer s name and then clicking the Remove button Computer Name OUR 9967D827366 2705 00901 DEBBIEHPC 2705 00901 11804 M273 OI97L2 MIKEHANLON 2705 00123 anot T423 oao Remove Enable Password Protection Password 2634time Password protect your TimePilot PC menu To keep employees from changing the settings on each virtual clock you can set a password to allow access to these menu items To do so go to TimePilot Central click the Administrative menu then TimePilot PC Administration Check the Enable Password Protection checkbox and enter a password box is unchecked the View button won t appear For the employee to see their transactions they should identify themselves to the system either with their 4 figit ID number or iButton then click the View button The employee cannot make any changes to the transactions Minimize Screen after Transaction Checking this box will cause the virtual clock to be minimized after a clock in or a clock out To get the clock back on the screen quickly you are offered the chance to set a shortcut for instance by holding down the Alt key and pressing A Display Keypad Checking this box will display the virtual clock with a full keypad as
34. implied warranties on the Licensed Material if any are limited to thirty 30 days CUSTOMER REMEDIES If a problem with the licensed material cannot be resolved by TimePilot Corporation s Limited Warranty above TimePilot Corporation and its suppliers entire liability and your exclusive remedy shall be the remedy provided in the Time Clock Limited Warranty found on the preceding pages of this manual This Limited Warranty is void if failure of the Licensed Material has resulted from accident abuse or misapplication Any replacement Licensed Material will be warranted for the remainder of the original warranty period or thirty 30 days whichever is longer Outside the United States neither these remedies nor any product support services offered by TimePilot Corporation are available without proof of purchase from an authorized source NO OTHER WARRANTIES TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW TIMEPILOT CORPORATION AND ITS SUPPLIERS DISCLAIM ALL OTHER WARRANTIES AND CONDITIONS EITHER EXPRESS OR IMPLIED INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY FITNESS FOR A PARTICULAR PURPOSE TITLE AND NON INFRINGEMENT WITH REGARD TO THE LICENSED MATERIAL AND THE PROVISION OF OR FAILURE TO PROVIDE SUPPORT SERVICES THIS LIMITED WARRANTY GIVES YOU SPECIFIC LEGAL RIGHTS YOU MAY HAVE OTHERS WHICH VARY FROM STATE JURISDICTION TO STATE JURISDICTION LIMITATION OF LIABILITY TO THE MAXIMUM EXTENT PERMITTED BY AP
35. in tools For more see the page on Reports in the TimePilot Central help system Getting ready for payroll step by step 32 Start TimePilot Central Extract your pay period Click on Periods in the menu bar then select Extract Pay Period A You ll be asked if you want to back up your Current Transactions Click Yes and follow the instructions Monday B In drop down list at the top of the pay period Time Period Extraction Company Name Spectrum Compares Begin Date 5 3 2010 12 00 AM extraction box right ms choose the company Date Time whose pay period you 6209 11 59 PM want to extract C Choose the beginning and ending of the pay period D Click Begin Extraction E Now you ll have the extracted pay period open look for the yellow bar across the top of the transaction window Correct any employee transactions that are erroneous using the Quick Buttons across the top of the screen Names in red in the Employee List down the left side of the screen indicate possible trouble spots that the TimePilot software has identified It s a good idea to also look over each employee s transactions to verify that they make sense For instance if an employee clocks in at 8 a m on Tuesday forgets to clock out that night and also forgets to clock in Wednesday morning but clocks out Wednesday night the TimePilot software sees a clock in followed by a clock out and will not f
36. ish 5 Continue with the installation as guided by the on screen instructions When you see the screen SEMEN ENEK EXIL Installation complete You can run the TimePilot installation Wizard from this disk at any time to install or uninstall any of the TimePilot programs 6 The TimePilot software has been installed and you ll see the TimePilot Central icon shown at right on your desktop TimePilot Central Setting up the TimePilot Software Once the software and drivers are installed on your PC you can start setting up your software To do so double click on the TimePilot Central icon on your desktop Create or Open a TimePilot Database to create a new database The first time you start the software you ll be asked if you want to create or opena TimePilot database Shown at right Click the Create a new TimePilot database 26 TimePilot time and attendance systems button In the TimePilot system the database is where all employee transactions are stored Generally the database is not kept with the TimePilot software files much like a letter that you write with word processing software generally is not saved in the same folder as the word processing program By keeping the data in a separate location you can uninstall or install the TimePilot software without affecting the data that the system has collected Note If you re re installing the software you may see an existing database l
37. isted if you wish to use that database click it to highlight it and then click Open The software will suggest a location for the new database You can accept that location or change it to any location you want Once you create your database you ll set up your company using the TimePilot Setup Wizard The TimePilot Setup Wizard After you set up your database Teele Setup Ward you ll be taken to the TimePilot Setup Wizard which guides the first time user step by step a through the process of setting up the system Simply follow the steps and when you complete a task the next task will become available Pleated complete the following thee to eet wp your syabem Ai you complete peclion lhe nest pec Gen will become a All of these vellir weil a Some advanced feature an be moiied aler Create and define yor company The seven step process includes 1 Adda Company Here s where you ll enter your company information including name your pay cycle weekly bi weekly etc whether you want to have rounding applied to your employees etc If you have more than one TimePilot Tip Keeping accurate time TimePilot PC takes its time from the computer where your database is stored For example let s say you save your data to a server and use a local PC to process employee hours and run reports If the time on the server is incorrect it will be incorrect in TimePilot PC too even if the time on the local
38. ive into the TimePilot database Once the data is imported you can view and edit the transactions in TimePilot Central For more about TimePilot Central see Page 25 Network Mode As long as the Vetro Data Manager is running each clock in and clock out is instantly transferred to the TimePilot software the moment it occurs If the Vetro Data Manager isn t running the clock holds the data in memory and transfers it the next time the Data Manager program is started The clock s memory can hold 15 000 transactions that s equivalent to 166 days of average use by a 15 employee company If your network goes down for an extended period of time you can always use the TimePilot USB drive to collect the data See the instructions for Standalone Mode above for details Vetro Data Manager The Vetro Data Manager is a small program that acts as the link between the TimePilot Central software and the clock when the clock is connected to your local area network When Vetro Data Manager is running employee clock ins and clock outs are sent instantly to the server and can be viewed in TimePilot Central If Vetro Data Manager isn t running the software and the clock can t communicate so the clock holds the employee clock ins and clock outs in its memory until Vetro Data Manager is started Vetro Data Manager does other things too e _ It keeps the date and time on your clock synchronized with the date and time on your server e It tran
39. lag the error unless you set the Alerts feature to flag excessive amounts of time Insert transactions for vacations sick days paid time off and bereavement time if necessary This is done manually The simplest way to do this is to click on the Sunday employee s name then on the Edit menu and choose Insert Amount of Time Enter the date and amount of time the employee is entitled to and click OK Generate a report Click Reports in the menu bar then choose your report Summary Report is the most common choice If you want a printed copy of the report click the Print button on the left side of the Reports screen If you want an electronic copy of the report that can be saved or e mailed click the Export button at the left side of the screen and choose your file format You can choose from six different formats Crystal Reports rpt Adobe Acrobat pdf Microsoft Excel xls Microsoft Excel Data Only xls Microsoft Word doc or Rich Text Format rtf When you re done close the Reports screen to return to TimePilot Central Optional Export your data to your payroll software or service The TimePilot com web site has available for download many exports that will convert TimePilot time and attendance systems TimePilot data into a format that can be read 1 by leading payroll services and software packages like QuickBooks or ADP To see how to install the export
40. locking in and out right at their desks Need more licenses You can order them at the TimePilot web site www TimePilot com Setting Up TimePilot PC Users of TimePilot PC have a few extra steps to perform to get their system up and running First like any TimePilot user you ll install TimePilot Central on the PC that a supervisor will use to work with the time and attendance data collected by the system Then you ll install the virtual timeclock on the PC s that employees use to clock in and clock out If the supervisor s computer will also be used to clock in and out you ll perform both installations on that PC Here s how to install the virtual timeclocks 1 Install and set up TimePilot Central on the supervisor s PC as described on Page 25 2 Place the CD in the CD drive of the first PC that will run the virtual timeclock When the opening screen appears click Install TimePilot software 3 Onthe next screen click TimePilot Installation Wizard 4 Click No when the software asks if you ll manage TimePilot Data from this computer 5 Click No when asked if you want to install Hardware Manager and No again when asked if you want to install the Extreme Data Manager 6 When the TimePilot PC Clock screen appears screenshot on next page click Yes 7 The Installation Wizard will start up Follow its instructions to install the clock on the PC 8 Will you
41. mber e The application path the location of the software on your hard drive e The data path the location of the clock in and clock out data Exit Quits program Clocking in and out Basic method 1 Using your mouse to click the keys on the virtual clock enter your employee ID number Employee ID numbers can be found by double clicking the employee s name in TimePilot Central 2 The employee s name will appear on the TimePilot PC screen and the In Out View and Clear buttons will appear down the right side of the clock 3 Click the In or Out button to clock in or out Clicking the View button will show the employee his or her Current Transactions TimePilot time and attendance systems 21 Keyboard method virtual clock with or without keypad i Click the virtual clock on your screen to make it active then enter your employee ID number using either the number keys across the top of the computer keyboard or the keypad at the right side of most full sized keyboards Employee ID numbers can be found by double clicking the employee s name in TimePilot Central The employee s name will appear on the TimePilot PC screen Press the plus key to clock in or the minus key to clock out Clicking the View button will show the employee his or her Current Transactions Clocking in with an iButton If you ve set up the system to work with iButtons and
42. mePilot Central When you ve finished the installation double click the TimePilot PC icon The software will ask you to select the drive where the time and attendance data collected by this PC will be stored This should be the same location that you chose for the data when you set up TimePilot Central on the supervisor s computer Don t remember the location Start TimePilot Central and on the opening screen below the fields for your username and password the data location is listed Next you ll be asked to register your program The 5 Client TimePilot PC License Number is on a sticker on the inside cover of your user manual If you re just trying out TimePilot PC click the Evaluation button to get a 30 day tryout If you wish to purchase TimePilot PC at any time during the tryout call us at 630 879 6400 You will TimePilot time and attendance systems receive the registration code that converts the software from a trial version to the regular retail version a copy of the program on CD and a printed version of the manual The setup information entered into the trial version as well as the data collected will automatically be transferred to the permanent version of the software 12 Repeat steps 2 11 for each PC on which you ll install the virtual clock You can see which computers have the virtual clock installed as well as delete a license from a particular computer so it can be used on another computer by g
43. nting plug the power supply into an electrical outlet As with all electronic equipment we suggest using a surge protector to protect your system Setting the date and time When the Vetro powers up you ll see a message on the clock s screen asking you to set the date and time To do so follow these instructions 1 Enter the factory set administrative password 123456 You ll change this password to something unique to your business later when you run the TimePilot Vetro Setup Wizard 2 Follow the on screen instructions using the keypad to enter the date and time Installing the software Follow the instructions for installing and setting up your TimePilot Central software on Page 25 When you complete the TimePilot Central Setup Wizard you ll be taken directly to the Vetro TimePilot Tip iButton serial numbers The iButton numbers will appear in each employee s profile in TimePilot Central after the clock in and clock out data is collected for the first time See Page 14 for more on collecting data from your clock 12 TimePilot time and attendance systems Setup Wizard which will guide you through setting up your clock in the software In the Vetro Setup Wizard you ll do the following e Give the Vetro timeclock a name The name of the clock where employees clocked in or out will appear in TimePilot Central helpful if you re using more than one Vetro timeclock in your business e Set an administrativ
44. oing to the TimePllot PC Administration item in the Administrative menu in TimePilot Central Using TimePilot PC When employees enter their ID number their name appears in the field at the top of the clock and the four buttons down the right side In Out View and Clear become active e In and Out are self explanatory click In to clock in and Out to clock out e View will show the employee their Current Transactions This function is optional See the Options menu below e Clear will erase a digit if the employee makes a mistake entering his or her ID number To close the program click the Exit button or press the Esc key on your keyboard Jul28 10 34AM At the bottom left of the screen is the Menu button Clicking the menu button will cause a list of items see screenshot at right to appear Options e View Options tab Enable at Startup Clicking this box will cause the virtual clock to appear automatically when the computer is started Enable Users to View and Print Their Transactions If this box is checked employees can click the View button on the virtual clock to see and print their transactions If the Options Change Data Location Check for Updates Minimize About Exit TimePilot time and attendance systems 19 20 TimeP
45. open business days from 9 a m to 4 30 p m Central time e Any product returned to us without prior authorization from TimePilot will be considered an unauthorized return the customer will not receive credit for the product and TimePilot will not ship the product back to you 38 TimePilot time and attendance systems e Mail your product to Warranty Returns Department TimePilot Corporation 340 McKee St Batavia IL 60510 The WRMA number must appear on all packages and paperwork in connection with the return or your shipment may be refused Note You must ship the product to TimePilot within 5 days of the date that TimePilot issues the Warranty Return Merchandise Authorization number e Any costs incurred while shipping returns are the purchaser s responsibility e Before you return the product to TimePilot make sure to back up any data in the device s memory if applicable and on any other storage device accessory USB drive etc TimePilot is not responsible for any confidential proprietary or personal information lost or corrupted data or damaged or lost removable media that may be included with your return e TimePilot has an Advance Replacement program for customers who wish to reduce the amount of time it takes to get their system up and running again Here s how it works 1 Contact TimePilot s Returns Department at the telephone number listed above Request a WRMA number and tell the specialist you d like
46. ot Central TimePilot Central is the place you ll be spending most of your time when you use the TimePilot software In TimePilot Central which is password protected you can set up employees create or change your company s policies overtime holiday schedule etc monitor employee transactions and generate reports Let s take a look at the TimePilot Central screen Note For a detailed explanation of each item please see the Help system in TimePilot Central You ll find it in the menu bar at the top of the TimePilot Central screen Misch 6 4 AF pi a Lune Gee Fai teh FE AA ry CI birni bent Fle Lo Se AR ry C x Lumchooom Boor Far A ta Ty a Luti BAHAA Dai Puer i MUNDAR TEAL PA i a Luncheon Door Fan ibaj bed re rt m Limingan Door Pan PLA 1 A A a until hur Dr Plan Mv TPA ens a CI ir Dhar Fl Sr E A a hin Late Lunchroom Door Fn ok SAN ct Transaction list m kunni date blir hrg m Boor Man Al wel ies eh Lure Do Pl b Bates Ramen SRO iE PM Hina a hina Lunchroom Dear Plain Waman Dennen A II PH Laterr i a Lu Deer Fun Speier Lance PMU EIT Pi j ri ats bra a a Luror Beat Pn Drea Hillary DE kig PA He babe i r Gaal babe Lars an a pm Ou ir 5 aoe Lyf Dr Fle Menus Across the top of TimePilot Central are eight drop down menus e File Allows you to export your payroll information to a payroll software package or service see Page 32 for details and exit the progr
47. ounting plate then insert the USB drive into the USB port on the bottom of the clock The clock can be removed from the mounting plate to make it easier 2 Tap the included gray Management iButton to the In probe of the clock The lights on the two probes will begin flashing yellow in an alternating pattern while the clock readies the drive to write data to the USB drive When complete the probes lights will flash green as the clock writes the most recent data to the drive When the lights stop flashing a series of beeps will sound indicating that the data has been written successfully 3 Remove the USB drive reattach the clock to the mounting plate if necessary and secure the clock with the padlock 4 Repeat the above steps for each clock you own if desired 5 Return to the PC and insert the USB drive into an available USB port on your PC 6 Run the TimePilot software s Extreme Data Manager Click Start on the Windows desktop then All Programs Select TimePilot IV and then click TimePilot Extreme 7 Extreme Data Manager will automatically detect the presence of the USB drive with the TimePilot data files Follow the screen prompts to import your data into the TimePilot database 8 View and edit the transactions in TimePilot Central For more about TimePilot Central see Page 25 8 TimePilot time and attendance systems Setting the time on your Extreme time clock It s important that t
48. ract pay periods You can use the Edit menu for all of these actions but the Quick Buttons are faster Here s how and when each button can be used see the help files in the TimePilot Central software for even more detail e View Profiles View Transactions Depending upon what s displayed in the Transaction List this button switches identities between View Profiles and View Transactions Clicking View Profiles brings up a summary of every employee s profile and changes the button to View Transactions clicking View Transactions shows all Current Transactions and changes the button to View Profiles e All Transactions Displays all Current Transactions in the Transaction List If you click once on an employee s name in the Employee List you ll see just that employee s transactions to return to all Current Transactions click the All Transactions Quick Button e nsert IN and Insert OUT These buttons are often used by supervisors to insert a transaction when an employee has forgotten to clock in or out see the example above You ll be able to specify the employee who owns the transaction and the date and time of the transaction In addition you can indicate the employee s location shift department and company as well as the time clock they used for that 30 TimePilot time and attendance systems transaction as shown in Insert IN Transaction the screenshot at right i Mira
49. s a l m TORFI 12 10 PM man Dawn Bo 106 2010 6 53 M Bo 106 2010 6 53 AM Amooed Loren OFF 0 12 10 Pr Capaibo Larissa Capaiba Larissa bo 108 2010 12 28 Pr 410 8 2010 3 09 PM 0 2010 6 59 AM 9 2010 42 1 i Pr 1200 3 12 PM me VOR 12 28 Pr 40 8 2010 3 09 Pr gt 10 9 2010 6 59 AM 40 9 2010 12 01 Pr Carrio Mily Carrio Milly Filion Vesta Filion Vesta Fincher Lori Fincher Lori Goss Aison Goss Aison amp TODO 12 11 PM TOP 2010 3 12 PP TOTO 6 29 A TOA 11 91 A e TORO 12 13 BE TOA S T AP i 11 51 AM H 40 12 2010 12 13 PP 40 12 2040 236 Pr Hanton Mike Hanton Mike Hanlon Tim Hanton Tim Hitt Edward Hitt Edward Linares Marco Linares Marco You can t see it here because her name is A perfect set of transactions lines with highlighted but Dawn Altman s name is in a red triangle clock ins alternate with red indicating an exception When you click blank lines clock outs on her name you see two triangles in a row indicating two clock ins without a clock out between them In this case Dawn forgot to clock out for lunch on 10 9 10 A supervisor can make a correction easily by inserting an Out transaction with the Quick Buttons see below Quick Buttons The Quick Buttons are shortcuts that allow you to make changes to add or delete transactions change your view in TimePilot Central and open or ext
50. sign an iButton to each employee On the Vetro clock s keypad enter Administrative Mode by pressing 99 and then OK followed by your Vetro password Select Assign iButtons from the clock s menu by entering its menu number 4 on the keypad Use the up and down arrow keys to scroll to the name of the employee to receive the iButton and tap the iButton to the In or the Out probe The iButton s serial number will appear on the timeclock s screen Repeat Step 12 for the next employee or press the ESC key to return to the Administrative Menu and ESC again to exit Administrative Mode Do you want to delete an employee s iButton or ID code This might occur if an employee leaves your company Here s how 14 iButtons Enter Administrative Mode on your Vetro clock 99 gt OK gt password select Assign iButtons from the clock s menu by entering its menu number 4 on the keypad and follow the instructions to clear the iButton This process will change the TimePilot time and attendance systems employee s iButton serial number to all zeroes and you can assign his or her iButton to another employee e ID Numbers Every employee has to have an ID number but you can prevent him or her from clocking in with it In TimePilot Central open the employee s profile and clear the Enable User ID Entry checkbox Then transfer your changes to the clock either wirh the USB drive or with th
51. smits changes that are made in TimePilot Central s Employee Profiles to the clock e _ It helps set up additional clocks on your system You can see if Vetro Data Manager is running by looking for its icon in your system tray the area in the bottom right corner of your Windows screen next to the clock If you see the image of a small Vetro timeclock shown at right then Vetro Data Manager is running Starting Vetro Data Manager You can start Vetro Data Manager several ways e Start TimePilot Central When TimePilot Central starts so will Vetro Data Manager e _ If you re running TimePilot Central click the File menu then Vetro Data Manager e Click the Windows Start button then All Programs gt TimePilot IV gt Vetro Data Manager 16 TimePilot time and attendance systems TimePilot PC The core of TimePilot PC is the virtual timeclock shown at right This clock appears on your employees computer desktop allowing them to clock Marsh Douglas in and out right at their PC The clock in and clock Hours 2 00 out data is collected on the PC or at your server and can be manipulated by supervisors using TimePilot Central TimePilot PC ships with five licenses which means the virtual clock can be installed on up to five employee PCs Any number of employees can clock in and out at those PCs Additional licenses are inexpensive so you could have dozens of employees c
52. t Central to make any necessary corrections or changes to the attendance data then uses the software to extract the pay period s data and generate reports or prepare the data for payroll TimePilot time and attendance systems 7 Clocking in and out To clock in or out just touch your iButton to the appropriate iButton probe You ll hear a beep and the light in the probe will flash The metal part of the iButton must touch both the inner flat surface of the probe as Flat Rim of well as the inner rim of the collar part of robe If you touch your iButton to the probe P probe and nothing happens hold the iButton gently against the probe and slide the iButton slightly to the side so the iButton makes contact with the rim of the probe Collecting and retrieving data Here s an overview of the process you ll use to collect the time and attendance data from the Extreme time clock s and import the data into the TimePilot software First you ll have the time clock s download the time and attendance data onto the included USB drive Then you ll upload data from the USB drive to the PC running the TimePilot software Data can be collected from multiple clocks before returning to the PC and uploading the data The data can be also be collected as frequently as desired Even though your pay period may be weekly or biweekly you may collect the data every day if desired 1 Unlock the padlock securing the time clock to the m
53. to take advantage of the Advance Replacement Program 2 The TimePilot specialist will take your credit card information and ship out a replacement part immediately 3 Ship us the defective part If we receive the defective part within 14 days of the date the WRMA number is issued we will not charge your credit card If we have not received the part within 14 days we will charge your credit card for the cost of the part Special Order Items Occasionally we ll offer for sale an item that is not necessarily part of our normal product line Such items are not stocked in our warehouse and are designated as a Special Order Item on our web site The following rules for these products apply e Orders may not be canceled after placement e Products cannot be returned unless defective e Defective items can be returned for exchange only e The products are usually drop shipped from the manufacturer within 2 3 weeks Terms of Sale TimePilot Corporation reserves the right to limit quantities on any item sold and to change the pricing of any item at any time without prior notice As a protection to our customers when the shipping address differs from the billing address there may in some cases be a delay in the ship date until we can verify that the cardholder and buyer are the same TimePilot time and attendance systems 39 Errors on Our Web Sites We do our best to ensure that the information on our web sites is accurate thorough
54. tral software Two important points e _ If you have more than one Vetro clock you can go from clock to clock collecting the data from each on the USB drive before importing it all to the PC When you view the clock ins and clock outs in TimePilot Central each will be labeled with the name of the clock where it occurred e The data can be collected as often as you want Even though your pay period may be weekly or biweekly you may collect the data every day if desired Here are step by step instructions 1 Plug the TimePilot USB drive into the USB port on the side of the Vetro time clock 2 Enter the clock s Administrative Mode by pressing the 9 button twice then the OK button on the Vetro clock keypad 3 The clock will ask you to enter your six digit administrator password This is the password you created while setting up your software TimePilot time and attendance systems 15 4 Ifthe password is correct a menu will appear on the clock s screen Press the number on the keypad corresponding with the Collect Data menu item 1 The clock will copy the data to the USB drive and tell you when the process is complete 5 If you want to collect data from other Vetro clocks repeat Steps 1 4 at each one 6 Nowreturn to the computer running TimePilot Central and plug the USB drive into a USB port TimePilot Central will detect the presence of the TimePilot USB drive and automatically import the data on the dr
55. ut data also known as transactions from all systems are collected in the TimePilot software s database which can be located on a network server or on a PC s hard drive 2 Atthe end of the pay period the transactions are extracted from that database and placed in a separate database where they are checked and corrected if necessary by supervisors 3 Supervisors use that information to create reports that indicate the exact number of TimePilot time and attendance systems TimePilot time and attendance systems 3 hours each employee worked The extracted data can be archived on their hard drive on a CD or DVD on an external hard drive or uploaded to storage on the Internet 4 The report can be printed saved as a spreadsheet or exported in a format that can be used by payroll software or a payroll service The diagram below illustrates how the system works TimePilot Extreme TimePilot Vetro TimePilot PC Clock in and clock out data TimePilot Database Data from May 1 to May 14 Data f l H e Extracted pay period May 14 Reports spreadsheets or export to payroll software service 4 TimePilot time and attendance systems Why so many choices in installation We ve found that many of our customers use more than one TimePilot time and attendance product All of our products TimePilot Extreme TimePilot Vetro and TimePilot PC can work together creating one custom system So for instance you can
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