Home

Gradience TimeClock™ User Manual

Contents

1. Fle Edit Report View Help ar HR aax JS eee ee ee 75 5 e S E J a a w a Z9 222 8 0 i ww foOOoojoe a 22 fp Code Paget s E r1 2 3 4 6 6 7 8 o9h Ott 2 13 411 6117 18 19 Report a E US Pagel B m Detail e Memol PageHeader PageHeade t S e Memo2 n S a SettingsTable e Memo3 xl ua Picture obi TSettingsTable ReportTitle y j a JFrxReportt TFrxReport zl P GroupHesder Goran Aus tartatk Properties 5 perties Events Employee Info DataSet Not assigned E 4 EngineOptior TfrxEngineOptions r ar D I eg Tel DEE ae Name MasterTable FullName Location MasterT able Loca Hire Date AuxiliayT Stus Aucie PreviewOptic TfrxPreviewOptions PrintOptions TfrxPrintOptions ReportOptior TfrxReportOptions Version 3 22 mue AwsliaryT able JobTitle ar K ar ainal ment art Department MasterTable Depatm d SSN AusiliayT Hours G T Absence Category Bssignments i d Absence Category Plan 4 Classes AbsenceClass A Classes PlanD escription Das Earned Used A Hire To Date Totals Tyearto Date Totals S KS L Lee fa apai TT Log tee Bapedi iyapa DataSet Links the object to the dataset that contains the felit eege agn eooo RN amp aa A j t r E a Che 10 Once you are finished editing your custom report in the designer click File gt Sa
2. Exceptions Hours The Hours Exceptions Report allow you to report on hours over or under by day week or month This report can be used to monitor which employees may be near overtime NOTE Employees must be assigned to a Work Schedule with the daily hours set up to properly view this report The following are other options that are available on the Punch Exceptions Report For a list of features not listed here please see Report Interface Features Feature Description Report Date Range This allows you to set a date range for the report Time Exceptions in This allows you to report on total hours over or under by day week or hours month and to filter on a work schedule Work Schedules This allows you to filter on a selected work schedule Time Cards Report The Time Cards Report shows punch times and manual punch entries for each employee Neil G ee ce according to the selected work date range Jumpin Fash ae es Changes made to an entry can be printed along with employee and supervisor signature eet Senn en eve oan canting erste blocks Zu Sanaa E is en wn DT Monday Cart 1 2002 0121 pm 01 18 pm wW Monday cart w002 0422 pm 04 24 pm out EE men Tuesday DO 12002 1032 pm 1030 pm D Tuesday Govt 1 2002 1124 pm 1136 om OUT 0110 Tuesday 00122002 015 am 0126 am wN omg Wednesday 0012002 0147 am 0126 am w Wednesday 0200 0851 am EE o ER EES Thursday am 0154 am DEE W Thunday O12002 09 58 am 10 00 am
3. Unable to connect to Interbase Server Users affected Gradience Attendance Gradience Records Gradience TimeClock Issue When launching one of the programs above the following message may be encountered This program was unable to connect to your Firebird Interbase Server This is likely due to the fact that the default Interbase User Account has been change Please provide a User Name and Password with Administrative Privileges to Interbase Description Users may encounter this issue for one of the following reasons If running from a Server 1 If you re using an NT server and trying to install the database files to a drive other than CH permissions to the database folder may be incorrect If running from a Standalone Computer Interbase Guardian may be shut down If running from a Client Workstation Incorrect Server Name and or Database Path Client needs to have TCP IP installed Server may be down E ld Possible Resolution 1 If running Gradience from a Server and encountering the above issue try each of these solutions 2 Check your permissions for the Database folder Full Control access must be given to System for the database folder You may add to the Permissions by going through Windows NT Explorer and going to Properties by right clicking the database folder Check to make sure Interbase Guardian or Interbase Manager is running 4 Ona Win 95 98 system there will be an icon in the system tray next to the clock
4. 66 Creating a manual backup from within DB Monitor 57 Creating a manual backup from within Optima 56 Creating a New Reason Code 21 Creating a New Reminder 24 Creating a New Time Card Run 47 Creating a New Time Entry 35 39 43 Creating and Editing Work Schedules 44 Creating Locations amp Departments 15 Creating TimeClock Messages 23 D Database Repair 59 Date Versus Work Date 36 DB Maint Features 59 DB Maintenance Utility 58 DB Monitor 58 Dealing with Time Zone Differences 25 Decimal Conversion Table 74 Deleted TimeClock Entries Report 52 Deleting a Time Entry 37 Deleting an Employee 41 Deleting Reminders 25 E Editing a Time Entry 37 Editing Company Info 17 Editing Reminders 25 Editing Report Options 18 Employee and Manager Access levels 38 Employee Anniversary Report 51 Employee Review Edit Toolbar 35 Employee Summary Report 51 Employees Not Rounding on the Correct Work Schedule 43 Enable Attendance Code Sharing 26 ET215 Ethernet Terminal 32 ET215 Terminal Quick Start 76 Exceptions Hours 53 Exceptions Punch 52 Export TimeClock Data 64 Exporting 64 Exporting TimeClock Data 48 F F1 Key 65 Feature Buttons 12 Feature Column 38 Features 63 G General Settings Tab 17 Global Preferences 16 Gradience TimeClock Checklist 14 H Help Menu 65 Hours Worked Report 51 I ID Badges 54
5. Comments Comments are not required but may be helpful when reading a reason at a later date Selecting Enter Hours will allow you to give a set amount of hours for a given date For example you may enter a manual time entry of 8 hours Vacation Feature Description Reason for Change A Reason is required for Creating a Manual TimeClock Entry or Entering Hours for a Date Feature Description Date This is the date the employee will get credit for Work Date This is the Work Date that the punch refers to Hours This allows you to enter specific hours for a date such as 8 hours for a Vacation day The Date Hours and Reason for New Entry fields are required Count towards Designates entry to count towards overtime overtime calculations Comments Comments are not required but may be helpful when reading a reason at a later date Date Versus Work Date When creating a new time entry there are two date fields Date and Work Date The Work Date represents the date the entry is counted towards Normally you won t need to change the Work Date unless you have work shifts that cross over midnight For example Josh starts work and clocks in at 8 PM on Monday night He gets off work at 4 AM on Tuesday morning but forgets to clock out A manual time entry is created for him punching him out at 4 AM the Work Date is of the previous date the actual date Josh started work The program knew that Josh had clocked in at 8 PM the previous da
6. The icon graphic appears as a gray tower with a green flag When you put your mouse over the icon it will read Interbase Guardian This icon will not appear on a Win NT 2000 system You may check to see if it is running on a Win 95 98 NT 2000 system by clicking on Start Settings Control Panel and clicking on the Interbase Manager If it is not running click on Start from within the Interbase Manager then try to open the Gradience application again If encountering the message when running from a Client Workstation try this 6 Check the Server Name and Database Path by going to the Server opening the Gradience application and clicking on Help System Information and printing out this information from the TechSupport Tab If you don t have the TechSupport Tab then you LA in have an earlier version of Gradience and will need to do a screenshot of the System Information screen and Current Users screen and print them out 7 Once you have the Server information go to the Client Workstation that you cannot connect to the Server with From the Workstation click on Start Run and enter HRWARE INI Verify that the Server Name and Database path are the same NOTE The printout of the Server Name and Database path you were asked to print or write down when installing the Server side must be exactly the same when entering this information on the Client Workstation s 8 The Client needs to have TCP IP installed 9 This is
7. 3 6 3 5 6 3 6 3 51 52 53 54 55 56 57 58 59 60 8 866 883 9 916 933 916 966 983 1 5 6 3 6 3 6 6 3 0 The above marks in gray designate minutes with the decimal equivalent below them Semi gray designate minutes that are equally divisible by 60 The formula for getting the decimal number is minutes divided by 60 Gradience TimeClock automatically converts the time entry minutes to decimals For example if Joe had worked 8 hrs and 30 minutes Gradience TimeClock would show this as 8 5 hrs This makes it easier for payroll purposes Import Export File Format You may import and export only the fields on the Field Layout page There are two different formats that you may use Tab Delimited and Fixed Length For a Tab Delimited format you may use any program that allows you to save as Tab Delimited Excel and Access are two that will allow this This is the easiest format When entering your information into a spreadsheet such as Excel you will need to follow the order of the field names according to the Field Layout page For example the columns should have SSN first then Last Name First Name etc Also you will need to leave a blank column for any fields that you will leave blank For example following the format on the Field Layout page we create a Tab Delimited file with the fields SSN Last Name First Name blank column for Middle Initial field Location Department Date of Hire Full Part Time blank column for
8. Calculations Payroll Code Description Payroll Code Number Related Attendance Absence Code This option will only be Description This is the name of the reason PTO Sick Personal User Error etc When checked this allows the reason code to show up when editing time on the TimeClock Entries screen These are Reason Codes that you want to see when you re doing a manual punch Clock In or Out change A punch change changes or adds a specific punch in out time entry This is different from giving a full or partial day see Use for Time Entries below Whenever you delete an entry you ll need to enter a reason These are the Reason Codes that you want to show up when DELETING an entry These are reasons that you only want to see when entering a manual time entry such as Vacation Personal Sick etc A manual time entry is normally entered to give a full or partial day For example you might enter 4 or 8 hours of time for an employee that is on Vacation These reasons are different from giving a single entry for punching in or out for a specific time see Use for Punch Changes above When checked this setting tells TimeClock to count time under this Reason Code towards overtime Optional Enter a Payroll Code Description This description will show up on the Time Card Runs report If a Payroll Code Description is not entered time will be shown in the Other column on reports Optional Enter your company s Payroll
9. If you don t round then select the Generic No Rounding rule TimeClock rules can be assigned to individuals or groups Rules are usually defined for punching IN early or late and OUT early or late EXAMPLE Here is an example of rounding using the 15 minute rule Richard comes in a few minutes early and clocks in at 07 55 Tanya is running late and clocks in at 08 04 Using the 15 minute rule both Richard and Tanya s payable time would be clocked in at 08 00 Their time was rounded to the nearest 15 minute mark The next 15 minute mark would be 08 15 then 08 30 and so on However using the 6 minute rule and the above clock in times Richard s payable time would be clocked in at 07 54 The next 6 minute mark for Richard would be 08 00 Tanya s payable time would be clocked in at 08 06 The next 6 minute mark would be 08 12 08 18 and so on Their time was rounded to the nearest 6 minute mark Gradience TimeClock comes with three commonly used rounding rules 6 minute 10 minute and 15 minute generic rules that are set up to round to the nearest mark You may choose one of these and rename it or set up your own Work Schedule Rounding Rules Go to Settings gt Work Schedules The program comes with three commonly used rounding rules You may use one of these and rename it or create your own The Rounding Rules Tab has the following features Rounding Rules Work Schedule Name Time Credited in __ Minute Incre
10. Import Export File Format 74 Importing 64 Importing and Exporting Data 63 Installation 9 Client Workstation Installation Instructions 10 Network Installation 9 Setup Types 9 Stand alone Computer Installation 11 Installing from the CD Menu 8 Installing Gradience TimeClock 9 Internet 66 L Label Adjustments 55 Layout 54 License Options 8 Locations and Departments Setting up Locations and Departments 15 Logging into My TimeClock with the Fingerprint Reader 73 Logging into the Management screen 14 Logging into the TimeClock Administration using the Fingerprint Reader 73 Login and Password 14 M Magnetic Stripe Card Specifications 76 Maintenance 58 73 Menu Bar 12 Minimum Requirements 7 More About Rounding 46 My Time Clock 35 N Navigating the Management Windows 12 Network Installation Client Server 9 Network Requirements 8 O Open Reminders 25 Opening The Management Screen 14 P Performing Maintenance and Repairing the Database 58 Preparing Time Card Runs 47 Pre setup Requirements 72 Print Stock 55 Printing an Employee Time Card 37 Printing Employee Assigned Worked Schedules 22 Printing Work Schedules 21 Product Key 11 Q Quick Note About Peer to Peer Installations 11 QuickBooks Pro Integration 48 R Reminders 23 Reminders Tool Bar and Pane Layout 23 Remote Terminals 32 Report Interface Features 5
11. Sync with the server This is how often the client will synchronize the main clock with the every 120 second s server User must Once a user enters the first character into the login screen a countdown login punch within 30 timer starts If a user doesn t finish entering his or her login and password second s within the allotted time the screen will reset the main clock screen Enable Swipe Card This allows you to enable the use of swipe cards Swipe cards and swipe Usage card reader required Require Password Users will be required to enter a password when swiping in when Swiping Enable Auto This enables the smart clocking feature When users clock in the first Clocking time the program clocks them in The next time the user will be clocked out and so on If 13 or more hours pass between punches this feature will be reset and will take the next punch as an In punch Require Password for Users will be required to enter a password when clocking in out manual Employee Login Require Password for Users will be required to enter a password when going into the My access to My TimeClock feature TimeClock Request confirmation Double clocking is defined as two In punches or two Out punches in a if user is double row If a user tries to clock in out twice in a row within a 13 hour period clocking a message box will pop up asking for confirmation Setting Up Reason Codes You may get to Reason codes by going to Se
12. www gradiencesupport com then you will only have one file If you have an Gradience CD then you will need to copy the appropriate Gradience program keeping all of it s folders intact For example while navigating the Gradience CD through Windows Explorer under the BIN folder you would copy the Atcon70 folder to the shared directory 2 From the Server or computer where the database resides navigate to the shared directory and run the Server installation even if the Gradience program is already installed on the Server by following these steps 2 1 At the Setup Type select Server Click Next 2 2 At the Installation Type select Custom Click Next 2 3 At Select Components leave the defaults Click Next 2 4 At Program Files Location click Browse and navigate to the Shared directory Add Gradience to the end of the Path 2 5 At the HRWare Database Files Location click Next 2 6 Write down or print the Server Name and path These will be needed for the Client installs Click Close then Next This will install the Server files 2 7 f the Interbase install starts up click Next to install it otherwise go to Step 2 8 2 8 Go to Client Workstation 3 From the Client Workstation navigate to the shared directory and run the Gradience installation even if the Gradience program is already installed on the Workstation by following these steps 3 1 At the Setup Type select Client Click Next 3 2 At the Installatio
13. 23 for a telnet terminal application SERVER 0 0 0 0 Defines a TCP IP address for a server application This value must be set BEFORE installing the device on a network Normally this value is set to 0 0 0 0 which causes the terminal operate as a server and connects with a host computer running a client application If this value is set to any other IP address the terminal will operate as a client and will attempt to automatically connect to a host computer server application AUXPORT 9600 0 8 1 1 Defines the communications format for the aux serial port The parameter string consists of five 5 integer value fields and has the following format Baud parity data bits stop bits xoff Where Baud standard baud rates in the range of 110 57600 Parity 0 none 1 even 2 odd Data bits 7 or 8 Stop bits 1 or 2 Xoff xon xoff protocol O disable 1 enable MODE 1 Defines terminal emulation mode The two 2 valid emulation modes are as follows 1 VTC Mode default 2 ANSI Mode Gradience setting MYMAC 005002163007 This command will return a 12 character hexadecimal string representing the Ethernet hardware address It is read only and can not be used to change the hardware address My TimeClock My TimeClock allows employees to view their time card history and if given rights can create edit and delete their time card entries An employee can log into My TimeClock by clicking
14. 8 Click Save The backup will be performed within a minute of the scheduled time Note The Server or standalone computer where the database is located must be turned on for the backup to complete If the computer is not on at the scheduled time the DB monitor will try to create the backup the next time it is opened Ee Restoring from a Backup Remember restoring a backup will overwrite all data in the current database Restore may only be run from the DB Monitor on the Server or standalone computer To restore follow these steps 1 Go to the Server where the database files are located Restore cannot be done from a Workstation 2 Open the DB Monitor program by going to Start Programs Gradience and clicking on DB Monitor 3 Enter your login and password If you do not have access to the DB Monitor Restore feature you will need to see your Administrator Click the Restore Tab Click the database to restore Click Browse and double click the backup you wish to restore Click Start Restore After Restore is complete click Hide to minimize the DB Monitor oO Ol You may open the program to see your restored data Backing Up DB Monitor Go to Start gt Programs gt Gradience gt DB Monitor The DB Monitor allows you to change the Server Name and Database Path Backup and Restore your database view database information and clear inactive connections It will also show you what Gradience version each client computer is ru
15. Changes is selected it will export to a separate file in addition to the Hours Worked Relational File Exports Employee Data and Hours Worked to two separate files If Export Punch Changes is selected it will export to another separate file This exports the data once you have settings complete This allows you to select specific employees locations and or departments to export This allows you to filter on a specific hire date range This allows you to filter on full and part time This allows you to filter on Active Inactive or Terminated employees Available Fields This is the list of fields to choose from Fields to Export In Export Order These are the fields chosen Export Hours Worked for Period This allows you to select a date range for time card data for the selected employee s Export Punch Changes This allows you to export punch changes To export this data follow these steps e eg From the File menu select Export TimeClock Data Select the export type Single File or Relational Expand the tree if necessary and select the employees to export Select the data fields to export by either double clicking on the file or selecting the file and clicking on the arrow pointing to the right 5 If needed select the Export Hours Worked option with a date range 6 If Export Hours Worked is selected you can select to Export Punch Changes option 7 Click Export Using Reports Gradience TimeCloc
16. Employees Not Rounding on the Correct Work Schedule ssseeseesseeeseesseeeeeeeeeriesrinsenenrenree 43 Changing an Employee s Work Schedule Date ccccceeccececeeeeeeeeeeeeeeeeaeeesaaeeeeeeeseeeeesaeeeneneeee 43 Creating and Editing Work Gchedhules sense eeaaeeseaaeseeeeescaeeesaeeseeeseeeeees 44 Rounding EXPlaINO EE 44 Work Schedule Rounding Hues 44 Shifts Crossing Midnight ennn nennen nnna 45 More About ROUINO BEE 46 Setting Up a Work Schedule cccecccecececeeeceeeeeeee cee eeeeaeeeeaaeseeeeeeeaeeeeaaeeseaaeeseeeesaeeseaaeseneeeseaeess 46 Setting up the Daily Schedule eee cece ceneeeeneeteeeee cate eeeaaeeeeeeeeeaeeeeeaeeeeaaeseeeeeseaeeesaeeteneeeeeeeess 46 Preparing Time Card Hung 47 Viewing Time Card Dateien ceccscstevenseeudedatestaadseaesesvansedasacehasicvadesd ocd cebesedi suede Eed Euren 47 Frequently Asked Questions 0 cceceeeeeeeeeceneeeeeaeeeeaeeeeeeeeceaeeeeaaeseeeeceaeeesaaesseaaeseeeeeesaeeseaeeseneeesaees 47 Exporting TimeClock RE EE 48 Time RTE LEE 48 QuickBooks e Ee RE 49 Exporting TimeClock Data 49 USING Ren 50 tegt ee ene ee See EE eege ee dE eebe ed EES eege ee ee ech 50 Report Interface Features 51 Employee Summary Report ccccceeeeceeeeeeeceeeeeaaeeseeeeceaeeeeaaeseeeeeseeeeeeaaeseeaaeseeeeeceaeeesaaeeneneeseaees 51 Employee Anniversary Heport annann na 51 Flours Worked Repol eisini a a e e REENEN ds tbdek a aa ea dais 51 Deleted TimeClock Entries Rep
17. Mode is accomplished by pressing the Enter key at the menu The following table summarizes the Network Configuration Mode parameters and the VTC command names used to change them NOTE Only the MYIP NETMASK and MODE parameters need to be configured to work with Gradience TimeClock Name Default Description Value MYIP 192 168 168 50 Defines the unique network address of this terminal This value must be set BEFORE installing the device on a network The default value may NOT be appropriate and a new address should be obtained from the network administrator NETMASK 255 255 255 0 Defines the network mask for the IP address This value must be set BEFORE installing the device on a network The default value may NOT be appropriate and a new value should be obtained from the network administrator Name Default Description Value GATEWAY 0 0 0 0 Can be set to the address of a router or gateway if the network extends to multiple segments This value must be set BEFORE installing the device on a network The default value may NOT be appropriate and a new address should be obtained from the network administrator TCPPORT 1070 Defines the primary TCP IP port number used for this terminal This value must be set BEFORE installing the device on a network In most cases the default value will be acceptable However it may NOT be appropriate and a new port number should be obtained from the network administrator It should be set to
18. More About Rounding Gradience TimeClock rounding is based on three points 1 What you select for Time Credited in Minute Increments 2 What you set for Clocking In and Out rounding 3 Assigning the Work Schedule to an employee through TimeClock Access Gradience TimeClock automatically rounds to the nearest mark based on your choice of minute increments Gradience TimeClock will round up or down at about the halfway mark For example if you re using Gradience TimeClock to credit in 6 minute increments then the program will round up AFTER 3 minutes and round down before this time The key word is After The program will ROUND UP AFTER however many minutes you select Gradience TimeClock allows you to select rounding up to the designated credited amount minus one minute If you choose to credit in 6 minute increments then you could choose from 1 to 5 minutes for rounding If you choose to credit in 10 minute increments then you could choose from 1 to 9 minutes for rounding and so on TIP If in doubt use the Round Test to see how the time will be rounded Setting Up a Work Schedule Setting up a Work Schedule allows your employee s punch times to be rounded and allows you to report on various settings according to the Work Schedule For example if you wanted to know who was clocking in late on Mondays for the month of June you could run an Exceptions Report All employees that clock in out must be assigned a Work Schedule
19. OUT ER 2 10 Thursday 002102002 0620 am 81a am D mom Icaniy rat th Lime shoal tra Mully and eech d lc all mu Iwarke Supenisar s Signa ure Dae Empar Sigmtue tax Managers Sigmwe Dae Eran Deeded NOTE Punch entries with an asterisk to the right of the entry require attention It means that double in or out punches have been made and need corrected Time Card Runs Report The Time Card Runs Report shows totals of regular time overtime mec ker age and the First and Second Column descriptions for Reported Payroll Sad See ase Description Columns under Settings gt Global Preferences gt Time Clock fe Tab in a column format Kit METATI iii d t HI D I Luut i NOTE The Time Card Runs Report will only report regular time overtime and the payroll descriptions for First and SecondColumns under the Global Preferences gt TimeClock Tab All other reasons will fall under the Other column To print a report follow these steps 1 From the Reports menu select the appropriate report 2 Select any options necessary from the filter and options settings 3 Under Select a Time Card Run select a run Note Runs must be created through the Time Card Runs Tab 4 Click Preview to see the report on the screen before printing Time Card Runs Extended The Time Card Runs Extended Report will print regular time overti
20. Password Utility This screen also allows settings for Forced Writes to Firebird and prompting to backup on exit Feature Description Epoch We strongly recommend keeping the default settings This setting will allow the Setting Gradience program to appropriately interpret any two digit year entered that is between 1920 and 2019 For example with the default Epoch setting of 1920 1 If you enter a date such as in the Hire Date field of 03 05 01 the program will interpret this as 03 05 2001 2 If you enter a date of 03 05 18 the program will interpret this as 03 05 1918 Note If you need to enter a year prior to 1920 or after 2019 in a date field within the program you may enter the year as a four digit number Default Hours These are the default hours that will be assigned when creating a new employee in a Day The Day Hours on the Employee Detail screen will be filled in automatically with these default hours when a new employee is created National ID Selecting one of these options will allow you to set the mask for the National ID Number Number Format The default mask is set to the USA SSN format With this Format Label selected whenever you enter a new employee the dashes will automatically come up in the xxx xx xxxx format The label is the title that will appear on the Employee Detail screen Feature Description Allow use of This option allows access to a utility that can be used only with assistance from Forgotten Technical Supp
21. a Custom Sort field or create a new one 5 A Custom Filter can be selected by using the drop down selection in the custom filter section Since you have already activated editing for items in this window you can go ahead and click the button to the right of the dropdown to edit Custom Filters or create new ones 6 By clicking the View Data button you can see the results of any changes made to the sorts or filters This can be very helpful when creating your own custom reports because you will be able to preview your report before you actually begin editing it in FastReport ZS Report Data using Filter Employees By Location Sorted by ReportDefaule i Ioj x mo a gt PI KE First Prior Next Last Close er shie kopten Group BE Kirk TI Kelly Kirk e Kelly Fort Lauderdale 7 After previewing your data click Close in the viewer window to return to the Custom Reports window 8 If the report you wish to customize is not highlighted in the ReportName section select the desired report now 9 Clicking New or Edit will bring you into the FastReport custom report designer While in the designer you will have the option to save the report as another name or save it to an external FastReport 3 fr3 file You will also have the option to open a previously created FastReport file and save it in your database See Help Help Contents while in the designer for more information W FastReport Attendance Detail SHORT
22. done through the Network Neighborhood Properties Please see your Network Administrator if you need more assistance in setting this up If everything is the same on the Client as it is on the Server and you re still unable to connect then try this If your Server has a static IP Address try entering this for the Server name when installing to the Client Workstation 10 If running from a Client Workstation and you went through the steps above and it didn t fix the issue check with your MIS or Network Administrator regarding the status of the Server Getting SQL Parse Error EOF in String Detected Issue Getting an error message when logging in Receive the following error message when logging in SQL Parse Error EOF in String Detected Description This is caused when pressing the comma key and Enter key at the same Possible Resolution s Avoid pressing the comma and Enter key at the same time Unable to install on a Windows 2000 system Issue Doesn t finish installation Description This usually happens if you do not have full administrator rights on the Windows 2000 computer Possible Resolution s Make sure you have full administrator rights before installing Exceeded the authorized user count Issue You have exceeded the authorized user count Your product license allows up to number of licensed users simultaneous users There are connections at this time The connections is a number greater than one
23. enter hrware ini Locate HRWARE in brackets and see the Server name and Path for the directory of the Gradience database Custom Reports From any report feature and after selecting filters and options such as Date ranges Location and Department groupings etc you can begin the process of creating a custom report Custom Reports are a function of the FastReport engine built into Gradience The purpose of this tutorial is to take you through the process for creating a custom report editing some basic information inside FastReport and then showing you the outcome For a full tutorial on working with FastReport please see the FastReport documentation Custom Reports give the user the option to present data from the original template report in new and exciting ways How it works is the default Gradience report called a template inside the application is used as a base for the new custom report The user can always start a new report from scratch but it is usually easier to create a new report by modifying a copy of the original template To create a custom report based on an existing report you would click the Save As button and select a new name for the report You would then proceed to edit the new copy of the report To edit an existing report select the report and click the Edit button If you attempt to edit the Default report a new name will be automatically assigned To create a custom report fol
24. first row in case you have headers Check This allows you to check for duplicates against the import file and the files Duplicates already in the database Required Fields The following are required fields for importing e Last Name e First Name e Location name must be in the Gradience database prior to importing e Department name must be in the database prior to importing e Date of Hire e Full Part Time e Active Status Active Inactive or Terminated NOTE Location and Department names must be created within the Gradience program BEFORE importing Importing To import your information follow these steps From within the program click File gt Import 1 Enter the path of the file or click on the H to navigate to it 2 Select Tab Delimited or Fixed Length This should correspond with the way the import file was saved 3 Select Skip First Line if you have title headings Do not select Yes if you don t have title headings or you may lose the first line of data 4 Click Load File to preview the file At this point you should check that all column headings match the fields that will be imported Note The column titles above SSN Lastname Firstname and Middlename check each column to make sure the appropriate data is in the correct column For example the SSN number should have an 11 digit number plus two hyphens 5 Select which fields to check for duplicates in the Check Duplicates box Duplic
25. in case of a fire or flood Consult your system administrator for your company policy regarding data storage A Restore is when you recover from a backup There are three different uses for the restore feature A Restore may only be done through the DB Monitor 1 To overwrite the current data with archived data 2 To recover from a hardware crash 3 To move information onto a new computer Please keep in mind that when you restore data your information will only be as current as the backup you are restoring from IMPORTANT NOTE The backup file may only be saved to the Server or Standalone Computer where the database resides The backup creates a zipped file with an extension of gbk Creating a manual backup from within Gradience To perform a manual backup from within the Gradience program follow these steps 1 From within Gradience go to File gt Maintenance gt Backup gt Backup Database 2 If you are running the backup utility from the Server or at a local PC where the database resides Standalone you will have the option to select where you want to backup to If you are running the backup utility from a Client Gradience client install it will automatically run the backup saving the data where the database resides Creating a manual backup from within DB Monitor To perform a manual backup from within DB Monitor follow these steps 1 Open the DB Monitor program by going to Start gt Programs gt Gradience and clic
26. in out and even to create edit or delete his or her own time entries Access for employees are given from TimeClock Access Managers Supervisors or Administrative Assistants are given user access through User Security This allows managers to be given access to select features within the TimeClock management screens User Security User Security for the Detail Tab The Detail Tab has features that are common to the Gradience programs Common Features refer to features that are shared among Gradience Attendance Records and TimeClock For example the Detail Tab and Locations Departments are common to all three programs Even if you only have one of the listed programs you will need to follow these instructions to set up user access rights Search For This allows searches by User Name Save As This allows you to create new user log ins based on access rights of another user The User Security window has the following features Feature Employee Record Access Description This allows access to view add or delete employee records Detail This allows access to the Detail Tab on the main screen View SSN This allows access to view Social Security Numbers Run Reports This allows access to run reports Reminders This allows access to add and delete reminders Reminders Assign This allows access to assign reminders as Global Global Reminders Assign This allows access to assign reminders to other users Users User Security This
27. know who was 15 minutes or more late on Mondays you could run an Exceptions report This designates the selected day as a regular workday This designates the selected day as an overtime day After you set up the first workday this allows you to copy it to the next workday so you don t have to re enter the same hours This allows you to enter a new entry for your employees daily work schedule This allows you to erase an entry Shifts Crossing Midnight You only need to set up the rules for Shifts Crossing Midnight if you have employees that work past midnight This allows the Work Day to be defined Feature Report time to NEXT DAY on or after ____ Description This allows you to set the time punches Work Date to the next day For example if the night shift starts work at 10 PM on Monday night but the entire shift 10PM 6 AM is counted for working on Tuesday then you would select this option Report time to PRIOR DAY on or before f This allows you to set the time punches Work Date to the previous day For example if the night shift starts at 2 AM on Tuesday but the entire shift is counted for working on Monday then you would select this option Maximum expected We recommend leaving this option at the default 3 5 hours This option is for hours for lunch break y Shifts punches that cross midnight and allows for employee s to be counted on the correct work day when working long or double shifts
28. next row 2 4 Enter what time the employees would normally leave for the day 3 Click on the next day and enter their start and end time for this day You may also use the Quick Copy Schedule feature to copy the previous day s entry Click Save to save this work schedule Remember to assign a work schedule to each employee under TimeClock Access without an assignment employee entries and overtime will not follow the work schedule rules This can result in payroll errors Preparing Time Card Runs Time cards are prepared by the Payroll Administrator or other designated person who can run time card reports or export this data to your payroll program The person who has access to Time Card Runs can lock out employees and other managers from making any changes to specific date ranges and save this information so that changes cannot be made to time that has already been paid for Viewing Time Card Data When viewing time card data keep in mind that overtime will only show if you have set up a Work Schedule and assigned it to your employees The Work Schedule will have rules regarding overtime and what day your Work Week starts on See Work Schedules Frequently Asked Questions Q I ve created a time card run covering 8 days For one employee it shows 59 hours of worked time but 0 hours of overtime Why is this A The start of your Workweek set in the Work Schedule determines the week for overtime Check to make sure you have a Wor
29. or PC The included database is not compatible with a non Windows based operating system such as Novell However you may run the database on a Windows based server or PC connected to a non Windows based network A static persistent IP address so that the database will be always connected to the client application Proper user license The database will only allow the purchased number of users to be connected at any one time to the database Wide Area Networks WAN require a WAN license based on the number of geographic locations The Product Key is affixed to the inside cover of the QuickStart Guide CD ROM drive or access to our software downloads area on www gradiencesupport com License Options Gradience products have similar licensing schemes The options currently available are Basic Only one user can run the program at a time Professional Up to five users can run the program at the same time when connected to a single common database Enterprise Site License Any number of users can run the program at the same time when connected to a single common database from a single site location Wide Area Network WAN licenses for multiple locations are also available Please call for more information Installing from the CD Menu To begin installing Gradience follow these steps 1 2 3 Close ALL running programs Insert the Gradience CD ROM into the appropriate drive of your computer The m
30. punch Tip Right clicking on an entry will show you the rounding rules Work Schedule Rules for that entry IN OUT BOARD The In Out Board allows you to see at a glance employees who are in and out The In Out Board will refresh itself if the Auto Update feature is checked otherwise clicking the Refresh button will update the board Feature Description Auto update every This allows you to set how often this board should update for you minute s Note This is not a live board and will only be updated by the Auto Update or pressing Refresh Feature Description In Out Employees This allows you to see employees who are In or Out at a glance Refresh Clicking this button will refresh the list Help This gives you help regarding the current screen Color coding a Green denotes employees who are clocked IN b Teal bluish green denotes employees who are clocked OUT Administrators can have access to view all locations and departments or only specific locations and departments depending on their security access rights Employees may be given access to all locations and departments or their specific location and or department or no access to the In Out Board See In Out Board Access under TimeClock Access Adding a New Employee Click Employee Detail Feature column The Employee Detail screen allows you to add edit and delete employees and if installed shares common screens with Attendance C
31. that changes each time you close and reenter the program Description Users may experience this issue when closing the program by clicking Exit under the File menu Users who exit the program by clicking the close window icon in the top right corner will not experience the problem but we still recommend downloading and installing the latest update Possible Resolution Download and install the latest Gradience program from our Updates area on our Web site at www gradiencesupport com Please follow the installation instructions After downloading and installing the update follow the steps below to clear the connections 1 Close Gradience and any other Gradience Programs that are open 2 Open DB Monitor and log in if it is not already running The DB Monitor resides on the computer where the Gradience database is installed 3 Click the Connections button 4 Click the Refresh button to verify all connections are N not active 5 Ifall connections are N then Click the Clear Inactive Connections button this will reset the connections 6 If you wish to close the DB Monitor not recommended if you have automatic database backups scheduled right mouse click on the icon Gradience Database Monitor located in the system tray area select Shutdown Database Monitor and click OK to close DB Monitor 7 Otherwise click the Hide button Moving Database from One Location to Another Issue Need to move your Gradience databas
32. will be clocked in at their respective times 26 TimeClock amp Attendance Code Gharimg sessssssssesssesnssensstnsstnssenssrnssrnnstenstensrenseressressrensrensrent 26 Setting Up Attendance Code Sharing 0 cccccecceeeeeeeeeeneeceeeeeeaeeeeaaeseceeesaaeeeeaaeseneeeseaeeesaeeeeneeee 26 Enable Attendance Code Sharing ssssssssssessssnssenesressresstensrensstnssressrenstenstenntensrensnnnssrensrensrent 26 Set Up REASON COS vesics ccticcesstecalesdichaxizsdeakataseanehseeat thesctecrehatyandestassnebseesherebatyanthiaayenehasedlgeanieats 26 Set Up Payroll Code Descriptions and Numbers sssssssssnnsseennrssennnnstnrnnsttnnnntnn nnne nn nanan en nnen nn nnne 27 Set Up Payroll Description Columns for Reports 0 cccceccceceeeeeeeeeeeeeeeeeeeeeeeeaeeseaeeseeeeesaeeseaeeee 27 Set Up Attendance Absence Codes ccccccceceeceeeeeeeeeeeeceeeeeceaeeeeaaeseneeeceaeeesaaeeseceeeseaeeeeaeeneneeees 27 Setting Security Rights siie ee aderite iaa ea adonar tan aaea a aa aap aa aaa a aiT 28 User Securty EE 28 User Security for the Detail Tab 28 THIMOGIOCK Ta EE 29 GlockingslA Out EE EE 31 Clocking In Using the Keyboard 31 Clocking In Using Swipe Card and Card Header 31 Neu 32 Setting Up a Remote Terminal 32 TimeClock Ethernet Terminal 32 Set p amp COMMGUATNO Ms sake creda t dents cca heen aa a aE a a E A ubesey dance A E dee Nehaees 34 My Time Glos Sinan a a saxyecs a a E 35 Employee Revi
33. will work From the Calendar screen we enter a V Paid Vacation day Related Absence Code on June 5 2002 From the TimeClock Entries screen we can see it reports the 7 hours as Paid Vacation Payroll Code Description If we double click on the Changed By Date at the bottom of the TimeClock Entries screen we can see Vacation as the Reason for Change Reason Code And we can see that it shows our columns of Paid Vacation First Column and Paid Personal Second Column with 16 hours Paid Vacation showing for Neil Adams And it will work the opposite way if we enter a manual entry in TimeClock it will display in Attendance Setting Security Rights Due to the confidential nature of information stored in Gradience TimeClock security is always turned on This will help prevent unauthorized persons from accessing critical employee data The use of security is required and setting up access to TimeClock and any other Gradience programs you have should be the second thing you do The first thing you should do is set up Locations and Departments You may set up access for managers to view only their departments and or view specific employees from other departments You may also set up employees to have read only access to their records Managers Access User Vs Employee Access There are two main levels of security to Gradience TimeClock Employee Level and Manager or Administrator Level An employee can be given access to clock
34. 07 on top of version 7 Opening Gradience for the first time will update the database to Gradience The Gradience program must have exclusive use of the database to perform the update Because all Gradience programs share the same database you must upgrade all programs from Version 7 to Gradience at once Using a version 7 application with a Gradience database could result in data loss Version 6 and Below If you re upgrading from version 6 or below you will need to upgrade to version 6 if not already installed and then convert the data to Gradience Version 6 is on the Gradience CD under the BIN Legacy directory Please contact Technical Support for more details on this procedure Before You Begin You should have the following information available 1 Location and Department names 2 User Information managers supervisors administrative assistants and others who will have access to the data 3 Employee Data Employee Name Hire Date Work Status full or part time Active Status Active Inactive or Terminated Location and Department Day Work Hours and Week Hours You will need additional information about employee schedules overtime and rounding rules payroll categories and codes etc to fully set up Gradience TimeClock Navigating the Management Windows Gradience TimeClock is now easier to navigate than ever before The main parts of the Gradience user interface are the Menu Bar Program Bar Feature Column Employee
35. 1 Report List 50 Report Options Tab 18 Required Fields 22 63 Restoring from a Backup 57 Rounding Explained 44 Running the DB Maint Utility 59 S Sample Database 65 Saving Logo to Disk 17 Scheduling Automatic Backups 57 Searching Help 65 Security Options 28 Set Up Attendance Absence Codes 27 Set up Payroll Code Descriptions and Numbers 27 Set up Payroll Description Columns for Reports 27 Setting a Reminder 24 Setting Security Rights 28 Setting Up a Remote Terminal 32 Setting Up a User for Security Access 29 Setting Up a Work Schedule 46 Setting Up Attendance Code Sharing 26 Setting up Employee Access for use with the Fingerprint Reader 73 Setting Up Global Preferences 16 Setting up Reason Codes 20 Setting up TimeClock Preferences 19 Setting up User Access for use with the Fingerprint Reader 73 Setup Reason Codes 26 Setup Types 9 Shifts Crossing Midnight 45 Standalone Computer Installation Instructions 11 Standard Time Vs Military Time 76 Starting Gradience TimeClock 14 System Requirements 7 T Table Listings 55 There are several ways to get help throughout the program 65 Time Card Runs Extended 54 Time Card Runs Emport 48 Time Card Runs Report 54 Time Cards Report 53 TimeClock amp Attendance Code Sharing 26 TimeClock Tab 29 Toolbar 13 Troubleshooting 67 Exceeded the authorized user count 67
36. 4 can be omitted Salutation 5 Mr Ms Mrs Dr only Employee Security Level 16up to 16 characters or numbers Race 25 Must match a valid race on the detail tab EEO Category 25Must match a valid category on the detail tab Sex M F 1 Mor F only Drivers License Number 15up to 15 characters or numbers 19 Renewal Date 10MM DD YYYY slashes required Veteran Status 25 Disabled Vietnam Era Other Veteran Office Phone amp Ext 30 800 123 4567 Ext 123 Fax 30 800 123 4567 Email address 30up to 30 characters or numbers Address Effective Date 10MM DD YYYY slashes required Magnetic Stripe Card Specifications This information is if you are going to utilize a card reader Keyboard Wedge The reader may be a magnetic stripe card or bar code reader We have tested with a keyboard wedge which the keyboard connects into the reader and then to the computer Formats ISO 7811 AAMVA and CA DMV Cards must be pre encoded on one track only with up to 24 alphanumeric characters on track 1 2 or 3 with a single carriage return at the end If you have a technical question please contact Technical Support at 888 925 7740 Standard Time Vs Military Time The following chart is for reference Standard Time Military Time 12 pm 1200 hrs 12 30 pm 1230 hrs 1pm 1300 hrs 2pm 1400 hrs 3 pm 1500 hrs 4 pm 1600 hrs 5 pm 1700 hrs 6 pm 1800 hrs 7 pm 1900 hrs 8 pm 2000 hrs 9 pm 2100 hrs 10 pm 2200 hrs 11 pm 2300 hrs 12 a
37. Card Runs Export you may export to a text file into the following Payroll formats e ADP PC Payroll for Windows e Paychex e PaycomOnline e PayAmerica e QuickBooks Pro and Premier Editions 2003 and above e RDE Summit Payroll Express e Rapid Payroll e UltiPro Please call or email Technical Support for other formats Gradience TimeClock is integrated with QuickBooks When you click on Export the time data is automatically transferred into QuickBooks See QuickBooks Integration below QuickBooks Integration Gradience TimeClock can import time data directly into QuickBooks Pro and Premier Editions 2003 and or 2004 To import from Gradience TimeClock you will need to set up QuickBooks for the following to view Weekly TimeSheets Appropriate Payroll Items that correspond with Gradience TimeClock NOTE Gradience TimeClock and QuickBooks should be set up prior to performing the following steps The following steps will set up Gradience TimeClock to import directly into QuickBooks 1 2 3 4 5 Open QuickBooks Open Gradience TimeClock Check your version number by going to Help gt About You should have at least v1 4 1 1 or higher before continuing From within Gradience TimeClock go to Time Card Runs and select Export If QuickBooks isn t an option in the left column hold down Ctrl Alt Q to display it Click Open QuickBooks This will bring up a QuickBooks message asking Do you want this application to access you
38. Code Number This payroll code number will show up when exporting time card runs This allows an Absence Code from Gradience Attendance to be directly related to a Reason Code in Gradience TimeClock available if the Enable Code When an absence or time worked code is entered on the Sharing is checked under Global Attendance Calendar this entry will be entered in TimeClock Preferences gt TimeClock Tab according to the related Reason Code Similarly when you create a manual entry with a Reason Code in TimeClock an Absence Code appears on the Attendance calendar screen Creating a New Reason Code To create a new reason follow these steps 1 Go to Settings gt Reason Codes 2 Click New 3 Enter a reason for the following Reasons you would use when making a change to a punch Reasons you would use when deleting a punch or time entry Reasons you would use when entering a manual time entry NOTE You can select multiple uses for a reason code For example when using the reason code Off Site you may want to be able to select this when entering a punch change or when entering a full or partial amount of time 4 Select Enabled This will allow the reason to be selected when making changes 5 Click Save Work Schedules You may get to Work Schedules by going to Settings gt Work Schedules There are some things in life that nobody has control over that may make an employee late for work Many companies give a grace pe
39. Edit their own TimeClock Entries gives employee the ability to edit TimeClock entries d Can Delete their own TimeClock Entries gives employee the ability to delete existing entries Current Work Schedule allows you to assign a Work Schedule for rounding and reporting purposes b Clear allows you to remove this work schedule from an employee c History allows you to view changes to an employees work schedule This also allows you to edit the Start Date In Out Board Access allows you to assign an employee access to see None All employees or employees by Location or department See the In Out Board topic See Also Setting up Employee Access Fingerprint Set Up Employees Not Rounding on the Correct Work Schedule Employees may be assigned different rounding rules over the course of their employment Every time an employee is given a new work schedule he or she gets a new Start Date from which the current work schedule begins A new work schedule will only round from the Start Date going forward Any punches before this date will not be rounded on this schedule There are times when you may need to change the start date for rounding calculations For example if an employee was accidentally assigned the wrong work schedule for a week where the work schedule assigned was rounding him her at 10 minutes instead of at 6 minutes you would want to change to the new work schedule and have the program calculate all past punch entrie
40. Gradience TimeClock User Manual CILLEI TimeClock Ee E EE 6 Gradience TimeClock 2007 New Features cccccceeesceceeeeeceeeeeeeaeceeeeesesaeeesaaeeeeeeeseaeeesaeeseneeenaes 6 Unlocking the DEMO E 7 System Requirements uinie eie eh dian a aa a aare i a aa iin iets 7 EEN et ETC 8 tee le EE 8 Installing from the CD MENU sostieni teoei a iat iii aaa a aaien ide aaa EE EERE REN 8 Setup TYPES ve 2 Aah a a a a a r a a a lal iat ei bt al hia 9 Installing Gradience TimecClock 9 Network Installation Client Gerver nnt 9 Server Installation Instructions ceecceceeeeceeeeeeeee cece ee eeaeeeeaaeeeeeeeeeaeeeeaaeeeeeeeeseeeeesaeessaaeseeeeseeeeees 10 Client Workstation Installation Insiruchons cae eeseaeeseeeeeseaeeesaeeteaeeseeeees 10 Standalone Computer Installation Instructions ceeeeeeeeeeeeeeeeeeeeeeeeee tae eeseaeeteeeeeteaeeeeaeeteneeee 11 Quick Note About Peer to Peer Insitallatons 11 Upgrading from Version 8 to GradienCe 2004 11 Upgrading from Version 7 to GradienCe 2007 12 Before dE EE EE 12 Navigating the Management Windows cee eeeeeae scenes ceases saaeeecaaeeeeeeeesaeeeeaeeeeneeee 12 MEn TEEN 12 Feature COMM EE EE 13 Ree TEE 13 Starting Gradience TiM ClOck ccecccecececeeeee cesses eeeeeeeeeaeeeeaaeeeeeeeeaeeeeaaeseeaaeseeeeeseaeeesaaaesseeeessaeees 14 Opening The Management Screen ccccceesceceeeeececeeeeeneeceeeeeceaeeeeaaeseeeeeseaeeeseaaeseeeeeseaeeesaeeeeneeee 14 L
41. Install Update from One Location 67 Installing Gradience Files to Another Drive Other than C 67 Moving Database from One Location to Another 67 Unable to connect to Interbase Server 67 Unable to install on a Windows 2000 system 67 U Unlocking the Demo 7 Upgrading from previous versions 11 USB Fingerprint BIO Reader Setup Guide 72 User Access Vs Employee Access 73 User Security 28 User Security Detail Tab 28 User Security for the Attendance Controller Tab 30 User Security for the Confidential Employee Record Tab 30 User Security for the Locations Department Tab 29 Using Custom Reports 60 Using Reports 50 V Version 8 and Below 11 Viewing Time Card Data 47 W Welcome 6 Work Schedules 21 Work Schedules Assignments Report 52
42. N key to enter the configuration mode A menu will be display press the 2 key to modify the configuration parameters 4 The default IP address will be displayed In most cases the default IP address 192 168 168 50 will have to be changed Use the keypad to modify the IP address value and press the Enter key 5 The default network mask will be displayed next Change this if you have a network mask and press the Enter key 6 The other setup parameters are presented one at a time on the terminal display Press Enter until you get to MODE Change the Mode parameter to 2 The default values for the others should be valid for most applications and can be accepted by simply pressing the Enter key 7 When all of the setup parameters have been entered the terminal will return to the configuration menu Press the Enter key to exit the configuration mode The Offline message will be displayed 8 At this point the terminal can be powered down and is ready for installation Installation Once the TimeClock Remote has been configured it can be installed on the network 1 2 3 Connect the terminal RJ 45 to a 10 100BaseT Ethernet hub or switch with a standard Ethernet cable When power is applied one of the network status LED indicators should light Start the TimeClock Remote program on the host Windows PC computer and login by going to File gt User Login Click File gt New Terminal to
43. Select Column Selected Feature Pane and the Recent Features Pane Menu Bar The menu bar includes the following options Menu Description Maintenance Backup Database Backs up the Gradience database File Export TimeClock Data Import Data Imports basic data into the database Export Data Exports basic data from the database Delete Deletes current employee record Exit Closes program Employee Name s The last seven employees that have been entered or edited will show here for quick navigation back to their record Filter Page This option allows you to filter by Active Inactive Terminated Full and View Part Time Status Open Reminders Shows open reminders that have not been resolved and whose date has not passed Checklist Shows the Checklist for getting started Welcome Shows the Welcome Screen User Security This screen allows you to set up user access Settings Global Preferences This feature allows you to set up settings that affect features within the program Guest Users This option is for users who want to set up access to the database using a third party tool such as Crystal Reports Reason Codes This allows you to set specific reasons when entering paid time for an employee Locations Departments This feature allows you to create your locations and departments Messages These messages will be seen when employees clock in and out Work Schedules Work Schedules allo
44. Terminal to your network through an Ethernet cable TimeClock Ethernet Terminal TimeClock Ethernet Terminals are small low cost data collection devices that communicate with Gradience TimeClock over a TCP IP network The network interface supports both 10BaseT and 100BaseT Ethernet connections The operator interface consists of an LCD display and membrane switch keypad with additional operator input options for barcode mag stripe and auxiliary RS 232 serial port Theory of Operation When the TimeClock Remote terminal is connected to an Ethernet network it functions similar to a dumb terminal The host software can send commands and displayable messages to the terminal via the network User input is entered at the keypad or mag stripe reader and is sent to the host software To minimize network traffic the user input is transferred as complete strings instead of character by character Strings are terminated by the Enter key and terminated with the ASCII lt CR gt A lt LF gt characters The mag stripe input automatically includes the Enter function Terminal Emulation The ET214 terminal has two 2 emulation modes the Virtual Terminal Command VTC mode and the ANSI Emulation Mode The VTC mode provides a unique but simple protocol that eliminates the need to know all the particulars of the lower level ANSI protocol The ANSI emulation mode is a subset of the standard ANSI terminal protocol that supports mos
45. The password should be one that you will easily remember but not easily guessed by those who know you A combination of letters and numbers no spaces or special characters at least 8 characters long will make a good password To change the Admin password follow these steps 1 From within Gradience go to Settings gt User Security 2 Enter a new password in the Password block Then enter the password once more in the Verify Password block 3 Click Save The next time you log in you may use the new password Creating Locations amp Departments Locations and Departments are required and must be assigned to each of your Employees See Adding New Employees to assign Location Department to employees Note When setting up Locations and Departments for the first time a Location must be set up first and then you may assign a Department to that Location Setting up Locations and Departments Setting up Locations and Departments is a critical task and must be performed before you can proceed with other data entry steps During the process you will create Locations first and then Departments afterward Departments can then be assigned to Locations Follow these steps Click on Settings and then Locations and Departments Click New and then select the New Location menu item Enter the location name Click OK If a helpful tip message box appears read the tip and click OK to proceed Click New again to create other
46. Title field blank column for Employee Code field and Active Status All of the fields in bold are required We would still need to have a blank column for MI Title and Employee Code in the order of the fields For a Fixed Length format you may use the DOS Editor or any other editor that shows you the field length The lengths of each field must correspond to the Length column under the Field Layout page We recommend using the Tab Delimited format The following is the field layout for importing text files into Gradience Attendance Fields shown in bold type are required and all import text files must include them Field NameLengthFormat Social Security Number 11 123 45 6789 Lastname 20 up to 20 characters First Name 20 up to 20 characters Middle Name 20 up to 20 characters Location 50 up to 50 characters Department 50 up to 50 characters Date Of Hire 10MM DD YYYY slashes required Full Part Time 1 Full Time or Part Time only Title 30 up to 30 characters or numbers Employee Code 14up to 14 characters of numbers Active Status 10Active Inactive Terminated If you have Records installed your text file can also include the following fields Date of Birth 10MM DD YYYY slashes required Address 1 30up to 30 characters or numbers Address 2 30up to 30 characters or numbers Home Phone 30800 123 4567 dashes required City 30up to 30 characters or numbers State 2 character 2 2characters i e FL Zip Code 1533325 1234 123
47. Version to share the database among the three separate programs For this reason you should also upgrade Records to the Gradience Version at the same time as Attendance otherwise you may create multiple non synchronized databases Quick Note About Peer to Peer Installations A peer to peer connection allows you to share information between two computers without the need of a formal client server connection The peer to peer connection must be in place before following these instructions See your Network Administrator for more details on setting up this type of connection On the host computer the one on which you wish the database to reside follow the instructions above for a Server installation Write down the Server Name and Database Path when prompted Note The Server installation will install both the software client application and database files to the host computer Then install the application Client on the other computer that will be sharing the information entering the Server Name and Database Path when prompted Upgrading from Version 8 to Gradience 2007 If you re upgrading from version 8 to Gradience 2007 we recommend backing up your current data first then simply run the installation program for Gradience 2007 Your database will be automatically converted the first time you start the program Upgrading from Version 7 to Gradience 2007 If you re upgrading from version 7 to Gradience simply install Gradience 20
48. a time entry is similar to creating a new entry except you only have the choice to change a punch time entry Deleting a Time Entry Delete will erase the selected time entry and record the deletion All changes and deletions are recorded and tracked To view deleted time entries go to Reports gt Deleted TimeClock Entries Printing an Employee Time Card Print allows you to print an employee time card for the selected date range Getting Help Help allows you to bring up the help file for this screen Time Card Entries The time card entries have the following coding Feature Description Blue band A blue band designates the selected entry White band A white band designates an IN punch Teal band A teal band designates an OUT punch bluish green Gray band A gray band designates a manual entry was given for a set amount of hours For example Josh took 8 hours of Vacation on 3 15 2002 and a manual entry was entered for his time Plus A plus sign designates a punch was changed or manual entry was entered Sign Asterisk An asterisk designates that there is a double punch either two IN punches or two OUT punches together Action should be taken on this type of entry of either adding a new entry or correcting an existing entry Hours cannot be calculated for a double punch entry CAUTION If you see an asterisk next to a time entry this means that some type of action should be taken such as correcting a
49. aaeeseseeseeeeesiaeeeseaeeeeaes 72 Pre setup RequireMent ccscccccsseeencecescenceeeseeneeeescaneeesaeeeeeaaaeeessaaaeseseeaaeeeseeeeneeseeseneeteeeneees 72 User Access Vs Employee Access 73 Setting up User Access for use with the Fingerprint Header ssssssssssssssessrsssrnssnnssnnsrnnssnnsnnens 73 Logging into the TimeClock Administration using the Fingerprint Header 73 Setting up Employee Access for use with the Fingerprint Header 73 Clocking in out using the Fingerprint Header 73 Logging into My TimeClock with the Fingerprint Header 73 MIAIINTC MEN CO EE 73 Decimal Conversion Table sssseseesiseirssirsssrrssrnssrnssitssrtssknssknsstnnstnsnttastnnatnn anna annnannntn ennn nn nenene 74 Import deele He Lt 74 Magnetic Stripe Card Specifications seeeseeeseeese eese nest nernet nsstnsstnnetrnntrnsnnnsnnnstnnnnnstnnsnnnsnnnnnne 76 Standard Time Vs Military Time c ccceccececeeeeeeeeeceeeee cee eeeeaeeeeaeeecaeeeseaeeeeaaeseeeeeseaeeesaeeseeeeeseaeees 76 E1215 Terminal Quick Starts ar a a a a gees 76 Welcome Thank you for choosing Gradience TimeClock 2007 This application replaces mechanical time clocks eliminating hand correcting and tallying of time cards and dramatically reducing payroll preparation time Gradience TimeClock features include Easy clocking in out using keyboard swipe card and fingerprint reader TC Remote software provides access to remote terminals swipe and punch e
50. allows access to add edit and delete users and user access Location Department This allows access to assign location department access for users Maint Global Preferences This allows access to edit global preferences Database Monitor Database Backup Database Restore This allows access to the DB Monitor This allows access to Backup from the DB Monitor This allows access to Restore from the DB Monitor Alter Product License This allows access to change the Product License Conversion Custom Reports Import Export Guest Users This allows access to run the Conversion Utility This allows access to create edit customized reports This allows access to import data This allows access to export data This allows access to set up Guest Users to manipulate the data from another program such as Crystal Reports The above features are shared between Gradience Attendance Records and TimeClock This means that the Detail screen under User Security is the same screen in all three programs TimeClock Tab Feature TimeClock Entries TimeClock Access Work Schedules Time Card Runs Feature TimeClock Settings Messages Time Codes In Out Board Export Data Description This allows access to the TimeClock Entries screen This allows access to the TimeClock Access screen This allows access to the Work Schedules screen See Setting up a Work Schedule This allows access to the Time Card Runs screen Descripti
51. atabase to a network directory for the purpose of backup Please consult your network administrator before installing to a network directory Network Installation Client Server Installing a Client Server setup is a two step process You will need to install to the Server first and then to the Workstation s To install to a network requires these items e Windows based Server or PC The included database is not compatible with a non Windows based operating system such as Novell However you may run the database on a Windows based server or PC connected to a Non Windows based network e A static persistent IP address so that the database will be always connected to the client application e Proper user license The database will only allow the purchased number of users to be connected at any one time to the database Wide Area Networks WAN require a WAN license based on the number of geographic locations The Product Key is affixed to the inside cover of the CD sleeve e CD ROM drive or access to our software product downloads area on www gradiencesupport com NOTE Gradience cannot provide technical assistance with setting up or maintaining your computer network Please consult your computer manufacturer or network administrator before contacting Gradience Technical Support Server Installation Instructions Install to the Server first by following these instructions Insert the Gradience CD on the Serv
52. ate quirky printers Normally you shouldn t need to adjust the labels to the right and left or up and down but it s there in case you need it Feature Description Left Offset When using the Left Offset positive numbers will offset the label to the right and negative numbers will offset the label to the left Top Offset When using the Top Offset positive numbers will move the labels down and negative numbers will move the labels up Picture Offset The Picture Offset allows you to stretch the picture by using positive numbers and negative numbers will squish the picture if needed Save Label The Save Label Adjustments button allows you to save your current Adjustment settings Table Listings Table Listings allows you to print user access rights User Security Locations and Departments which departments are assigned to locations Assigned Departments and Reason Code information Table Listings Print Help Close C Departments C User Security Detail C Assigned Departments C Locations C Reason Codes Table Listings are mainly used by Technical Support in assisting you with any issues but can be useful when setting up For example if you want to see what departments are assigned to locations you can print a listing of Assigned Departments Backing Up How often should you backup Every company is different regarding their backup needs One thing to remember is it s not if your computer is going to cras
53. ategory Assignments and Records EEO and Personal Contacts To add a new employee follow these steps D 1 Click from the Employee Browse or Employee Detail screen As a minimum enter First Name Last Name Hire Date Employment Status Work Status and Location and Department These fields are required To set up locations and departments see Locations and Departments under Administration 3 Click Save NOTE The SSN is not required when entering an employee in Gradience However when exporting time card entries if one of the selected payroll formats requires the SSN you will need to enter it before exporting Deleting an Employee CAUTION This will delete ALL information on the current employee including any records in Gradience Attendance and Gradience Records To delete an employee and all associated records follow these steps 1 From Employee Detail select an employee by clicking on his or her name 2 Select File gt Delete Employee 3 Click Yes to the Are You Sure message Giving Employees Access to Clock In Click TimeClock Access from the Feature Column The TimeClock Access screen allows you to set up employee logins passwords swipe card access individual access to create edit and delete their time card entries assign Work Schedules and employee In Out Board access A manager or administrator will always have access to the In Out Board screen Feature Employee Locat
54. ates will be checked during the Test File phase 6 Click Test File This checks for blank required fields and in the case of Location and Department it checks to make sure that the name of the Location and Department has already been set up within the program CAUTION If duplicates are detected and you click on Import these fields will be imported into the program 7 Once it passes the Test portion you will be able to click on Import File Exporting The export feature is used to transfer basic employee information into a text file that you can open in any word processor or spreadsheet application Only the basic information see Field Layout will be exported To export your information follow these steps 1 Click File gt Export 2 Select Tab Limited or Fixed Length for the Export File Type 3 Enter a path and file name or keep the default name 4 Click Export Your export file will be created as the file designated in the file block You may rename the file but we recommend keeping the file extension of txt After exporting you may open the file from within any other spreadsheet or word processor program NOTE Only the information in the Field Layout will be available for export Export TimeClock Data The TimeClock Export feature allows you to export the following data Last Name Location First Name Department Middle Name Punch Hours SSN Punch Changes Date of Birth Feature Descri
55. base 3 To point the Client Workstation s if applicable to the new location launch the Gradience program from the Client and enter the Server Name and Database Path from Step 2 when it asks for it Please contact Technical Support if you re having problems installing or connecting to the database Note Technical Support cannot assist you with Network issues such as setting up network access rights or checking your TCP IP connection but they may be able to give suggestions to common issues Installing Gradience Files to Another Drive Other than C Issue Installing Gradience files to another drive other than the C drive Description Sometimes installing to the C drive is not feasible It may not have much space left or it s not meant for database files Possible Resolution When installing Gradience there are three different sets of files that get installed Program Files Database Files and Database Engine Files Interbase When choosing Custom Install you may select the location for the Program and Database Files that get installed at the same time Interbase will automatically install to the c drive after you click on the first Finish button If this is okay then you only need to follow Step 1 below and click on Finish Otherwise if you also want to install Interbase to another drive then follow all of the below steps 1 Run the installation of the selected Gradience program such as Gradience Attendance Record
56. create a new terminal connection The Terminal Name is what will display under Help gt System Information on any Gradience program Select the TimeClock Remote or the appropriate Terminal Type and enter the IP address and the Port Number default is 1070 Select Connect at Startup and press Connect The TimeClock Remote program will display Connected and the Terminal will respond with the date and time This indicates the Terminal is communicating over the network and is ready to accept commands Data can be entered on the TimeClock Remote keypad by pressing the numeric keys and then pressing the Enter key The entered message will appear on the telnet client screen If the TimeClock Remote is equipped with a card reader mag stripe the decoded output can be displayed Optional digital I O functions can also be tested using the RELAY INPUTS and COUNTER commands A Adding a Company Logo 17 Adding a New Employee 41 Adding Employees 22 Assigning TimeClock Access 22 Attendance Tab 18 B Barcode 54 Before Contacting Technical Support 66 Before You Begin 12 C Change Password 35 Changing the Admin Password 15 Clearing Connections 58 Client Workstation Installation Instructions 10 Clocking In Using Swipe Card and Card Reader 31 Clocking In Using the Keyboard 31 Clocking In Out 31 Clocking in out using the Fingerprint Reader 73 Company Information Tab 16 Contacting Technical Support
57. d is not as important on a Server This option allows you to turn on or off the message prompting for backup when Prompt for you close out of the program Backups are very important We recommend that backup on Exit you turn this feature off only if you have scheduled backups within the DB Monitor Report Options Tab The Report Options settings affect how reports will appear by default Feature Description Print Preview Toggles turns on and off showing preview first before printing Header Bold Toggles bolding for Header Title Header Line Toggles putting a line under the Header Title Header Shade Toggles shading for Location or Department title row Data Line Toggles lines to separate data information Print SSN Toggles ability to show Social Security Numbers Print Picture Toggles ability to print Picture on printout Print Totals Toggles whether or not Totals show up on reports Editing Report Options To Edit Report Options follow these steps 1 Click EDIT 2 Choose an option by clicking in the box 3 Click Save Attendance Tab The Attendance Tab will only show if Attendance is installed Please see the Gradience Attendance manual for more details on this feature Setting Up TimeClock Preferences The TimeClock Tab allows you to set global settings for Gradience TimeClock This will also allow you to enable Attendance and TimeClock code sharing Feature Description Time Format This allows you to set the time to display
58. e A Reason is required for Creating a Manual TimeClock Entry or Entering Hours for a Date Feature Description Date This is the date the employee will get credit for Work Date This is the Work Date that the punch refers to Hours This allows you to enter specific hours for a date such as 8 hours for a Vacation day The Date Hours and Reason for New Entry fields are required Count towards Designates entry to count towards overtime overtime calculations Comments Comments are not required but may be helpful when reading a reason at a later date Date Versus Work Date When creating a new time entry there are two date fields Date and Work Date The Work Date represents the date the entry is counted towards Normally you won t need to change the Work Date unless you have work shifts that cross over midnight For example Josh starts work and clocks in at 8 PM on Monday night He gets off work at 4 AM on Tuesday morning but forgets to clock out A manual time entry is created for him punching him out at 4 AM the Work Date is of the previous date the actual date Josh started work The program knew that Josh had clocked in at 8 PM the previous day and since he had not gone over 13 hours between punches it counted the OUT punch to the previous date Editing a Time Entry Edit allows you to change an existing entry You must be given rights to have this feature Remember that the Reason for Change is required and tracked Editing
59. e Descriptions you ll be able to set up which two payroll codes you ll want to see in addition to Regular Hours and Overtime Hours time for all other payroll codes will be combined into the Other Column To set up the two Payroll Description Columns follow these steps 1 Go to Settings gt Global Preferences gt TimeClock Tab Payroll Description Columns for Reports locate First Column and Second Column 2 Click on the drop down arrow for First Column and select which payroll code you ll like to show up on the Time Card Runs report 3 Then click on the drop down arrow for Second Column and select another payroll code 4 Click Save 5 Close all the way out of the program and open it back up to refresh the data Set Up Attendance Absence Codes Once the Attendance Integration is enabled you ll be able to relate Reason Codes in TimeClock to Absence Codes in Attendance When you enter an Absence Code onto the Calendar that is related to a Reason Code this will create an entry in TimeClock Example We havea Reason Code of Vacation Payroll Code Description of Paid Vacation Related Attendance Absence Code of V Paid Vacation when enteringa V Code on the Calendar of 8 hours this time will automatically be entered in TimeClock as 8 hours of Vacation Reason Code And this time will be shown on the Time Card Run report as 8 hours of Paid Vacation Payroll Code Description With code sharing set up this is how it
60. e Fingerprint heading click on the Add button and follow the onscreen instructions 4 Under the TimeClock Access heading place a checkmark in the Enable Employee TimeClock Access checkbox If unchecked the selected employee will not have access to clock in out 5 Click the Save button when completed Clocking in out using the Fingerprint Reader A learning curve is not involved in clocking in and out with the Fingerprint Reader 1 Connect the USB Fingerprint Reader to the same computer where the TimeStation is running 2 Employee s clock in out by placing their finger on the Fingerprint Reader at any time when the TimeStation is running Logging into My TimeClock with the Fingerprint Reader 1 From the TimeStation screen click on the My TimeClock button or press F9 2 Atthe login screen you may log in by fingerprint any time the Fingerprint Scanner Ready message is displaying Maintenance Using a non scratch cloth clean the lens of the Fingerprint Reader as needed Decimal Conversion Table 1 2 3 4 5 7 8 9 10 6 016 033 0 066 083 116 133 1 166 6 3 5 6 316 3 5 6 11 12 13 14 15 16 17 18 19 20 183 2 216 233 2 266 283 3 316 333 3 6 3 5 6 3 6 3 21 22 23 24 25 26 27 28 29 30 2 366 383 A 416 433 A App 483 5 5 6 3 6 3 5 6 3 31 32 33 34 35 36 37 38 39 40 516 533 5 566 583 6 616 633 6 666 6 3 5 6 3 6 3 5 6 41 42 43 44 45 46 47 48 49 50 683 7 716 733 7 766 783 8 816 833
61. e Tab will only be shown if Gradience Attendance is installed Please see the Gradience Attendance manual s User Security section for more information User Security for the Records tab The Records Tab will only be shown if Gradience Records is installed Please see the Gradience Records manual s User Security section for more information Once you have followed the above steps the user can log in with their login and password with their assigned access rights Tip You may click Save As from the User Security screen if you already have a user with access rights you want to copy and give to another user The selected user must be highlighted first See Also Setting up a User for Security Access When setting up a new user you l need to make sure you set access rights under the User Security Detail Tab Location Department Tab and the appropriate program tab Setting up access to common features Detail tab Click New from User Security gt Detail screen Enter Log In and Password letters and numbers only and user s Full Name Select options for Displaying Reminder Alarms and Hints for this login Select Yes to allow the user to begin logging in after giving access Setting this option to NO is a good security measure when users are out of the office for a number of days Select what type of Feature Access users will have by clicking in the Feature Access Rights block 6 Clicking on the arrow will allow you to select from the foll
62. e from one computer or drive to another Description You may need to move the Gradience database because of receiving a new computer new operating system or running out of disk space among other reasons Possible Resolution The easiest way to move the database is to make a backup of your current database install Gradience on the new computer and restore the database Follow the detailed instructions below 1 From the current database backup your files from within the Gradience program by going to File gt Maintenance gt Backup Database or using the DB Monitor go to Start gt Programs gt Gradience gt Maintenance gt DB Monitor gt Backup Put this file in a location where you can get to it from the new computer For example onto a shared network drive or Zip Drive 2 On the new computer whether installing to a Standalone Computer or Client Server environment we recommend installing Gradience using Custom as the Setup Type and Server as the Install Type This will put a blank database at that location Restore the database from Step 1 using the DB Monitor When restoring you can only restore from the computer where the database resides You will not have the option in the DB Monitor to restore from a Client Workstation Note When going through as a Server Install this will give you the Server Name and Database Path Write this information down or print it out if you have client workstations that need to connect to the data
63. e reminder to be associated with specific employees select the checkbox Assign to all selected checked employees This is optional and will create a separate reminder that is associated with each employee 6 If you selected the checkbox in Step 5 you will need to select check any employees that this reminder is about in the Employee Select Column Otherwise skip to the next step 7 By default the User s name will default to the login that was used to enter the program Change this if you want the reminder to come up for another user or you may select Global which allows the reminder to come up for all users logging in Note You must have access to Reminders Assign Users and Reminders Assign Global under User Security to be able to change this option Enter a description of the reminder if needed 9 Click Save ARN oe Recurring Reminder To create a recurring reminder follow these steps Select Reminders from the feature list Click New Select check Recurring Reminder Select the type of reminder Anniversary Birthday Performance Review or l 9 Renewal Select a Through Date when do you want to stop the reminder from occurring Select how many days you want to be reminded before the event By default the User s name will default to the login that was used to enter the program Change this if you want the reminder to come up for another user or you may select Global which allows the reminder to c
64. ealing with Time Zone Differences If you have departments in different time zones that are connected to the same Gradience database you can set up Gradience to account for the time differences Without this feature all punch times whether in different time zones or not will have the time of the Server where the database resides An example of using Time Difference If the main server is in Florida and someone clocks in from Utah 2 hours behind the punch time would be recorded at Utah s time like it should To get to Time Difference go to Settings gt Time Difference To set up computer time differences follow these steps 1 Have each computer open Gradience TimeClock and then exit at least once before continuing Each computer should be connected to the same database They do not have to sign into the Manager s Section just open Gradience TimeClock to the first screen with the clock 2 Setting the time difference should be done from the main server where the database resides From Settings gt Time Difference you should see the name of each computer 3 Enter a Difference Reason for each computer The reason could be the department name state or anything else to remind you where that computer is located Computer names will not always be descriptive 4 Enter the time difference Enter time zones behind you with a number to include the minus sign 5 Click Save Any punches from the different time zones will be cl
65. eleted time entries The Reason Code window can be broken down into 3 parts Reason Code Payroll Code Description and Related Attendance Absence Code Set Up Payroll Code Descriptions and Numbers See Set Up Payroll Code Descriptions for detailed information A Payroll Code Description is related to a Reason Code and Absence Code The Payroll Code is the description that will show up on reports such as the Time Card Runs report Example A Reason Code of Vacation is set up When someone takes a vacation day a manual entry from the TimeClock Entries screen is created and given the Reason of Vacation A Payroll Code Description of Paid Vacation is set up relating it to the Reason Code Vacation When a time card report is run it will show the Payroll Code Description of Paid Vacation the Payroll Code is what will appear on reports When that manual entry with the Vacation Reason Code is created it will also create an entry on the Calendar in Gradience Attendance under the V Paid Vacation absence code Set Up Payroll Description Columns for Reports When running a report such as the Time Card Runs report only two payroll descriptions will show along with Regular Hours and Overtime hours due to space constraints If there are any other payroll code descriptions they will show up in the Other Column The Time Card Runs Extended report will show all payroll descriptions in a column format After setting up the Payroll Cod
66. enu will appear Select which product you want to install If the installation menu does not appear click Start gt Run The Run dialog will appear In the dialog box type D setup exe where D is the letter of your CD ROM drive Click OK or press Enter Once the installation procedure begins follow the on screen instructions to install the software See Setup Types below for more information It is recommended that you accept the default setting for each step of the install process If you are installing the software in a network environment Client Server Installation you should consult your network administrator prior to installation You must have proper network rights in Windows 2000 and XP in order to install Gradience software When installation is complete the Gradience program group will be added to your Start menu and a Gradience TimeClock icon will be on your desktop Setup Types e STANDALONE Use this option if you are installing to a standalone computer This will install the application files TimeClock Admin and TimeStation and database files to your local drive e SERVER This is the first of two steps in the Client Server Installation either for true client server configurations or peer to peer network that may be using a workstation PC for the database Choose this option to install the database and application files TimeClock Admin and TimeStation on the Server and before installing the Client application to PC workstati
67. epair a corrupted database If the utility does not repair the database please save screenshots of the error messages and contact Technical Support Running the DB Maint Utility Whether performing monthly maintenance or attempting to repair the database you would follow the same steps to run the DB Maint utility 1 Go to Start gt Programs gt Gradience gt Maintenance gt DB Maint 2 After clicking on DB Maint click on Start to run the utility program 3 After the utility finishes click Close to exit 4 Open the Gradience program NOTE The DB Maint may take several minutes to run especially on large databases Please be patient CAUTION Running the DB Maint utility requires exclusive use everyone must be out of any Gradience programs Any changes made to system during the running of the DB Maint utility will be lost DB Maint Features The DB Maint utility has the following features Features Description Start Begins the maintenance or repair Cancel Stops the maintenance or repair process Print Prints the error message s The Print button will not appear unless there are errors Copy Copies the error message s to the clipboard This will allow you to paste it into an email The Copy button will not appear unless there are errors Close Exits the DB Maint utility NOTE The DB Maint utility will attempt to repair the database that the hrware ini file points to Goto Start gt Run and
68. er Follow the CD Menu Instructions above At the Setup Type select Server Click Next Select Express Click Next IMPORTANT STEP Write down the Server Name and Database Path EXACTLY as they appear on the screen 5 Click I have written this information down Click Close 6 Click Next at the Current Settings screen This will install the program files to the Server 7 Click Finish This will start the installation of the database files 8 9 1 PON Click Next then the I Agree button if you agree to the license After the installation click Finish 0 Follow the installation instructions for the Client Workstation NOTE You only have to run the Server installation once Then you may install multiple Clients for the Gradience Version of Attendance Records or Time Clock if purchased or run as a demo Client Workstation Installation Instructions Install to the Client Workstation by following these instructions 1 Insert the Gradience CD on the Client Workstation Follow the CD Menu Instructions above 2 Select Client as the Setup type 3 Select Express and then click Next 4 Enter the Server Name and Database Path exactly as you wrote down from Step 4 of the Server Installation Then Click Next 5 Click Next at the Current Settings screen This will install the program files to the Server 6 Click Finish This will start the installation of the needed files to run the database 7 Click Ne
69. er For example if the Server Name is Server 1 and the Gradience Database Path on the Server is C Program Files Gradience Data HRWARE GDB then this is what will be entered EXACTLY when installing to a Client Workstation Q What do I need to know before installing to a network drive A Installing the database to the network and the program files to a Client Workstation s is a two step process You ll need to install onto the Server must be physically at the Server and then to the Client Workstation s Keep these things in mind 1 No drive mapping is involved TCP IP must be installed at the Client and Server if database is on the Server 3 When installing to the Server you will be prompted to write down or print out the Server name and database path Make sure you write these down EXACTLY as shown You cannot install to the Server from the Client When installing to the Client and when prompted for the Server name and database path enter these in EXACTLY as shown from the Server install NO DRIVE MAPPING IS NEEDED 4 After installing check to make sure you can run the program from the Server If you re having problems connecting to the database check to make sure you have System Full Control on the Gradience folder Q What is the difference between the TimeStation and the TimeClock Admin A The TimeStation is where your employees clock in out from and is usually installed on a computer s in a convenient locatio
70. ers Reminders allows you to view edit and create reminders TimeClock TimeClock Access allows you to set up employee access to clock in out You may Access give employee access to create edit and or delete their own time entries TimeClock TimeClock Entries allow you to maintain employee time entries You may view Entries add delete and edit time entries as needed Time Card Time Card Runs allow you to view print or export time cards Runs Toolbar The Toolbar contains buttons that allow navigation between feature records and allows editing of employee information H a gt wm D D vw x BO First Prior Next Last New Edit ance Delete Print Forms Help Starting Gradience TimeClock Gradience TimeClock consists of two applications the main application Gradience TimeClock Admin where administrative work is done such as setting up logins editing time cards and printing time card runs and a separate application called the Gradience TimeStation where your employees clock in and out NOTE Separating the Admin and TimeStation applications is new to Version 8 In the previous version of TimeClock you had to go through the clock in out screen to log into the Admin application 5 To start the TimeStation click Start gt Programs gt Gradience gt TimeStation or double click the program icon on the computer where your employees will clock in out The TimeStation is where your employees will clock in and out Employee
71. etting up the search index Once the search index has been created type in the Keywords you would like to search for and the results will be displayed A list of typical errors or messages that were known at the time of publication are listed in Appendix B Troubleshooting For more complete information please refer to one of the following e Readme txt file located in the C Program Files Gradience Common program directory e Help File located in C Program Files Gradience Common or accessible from the Start Menu e Internet Site www gradiencesupport com Before Contacting Technical Support Please follow these guidelines before contacting Technical Support e Remember Gradience does not support setting up networks or computer configurations e If you are having problems with your computer try rebooting first to see if that corrects the issue e If you are getting an error message please write down the whole message or take a screen shot of it Pressing the PrintScrn button on your keyboard will copy the screen to the clipboard you may then open MS Word or WordPad and paste it to the document From here you may print it out e If you are having problems with our program getting error messages program locking up other strange things happening please write down the steps to recreate the issue This will soeed things up when talking with a support representative e To get help in a timely manner check the manual Troubleshootin
72. ew Edit foolbar nennt 35 Creating a New Time Entry 00 cccececeeeececenececeneeeeeeeeeeeeecaaeeeeaaeeeeeeeceaeeesaaeeseaaeseeeeeseaeeeeeaaeseeeeesieees 35 Date Versus Work Datte cccccecceeseecetesseeneeeeseeeeeeeseeeeesseaeeesegaaeeeseaaaeeeessaaaeeeseseeeeeeeeeeneeteeeneees 36 Eciting a UME lte 37 Deleting a Time Ent 3egieeggdeeeeddddeee deeg EES cee ENEA E EEA AE 37 Printing an Employee Time Card 37 Getting Helpi werdi dete ei ey den ava es an ere a ae eR 37 Time Card EMES unnan ee EEN 37 Employee and Manager Access Levels cc ccccseeceeeeeceeeeeceaeeeeaeeseeneecaeeesaaeeseeeeeseaeeesaeeeeeeeeaes 38 Feature Gol zeg diiine ded ee dealin Weasel evade udev al AEN TEE 38 TIMCCIOCK ENtieS sac eee een ah eae ENEE eee irae EEN 38 TimeGClock Entries Toolbar deed eege ue eased EENEG es les qed iait agii t iih 39 Creating a New Time Entry iuui iisi aiiai ii aiaiai aai aa i a eig iai daii 39 Date Versus Work Dale eenrrion ioiii iiaii eiie it i Aiea Nai EIKA SI AEKA EEA Aiii a EASE SA 40 Editing a Time EMY cas nineio tind ace ei eatin ed Aven ENEE EAE at cee ee ae 40 Deleting a Time Entry viv tives adi aviv Avi ein Aelia ele 40 Printing an Employee Time Cardamine t aanne a a aa aasa Ea aaea E ceehinee A A Eaa oTa EN ATAARE 40 Getting Gl a A E EEEE E TEA EEE EEE 40 pe Gare AE A A E E fasten Undead E A EE 40 IN OUT let e RE 41 Adang a New Employee E 41 Deleting an Gul VE 41 Giving Employees Access to Clockln nenn nenn 42
73. for rounding and reporting purposes To set up your work schedule follow these steps 1 Click New 2 Enter a descriptive work schedule name 3 Select how your time is credited for rounding purposes 4 If you round to the nearest mark you may leave the defaults in the Rounding block as they are If however you round nearer or farther from the nearest mark then you may change the rounding to suit your needs 5 Check how the program will round for you by entering a clock in out time in the Rounding Example block If the time isn t rounding the way you want then change the Rounding time and check it again Select whether this work schedule qualifies for DAILY overtime and after how many hours Select whether this work schedule qualifies for WEEKLY overtime and after how many hours ao Setting up the Daily Schedule To define the daily schedule follow these steps 1 Select a day of the workweek and specify if it is a Workday and or an Overtime Day An Overtime Day is any day that is automatically counted as overtime such as Saturday or Sunday 2 Click New Time Entry 2 1 Enter what time employees on this work schedule would normally start work Press the TAB key or click New Time Entry to go to the next row 2 2 Enter what time the employees would normally break for lunch Press the TAB key to go to the next row 2 3 Enter what time the employees would normally come back from lunch Press the TAB key to go to the
74. g section help files within the program and our Web site at www gradiencesupport com for known issues and help on using the program e If you do have to call be near the PC and have the following information available o Gradience Account Number o Program Name o Program Version Number you may find this by going to Help gt About from within the program o Full error message and steps to recreate if possible Contacting Technical Support Technical Support for Gradience TimeClock is available as follows Internet www gradiencesupport com E Mail Requests techsupport gradiencesupport com Phone Requests 888 925 7740 8 30 a m to 6 00 p m EST Monday Friday Troubleshooting Here are the most common issues that you may experience when using Gradience e Unable to connect to Interbase Server e Getting SQL Parse Error EOF in String Detected message when logging in e Unable to install on a Win NT or 2000 system e Exceeded the authorized user count e Moving database from one location to another e Installing Gradience files to another drive other than c e Installing Update from one location Frequently Asked Questions Q Can I map the drive to the database as did in Version 6 of your other software A No There is no mapping involved If the database is on a network drive the Client Workstation communicates to the Server through TCP IP When you enter the path for the Server it must be as seen from the Serv
75. h but when They have made great strides in making computers more reliable but that just makes the time longer before something may happen to your computer The following pertains to any data on your computer and not just your Gradience program Ask yourself this question If my computer were to crash right now how long would it take to re create reenter all of my data without a backup Then ask yourself If had to restore from a backup would be okay with last week s backup where have to reenter a week s worth of data Would be okay with restoring a backup from 3 days ago When restoring your data the information will only be as current as your last backup So if you did a backup two weeks ago and had to restore this backup you would need to reenter the data that didn t get backed up Back up after you make changes to your employee records It is recommended that you back up your database after making any significant changes to records For example any time you enter several employees or input many changes to absence information would be a good time to back up You may also set up the DB Monitor to automatically back up at assigned times Rotate backups and store backup copies offsite A good backup routine is to have at least three sets of backups covering different days of the week This practice is called rotation and reduces your risk of data loss It is also a good practice to always keep one copy offsite
76. he Export Hours Worked option with a date range If Export Hours Worked is selected you can select to Export Punch Changes option Click Export Poe NO Getting Help There are several ways to get help throughout the program Sample Database A sample company called a tutorial database is provided so that you may view the different screens with sample data already filled in It is recommended that you use the program with the tutorial database in order to get a feel for the program without having to worry about altering live data When you are in the tutorial database no changes are made to your live database To open the tutorial database select Start gt Programs gt Gradience gt Data The Help Menu From the Help menu select Contents A listing of help topics is displayed Select the Book that interests you using a double click and then double click the topic you wish to display The F1 Key Pressing the F1 key is another way to obtain help within the program From most areas of the program pressing F1 will display the topic associated for that screen Searching for Help You can search for Help two different ways using the Help File Method 1 From the Help menu select Search for Help on The Help Topics Index will appear Select the Topic that interests you Method 2 Fromthe Help menu select Contents Click the Find Tab If you have not used this feature before the Find Setup Wizard will walk you through s
77. he Gradience TimeClock Checklist will appear If you do not want this window to appear at startup click am finished with the checklist To show this window from within Gradience TimeClock choose View gt Checklist The Checklist shows in order the sections that you should complete to get up and running quickly e Change the Admin password by going to Settings gt User Security We highly recommend changing the Admin password even if there aren t other users If needed set up access for others who will need to help you set up the program If you need to give access to specific locations and departments or individual employees set these up first and then come back to User Security and complete security access See Setting Security Rights e Create Locations and Departments Creating Locations amp Departments e Setup Global Preferences Setting Up Global Preferences e Setup preferences Setting Up TimeClock Preferences e Setup Reason Codes Setting Up Reason Codes e Create Work Schedules Creating and Editing Work Schedules e Add Employees Adding a New Employee e Assign TimeClock Access Assigning TimeClock Access e Optional Setting Up Gradience for Time Zone Differences Dealing with Time Zone Differences Changing the Admin Password The Admin login and password allows access to all features within Gradience Changing the Admin password is quick and easy and allows for greater security NOTE
78. her Action should be taken on this type of entry of either adding a new entry or correcting an existing entry Hours cannot be calculated for a double punch entry CAUTION If you see an asterisk next to a time entry this means that some type of action should be taken such as correcting a punch Tip Right clicking on an entry will show you the rounding rules Work Schedule Rules for that entry Employee and Manager Access Levels There are two main levels of security to Gradience TimeClock Employee Level and Manager or Administrator Level Employee Level Access This only allows access to Clock In Out and access to the My TimeClock feature which will allow individuals access to their time card histories This also will allow them to create new time entries edit existing entries and or delete their existing entries Access to the In Out Board may also be given See Employee s TimeClock Access Setting up employee level access consists of setting up access on the TimeClock Access screen Manager Level Access This will allow managers access to selected employee time card entries They may create edit and delete entries for these employees They Il also have access to the In Out Board Managers at least may have access to everything or only a few Administration screens Having one Manager Login that has access to everything is required You may create other Manager Logins that have partial access to
79. ien oaiit Ae ete ds AA eee vee es a ESS 59 Gustom REPOS iien iain avi EEN eon a ee ee ee ESA 60 Importing and Exporting RE EE 63 E E E I AEAN EEEE E EALA E EEE ETE eng 63 Required Fiaa ee eE EE ae i EAE eE eA A eE EEE AEE ELERES 63 leed e DEET 64 elle EE 64 Export TimeGlock RE TEE 64 Enn e Del le ET 65 Sample D ta ASE e aa a aa a ra aaa a aaa a eaa aE aaa r eaaa aa aeneae aa aana ian 65 Bee MET 65 TQS EE 65 SSarchiig fOr Help WEE 66 Before Contacting Technical Gupport tees eeeeaeeeeeeeseaeeeeeaeeeseaeeseeeeesaeeesaaeeeeneeee 66 Contacting Technical Support ceccceeeceeeeeeeeeeeeceeeeecaaeeeeaaeeeeeeeeaeeesaaeeseaeeseeeeeesaeseeaaeseeeeeseaeess 66 TrOUDIGSMOOUING BEE 67 Frequently Asked QUESTIONS 0 ccceceteceeeeeeeteeeeeaeeeeaeeceeeeecaaeeeeaaeseeeeceaeeecaaeeseaaeseeeessaeeseaaeseeneeeaees 67 Unable to connect to Interbase Gener nnen 68 Getting SQL Parse Error EOF in String Detected c cecceeeeeeeeeeeeeneeeeeeeeseeeeeseeeesaeeneeeseeeeee 69 Unable to install on a Windows 2000 SYStOM eee eeeteeeeeenne eee eeeeaeeeeeeeaeeeeeeaaeeeseeaaeeeeeneaeeeeeeaaes 69 Exceeded the authorized user coumt eeeeeeeeeeeeneeeeeeeee eee eeeeaeeeeeeaaeeeeeeaaeeeeeeaaeeeeeeaaeeeenenaaeeeeneaaes 69 Moving Database from One Location to Another 70 Installing Gradience Files to Another Drive Other than CH 71 Install Update from One Location 71 USB Fingerprint BIO Reader Setup Guide cecceeeeeceeeeeeeeeeeeeeeceaeees
80. in military style or 12 hour style In Out Board Settings a Enabled This allows the user to view the In Out Board from the main screen b Display Time This will show the clock in out time for the employee c Require Login This causes the In Out Board to require a login and password Time Display Rate This causes the main clock to be viewed in seconds or minutes Attendance Code If you have Gradience Attendance installed the following options will be Sharing available See Setting Up a Enable Code Sharing This will allow hours worked and paid time off Attendance Code codes to be shared between Gradience Attendance and TimeClock Sharing for detailed For example if a code V for Paid Vacation of 8 hours is entered on information the Calendar in Gradience Attendance this time will also be entered into Gradience TimeClock as a manual time entry of 8 hours Feature Description Attendance Code b Enable Hours Worked Transactions Relation Enable Code Sharing Cont Sharing must be checked for this option to be available This allows the W code Hours Worked entry in Gradience Attendance to be entered as a manual time entry in Gradience TimeClock b Reported Payroll Description Columns Reason Code Payroll Code Description Related Attendance Absence Code Note Reason Codes and Payroll Code Descriptions must be set up before assigning the Reported Payroll Description Columns See Setting Up Reason Codes
81. ion Department Search By Search For TimeClock Identification Changing Employee Password Swipe Card ID TimeClock Access Feature TimeClock Access cont Current Work Schedule Note To create a Work Schedule see Chapter 8 Creating and Editing Work Schedules In Out Board Access Description This is shown to make it easier when assigning access This allows you to search by Last Name First Name SSN or ID Entering one character at a time will do an incremental search For example entering the letter K will bring up the names which start with K Adding an L will search out names with KL and so on TimeClock Identification allows you to change the selected employee s Login and Password Just enter the new Login and password and click on Save to change For the Swipe Card ID option you ll need a magnetic swipe card or bar code reader and pre encoded cards To assign a pre encoded swipe card click on Update Change then swipe the card through the swipe card reader If an employee has an assigned swipe card ID number you will also have the option to Clear Delete TimeClock Access assigns employee options for a Enable Employee TimeClock Access This allows the selected employee to clock in and out This is required to be selected if the employee is allowed to clock in out Description b Can create their own TimeClock Entries gives employee the ability to create TimeClock entries c Can
82. k Schedule assigned for this employee by going to TimeClock Access gt Current Work Schedule If there is one go to Settings gt Work Schedules and make sure the assigned Work Schedule has the appropriate Overtime settings If the overtime settings aren t set up then go to Work Schedules and create one before assigning it See Creating Work Schedules for detailed information For Example If a time card run is created to include Randy from Wed May 8 2002 through Thur May 16 2002 and it shows that he worked 59 hours during this time this doesn t necessarily mean he has overtime Weekly overtime if any is calculated on the last day worked of the workweek Daily overtime if any will be calculated on the same day worked May 2002 Sun Mon Tue Wed Thur Fri Sat 1 2 3 A 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Assuming our Workweek starts on Sunday the date range of May 8 May 16 covers two separate Workweeks Workweek1 May 5 May 11 and Workweek2 May 12 May 18 If Randy does not work overtime on a daily basis or for the whole workweek he won t have any overtime But if he does work overtime for Workweek1 it will be calculated for that Friday May 10 and be included on the report Overtime worked for Workweek2 will not be reported unless Friday May 17 is included Factors involved in calculating overtime 1 What is the Workweek Start Day Sunday If the workweek sta
83. k includes several powerful reports to help you manage employees and prepare for payroll For additional reports please try Gradience Records which offers you the power of additional employee information tracking Report List Here is a list of the reports you can run e Employee Summary Report e Employee Anniversary Report e Hours Worked Report e Deleted Time Entries Report e Work Schedule Assignments Report e Exceptions Report e Time Cards Report e Time Card Runs Report e Time Card Runs Extended Report e Reminders Report e ID Badges e Table Listings Report Interface Features The following features are available on each report interface Feature Description Preview This allows you to see how the report will show when printed Print This prints the report Printer Setup This allows you to set printer options Help This will allow you to view help regarding this screen Close This exits the report interface Grouping Options This allows you to group on Location and Department Display Options This allows you to display SSN Export Options This allows you to not export headers Employee Summary Report The Employee Summary Report is a quick overview of your employees showing SSN date of hire title active status and full part time status Employee Anniversary Report The Employee Anniversary Report shows the anniversary date of employees according to the selected date range Hours Worked Report The Hou
84. king on DB Monitor 2 Enter your login and password If you do not have access to the DB Monitor Backup feature you will need to see your Administrator 3 Click the Backup Tab 4 Click Yes to the message Do you want to perform a sweep after the backup completes Note A Sweep is a maintenance feature that keeps the database working at peak performance 5 Click OK at the Select Directory screen It is highly recommended that you keep the default location Note You may only back up to the Server or standalone computer where the database resides 6 Click Close when the backup is complete Scheduling Automatic Backups To create a scheduled backup follow these steps 1 Open the DB Monitor program by going to Start gt Programs gt Gradience and clicking on DB Monitor 2 Enter your login and password If you do not have access to the DB Monitor Backup feature you will need to see your Administrator Click the Backup Tab Click New Backup Enter the Backup Type by selecting Daily Weekly or Monthly Enter the military time when you would like the backup to take place It is recommended to keep the other default settings of Performing Sweep and the path of the backup A different backup will be created for each scheduled backup Note The name of the backup will be Type _Backup_ mm dd yyyy _ time to distinguish it from other backups For example Weekly_Backup_08 02 2001_ 2300 or Monthly_Backup_09_01_2001_ 1700
85. l display on the report heading Address City State Zip and Optional County Remove Current Logo This allows you to unselect the current logo Assign New Logo This allows you to select a new logo This logo will display on the top left of reports Save Logo to disk This allows you to save the current logo to disk or to your hard drive Editing Company Info Follow these instructions to edit the company info 1 After clicking on Settings Global Preferences click Edit 2 Enter Information as needed 3 Click Save Adding a Company Logo If you have your company logo available in a bitmap bmp or jpeg jpg file format you can have this logo appear on reports Gradience supports bmp and jpg file formats not to exceed 200x200 pixels in size The logo will appear in the top left when you print a report To add a company logo follow these steps 1 Click Assign New Logo 2 Navigate to the directory where the company logo is located It can be in a bmp or jpg format no bigger than 200x200 pixels in size 3 Click on the logo and then click on Open to select it 4 Click the Save button Saving Logo to Disk You may save the logo to a directory on a disk or hard drive When you add a logo within Gradience the logo is actually saved within the database file General Settings Tab The General Settings screen allows you to enter the default hours in a day that employees will be assigned and allows use of the Forgotten
86. ll connections listed with an N under Active Connections Performing Maintenance and Repairing the Database The DB Maint is different from the DB Monitor The DB Monitor utility allows you to view current connections backup and restore and view backup history The DB Maint utility allows you to perform maintenance and attempt to repair a corrupted database DB Maintenance Utility To run the DB Maint utility go to Start gt Programs gt Gradience gt Maintenance gt DB Maint The DB Maint utility allows you to perform the following 1 Perform periodic maintenance on the database to keep it at top performance 2 Attempt to repair the database when corrupted Maintenance We recommend that you periodically perform maintenance on the Gradience database about once a month by running the Gradience maintenance utility called DB Maint DB Maint will perform some maintenance procedures on the Gradience database to keep it running at top speed CAUTION The DB Maint should not be used as a replacement for a good backup schedule The database may become corrupted beyond repair that can be quickly recovered by a current backup We strongly encourage running backups within Gradience or DB Monitor even if the database is on a Server that gets the whole drive backed up daily or on a Standalone computer Database Repair If you can t open the Gradience program we recommend running the DB Maint utility It will attempt to r
87. locations Now click New and select the New Department Item Enter the Department name Click OK Repeat the above steps as necessary for new locations and departments 0 After all Locations and Departments are created click the sign next to the Location in the right pane 11 Assign Departments by selecting placing a check in the box next to the Department name AO OOO Oe GON a NOTE As you add more locations and departments you will see that each location has ALL of the departments you have created However only those departments that you assign to a location will show up when assigning them on other screens You may not remove a Department from a Location if an Employee is still assigned to that Location Department combination After adding and editing locations and departments you may need to restart Gradience Attendance before the changes become available for selection Setting Up Global Preferences Global Preferences allows you to control your default program settings such as Company Info Report Options and specific program options Before editing any of the Global Settings you must first click the EDIT button See below for detailed information on each tab Company Info Tab The Company Information screen allows you to enter your company name address and logo We recommend entering the company name and logo as these will print out on Reports Feature Description Company Name Recommended This wil
88. low these steps 1 For this example we will use the original Attendance Detail report as a template to create a new custom version of the report Start by navigating to Reports gt Attendance Detail 2 Locate and click the Custom Report icon near the top right of the pane 3 Anew window titled Custom Reports Attendance Detail will appear shown below As you can see the current report name in grayed out text is Attendance Detail Template W Custom Reports Attendance Detail Oj x File Edit Window Help 4 AB di BB 2 Save Saves Cancel Delete Preview Print Help Close ReportName Report Name Date Report Last Modified 6 22 2006 2 00 20 PM Attendance Detail Template M Make this report available to everyone Custom Sort Fields Custom Filters ReportDefault v D Employees By Location v D Group Location Fort Lauderdale Group2 FullN ame EmployeelD Master Filter 4 A Custom Sort can be selected by using the drop down selection in the Custom Sort Fields section Custom Sort Fields work by allowing you to select a field which will be used to sort the records on your custom report Some built in examples include LastName and EmployeelD and ReportDefault appears as the default selection when you create your first custom report you will probably want to change the default selection Click Edit first then click the button to the right of the dropdown to edit
89. lowing should be completed prior to setting up the USB Fingerprint Reader Time Clock Application installed MyBiz 2 3 x x or Gradience 8 3 x x and above Device Driver for the USB Fingerprint Reader installed USB Fingerprint Reader connected User Access Vs Employee Access User Access is given to Supervisors and Managers and to any one else who will need access to set up or maintain the program User Access is set up through the User Security feature Employee Access is given to those employees who will be clocking in and out Employee Access is set up through the TimeClock Access feature Setting up User Access for use with the Fingerprint Reader 1 From within the TimeClock Administration go to Settings then User Security 2 Either select a user from the list or create a new user 3 Under the Fingerprint heading click on the Add button and follow the onscreen instructions 4 Click the Save button when completed Logging into the TimeClock Administration using the Fingerprint Reader 1 Close out and launch TimeClock Administration to get to the login screen 2 Atthe login screen you may log in by fingerprint any time the Fingerprint Scanner Ready message is displaying The Fingerprint Scanner will become inactive after 90 seconds Setting up Employee Access for use with the Fingerprint Reader 1 From within the TimeClock Administration go to TimeClock Access 2 Select an employee to edit 3 Under th
90. m 2400 hrs 1am 0100 hrs 2 am 0200 hrs 3 am 0300 hrs 4am 0400 hrs 5am 0500 hrs 6 am 0600 hrs 7 am 0700 hrs 8 am 0800 hrs 9 am 0900 hrs 10 am 1000 hrs 11am 1100 hrs ET215 Terminal Quick Start Overview This is a QUICK START document for use with the TimeClock Remote Ethernet Terminal It will help the first time user get a terminal installed and communicating rapidly It is strongly recommended that this documentation is reviewed BEFORE installation of the terminal is attempted It is assumed that the user has a host computer with the TCP IP network protocol installed and the computer is connected to the Ethernet network It is also assumed that the installer is familiar with network fundamentals such as IP address and port number The Gradience TimeClock Remote program is required to remotely configure and test the terminal over the network TimeClock Remote Configuration The terminal must be configured with a valid IP address BEFORE it can be installed on the network Initially this process is accomplished using the keypad amp display Once it is configured properly and installed on the network it can be reconfigured over the network using the Gradience TimeClock Remote program 1 Attach the power adapter to the terminal and plug the adapter into a power receptacle 2 The terminal should beep three 3 times and then display the Offline message 3 Hold down the S1 amp S2 keys and then press the I
91. matically entered in TimeClock Set Up Reason Codes See Setting Up Reasons Codes for detailed information After turning on the Attendance Code Sharing the next step is to set up Reason Codes You may already have Reason Codes set up if so go to the next step of setting up payroll code descriptions Reason Codes allow you to select specific reasons when entering a manual time entry Some examples of Reason Codes are Vacation Sick Personal Computer Down Corrected Time Entry etc Example Using the example above where Linda takes a vacation day when the supervisor enters a manual entry in TimeClock to record the time off the time is entered as 8 hours and the reason code is Vacation Feature Description Reason Codes Reason Codes are required reasons when changing a punch entry or entering a manual entry Payroll Codes Payroll Codes are descriptions that will show on reports and are related to Reason Codes and Absence Codes Related Attendance Related Absence Codes will allow absences that are entered on the Absence Codes Calendar screen to also be reported in TimeClock To set up Reason Codes go to Settings gt Reason Codes When entering a manual time entry whether correcting an entry or entering time for someone out on vacation requires a reason The three types of reasons are Punch Changes making a change to a punch time entry Manual time entries entering a time entry for 8 hours Vacation etc and D
92. me and all Payroll Code Descriptions in a row format If you have more than two payroll code descriptions for example Vacation Sick and Personal this report will allow you to view all payroll code descriptions set up under Settings gt Reason Codes Payroll Code Description ID Badges You may create ID Badges for use with Gradience TimeClock or company identification There are 4 types of ID Badges Employee Temporary Guest or without a title Layout The Layout Tab allows you to select what features will be on the ID Badge For example if you want the badge title to read Guest instead of Employee you can select Guest under the Badge Title Barcode The Barcode Tab allows you to select the type of Barcode that will be printed If you re not sure which type to use we recommend keeping the default barcode type of Code 39 Gradience uses the Employee ID as the Barcode number If an employee doesn t have an Employee ID number a barcode will not print out on the label Print Stock The Print Stock Tab allows you to select the label type The Gradience ID Badge type can be requested through our sales team and is specifically designed to work with Gradience TimeClock and Gradience Confidential Employee Record Label Adjustments Printers are not created equally some may print the labels too far to the right or left The Label Adjustments Tab allows you to move the labels to the left or right and up or down to accommod
93. ments Rounding Description Name the Work Schedule here This allows you to select rules for increments up to 60 minutes increments must be divisible by 60 When the Time Credited in Minute Increments is selected the default rounding is set to round to the nearest credited increment You may change this setting to fit your needs Use the Rounding Example to test your changes Rounding Example This allows you to see how your rounding will affect true clocking in out punches Set the Hour and Minute to test how rounding will affect punch times The Overtime and Punch Schedule Tab has the following features Overtime and Punch Schedules Payroll work week starts on This Schedule Qualifies for DAILY Overtime after __ Hours This Schedule Qualifies for WEEKLY overtime after Hours Daily Schedule This is a Workday This is an Overtime Day Quick Copy Schedule From New Time Entry Delete Time Entry Description This determines the day that your work week begins on which is defined as the start of the pay week Select this option if your policy is to give overtime after working so many hours ona DAILY basis For example anything over 10 hours daily is considered overtime Select this option if your policy is to give overtime ona WEEKLY basis For example anything over 40 hours weekly is considered overtime This allows you to set up daily schedules that can be reported on For example if you wanted to
94. n Type select Custom Click Next 3 3 At Select Components leave the defaults Click Next 3 4 At the Program Files Location click Browse and navigate to the Gradience shared directory created during the Server install Click Next 3 5 At the Database Server Information screen enter the Server name and database path exactly as shown from the Server install 3 6 Click Next This will install the program files 3 7 Follow the above steps for any other Client Workstations that will have Gradience installed When the above steps are completed once then when you need to install an update only steps 1 amp 2 2 1 2 7 need to be completed All users must exit the Gradience program s before updating All of the shortcuts on the Client Workstations will be pointed to the shared directory that will be updated when the Server install is completed USB Fingerprint BIO Reader Setup Guide This document covers the following for setting up enrolling User and Employee fingerprints for use with the USB Fingerprint Reader and TimeClock application Pre setup Requirements User Access Vs Employee Access Setting up User Access for use with the Fingerprint Reader Logging into the TimeClock Administration using the Fingerprint Reader Setting up Employee Access for use with the Fingerprint Reader Clocking in out with the Fingerprint Reader Logging into MyTimeClock with the Fingerprint Reader Maintenance Pre setup Requirements The fol
95. n accessible to employees This computer can also have a swipe card reader attached to make clocking in out easier The TimeClock Admin is for managers and supervisors This is where administrative work is done such as setting up TimeClock access and editing and printing time cards Q What type of install Standalone Server or Client should perform A We recommend putting the database on the Server and the program on a Client Workstation A Server has a less likely chance of locking up or crashing and allows the database to remain stable A Client Server installation requires 1 installing to a Server and then 2 installing the Client s Q There isn t room on the C drive on the Server Can install the database files and Firebird Db Engine files to another drive other than C A Yes Follow these steps 1 When installing Gradience to the Server install the program and database files first Select Custom after the Setup type and click Next This will give you the choice of where to install the program and database files 2 After you click on Finish it will prompt you to install Firebird the database engine Click Cancel to quit the installation process at this point 3 Using Windows Explorer navigate on the Gradience CD to the BIN Firebird folder and run the install file This will allow you to install Firebird to a physical drive NOTE The Gradience files need to reside on a physical drive not a mapped drive
96. nning This is good to make sure everyone is on the same program versions Feature Description Settings This allows you to change the Server Name and Database Path Backup This allows you to set up a backup schedule or backup now See above for creating a backup Backup This shows all backups completed You will need to manually delete old backups History from within Windows Explorer Restore This can only be done from the same drive where the database resides For example if the database was located on a Server the restore could only be done FROM the Server not from the Client Workstation See above for steps on restoring Information This allows you to view how many users are connected to the database and where the current database is located The Server Version information is the version of Interbase database Statistics This gives information on the database Normally you will not need this information Feature Description Connections This allows you to view who is connected and any inactive connections that need to be cleared Clearing Connections Go to Start gt Program Files gt Gradience and select DB Monitor To clear a connection follow these steps 1 Make sure that all users are out of all Gradience programs 2 From the Connections Tab of the DB Monitor click on the Refresh button and make sure that all Computer Names have a N under Active Connections 3 Click Clear Inactive Connections This will clear a
97. ntries Detailed time and date stamping of all entries including employee and supervisor changes Instant knowledge of employee status through a virtual in out board Fully customizable work schedules rounding rules overtime settings and more Data export function to major payroll provider software Direct transfer of time card runs into employee time sheets in QuickBooks Pro and Premier Editions 2003 and higher Flexible security access for employee and managers alike Integration with other Gradience programs simplifies data entry When combined with Gradience Attendance 2007 this powerful tool provides a comprehensive time and attendance tracking system for your business Gradience TimeClock 2007 New Features Gradience TimeClock 2007 has a number of new features designed to improve your productivity and improve timekeeping We ve added the following features to help you become more efficient and hope TimeClock will help streamline your timekeeping operations New features in TimeClock 2007 include e Store and Forward Provides the ability for time stations to work off network In past versions constant network connectivity was required for time stations This feature allows time stations to run off network and then synchronize information once connected to the network e New Reporting System The new reporting system allows for improved print handling exports and custom features plus contains additional reports e Shared Feat
98. ock feature My TimeClock allows employees to see their time entries Enter a password and enter it again in the Verify Password block a Also Giving Employee s Access Managing Employee Records Setting up Employee Access Fingerprint Set Up Creating TimeClock Messages To get to the TimeClock Messages screen go to Settings gt Messages This screen allows you to enter messages that employees will see when they clock in or out You may even set how long the message will stay on the screen To display a message type your message in the message block for either Clock In or Clock Out Message then click Save NOTE The Clock In message will display whenever an employee clocks in and the Clock Out message will display whenever an employee clocks out For example when an employee clocks in to begin the workday the Clock In message will display This same message will display when the employee clocks in from lunch Reminders The Reminders feature will show you all open unresolved reminders and allow you to create delete and resolve reminders If you have created a reminder it will show up when you first open the program starting on the reminder date Reminders will continue to display until you click Resolve Reminders Tool Bar and Pane Layout Tool Bar First Prior Next Last arrows navigates through selected reminders New Creates a new reminder Edit Allows you to make changes to a reminder Save Saves
99. ocked in at their respective times TimeClock amp Attendance Code Sharing Gradience TimeClock and Gradience Attendance can be fully integrated This means that absence codes paid time off entered in Attendance are also automatically entered into TimeClock such as Vacation Example Linda takes a vacation day her supervisor enters this time as a Vacation Reason Code in Gradience TimeClock so that she is paid for that day With Gradience integration set up this time will also show on the calendar in Attendance as a V Paid Vacation day Setting Up Attendance Code Sharing Provided you own Gradience Attendance 2007 you can set up code sharing between TimeClock and Attendance Perform the following steps in the order listed 1 Enable Attendance Code Sharing in the Global Settings window gt TimeClock tab 2 Setup Reason Codes 3 Setup Payroll Code Descriptions 4 Setup Related Attendance Absence Codes Enable Attendance Code Sharing The first step is to enable turn on the Attendance integration You would do this from Settings gt Global Preferences gt Global Settings window gt TimeClock Tab 1 Under Attendance Code Sharing on the TimeClock Tab click Enable Code Sharing You may also select Enable Hours Worked Transactions Relation if you are going to enter Hours Worked W Code on the calendar in Attendance With this option selected when a W Code is entered on the calendar screen the time will also be auto
100. ogging into the Management screen 14 LOGIN ANG PASSWOMC TEE 14 Gradience TimeClock Checklist cccccecececeeeeeeneeeeeeeeceaeeeceaeeeeeeeeecaeeeseaeeseaeeseeeeeseaeeesaesseaeeseneeees 14 Changing the Admin Password 15 Creating Locations A Departments ttnn ntnn tennene nnt 15 Setting Up Global Preferences AA 16 ellen Kl RTE 16 Editing COMPANY MMO E 17 Adding a Gompany Logo 2 c ccecciecccccsedie vee diiidan aiii iiid iaia ie dadada adedi 17 Saving LOGO to Diskarit aia Sou eelere vas EE eegene Ee aR i aiaa 17 General Settings Lab ceaceseceevestes fectdeeauewestueeesnevecete seas ceed eccteeneaeenv ates dachedaaeevdiiageuneeeaeessa 17 Report Options TaD reris idii aiii aiii AEN Eed Aydin neces 18 Editing Report Options siii iaid odii a diad li ces aa ia iai Ei ai eia 18 Attendances ald cepe Aei eiai ee ae cnet ev dite i ia edie EA E A 18 Setting Up TimeClock Preferences ccccccsceceeeeeceeeeeeeeceeeeeeeeaeeeeaaeseeeeesaeeesaaeeseaeesecaeeesaeeseneeee 19 Setting Up Reason Codes kk 20 Creating a New Reason Code 21 Work Schedules ierindnieks a ave eee ecsal qed EEN aiik 21 Printing Work SCHEGUICS i c ccutevesticis t r sures a a a aa a aaa a eb aE a TA E aE ithe Eege 21 Printing Employee Assigned Worked Gchedules 22 Adding Rule 22 KEENE eN a e e AE EE E EE E E E EEE A EL TE E E 22 Assigning TIMe ClOCK EE 22 Creating TimeClock Messages 23 Dealing with Time Zone Dtterences AA 25 Any punches from the different time zones
101. olumn All employees are entered through the Employee Detail screen From here you can enter their names Social Security Numbers optional Hire Dates Job Titles and other pertinent information This information is shared between Gradience Attendance Records and TimeClock This means that when you enter this information in one program you ll be able to see it in the other Gradience programs Required Fields The following fields are required First Name LastName Hire Date Work Status Employment Status Location Department and Day Hours SSN is not required in Gradience but may be required when exporting Time Card Runs for certain payroll programs To add a new employee click New See Required Fields Click Save after entering employee information NOTE Locations and departments must be set up before entering new employees See Locations Departments to set these up Assigning TimeClock Access In order to allow employees to clock in and out Enable Employee TimeClock Access will need to be checked under TimeClock Access You may also give employees access to create edit and or delete their own time entries To assign access to an employee follow these steps 1 Select the employee that you want to allow to clock in out by clicking on his or her name in the browse window 2 Select the TimeClock Access button 3 Enter a login name The employee will use this to login to clock in out and to gain access to the My TimeCl
102. ome up for all users logging in Note You must have access to Reminders Assign Users and Reminders Assign Global under User Security to be able to change this option 9 Enter a description of the reminder if needed 10 Click Save OOD SL Oe Rs Deleting Reminders Reminders are deleted from the Main Reminders screen by clicking on the Delete icon Editing Reminders There are two ways to edit reminders 1 Main Reminders screen From the main Reminders screen you can edit the following columns just by clicking in the field Reminder Date Title Resolved and Description 2 Edit Reminders screen Clicking on Edit from the main Reminders screen will bring up the Edit Reminder screen You may also double click on the title of a reminder The Edit Reminders screen allows you to change the Title Reminder Date User and Description Note If you need to change the Employee Name that this reminder is about you ll need to delete the reminder and then re add it Open Reminders Open reminders will appear for the user they are assigned unless the Global option is checked If a reminder is marked with Global then it will show for all users You may view open reminders by opening the program or selecting Reminders from the feature list Note If you have security access to Reminders Assign Users See User Security you may view reminders set up by other users You may also resolve reminders from the Open Reminders screen D
103. on This allows access to the TimeClock Settings screen This allows access to the TimeClock Messages screen This allows access to the Time Codes screen This allows access to the In Out Board This allows access to Export Data from the reports Setting Up a User for Security Access When setting up a new user you ll need to make sure you set access rights under the User Security Detail Tab Location Department Tab and the appropriate program tab Setting up access to common features Detail tab Click New from User Security gt Detail screen Enter Log In and Password letters and numbers only and user s Full Name Select options for Displaying Reminder Alarms and Hints for this login Select Yes to allow the user to begin logging in after giving access Setting this option to NO is a good security measure when users are out of the office for a number of days Select what type of Feature Access users will have by clicking in the Feature Access Rights block 6 Clicking on the arrow will allow you to select from the following Pio ts Gell e NO ACCESS No access to selected feature e READ ONLY This allows user to view only he or she cannot make any changes e READ WRITE This allows user to view add and edit no deleting allowed e READ WRITE DELETE This allows user full editing rights e YES This allows access e NO No access to feature 7 Click Save User Security for the Attendance Tab The Attendanc
104. on the My TimeClock button or pressing the F9 key The password for My TimeClock is the same one used when clocking in out See TimeClock Access for setting up employee s login and password Tip Employees may log into My TimeClock using their swipe card at the My TimeClock login screen Employee Review Edit toolbar If given the proper rights an employee may have access to New Edit and Delete This will allow them to manage their own time cards All changes and deletions are tracked and managers may run reports against these changes D A 8 S New Edit Delete Print Help Password Close Creating a New Time Entry You must be given rights to this feature Clicking New from the TimeClock Entries screen will give you the New Entry window with the following options Time Clock New Entry Type Selection After clicking on New you ll be given the choice of Clock In Clock Out or Enter Hours Selecting Clock In Clock Out will allow you to enter a manual punch entry just as if an employee had clocked in or out For example you may enter a manual punch entry of 05 15 PM for a specific date Feature Description Reason for A Reason is required for Creating a Manual TimeClock Entry or Entering Hours Change for a Date Date This is the date of the punch entry Punched This designates In or Out of the punch Time This is the time of the punch entry Work Date This is the Work Date that the punch refers to
105. ons e CLIENT This is the second step in the Client Server installation This will install the application files TimeClock Admin and TimeStation and ask for the Server Name and Database Path After clicking on a Setup Type you will have the following options e EXPRESS We recommended that you select this option if you are installing or upgrading Gradience for the first time This will take you through the installation process with minimum user intervention e CUSTOM This option is for Advanced Users who have specific installation needs such as installing just the Time Station program on a client NOTE A Client Server Installation is recommended The database is more secure than if you install it on a Standalone computer especially when installing Gradience TimeClock When running Gradience TimeClock on a Standalone computer you run the risk of someone changing the clock settings and creating false time card entries With a Client Server Installation the database and time are pulled from the server not from the client workstation Installing Gradience TimeClock This section explains how to install Gradience TimeClock to a Network or Standalone computer and answers frequently asked questions about installing Gradience TimeClock can be installed on a single standalone workstation or a network for database sharing among several users depending on your needs Regardless of which license you purchased you may install the d
106. ort ccccccecceeceeeeeeeeeeeceneeeeeaeeseaeeeceaeeeeaaeeseaaeseeeeeseaeeesaeeseneeetaes 52 Work Schedules Assignments Heport 52 ExCeptlons PUNCI eet Senge ees ee EES ee cus 52 EXCOPtlONS ee IECH EE 53 Time Cards Report The Time Cards Report shows punch times and manual punch entries for each employee according to the selected work date range Changes made to an entry can be printed along with employee and supervisor signature DIOCKS AA 53 Time Card RUNS Report ci ssecseegegaateeegscgnncedsazadecdsceuacuagtakue dEE A ATT 54 Time Card Runs Evtended sense caeeeeaaesseeeeecaeeesaeeseeeeseaees 54 Ee 54 See 54 AAU Al ie eener ge eeee 55 Label AGjUStmMeOnts eire rok cata cede faa eE anc bees cca AEE R EE hse divi enti idee es eee 55 PADIS IEISHINGS ege eege ee 55 BACKA U E 56 Creating a manual backup from within Gradience ecccceceeeeeeeeeceeeee cee eeeeaeeseeeeesaeeesaeeeeneeee 56 Creating a manual backup from within DB Monitor 57 Scheduling Automatic Backups s esseesseesseeeseeessssenestttttnntennuttntttnttntttnnntnnntnnntnnntnnntnnnnnnnn nenn nnn 57 Restoring trom a Back p EE 57 OB MOMO EE 58 Performing Maintenance and Repairing the Database cccecceeeseeceeeeeeecaeeeeeeeseeeeessaeeesaeeesaes 58 DB Maintenance Utility sec cc Aves avon nie tie nase ci vn ces 58 Maintenance EE 59 Database Repa eaaeo eea oi Av eis eds an een ee 59 Running the DB Mamit UMNY EEN 59 DB Maint Feature Se sinrecrin
107. ort to gain access into the Gradience program In order to use Password this feature we require that a statement on a company letterhead and signed by Utility a supervisor be sent by fax or mail stating that the user is allowed full access into the program We keep statements on file Call Technical Support if you have forgotten or lost your Gradience password If running the Gradience database on a Standalone computer this option will Forced Writes help to keep the database more stable A Workstation is more prone to lock for Interbase up or crash than a Server If the Gradience database is installed on a Workstation and the program is open at the time the computer locks up or crashes the database is prone to becoming corrupt and possibly not able to be repaired A computer lockup or crash can be attributed to several things including having too many programs open at the same time than what your computer memory can handle If the database is installed on a Workstation or Standalone computer we recommend keeping this option checked The performance may lag a little but unless you have more than 800 employees you may not even notice it We also recommend having a current backup created within Gradience or DB Monitor available If the database is installed on a Server normally a backup of the whole Server is created on a daily or regular basis We still recommend setting up Scheduled backups within DB Monitor but having this option checke
108. owing e NO ACCESS No access to selected feature READ ONLY This allows user to view only he or she cannot make any changes READ WRITE This allows user to view add and edit no deleting allowed READ WRITE DELETE This allows user full editing rights YES This allows access PONS a e NO No access to feature 7 Click Save User Security for the Records tab The Records Tab will only be shown if Gradience Records is installed Please see the Gradience Records manual s User Security section for more information Once you have followed the above steps the user can log in with their login and password with their assigned access rights Tip You may click Save As from the User Security screen if you already have a user with access rights you want to copy and give to another user The selected user must be highlighted first See Also Setting up user access for use w Fingerprint Reader Clocking In Out There are two ways to clock in and out of Gradience TimeClock and both are described below You can use a keyboard or a magnetic swipe card using a card reader Gradience TimeClock may be installed on one or two central computers or on all of your employees computers so they may clock in out from their desk Note Employees use the Gradience TimeStation to clock in out while managers and supervisors use the Gradience TimeClock Admin portion of the program to manage employee time We have made clocking in out as easy as possible Em
109. oyee Remote Terminals This section explains how our program works with remote terminals A remote terminal is a data collection station that looks like a 10 key pad with a magnetic stripe card reader attached The remote terminal is connected by a network cable that allows you to have a small data collection station in areas where you don t want or need to have a full computer and monitor setup A remote terminal collects the data such as someone clocking in out and sends the information to the database where it processes the data through stored procedures In other words it does all the processing at the Server where the database resides The remote terminal has a live connection to the Server so if the Server goes down employees will not be able to clock in or out until the Server connection is restored Setting Up a Remote Terminal To set up a remote terminal you will need the following e One or more TimeClock Remote hardware clocking stations e Gradience Remote Terminal Program e Gradience TimeClock Program e Static IP Address The Remote Terminal Program allows you to enter an IP Address of the Remote Terminal You can set up the remote terminal anywhere you can setup a connection to the network Setting the IP Address on a remote terminal 1 Have your Network Administrator set up a static IP Address for each remote terminal you plan to implement NOTE Technical Support cannot assist in setting this up 2 Connect the Remote
110. p amp Configuration It is strongly recommended that you read these instructions on setting up and configuring the TimeClock Remote terminal BEFORE attempting to install it The TimeClock Remote terminal must be configured for Gradience TimeClock BEFORE it can be installed and used on the network Configuration parameters can be modified through the operator console and are saved in non volatile memory Network communication parameters are entered with the Network Configuration Mode and the console parameters are modified with the Console Configuration Mode Configuring the TimeClock Remote terminal is done in three steps 1 Configuring the Network Configuration 2 Configuring the Console Configuration 3 Setting Up the TC Remote program Network Configuration Mode The Network Configuration Mode is used to configure the TimeClock Remote communications parameters These parameters must be set BEFORE the terminal is installed on the network Holding down the S1 amp S2 shift keys and pressing the IN key will start this mode A menu will be displayed and pressing the 2 key will allow access to the network parameters The display will present a series of configuration parameters and their current values A value can be changed using the keypad and pressing the Enter key After the last parameter is entered the values are saved in memory and the menu is display again Exit from the Network Configuration
111. ployees clock in and out from the Gradience TimeStation application Employees may clock in using the keyboard or using a magnetic stripe card swipe card and card reader Using a swipe card and card reader allows for faster clocking in out but may not always be cost effective You may install Gradience TimeStation on your employee s computers and allow them to clock in out from their desks See the Software License Agreement at the front of the manual See Also Clocking In Out using the Fingerprint Reader Clocking In Using the Keyboard Before being able to clock in and out an employee must have TimeClock access See Assigning TimeClock Access To clock in using the keyboard employees would enter their logins and passwords and click on Clock In F5 or Clock Out F8 Employees that are given time clock access also have access to the My TimeClock feature My TimeClock allows employees to see their own time cards If given the proper rights employees may also create edit and delete their own time entries within My TimeClock Clocking In Using Swipe Card and Card Reader If you have a magnetic stripe card reader and cards purchased separately it will log employees in out and allow them to get into My TimeClock without having to enter a login and password As an added security feature you may require that an employee enter a password even while usi ng a swipe card This may cut down on an employee clocking in out for another empl
112. ption Export Type Single File Exports Employee Data and Hours Worked to a single file If Export Punch Changes is selected it will export to a separate file Relational File Exports Employee Data and Hours Worked to two separate files H Export Punch Changes is selected it will export to another separate file Export This allows you to export the data Select Employee to This allows you to select specific employees locations and or departments Export to export Hire Range Filter This allows you to filter on a specific hire date range Job Status Filter This allows you to filter on full and part time Employee Status This allows you to filter on Active Inactive or Terminated employees Filter Select Employee Data Available Fields This is the list of fields to choose from Fields to Export Fields to Export In Export Order This is the chosen field Export TimeClock Export Hours Worked for Period This allows you to select a date range Data for time card data for the selected employee s Export Punch Changes This allows you to export punch changes To export data follow these steps From the File menu select Export TimeClock Data Select the export type Single File or Relational Expand the tree if necessary and select the employees to export Select the data fields to export by either double clicking on the file or selecting the file and clicking on the arrow pointing to the right If needed select t
113. r QuickBooks Company File Select Yes Always or Yes This Time to allow access Click Yes if you receive the Confirm to Proceed message Note if you select Yes This Time the next time you open QuickBooks from Gradience TimeClock it will ask you again for access Click back on Gradience TimeClock You should see two columns which may be filled in with data already The Payroll Code column is codes related to Gradience The Payroll Item codes are related to QuickBooks You ll need to relate the appropriate Payroll Code from Gradience to the Payroll Item code in QuickBooks The Gradience Payroll Codes should be displaying Clicking in the corresponding row for the QuickBooks Item code will bring up a drop down box Click Save after making any changes Click Export Exporting TimeClock Data From File gt Export TimeClock Data you may export hours worked and general employee information to a csv file which can be opened in MS Excel or other spreadsheet programs The TimeClock Export feature allows you to export the following data Last Name Location First Name Department Middle Name Punch Hours SSN Punch Changes Date of Birth Features Export Type Export Select Employee to Export Hire Range Filter Job Status Filter Employee Status Filter Select Employee Data Fields to Export Export TimeClock Data Description Single File Exports Employee Data and Hours Worked to a single file If Export Punch
114. rding to the new work schedule 1 From TimeClock Entries select the employee and the punch time you wish to re calculate 2 You may select the punch time entry either by double clicking on the punch entry or by highlighting it by clicking once on the entry and selecting the Edit icon 3 Do not change the date or time Selecta Reason for Change You cannot save an entry without selecting a reason 4 Click Save 5 Repeat the above steps for any punches that need to be re calculated Clicking Save will re calculate the punch time entry according to the work schedule For example if you changed this employee s work schedule from 10 minute rounding to 6 minute rounding then saved any punch entries that fell within the Start Date their punch entries would be recalculated Creating and Editing Work Schedules This section will allow you to set up your work schedule rules and define your daily work hours for reporting purposes As arule many businesses allow a grace period for employees when clocking in or out This allows for time variations on clocks watches and time devices throughout a company Rounding time also makes calculating payable time easier Rounding Explained Gradience TimeClock can automatically round off in 2 3 4 5 6 10 12 15 20 30 and 60 minute time slices and it will calculate the time in decimals unlike many mechanical time clocks This saves time by not having to convert the minutes to decimals Note
115. remaining and given the option to purchase Gradience Attendance Records or TimeClock Previous Installation If you have already installed the demo of Attendance you can unlock it by following the steps listed here e Open Gradience Attendance e Select Alter Current Product License from the Help menu e Select EDIT for the program you want to unlock and enter the Product Key you received with your purchase This will be located inside of the QuickStart Guide and or sent to your e mail address e Click OK If the confirmation message does not appear verify that you entered the correct key The Product Key is not case sensitive Note There is a different product key for each Gradience product System Requirements Minimum Windows XP Home SP2 Windows XP Professional SP2 Windows 2000 Professional Pentium Ill or Higher Processor 128 MB available RAM Random Access Memory 30 MB available hard disk space Access to a CD ROM drive SVGA monitor with 800 x 600 16 bit color depth or higher Recommended Windows XP Professional SP2 Windows 2000 Professional Windows 2003 Server or Windows Vista Pentium IV or Higher Processor 512 MB available RAM Random Access Memory 60 MB available hard disk space CD ROM drive SVGA monitor with 1024 x 768 High Color or higher Windows compatible graphics quality printer Network Requirements The following network requirements apply to TimeClock Windows based Server
116. reminder Cancel Cancels current changes Delete Deletes selected reminder Print Lets you print the Reminders report for selected employees Help Brings up help for this screen Pane Layout Reminder Date Date reminder should first display Title Heading of reminder Resolved Checkbox displays checked for resolved or unchecked for open unresolved Employee Name Displays name of employee that reminder is associated with User Displays name of user that reminder will display for Description The purpose of the reminder shows here Filters User Allows you to view reminders associated with specific users must have access to Reminders Assign Users under User Security Show Resolved Displays Resolved reminders only Show Unresolved Displays Unresolved open reminders only Creating a New Reminder There are two types of reminders in Gradience e One Time Reminders These are reminders that are only meant to remind you of a one time event such as filing an Absence Report at the end of the year e Recurring Reminders These remind you of the following recurring events o Anniversaries Gradience Attendance o Birthdays Performance Reviews and l 9 Renewals available if Gradience Records is also installed Setting a Reminder One Time Reminder Click on Reminders from the Features Column Click New Select check One Time Reminder Enter a Title and Reminder Date If you want th
117. riod to employees when punching in or out to cover these occasional events Setting up a Work Schedule allows you to give a grace period from 2 to 60 minutes You may run an Exceptions report to show if employees are abusing this right Schedule is not set up or assigned employees will be clocked in out with no rounding or overtime rules You will also not be able to run the Punch Exceptions Report Under Work Schedules you may also set up overtime and punch schedules and rules that govern how to handle shifts that go over midnight into another day You will need to set up your rounding rule Work Schedule and assign that rule to each employee The most common rounding rules of 6 10 and 15 minutes have already been set up for you To set up your rounding rules go to the Settings menu then Work Schedules See Create and Edit Work Schedules for detailed instructions on setting up Work Schedules To assign a Work Schedule to an employee go to the TimeClock Access Feature then Current Work Schedule See Assigning TimeClock Access Printing Work Schedules You may print all current Work Schedules by going to Settings gt Work Schedules and clicking on the Printer icon Printing Employee Assigned Worked Schedules To print the work schedules are assigned to employees go to Reports gt Work Schedule Assignments Adding Employees You may get to the Employee Detail Feature by selecting Employee Detail under the Feature C
118. rs Worked Report shows regular hours overtime hours and total hours You may select specific employees by date range Deleted TimeClock Entries Report The Deleted TimeClock Entries Report shows entries that were deleted along with the reason comments and login name of the person deleting the record S i Work Schedules Assignments Report The Work Schedules Assignments Report shows which work schedule each employee is on and when it was assigned Exceptions Punch Exceptions are broken down into two separate reports Punch Exceptions and Hours Exceptions The Punch Exceptions report allows you to report on early or late clock in and out punches You may even report on actual clock in out time or on the rounded time NOTE Your employees must be assigned to a Work Schedule with the daily hours set up to properly view this report The following are other options that are available on the Punch Exceptions Report For a list of features not listed here please see Report Interface Features above Feature Description Report Date Range This allows you to set a date range for the report Time Used For Report This allows you to report on Reported actual punch time or Rounded time Punch Exceptions in This allows you to view how early or late in minutes to report on Minutes Work Schedule s This allows you to filter on a selected work schedule Week Day s This allows you to filter on specific days
119. rts on Sunday this would mean the workweek is from Sunday through Saturday every week 2 Do your employee s receive overtime based on time worked on a daily basis Example Daily time worked over 10 hours receive overtime 3 Do your employee s receive overtime based on time worked on a weekly basis Example Weekly time worked over 40 hours receive overtime 4 When was the Work Schedule assigned to the employee Overtime Description Daily Overtime will be posted on the day the employee goes over the amount of hours Overtime set for Daily Overtime on the Work Schedule Example if gt 10 hours daily is considered overtime if employee works more than 10 hours on Tue overtime will be shown same day Weekly Overtime will be posted on the last day worked on the workweek Example if gt Overtime 40 hours a week is considered overtime if employee works Mon Fri overtime will be shown on Fri Exporting TimeClock Data You may export time entry data two different ways in Gradience TimeClock The first way is from the Export feature under Time Card Runs The other way is from Export TimeClock Data under the File menu Export Type Description Export TimeClock Exports hours worked and general employee information to a csv file This is Data a general export found under the File menu Time Card Runs This is a specific export feature that exports to several different payroll Export formats Time Card Runs Export From Time
120. s The work schedule start date is edited through the History Tab on the TimeClock Access screen For example if the start date is 11 5 01 rounding will only occur from this date forward Any punches before this date will not be rounded on this schedule CAUTION Editing the Work Schedule date may affect punches for the current employee that have already been paid for Changing an Employee s Work Schedule Date Changing an employee s work schedule date and having the program re calculate according to the new work schedule is a two step process First Step Change the Work Schedule Start Date From TimeClock Access click on History Current Work Schedule 2 On the Work Schedule History screen double click on the Start Date you want to change For example if you want to change the Start Date of 04 18 2002 to 05 01 2002 double clicking directly on the 04 18 2002 date will bring up an edit box Enter the Start Date of the new work schedule Leave the Ending Date blank if this is the most current Start Date Click Save If you need to have time punches recalculated according to the new work schedule go to the Second Step below otherwise punches may not have their time calculated correctly HL SD Second Step Recalculate the Punch Time Entries You ll need to edit any punch time entries that need to be recalculated and click Save The act of clicking the Save button will recalculate the selected punch time entry acco
121. s may clock in and out using the keyboard or swipe card with magnetic stripe reader or TC Remote Terminal Opening the Management Screen The Management screen allows you to view and edit employee time entries run reports and set program options If you have the Gradience TimeClock full program installed on the same computer where user can clock in out you will have the option to log into the management screen by clicking Management gt Management Login Or you may get to it by clicking Start gt Programs gt Gradience gt TimeClock NOTE A Management Administrator Login is different from an Employee Login A Management Login allows access to set up screens time card entries and reports Employee Login only allows employees to clock in out and manage their individual time entries Logging into the Management screen A user login is different from an employee login An employee login set under TimeClock Access will only have access to the My TimeClock feature and to clock in and out A user login set under User Security will allow managers supervisors and other administrators access to setup and maintain Gradience TimeClock Login and Password If you re logging in for the first time the default user login is Admin and the default password is Admin For security purposes we highly recommend changing this password after you log into the Management screen Gradience TimeClock Checklist For first time users t
122. s or TimeClock When going through the installation process choose Custom for the Installation Type For the next two screens Program Files and Database Files Location click Browse to choose where to install them 2 Stop at the point where it says FINISH Do not click on it Leave the install window open at this screen Open Windows Explorer and go to the Windows Temp directory From the Windows Temp directory locate or do a search for IBWin32setup exe 4 Double click on this file to start the installation process This will install the database engine files Interbase and give you the ability to install these files to another drive other than CH LA Install Update from One Location Issue When a new update is released you must install at each client workstation s and at the database server These instructions will show you how to set up the Gradience folders to only install the new update once from one central location Description Setting up one shared directory for the program files will make updates quicker and easier Possible Resolution These instructions will explain how to set up the Gradience program files in one shared location to make updating easier 1 Copy the Gradience installation file s to a shared directory The Server and all workstations that will have or already have Gradience installed should have access to this shared directory on the network If you downloaded the Gradience update from our Web site
123. t of the standard display manipulation command set For more information on these emulation modes see the Software Interface section Network Interface The TimeClock Remote terminal connects to a 10BaseT or 100BaseT hub via a standard RJ 45 Ethernet cable From a network perspective it occupies a single socket at a specified TCP IP address and port number The device must be configured with a unique IP address net mask and port number BEFORE it is installed on the network see Network Configuration Mode The host software communicates with the terminal by establishing a connection with the terminal and then sending and receiving ASCII text command strings Operator Interface The TimeClock Remote includes an LCD display and a numeric keypad as the primary operator console interface In addition the terminal may include optional barcode and or mag stripe input readers and an auxiliary RS 232 serial port for connection of a serial input device Display The TimeClock Remote display is a two 2 line by twenty four 24 column LCD character display It can display the 96 standard ASCII characters and 96 non standard symbols in a 5 x 7 dot matrix font The cursor position is identified by a blinking box and can be positioned under software control A display back light is available as an option for low light installations Keypad The TimeClock Remote operator keyboard consists of a four 4 row by six 6 column membrane swi
124. tch keypad Two 2 shift keys S1 amp S2 are provided to generate upper case alpha characters and several special characters The keypad also includes IN and OUT keys for manually clocking in out and YES and NO keys for answering program questions Default Alpha Numeric Mode The shift keys S1 amp S2 are used to expand the number of ASCII characters that can be generated by the keypad Holding down a shift key and pressing one of the other 22 keys generates an alternate ASCII character For example holding down S2 and pressing the 7 key generates the ASCII B code In addition holding down both shift keys and pressing a function key results in a special local terminal function The following table shows the assigned local terminal functions Key Combination Local Function Pressing Bottom Row Enters the bottom character For example pressing 7 enters the Character number 7 on the keypad S1 amp top left character Enters the top left character For example pressing S1 amp A enters the letter A on the keypad S2 amp top right character Enters the top left character For example pressing S2 amp B enters the letter B on the keypad S1 amp S2 IN Enter Network Configuration Mode S1 amp S2 OUT Enter Configuration Mode S1 amp S2 Cancel Reboot Terminal Reboot requires reconnecting through the TC Remote program Setu
125. the Administration screens they need For example a payroll administrator may only need access to View Edit Employee s Time Card Entries Create amp Edit Work Schedules and to Time Card Runs The other screens would be set for No Access See User Security Feature Column The Feature Column allow you to navigate from screen to screen Feature Description Employee This screen allows you to enter and edit employee data Detail In Out Board The In Out Board allows you to see at a glance employees who are in and out Reminders Provides ability to set reminders for employees Reports Brings up alist of reports available for previewing and printing TimeClock This allows you to set employee logins and passwords work Schedules and Access access to the In Out board TimeClock This allows you to view create edit and delete time card entries If you have Entries access to view and edit entries you have access to all records Time Card This allows you to run time card reports and lock down time cards so that no Runs other editing can be done TimeClock Entries The TimeClock Entries feature allows you to maintain employee time entries You may create new entries as well as edit or delete time entries You may also print out employee time cards from here All changes edits or deletions are recorded and tracked Selecting Show Changes will allow you to view entries that have been edited A plus sign to the right side of an entr
126. ttings gt Reason Codes When you make a change to a punch entry you are required to enter a reason for the change All changes such as deleting or editing a punch entry are tracked and recorded Reason Codes allow you to create these reasons customized for your company There are different types of reasons Feature Description Use for Punch Changes Reasons you would use when you might enter a punch time for an employee because he or she forgot to making a change to a punch For example punch in The reason would be Forgot to Punch Use For Deleted Entries Reasons you would use when deleting a punch or time entry For example you would delete a punch or time entry because someone punched in twice The reason would be User Error Use For Time Entries Manual Time Entries Reasons you would use when entering a manual time entry For example you may want to enter 8 hours of Paid Vacation for an employee The reason would be Paid Vacation This reason is also associated to Gradience Attendance if code sharing is checked Typical reason codes could be Forgot a Punch User Error or Computer Down For example if the new employee Josh came in at 8 30 AM and forgot to clock in Josh s supervisor would need to create a punch entry for 8 30 AM so that Josh gets credit for that time Feature Reason Code Enabled Use for Punch Changes Use for Deleted Changes Use for Time Entries Count Towards Overtime
127. ures Features under the User Security Features Tab are shared among Gradience Attendance Records and TimeClock For instance Locations and Departments are common to all three programs as are Global Settings e Job Codes Assigns job codes to employees This feature allows you to track codes for employees working in different business areas e Shift Differential Allows for expanded usage of shifts information e Intranet Track employee time log in and log out functionality using an intranet browser system e Fingerprint Reader support TimeClock now allows the use of fingerprint readers for clock in out purposes e Improved Product Key handling You can now enter your product key during the software installation process e Automatic updates Gradience can now be set to automatically check for updates via the Internet Unlocking the Demo You can unlock your demo copy after a new installation or after you have already installed the program New Installation You can unlock your installation immediately or run any Gradience application in Demo mode Here s how e During the installation of any Gradience application you will be prompted to enter your license key in the Product Key window e Enter the key in the Key field if you have it or click Next to continue installing the application to run Gradience in Demo mode e After running the applications in Demo mode you will periodically be reminded of the Demo trial period
128. ve Save As or Exit to close the report to return to Gradience Importing and Exporting Data The import function allows you to add new data from a text file into the Gradience program Conversely the export function allows you to export data from the Gradience program The software that you export your data from must be able to export the required information to a Tab delimited or fixed length text file See the required import fields Please note that we cannot provide support for other software program s Please contact the software vendor or manufacturer for more information on how to export data from your other software Features Feature Description Load Loads the selected file into the data window File Test This tab will not highlight until a file is loaded This checks for blank records and ensures that the department and location names that are being imported are already in the database Import This tab imports the file into the database Help This brings up the Help file pertaining to Importing Close This closes the Import screen and takes you back to the main screen Feature Description Import File This allows you to enter the path or navigate to the file you will be importing File Type This allows you to select the file type a Tab Delimited We recommend exporting or importing as this type of file b Fixed Length Gradience may export or import fields with a fixed length Skip First Line This will take out the
129. ws you to set rounding rules grace period for employees clocking in out Time Difference If you have multiple sites in different time zones this option will allow you to set the difference in time for each computer connected to the database Reports There are 12 different reports from basic employee information to viewing time cards and tracking deleted time clock entries See Using Reports You may also customize a report to fit most needs through Custom Reports Menu Description Contents This brings up the Help File for Gradience TimeClock Note Internet Explorer Help 4 x and above needs to be installed for this option to work System Information This gives you information about your computer database path and other information that is needed when speaking to Technical Support team About This shows the version number type of license Single User five user 10 user or Unlimited and User Login Name A link to the Technical Support site is also located here Alter Current Product License This allows you to enter a new Product Key Code Feature Column The Feature Column includes the following options Button Description Employee Employee Detail allows you to add new employees and edit employee Detail information This screen is shared between Gradience Attendance Confidential Employee Record and TimeClock In Out In Out Board allows you to view the clock in out status of employees at a glance Board Remind
130. xt then the I Agree button if you agree to the license 8 After the installation click Finish 9 Install the Client for any other Gradience versions You do not have to install to the Server again You may also install to other Workstations if needed 10 Double click on the desktop application shortcut the default Login and Password are ADMIN Standalone Computer Installation Instructions Installing to a Standalone Computer requires these items e Product Key Printed on the inside of the QuickStart Guide that came with your purchase e The Gradience Version CD ROM or Program Update from our web site e A Computer running a Windows based operating system Installing to a Standalone Computer is quick and easy Follow these steps 1 Insert the Gradience CD on Standalone Computer Follow the CD Menu Instructions above Select Standalone as the Setup Type Click on Express then click Next Click Next at the Current Settings screen This will install the program files Click Finish This will start the installation of the database files Click Next then the I Agree button if you agree to the license After the installation click Finish Double click on the desktop application shortcut the default Login and Password are ADMIN CONDO OP IMPORTANT NOTE FOR VERSION 6 AND EARLIER USERS Gradience TimeClock does not share the same database with Version 6 or earlier of Attendance and Records You will need the Gradience
131. y and since he had not gone over 13 hours between punches it counted the OUT punch to the previous date Editing a Time Entry Edit allows you to change an existing entry You must be given rights to have this feature Remember that the Reason for Change block is required and tracked Editing a time entry is similar to creating a new entry except you only have the choice to change a punch time entry Deleting a Time Entry Delete will erase the selected time entry and record the deletion All changes and deletions are recorded and tracked To view deleted time entries go to Reports gt Deleted TimeClock Entries Printing an Employee Time Card Print allows you to print an employee time card for the selected date range Getting Help Help allows you to bring up the help file for this screen Time Card Entries The time card entries have the following coding Feature Description Blue band A blue band designates the selected entry White band A white band designates an IN punch Teal band A teal band designates an OUT punch bluish green Gray band A gray band designates a manual entry was given for a set amount of hours For example Josh took 8 hours of Vacation on 3 15 2002 and a manual entry was entered for his time Plus A plus sign designates a punch was changed or manual entry was entered Sign Asterisk An asterisk designates that there is a double punch either two IN punches or two OUT punches toget
132. y denotes a entry has been modified Tip Double clicking on an entry in the changed window at the bottom will bring up details of the entry TimeClock Entries Toolbar From the TimeClock Entries screen Managers have access rights to create edit or delete employee time entries Creating a New Time Entry You must be given rights to this feature Clicking New from the TimeClock Entries feature will give you the New Entry window with the following options Time Clock New Entry Type Selection After clicking on New from the TimeClock Entries screen you ll be given the choice of Clock In Clock Out or Enter Hours Selecting Clock In Clock Out will allow you to enter a manual punch entry just as if an employee had clocked in or out For example you may enter a manual punch entry of 05 15 PM for a specific date Feature Description Reason for A Reason is required for Creating a Manual TimeClock Entry or Entering Hours Change for a Date Date This is the date of the punch entry Punched This designates In or Out of the punch Time This is the time of the punch entry Work Date This is the Work Date that the punch refers to Comments Comments are not required but may be helpful when reading a reason at a later date Selecting Enter Hours will allow you to give a set amount of hours for a given date For example you may enter a manual time entry of 8 hours Vacation Feature Description Reason for Chang

Download Pdf Manuals

Related Search

Related Contents

Irox EBR606C weather station  Diamond Multimedia R9270XD52GXOCV2 AMD Radeon R9 270X 2GB graphics card  Operating Manual Compact balance  MANUAL DE INSTRUCCIONES  FT Series Installation & User Manual  Top 10 BlackBerry Troubleshooting Tips  CR3 User Manual  LES « SITES ARTISTIQUES TEMPORAIRES »  Tecumseh AVA5535EXC Performance Data Sheet  取扱説明書  

Copyright © All rights reserved. Failed to retrieve file