TimePilot Corporation
Contents
1. you might be able to save some time by checking the help files in the TimePilot Central software Those files contain many details about our systems and definitions of terms that are used throughout this manual You can view the help files by clicking the Help menu in TimePilot Central 10 TimePilot Tap Instructions TimePilot End User License Agreement NOTICE TO USER THIS IS A CONTRACT READ IT CAREFULLY BY BREAKING THE SEAL ON THE DISK ENVELOPE YOU ACCEPT ALL THE TERMS AND CONDITIONS OF THIS AGREEMENT IF YOU DO NOT AGREE WITH THE TERMS AND CONDITIONS OF THIS AGREEMENT YOU WILL NOT BE ABLE TO USE THE SOFTWARE IF YOU DO NOT ACCEPT THIS AGREEMENT AND HAVE PROOF OF PURCHASE YOU SHOULD RETURN THE UNUSED SOFTWARE AND THE TIMEPILOT PRODUCT IN ITS ENTIRETY TO THE PLACE OF PURCHASE FOR A REFUND WITHIN THE TERMS OF THE RETAILER S RETURN POLICY This TimePilot Corporation License Agreement for TimePilot Agreement is a legal agreement between you either an individual or a single legal entity and TimePilot Corporation whose products include computer software and may include associated media firmware printed materials and online or electronic documentation Licensed Material By downloading installing copying or otherwise using the Licensed Material you agree to be bound by the terms of this Agreement LICENSE FOR LICENSED MATERIAL Copyright laws and international copyright treaties as well as ot2. Properties Lists the connected Tap s serial number and firmware version You can give this clock a name here too which will appear in TimePilot Central next to each clock in or clock out that this particular clock collects If you have more than one Tap naming the clock is a good way to be able to tell which Tap collected which clock in or clock out Possible names could be Job Site 1 or Bill s Tap B Data By default the Store transactions in TimePilot database should be checked and the location of the database will appear on the line below The second choice Store transactions in the Cloud is only for users of TimePilot s Enterprise Edition Enterprise Edition users have the option to store their database on the Internet which gives them more flexibility C Date and Time If you want the date and time on the Tap clock to be updated with the date and time on your PC every time it s connected make sure this box is checked it is checked by default If you prefer to choose when to update the date and time uncheck the box then you can update the date and time manually by clicking the Set Tap Clock to PC s Date and Time button D Password Allows you to set a password to protect access to this screen and stop unauthorized uses from making changes E Advanced Button Note We suggest you use this feature only after consultation with a TimePilot Technical Support Specialist Even after you dow
3. Tap without the cable that s how we intended it to be used when we designed it at some point you ll want to get your clock ins and clock outs into the TimePilot database on your PC Here s how Click the TimePilot Tap icon The Tap Manager will appear on your screen See screenshot at right Note that the words Not Connected appear in the white box That will change in Hot Connected the next step TimePilot tap To Menu Connect the USB cable that came with your Tap to the port on the Tap clock and plug the other end into a USB port on your computer Apr24 11 23 AM In a few seconds the Red Not Connected Etes will change to a green Connected and the date and time will appear See screenshot Ti PIlot Tam J at right At the same time the clock in and limePilot Ta r clock out data is automatically transferred from the clock to the database the time on the clock is updated to match the time on your PC and the battery in the clock is recharged All About the Tap Manager The Tap Manager is the software that handles communication be tween your PC and the Tap clock It only needs to be running when you want to connect the Tap clock to your PC Clicking the Menu button on the Tap Manager screen brings up the following choices 1 Apr24 1 18PM Connected TimePilot tap 7 Menu Options There are five things you can control here TimePilot Tap Instructions 7 A
4. not reverse engineer decompile or disassemble the Licensed Material Rental You may not rent lease lend or otherwise transfer the Licensed Material whether for value or not Support Services TimePilot Corporation may provide you with support services related to the Licensed Material Support Services Use of Support Services is governed by the TimePilot Corporation policies and programs described on its web site in online documentation and or in other TimePilot Corporation provided materials Any supplemental Licensed Material TimePilot Tap Instructions 11 provided to you as part of the Support Services shall be considered part of the Licensed Material and subject to the terms and conditions of this Agreement With respect to technical information you provide to TimePilot Corporation as part of the Support Services TimePilot Corporation may use such information for its business purposes including but not limited to product support and development TimePilot Corporation shall not be obligated to provide Support Services during any period during which an annual fee is not paid by Licensee or offered by TimePilot Corporation Termination Without prejudice to any other rights TimePilot Corporation may terminate this Agreement if you fail to comply with the terms and conditions of this Agreement or fail to pay TimePilot Corporation s invoice for this Licensed Material In such event you must destroy all copies of the Licensed
5. on your desktop as seen at right TimePilot TimePilot Tap Central 3 Now you ll set up your company in TimePilot Central First start TimePilot Central by clicking its icon on your desktop You ll need your software s serial number it s on a sticker on the inside front cover of your user manual A The first time you start the software you ll be asked if you want to create or open a TimePilot database Shown on next page Click the Create a new TimePilot 4 TimePilot Tap Instructions database button In the TimePilot system the database is where all employee transactions are stored Generally the database is not kept with the TimePilot software files much like a E a letter that you write with word processing software generally is not saved in the same folder as the word processing program By keeping the data in a separate location you can uninstall or install the TimePilot software without affecting the data that the system has collected Note If you re re installing the software you may see an existing database listed if you wish to use that database click it to highlight it and then click Open The software will suggest a location for the new database You can accept that location or change it to any location you want After you set up your database you ll be taken to the TimePilot Setup Wizard which guides the first time user step by step through the process of setting
6. Material and all of its component parts Upgrades If the Licensed Material is labeled as an upgrade you must be properly licensed to use a product identified by TimePilot Corporation as being eligible for the upgrade in order to use the Licensed Material Licensed Material labeled as an upgrade replaces and or supplements the product that formed the basis for your eligibility for the upgrade You may use the resulting upgraded product only in accordance with the terms of this Agreement If the Licensed Material is an upgrade of a component of a package of software programs that you licensed as a single product the Licensed Material may be used and transferred only as part of that single product package and may not be separated for use on more than one computer Copyright All title and copyrights in and to the Licensed Material including but not limited to any images photographs animations video audio music text and applets incorporated into the Licensed Material the accompanying printed materials and any copies of the Licensed Material are owned by TimePilot Corporation and or its suppliers Copyright laws and international treaty provisions protect the Licensed Material Therefore you must treat the Licensed Material like any other copyrighted material You may not copy the printed materials accompanying the Licensed Material Dual Media Licensed Material You may receive the Licensed Material in more than one medium Regardless o
7. THIS LIMITED WARRANTY GIVES YOU SPECIFIC LEGAL RIGHTS YOU MAY HAVE OTHERS WHICH VARY FROM STATE JURISDICTION TO STATE JURISDICTION LIMITATION OF LIABILITY TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW IN NO EVENT SHALL TIMEPILOT CORPORATION OR ITS SUPPLIERS BE LIABLE FOR ANY SPECIAL INCIDENTAL INDIRECT OR CONSEQUENTIAL DAMAGES WHATSOEVER INCLUDING WITHOUT LIMITATION DAMAGES FOR LOSS OF BUSINESS PROFITS BUSINESS INTERRUPTION LOSS OF BUSINESS INFORMATION OR ANY OTHER PECUNIARY LOSS ARISING OUT OF THE USE OF OR INABILITY TO USE THE LICENSED MATERIAL OR THE PROVISION OF OR FAILURE TO PROVIDE SUPPORT SERVICES EVEN IF TIMEPILOT CORPORATION HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES IN ANY CASE TIMEPILOT CORPORATION S ENTIRE LIABILITY UNDER ANY PROVISION OF THIS AGREEMENT SHALL BE LIMITED TO THE GREATER OF THE AMOUNT ACTUALLY PAID BY YOU FOR THE LICENSED MATERIAL OR U S 5 00 PROVIDED HOWEVER IF YOU HAVE ENTERED INTO A TIMEPILOT CORPORATION SUPPORT SERVICES AGREEMENT TIMEPILOT CORPORATION S ENTIRE LIABILITY REGARDING SUPPORT SERVICES SHALL BE GOVERNED BY THE TERMS OF THAT AGREEMENT BECAUSE SOME STATES AND JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY THE ABOVE LIMITATION MAY NOT APPLY TO YOU MISCELLANEOUS This Agreement is governed by the laws of the State of Illinois Should you have any questions concerning this Agreement please contact TimePilot Corporation TimePilot Tap Instructio
8. TimePilot Tap Instructions TimePilot Corporation 340 McKee St Batavia Illinois 60510 630 879 6400 www TimePilot com TimePilot Tap Instructions Introduction Congratulations and thank you for purchasing a TimePilot Tap timeclock We ve worked hard to make the Tap simple Please note These and easy to use instructions describe the installation and use How does it work Here s the short explanation of the TimePilot Tap portable timeclock For Employees tap their iButtons to clock in and out at the instructions on how clock When it s time for payroll you connect the clock to to use the TimePilot your computer with the included USB cable and the data is Central software please transferred from the clock to the TimePilot database on your see the accompanying PC Supervisors then use the password protected TimePilot manual and or the Central software to view and edit the data create reports online Help built into and prepare the data for payroll software or services the software You can also leave the Tap connected to your PC with the USB cable and use it as as desktop timeclock As employees clock in and out their transactions are sent instantly to the TimePilot software and their name and clock in or clock out time appear on the PC screen And here s a little more detail about how Tap works as a portable timeclock When employees tap their iButtons to the battery powered Tap the clock saves three thi
9. al see the User Manual 5 59 AM Salary Hours 5 59 AM Salary Hours 5 59 AM Salary Hours 5 59 AM Salary Hours 5 59 AM Salary Hours 6 56 AM Inserted 11 41 AM Inserted 12 30 PM Inserted 4 46 PM Inserted 5 59 AM Salary Hours 11 07 AM Cell Phone 8 02 PM Cell Phone 5 48 AM Cell Phone 8 04AM Cell Phone 2 04PM Cell Phone 5 10PM Cell Phone 6 05AM Cell Phone 6 06 AM Cell Phone onoooooooegeeoooooBiN PAIE Mon Mon Mon Mon Mon Tue Tue Tue Tue Mon Fri Fri Sat Sat Sat Sat Sun Sun Transactions need to be extracted Getting your Tap up and running There are several methods to get your Tap up and running Generally if you re new to TimePilot you should choose Method 1 If you have other TimePilot products and want the clock ins and clock outs collected by your Tap clock to appear in your current TimePilot database you ll choose Method 2 Please choose the method below that s right for you Method 1 1 Place the CD into your computer s CD drive When the opening screen appears click Install TimePilot Software Choose the TimePilot Installation Wizard then follow the instructions to install TimePilot Central and TimePilot Tap Manager Note that the software will ask you if you re installing other TimePilot Products too If you didn t purchase those products just click No for each 2 When TimePilot Central and the Tap Manager have finished installing you ll see their icons
10. f the type or size of medium you receive you may use only one medium that is appropriate for your computer You may not use or install the other medium on another computer You may not loan rent lease or otherwise transfer the other medium to another use Intended beneficiary TimePilot Corporation its suppliers and Licensors are the intended beneficiaries of this Agreement and shall have the right to enforce iton their own behalf and in their name U S GOVERNMENT RESTRICTED RIGHTS The Licensed Material and documentation are provided with RESTRICTED RIGHTS Use duplication or disclosure by the Government is subject to restrictions as set forth in subparagraph c 1 ii of the Rights in Technical Data and Computer Software clause at DFARS 252 227 7013 or subparagraphs c 1 and 2 of the commercial Computer Software Restricted Rights at 48 CFR 52 227 19 as applicable Manufacturer is TimePilot Corporation Illinois USA LIMITED WARRANTY TimePilot Corporation warrants that a the Licensed Material will perform substantially in accordance with the accompanying written materials for a period of thirty 30 days from the date of receipt and b any Support Services provided by TimePilot Corporation shall be substantially as described in applicable written materials provided to you by TimePilot Corporation and TimePilot Corporation support engineers will make commercially reasonable efforts to solve any problem issues Some states and
11. her intellectual property laws including without limitation those covering trade secrets and treaties protect the Licensed Material The Licensed Material is licensed not sold GRANT OF LICENSE This Agreement grants you the following rights Licensed Material You may install and use during the Term of this Agreement the Licensed Material on the number of computers identified by you when you purchased this Licensed Material License to use TimePilot Storage Network Use You may also store or install a copy of the Licensed Material on a storage device such as a network server used only to install or run the Licensed Material on your other computers over an internal network however you must acquire and dedicate a license for each separate computer on which the Licensed Material is installed or run from the storage device A license for the Licensed Material may be shared and used concurrently on different computers to the limit specified above Exclusion for Commercial Use Notwithstanding the foregoing you are not licensed to use the Licensed Material to provide services of any kind to others whether for a fee or not without TimePilot Corporation s express written consent DESCRIPTION OF OTHER RIGHTS AND LIMITATIONS Assignment Neither this Agreement nor any rights hereunder may be assigned sublicensed or otherwise transferred in whole or in part by you Limitation on Reverse Engineering Decompilation and Disassembly You may
12. jurisdictions do not allow limitations on duration of an implied warranty so the above limitation may not apply to you To the extent 12 TimePilot Tap Instructions allowed by applicable law implied warranties on the Licensed Material if any are limited to thirty 30 days CUSTOMER REMEDIES If a problem with the licensed material cannot be resolved by TimePilot Corporation s Limited Warranty above TimePilot Corporation and its suppliers entire liability and your exclusive remedy shall be the remedy provided in the Time Clock Limited Warranty found on the preceding pages of this manual This Limited Warranty is void if failure of the Licensed Material has resulted from accident abuse or misapplication Any replacement Licensed Material will be warranted for the remainder of the original warranty period or thirty 30 days whichever is longer Outside the United States neither these remedies nor any product support services offered by TimePilot Corporation are available without proof of purchase from an authorized source NO OTHER WARRANTIES TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW TIMEPILOT CORPORATION AND ITS SUPPLIERS DISCLAIM ALL OTHER WARRANTIES AND CONDITIONS EITHER EXPRESS OR IMPLIED INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY FITNESS FOR A PARTICULAR PURPOSE TITLE AND NON INFRINGEMENT WITH REGARD TO THE LICENSED MATERIAL AND THE PROVISION OF OR FAILURE TO PROVIDE SUPPORT SERVICES
13. ly employees e Add Edit Departments You ll enter your company s departments here Later when you re using the system you can generate reports grouped by department e Add Edit Shifts This is where you create your employees shifts The system uses shift schedules to determine if an employee is early or late e Add Edit Holiday Schedules You ll set up your company holiday schedule here You can have more than one schedule e Add Edit Employee Profiles You ll add your employees here Make it easy on yourself You can use the Tap clock to enter each worker s iButton serial number To do so make sure that the Tap Manager is running and use the USB cable to connect the Tap clock to your computer Then click the blue Get iButton Number on the employee profile screen and touch his or her iButton to one of the probes on the Tap clock The number will be entered automatically When you finish the process click OK and the TimePilot Central screen will appear See the TimePilot Instruction Manual for instructions on how to use TimePilot Central 4 Your Tap is ready to go If TimePilot Tap Manager is running every time you plug in your Tap the time and date on the clock is updated the battery recharges and any transactions collected are downloaded into TimePilot Central Method 2 1 Place the CD into your computer s CD drive When the opening screen appears click Install TimePilot Software Choose the TimePil
14. ngs to its memory the iButton s serial number which identifies the employee the time and date and whether it s a clock in or a clock out The clock s memory can handle up to 12 000 clock ins and clock outs Its battery should last a year before it needs to be recharged When it s time to do payroll you ll move those clock ins and clock outs from the clock to the TimePilot software That s done by first starting up the TimePilot Tap Manager which is a small software program that acts as the go between for your Tap clock and your computer Then you connect the Tap clock to your computer with the included USB cable TimePilot Tap Instructions 3 Immediately the Tap Manager moves the clock ins and clock outs into the TimePilot database on your computer Apr24 11 23 AM or on your server you choose the location when you set up TimePilot Central And at the same time as long as the clock is connected by cable TimePilo to the computer the battery is being recharged and the date and time on the clock is synchronized to match the time on the computer Connected To see the clock ins and clock outs also called Transactions start TimePilot Central This password protected software performs all the calculations and lets supervisors correct insert and delete clock ins or clock outs as well as create reports and prepare the data for payroll For much more on TimePilot Centr
15. nload your data to your PC the Tap clock keeps them in its memory until it needs that memory space for new transactions If for instance your PC s hard drive fails and you lose your TimePilot database contact our support staff Support TimePilot com or 1 630 879 6400 and there s a good chance they can guide you through the process of re downloading your most recent transactions About Displays the software s version and build number useful if you re contacting a TimePilot Support Specialist Also shows the Data Path which is where your database is located Minimize Keeps the Tap Manager running but minimizes it to the taskbar at the bottom of your screen Exit Closes the program TimePilot Tap Instructions FAQs Q How dol set the time and date on the Tap clock A First make sure the Tap Manager is running on your PC then simply plug the clock into the computer Three things happen automatically Clock in and clock out data on the Tap clock is downloaded to the computer the time and date is updated on the Tap clock using the time and date on your PC and the battery is recharged Q Is there a low battery warning A No The clock is always charging when it is plugged in The LED in the iButton probe will flash red periodically to indicate charging When the device is fully charged it will flash green The Tap has been tested to run for a year before it needs any recharge at all TimePilot Tap Instruc
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17. ot Installation Menu not the TimePilot Installation Wizard then follow the instructions to install only the TimePilot Tap Manager 2 When the Tap Manager has finished installing you ll see its icon on your TimePilot Tap desktop as seen at right 3 The first time you run the Tap Manager it will automatically connect to your existing TimePilot database If it can t find the database on your computer if you are using TimePilot on a network and your PC isn t running TimePilot Central for instance the software will ask you for the database s location You can get the location from the person in charge of your TimePilot system Want to verify that the clock ins and clock outs collected by your Tap are going to the correct database Just click the Menu button in the Tap Manager and choose Options The location will be displayed in the section titled Data 4 Your Tap is ready to go 6 TimePilot Tap Instructions Using your Tap You can keep the Tap cabled to your PC and all clock ins and clock outs will be instantly sent to the database or you can unplug the cable and use the Tap as the ultimate portable timeclock Either way employees clock in and out by tapping their iButtons to the In or the Out probe on the clock Just a gentle tap will do the metal surface of the iButton just needs to make contact with the inner surface of the probe and the probe s inner rim If you re using your
18. tions TimePilot Supplies and Services To order supplies and extra services please visit the TimePilot web site www TimePilot com or call TimePilot at 630 879 6400 Available supplies and services include For all TimePilot systems e Additional iButtons These iButtons make it simple for you to add employees to your system iButtons are available in packs of 5 10 30 50 100 and 200 and in 12 different colors e Support contracts One year of telephone or e mail support in addition to the 30 days of free support that start at the time of your purchase iButton Receptors e QuickBooks Pro A discount is offered to TimePilot customers For TimePilot Tap e USB Cables For TimePilot PC e Upgrade to TimePilot Vetro Includes necessary items clock cable iButtons etc to add TimePilot Vetro functionality to TimePilot PC installations e Extra licenses They come in packs of 5 10 and 25 Larger installations are also available For TimePilot Extreme e Additional Extreme time clocks e Extreme mounting plates e USB drives Management iButtons e Extreme padlocks Technical Support For technical support call us at 630 879 6400 or e mail us at Support TimePilot com When you contact a TimePilot Technical Support specialist please have your registration number available The registration number can be found on a sticker on the inside cover of this manual TimePilot Tip Before you call or e mail for support
19. up the system Simply follow the steps and when you complete a task the next task will become available TimePilot Setup Wizard The seven step Please complete the following items to set up your system As you complete a section the next section will become available All of these settings as well as some advanced features can be modified later process includes Company Add a Company Create and define your company e Add a Company Here s where F you ll enter Add Edit Overtime Policy We do not have an overtime policy your company information Add Edit Pay Types including name your pay cycle AKO EGR Departmento weekly bi weekly etc whether you want to have rounding applied NEES EERTE to your employees I wil add holidays later etc If you have more than one pay cycle you can create a second company with different settings Add Edit Shifts We do not plan to use shifts Add Edit Employee Profiles wil add employees later e Add Edit Overtime Policy Do you pay overtime to your employees You can have multiple overtime policies each with a different set of criteria and payment rates TimePilot Tap Instructions 5 e Add Edit Pay Types This is where you ll set up how your employees will be treated in terms of whether they get overtime vacation pay holiday pay etc You can have multiple pay types for instance one for salaried employees and another for hour
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