User`s Guide - Lathem Time - Powered by Kayako Help Desk Software

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User's Guide
Contents
Quick Start Steps
1
Verify the Contents.................................................................................................................... 1
Mount the Terminal (PC600 and FaceIN Only) ........................................................................ 1
Verify the System Requirements ............................................................................................... 1
Install the PayClock Software.................................................................................................... 2
Open PayClock .......................................................................................................................... 2
Configure the PayClock Software ............................................................................................. 2
Add Employees.......................................................................................................................... 2
Update the Terminal (PC600 and FaceIN Only)........................................................................ 2
Welcome to PayClock
3
System Requirements ................................................................................................................ 5
Install the PayClock Software.................................................................................................... 6
Standard Install (Required).......................................................................................... 6
Client Installation in a Multi-User System .................................................................. 7
Product Overview
8
How does PayClock calculate employee punches? ................................................................... 8
Logging In ................................................................................................................................. 8
How Do I Login?......................................................................................................... 8
How do I change my password?.................................................................................. 8
Converting Old Version PayClock Data.................................................................................... 9
How do I convert the old version PayClock data ........................................................ 9
Navigating using the Ribbon Bar............................................................................................. 10
Getting Started Setting up PayClock ....................................................................................... 10
Using the PayClock orb button................................................................................................ 12
Backup/Restore........................................................................................................................ 12
Backing up the database ............................................................................................ 12
Restore a database backup......................................................................................... 12
Scheduled database backup ....................................................................................... 13
Upgrading PayClock Features ................................................................................................. 13
Activating additional features.................................................................................... 14
Support Assistant ..................................................................................................................... 15
System Information ................................................................................................... 15
Send Database ........................................................................................................... 15
Logging Out and Closing PayClock ........................................................................................ 16
Routine Operations Guide
17
Logging In ............................................................................................................................... 17
How Do I Log In? ..................................................................................................... 17
How do I change my password?................................................................................ 17
Navigating the PayClock user interface................................................................................... 18
How do I navigate using the Ribbon Bar?................................................................. 18
PayClock User's Guide
Contents • iii
Maintaining your Employees................................................................................................... 18
Adding an employee.................................................................................................. 18
How do I edit an employee? ...................................................................................... 19
How do I terminate an employee? ............................................................................. 19
Assigning Shifts to an employee ............................................................................... 19
Assigning Shifts to a group of employees ................................................................. 23
Updating the Terminal ............................................................................................................. 28
Polling the Terminal ................................................................................................................ 28
Managing the Employee Timecards ........................................................................................ 29
Filtering the Employee List ....................................................................................... 30
How do I use the Quick Search in the Employee List? ............................................. 30
How do I Select an Employee?.................................................................................. 31
How do I Select a Pay Period? .................................................................................. 31
How do I Add a Punch?............................................................................................. 31
How do I Edit a Punch?............................................................................................. 32
How do I Delete a Punch? ......................................................................................... 32
How do I Add Non-Work Time?............................................................................... 32
How do I Edit Non-Work Time? ............................................................................... 33
How do I Delete Non-Work Time? ........................................................................... 33
How do I Find Exceptions in the Timecard? ............................................................. 33
Running Reports ...................................................................................................................... 34
Viewing a report that includes all employees............................................................ 34
Viewing a report that includes certain employees ..................................................... 34
How do I select the pay period for a report? ............................................................. 34
How do I select a date range for a report? ................................................................. 34
Exporting payroll data ............................................................................................................. 35
How do I generate an export file? ............................................................................. 35
How do I generate an export file for a custom date range? ....................................... 35
Closing out your pay period..................................................................................................... 35
How do I close the pay period? ................................................................................. 35
How do I re-open a closed pay period? ..................................................................... 36
PayClock Set Up
37
Company.................................................................................................................................. 37
How do I set up my Company Information? ............................................................. 37
Pay Class.................................................................................................................................. 38
Pay Class - General Tab ............................................................................................ 38
Pay Class - Overtime Tab.......................................................................................... 41
Pay Class - Break Tab ............................................................................................... 42
Pay Class - Advanced Tab......................................................................................... 44
Pay Codes ................................................................................................................................ 47
Pre-defined pay codes................................................................................................ 47
How do I edit a pay code? ......................................................................................... 48
Departments............................................................................................................................. 48
How do I create a department? .................................................................................. 48
How do I edit a department?...................................................................................... 48
How do I delete a department? .................................................................................. 49
Breaks ...................................................................................................................................... 49
Shifts........................................................................................................................................ 54
Shift Type .................................................................................................................. 54
Breaks........................................................................................................................ 55
Advanced................................................................................................................... 56
Shift Definition.......................................................................................................... 57
Lockouts .................................................................................................................... 57
How do I set up a fixed shift?.................................................................................... 58
iv • Contents
How do I set up a flexible shift?................................................................................ 59
How do I restrict employees from punching too early or late?.................................. 59
How do I copy a shift to make a new shift? .............................................................. 59
How do I delete a shift?............................................................................................. 60
Employees ............................................................................................................................... 60
Employees - General Tab .......................................................................................... 60
Employees - Overrides Tab ....................................................................................... 65
Employees - Schedules Tab....................................................................................... 67
Employees - Benefit Time Tab.................................................................................. 75
Employees - Departments Tab .................................................................................. 76
Employees - Personal Tab ......................................................................................... 78
Employees - Messages Tab ....................................................................................... 79
Employees - Terminals Tab....................................................................................... 83
Employees - Advanced Tab....................................................................................... 84
Exports..................................................................................................................................... 85
Which payroll service export formats are available?................................................. 86
How do create an export definition?.......................................................................... 86
How do I generate an export file for payroll?............................................................ 86
Users ........................................................................................................................................ 86
How do I create a user login? .................................................................................... 87
How do I edit a user login?........................................................................................ 87
How do I delete a user login? .................................................................................... 88
Preferences............................................................................................................................... 88
General ...................................................................................................................... 88
Date/Time Format ..................................................................................................... 89
Non-Work Defaults ................................................................................................... 90
Custom Fields............................................................................................................ 90
Department Transfers ................................................................................................ 91
QuickBooks Integration............................................................................................. 92
Shift Options.............................................................................................................. 92
Understanding the Terminal Manager Tab
95
Using the Terminal Manager Ribbon Bar................................................................................ 95
Maintenance .............................................................................................................. 95
Refresh ...................................................................................................................... 97
Poll ............................................................................................................................ 97
Update ....................................................................................................................... 98
Import (FaceIN Only)................................................................................................ 99
Sync (FaceIN Only)................................................................................................. 100
Terminal Properties - PC600 ................................................................................................. 100
Connection Tab - PC600 ......................................................................................... 101
Employees Tab - PC600.......................................................................................... 101
Settings Tab - PC600............................................................................................... 101
Audio Tab - PC600.................................................................................................. 102
Info Tab - PC600..................................................................................................... 103
Update/Poll Schedule Tab - PC600 ......................................................................... 103
Recovery Tab - PC600 ............................................................................................ 104
How do I change the properties for a PC600 terminal?........................................... 104
Terminal Properties - FaceIN ................................................................................................ 104
Connection Tab - FaceIN ........................................................................................ 104
Employees Tab - FaceIN ......................................................................................... 104
Settings Tab - FaceIN.............................................................................................. 105
Update/Poll Schedule Tab - FaceIN ........................................................................ 105
Recovery Tab - FaceIN ........................................................................................... 105
How do I change the properties for a FaceIN terminal?.......................................... 106
Contents • v
Terminal Properties - TS100.................................................................................................. 106
Connection Tab - TS100 ......................................................................................... 106
Employees Tab - TS100 .......................................................................................... 106
Settings Tab - TS100 ............................................................................................... 107
Terminal Properties - PC50/60 .............................................................................................. 107
Connection Tab - PC50/60 ...................................................................................... 107
Audio Tab - PC50/60............................................................................................... 107
Terminal Properties - PC50/60 w/ TSWFS............................................................................ 108
Connection Tab - PC50/60 w/ TSWFS ................................................................... 109
Audio Tab - PC50/60 w/ TSWFS............................................................................ 109
Settings Tab - PC50/60 w/ TSWFS......................................................................... 110
Terminal Properties - TSRFS ................................................................................................ 110
Maintaining the PayClock Terminals
111
Adding Terminals to PayClock.............................................................................................. 111
How do I add a FaceIN terminal?............................................................................ 111
How do I search for and add a PC600 terminal? ..................................................... 111
How do I add a PC600 terminal?............................................................................. 112
How do I delete a terminal?..................................................................................... 112
Polling the PayClock Terminals ............................................................................................ 112
How do I poll a terminal? ........................................................................................ 113
How do I poll all terminals? .................................................................................... 113
What is the Terminal Settings Conflict message? ................................................... 113
Updating the PayClock Terminals ......................................................................................... 114
How do I update a single terminal? ......................................................................... 114
How do I update all terminals?................................................................................ 114
Activating Live Sync in the PC600 Terminals ...................................................................... 115
How do I enable live sync from the PayClock software?........................................ 115
How do I enable live sync from the PC600 terminal? ............................................. 115
Auto - Polling the PayClock Terminals ................................................................................. 116
How do I set up a FaceIN terminal to automatically poll? ...................................... 116
How do I set up a PC600 terminal to automatically poll? ....................................... 117
Troubleshooting the PayClock Terminals.............................................................................. 117
General Troubleshooting ......................................................................................... 118
FaceIN Troubleshooting.......................................................................................... 118
PC600 Troubleshooting........................................................................................... 118
Using the PayClock Terminals
119
PC600 - Using the Terminal .................................................................................................. 119
Employee Transactions using Badges ..................................................................... 119
Employee Transactions using a PIN........................................................................ 120
Supervisor Transactions .......................................................................................... 121
Administrator Functions.......................................................................................... 123
FaceIN - Using the Terminal ................................................................................................. 127
Set up the FaceIN Administrator ............................................................................. 128
Enroll Employees at the FaceIN Terminal .............................................................. 129
Punching In / Out at the FaceIN .............................................................................. 133
TS100 - Using the Terminal .................................................................................................. 134
Enroll Employees at the TS100 Terminal ............................................................... 135
Punching at the TS100............................................................................................. 136
PC50/60 - Using the Terminal ............................................................................................... 137
PC50/60 w/ TSWFS - Using the Terminal ............................................................................ 137
Enroll Employees at the PC50/60 w/TSWFS .......................................................... 137
Punching at the PC50/60 w/TSWFS using a badge................................................. 139
vi • Contents
Punching at the PC50/60 w/TSWFS using a finger................................................. 139
TSRFS - Using the Biometric Sensor .................................................................................... 140
Enroll Employees at the TSRFS.............................................................................. 140
Punching at the TSRFS ........................................................................................... 141
Global Scheduling
143
Scheduling Summary............................................................................................................. 143
How do I view the summary data? .......................................................................... 143
How do I view the labor coverage chart? ................................................................ 143
Global Shift Assignments ...................................................................................................... 144
Filtering the Employees........................................................................................... 145
Methods to Assign Shifts......................................................................................... 145
Managing Employees
155
Filtering the Employee List ................................................................................................... 155
Basic Employee Maintenance................................................................................................ 157
How do I add an employee? .................................................................................... 157
How do I edit an employee? .................................................................................... 158
How do I delete an employee? ................................................................................ 158
What is an Inactive employee?................................................................................ 158
How do I make an employee Inactive?.................................................................... 158
What is a Terminated employee? ............................................................................ 159
How do I make an employee Terminated? .............................................................. 159
How do I make an Inactive/Terminated employee active again? ............................ 159
Overriding Break Settings for an Employee .......................................................................... 159
How do I set up a punched break override for an employee?.................................. 160
How do I set up an auto deducted break for an employee? ..................................... 160
How do I set up an individual employee’s break?................................................... 160
Maintaining Employee Schedules.......................................................................................... 161
How do I assign a shift to a single date? ................................................................. 161
How do I assign a shift to multiple dates? ............................................................... 162
How do I assign a recurring shift to a single day?................................................... 162
How do I assign a recurring shift to multiple days? ................................................ 163
How do I create a one-time shift to a single date?................................................... 164
How do I change a shift assignment? ...................................................................... 164
How do I delete a shift assignment from a schedule?.............................................. 165
How do I add non-work time to the schedule? ........................................................ 165
How do I view labor coverage? ............................................................................... 166
Managing Employee Benefit Time........................................................................................ 167
How do I set up an employees benefit time? ........................................................... 167
How do I reset an employee’s benefit time? ........................................................... 167
Maintaining Department Assignments .................................................................................. 167
How do I assign a department to an employee? ...................................................... 167
How do I edit the pay rate for an assigned department?.......................................... 168
How do I un-assign a department from an employee? ............................................ 168
How do I un-assign ALL departments from an employee? ..................................... 168
Maintaining Personal Data..................................................................................................... 169
How do I set up an employee’s personal information?............................................ 169
Assigning Employee Messages ............................................................................................. 169
How do I set up messages for employee In punches? ............................................. 169
How do I set up messages for employee Out punches?........................................... 170
How do I set up custom text messages? .................................................................. 170
How do I set up messages for certain times of the day?.......................................... 171
Assigning Employees to Terminals ....................................................................................... 171
Contents • vii
How do I assign an employee to the terminal(s)?.................................................... 171
How do I remove an employee’s terminal assignment? .......................................... 172
How do I update the terminal with the employee assignments?.............................. 172
Advanced Employee Maintenance ........................................................................................ 172
How do I set the Maximum Hours Out for one employee? ..................................... 173
How do I set the maximum work day for one employee? ....................................... 173
Understanding the Timecards Tab
175
How do I get more viewing area in the Timecard?................................................................ 175
Using the Timecard Ribbon Bar ............................................................................................ 175
Status Bar ................................................................................................................ 175
Data ......................................................................................................................... 176
Recalculate .............................................................................................................. 176
Refresh .................................................................................................................... 176
Global ...................................................................................................................... 176
Layout...................................................................................................................... 177
Pay Class ................................................................................................................. 178
Period ...................................................................................................................... 178
Export ...................................................................................................................... 179
Close........................................................................................................................ 179
Help ......................................................................................................................... 180
Employee List and Toolbar.................................................................................................... 180
Filter ........................................................................................................................ 180
Quick Search ........................................................................................................... 181
Approved Option..................................................................................................... 181
Group By ................................................................................................................. 181
Columns - Employee List........................................................................................ 182
Employee Timecard and Toolbar........................................................................................... 182
Timecard and List Tabs ........................................................................................... 183
Timecard Table Color Legend................................................................................. 183
Insert........................................................................................................................ 184
Exception................................................................................................................. 184
Notes........................................................................................................................ 185
Columns - Timecard ................................................................................................ 185
Settings - Timecard ................................................................................................. 187
Timecard Timeline................................................................................................................. 188
Hiding the Timeline................................................................................................. 188
Expanding/Collapsing Timeline .............................................................................. 188
Open Shift ............................................................................................................... 189
Assigned Shift Rule................................................................................................. 189
Flexible Shift Rule................................................................................................... 189
Maintaining Employee Timecards
190
Filtering the Employee List ................................................................................................... 190
How do I show all employees in the Employee List area? ...................................... 190
How do I show certain employees in the Employee List area? ............................... 190
How do I show terminated employees in the Employee List area? ......................... 191
How do I show inactive employees in the Employee List area? ............................. 191
Quick Search.......................................................................................................................... 191
How do I use the Quick Search in the Employee List? ........................................... 191
Grouping Employees in the Employee List ........................................................................... 191
Selecting an employee ........................................................................................................... 192
How do I select an employee?................................................................................. 193
Selecting the Pay Period ........................................................................................................ 193
viii • Contents
How do I select a pay period? ................................................................................. 193
Punches - Adding, Editing or Deleting .................................................................................. 193
How do I add a punch in the Timecard table? ......................................................... 193
How do I add a punch with the Insert button?......................................................... 194
How do I edit a punch?............................................................................................ 194
How do I delete a punch? ........................................................................................ 194
Non-Work Time - Adding, Editing or Deleting..................................................................... 195
How do I add non-work time in the Timecard table? .............................................. 195
How do I add non-work time with the Insert button?.............................................. 195
How do I edit non-work time?................................................................................. 195
How do I delete non-work time? ............................................................................. 195
Department Transfers - Adding, Editing or Deleting............................................................. 196
How do I add a Department Transfer? .................................................................... 196
How do I edit a Department Transfer? .................................................................... 196
How do I delete a Department Transfer?................................................................. 196
Department Changes – Making a One-Time Department Change ........................................ 197
How do I make a one-time department change?...................................................... 197
How do I make a one-time department change for an interval? .............................. 197
Shift Changes – Making a One-Time Shift Change............................................................... 198
How do I make a one-time shift change? ................................................................ 198
How do I make a new shift for a one-time change? ................................................ 199
Amounts - Adding, Editing or Deleting................................................................................. 200
How do I add an amount with the Insert button?..................................................... 200
How do I add non-work time in the Timecard table? .............................................. 200
How do I edit an Amount? ...................................................................................... 201
How do I delete an Amount?................................................................................... 201
Timecard Notes - Adding, Editing or Deleting...................................................................... 201
How do I add a Timecard Note?.............................................................................. 202
How do I edit a Timecard Note? ............................................................................. 202
How do I delete a Timecard Note? .......................................................................... 202
Using the Exception Filter ..................................................................................................... 202
How do I select exceptions? .................................................................................... 202
How do I search for exceptions? ............................................................................. 203
Timecard Table Quick Action Menu ..................................................................................... 204
How do I use the Quick Action Menu? ................................................................... 204
How do I force a punch to the previous day? .......................................................... 204
How do I force a punch to be the starting punch on the next day?.......................... 204
Using the List Tab of the Timecard Table ............................................................................. 204
How do I view photos of employees punching?...................................................... 205
Manually recalculating timecard data.................................................................................... 205
How do I recalculate a timecard for a single employee? ......................................... 205
How do I recalculate the timecards for all employees? ........................................... 205
Making Global Edits.............................................................................................................. 206
How do I add a punch to a group of employees?..................................................... 206
How do I add non-work time to a group of employees?.......................................... 206
How do I change the pay class assignment for employees? .................................... 206
How do I change the home department assignment for employees? ....................... 207
How do I change the terminal message for employees?.......................................... 207
How do I enable or disable shift locking for employees?........................................ 207
How do I delete a punch for a group of employees? ............................................... 208
How do I remove the timecard approval for employees? ........................................ 208
Approved Option ................................................................................................................... 208
How do I approve an employee’s timecard? ........................................................... 208
Employee List Quick Action Menu ....................................................................................... 209
How do I use the Quick Action Menu? ................................................................... 209
Exporting Data....................................................................................................................... 209
Contents • ix
How do I generate an export file? ........................................................................... 209
How do I generate an export file for a custom date range? ..................................... 209
Closing the Pay Period........................................................................................................... 210
How do I close the pay period? ............................................................................... 210
How do I re-open a closed pay period? ................................................................... 210
Viewing Reports
211
Available Reports .................................................................................................................. 211
Access Profile Report .............................................................................................. 211
Audit Trail Report ................................................................................................... 211
Benefit Time Report ................................................................................................ 211
Department Totals Report ....................................................................................... 211
Employee Absentee Report ..................................................................................... 211
Employee Attendance Report.................................................................................. 212
Employee Custom Fields Report............................................................................. 212
Employee Details Report......................................................................................... 212
Employee Emergency Contact Report..................................................................... 212
Employee Information Report ................................................................................. 212
Employee Monthly Activity Report ........................................................................ 212
Employee Non-Work Report................................................................................... 212
Employee Pay Rate Report...................................................................................... 212
Employee Personal Report ...................................................................................... 212
Employee Schedule Report ..................................................................................... 212
Employee Tardy Report .......................................................................................... 213
Employee Timecard Report..................................................................................... 213
Employee Totals Report .......................................................................................... 213
Exception Report..................................................................................................... 213
Fingerprint Enrollment Report ................................................................................ 213
Future Non-Work Report ........................................................................................ 213
Missing Punch Report ............................................................................................. 213
Period Totals Report................................................................................................ 213
Terminal Information Report................................................................................... 213
Weekly Schedule Report ......................................................................................... 214
Running Reports .................................................................................................................... 214
How do I include all employees in the report? ........................................................ 214
How do I select certain employees for the report? .................................................. 214
How do I select the pay period for a report? ........................................................... 214
How do I select a date range for a report? ............................................................... 215
How do I select a single date for a report? .............................................................. 215
Reports that Drill Down .......................................................................................... 215
Using the Reports Ribbon Bar ............................................................................................... 216
Status Bar ................................................................................................................ 216
Export ...................................................................................................................... 216
Print ......................................................................................................................... 217
Settings .................................................................................................................... 218
Refresh .................................................................................................................... 222
Navigation ............................................................................................................... 222
Pay Class ................................................................................................................. 223
Pay Period ............................................................................................................... 224
Grouping.................................................................................................................. 225
Help ......................................................................................................................... 226
Report Category List.............................................................................................................. 226
How do I select a report?......................................................................................... 226
What reports fall under All Reports?....................................................................... 226
What reports fall under Most Recently Used?......................................................... 227
x • Contents
What reports fall under My Reports? ...................................................................... 227
What reports fall under Payroll Reports? ................................................................ 227
What reports fall under Attendance Reports?.......................................................... 227
What reports fall under List Reports?...................................................................... 228
What reports fall under Schedule Reports? ............................................................. 228
What reports fall under Management Reports? ....................................................... 228
What reports fall under Administrator Reports?...................................................... 228
What are Custom Reports? ...................................................................................... 228
Report Toolbar and Viewer ................................................................................................... 229
Personalized Reports ............................................................................................... 229
How can I change the employees that display on a report? ..................................... 231
How can I select employees from certain departments?.......................................... 231
How can I include terminated employees on reports? ............................................. 232
How can I include inactive employees on reports? ................................................. 232
How do I personalize a report and save it as a new report?..................................... 232
How do I delete a saved personalized report? ......................................................... 233
Running Reports .................................................................................................................... 233
Viewing a report that includes all employees.......................................................... 233
Viewing a report that includes certain employees ................................................... 233
How do I select the pay period for a report? ........................................................... 234
How do I select a date range for a report? ............................................................... 234
How do I select a single date for a report? .............................................................. 234
Viewing Reports that Drill Down............................................................................ 235
Welcome to License Manager
237
Feature Wizard....................................................................................................................... 237
What Features are available?................................................................................... 237
Recovery................................................................................................................................ 237
Running a Recovery ................................................................................................ 237
FaceIN and PC600 Manuals
239
FaceIN Terminal.................................................................................................................... 239
Package Contents .................................................................................................... 241
Install the FaceIN Terminal..................................................................................... 241
Terminal Startup...................................................................................................... 243
Terminal Setup ........................................................................................................ 245
Add the Terminal in PayClock ................................................................................ 247
Updating the FaceIN Terminal ................................................................................ 247
Enrolling Employee Faces....................................................................................... 248
Using the FaceIN Terminal ..................................................................................... 250
Polling the FaceIN Terminal ................................................................................... 252
Auto - Polling the PayClock Terminals................................................................... 252
Troubleshooting the FaceIN .................................................................................... 253
Appendix A - Enrollment Guide ............................................................................. 254
Appendix B - Exporting Punches to a USB Drive................................................... 256
Appendix C - Add Employees at the Terminal........................................................ 257
Appendix D - Record Management......................................................................... 259
Appendix E - System Information........................................................................... 260
Appendix F - Terminal Specifications..................................................................... 260
PC600 Terminal..................................................................................................................... 261
Package Contents .................................................................................................... 263
Install the PC600 Terminal...................................................................................... 263
Add the Terminal from PayClock ........................................................................... 265
Add the terminal from the PC600............................................................................ 265
Contents • xi
Terminal Setup ........................................................................................................ 267
Changing settings at the PayClock Software........................................................... 268
Using Live Sync ...................................................................................................... 271
Maintaining the PC600 Terminal ............................................................................ 272
Polling the PC600 Terminal .................................................................................... 273
Auto - Polling the PayClock Terminals................................................................... 273
Using the PC600 Terminal ...................................................................................... 274
Supervisor Transactions .......................................................................................... 276
Administrator Functions.......................................................................................... 279
Troubleshooting the PC600 ..................................................................................... 282
Appendix A - PC600 WAN Installation.................................................................. 284
PC600 WAN Installation......................................................................................... 284
xii • Contents
Glossary of Terms
287
Index
299
Quick Start Steps
Carefully follow each step of these instructions for a trouble-free experience.
Verify the Contents
Please verify that your package includes ALL of the items. If your package is missing an item, please call the help desk
at (404) 691-1065.
•
PayClock Terminal & Accessories (See you Terminal Manual for specifics)
•
Installation & User’s Guide
•
Software CD
Mount the Terminal (PC600 and FaceIN Only)
Select a location that will be convenient to employees punching In/Out. Also keep in mind that an 115vAC power outlet
should be within 6 feet as well as a connection to the network (LAN). Note: It is recommended to install and mount the
PayClock terminal before installing the PayClock software.
•
Mount and install the PayClock Terminal (See your Terminal Guide for specifics)
Verify the System Requirements
You must verify that your system meets ALL of the minimum requirements listed below in order to run PayClock on
your computer. If your system does not meet these minimum requirements, do not install the software!
•
Processor: 1 GHz
•
Operating System: Microsoft Windows 32-Bit or 64-Bit
•
XP - SP2 or later
•
Vista
•
Windows 7
•
Server 2003 or 2008 (Standard or Enterprise Edition)
•
Memory: 1 GB of RAM or higher
•
Hard Disk Space: Up to 450 MB free space; up to 1 GB if .NET not installed
Quick Start Steps • 1
•
Display: 1024x768 or higher resolution
•
CD-ROM Drive: Required
•
Internet: 56 Kbps (broadband recommended for online features/services
•
Printer: Any printer compatible with Windows XP SP2 or later
•
Network Interface: Network adaptor configured for TCP/IP connected to a switch on LAN network.
•
Additional Software:
•
Microsoft .Net 3.5 SP1 (included in the installer)
•
Internet Explorer 7.0 or later
Install the PayClock Software
Please follow the steps in the Install the PayClock Software section.
Important Notes
•
Make sure your screen saver is not showing before inserting the installation CD.
•
Open and close the CD-ROM drawer if the CD is not recognized when inserted.
Open PayClock
Open the PayClock software by clicking on the PayClock icon
.
Important Note
•
The default password is lathem.
Configure the PayClock Software
After opening the PayClock software, click Setup Now from the Get Started window to configure PayClock.
Add Employees
Add employees using the Employees button under the Setup tab.
•
Click New and then enter the employee data.
Update the Terminal (PC600 and FaceIN Only)
After adding the employees, update your terminal(s).
•
Select the Terminal Manager tab and click the Update All Terminals button.
2 • Quick Start Steps
Welcome to PayClock
The PayClock software utilizes a sleek user interface that allows you to get more out of the functions you use most. The
interface provides centralized navigation to all parts and functions within the software. Navigation panes allow you to
quickly manage payroll rules, employees, payroll data and reports. Simply click on a button to open the pane and
associated window.
The PayClock Ribbon Bar has replaced the typical menus and toolbars. This new bar allows PayClock to present the
functions you need on a set of organized tabs. The tabs are; Home, Timecards, Scheduling, Reports, Terminal Manager
and Setup.
Upgrades
If you find that you need to accommodate more employees in your system or if you would like enhanced software
capabilities, consider purchasing a software upgrade for your system. The following enhanced features are offered.
•
Increased employee capacity (up to 1000)
•
Customized reporting options
•
Customized export options
•
Multi-user capabilities
Upgrading is as easy as visiting http://shop.lathem.com or click on the PayClock orb and selecting Upgrade PayClock.
Then select the options you would like to purchase and download your software upgrade. Options are instantly activated
upon receipt of online payment.
Accessories
A number of accessories are offered to further enhance your PayClock system. Visit http://shop.lathem.com to
purchase additional accessories like the ones listed below.
•
Badges
•
Badge Racks
•
Annual Support Agreements
Getting Help
You can access the help desk and answers to your issues in a number of different ways. In addition to resources within
the PayClock software, assistance may be accessed online, via email, via telephone, or through your dealer. Don’t forget
that annual support contracts are also offered.
PayClock Help
The Online Help allows you to search through an index of help topics to locate the answer you need. To launch the Help,
click the Help button on the ribbon bar.
Troubleshooting
Welcome to PayClock • 3
For answers to Frequently Asked Questions, refer to the Troubleshooting section of this User Guide.
Online and Email Support
The online knowledge base provides access to numerous support resources that will allow you maximize your use of
PayClock. Help may be accessed by visiting the following link:
http://support.lathem.com
On the Support page, you may also submit a question through our online knowledgebase and one of our technicians will
respond to your inquiry within 24 hours. Email support is free to all registered users.
Telephone Support
The help desk offers technical support between the hours of 8am and 7pm Monday through Friday. Please call (800)
241-4990 to speak with our help desk. You will receive free technical support for the first 30 days after your initial call.
After that period, you may purchase an Annual Support Agreement, which will cover all calls for one year, or you may
pay a per-call fee.
Support contracts are designed to keep your terminal and PayClock software working seamlessly. For a single annual
fee, your Support Agreement offers the following advantages:
•
Unlimited toll-free telephone support (versus a per-call fee) and priority status for calls
•
Unlimited access to the extensive library of web-based tips and FAQs
•
Free software updates and version upgrades during the Support Period, giving you free access to the most
current software features
•
Quick exchanges for damaged or broken terminal, thereby reducing downtime
•
Extended parts and labor warranty helps you to save money on repairs needed after the regular product warranty
has expired
To learn more about annual support contracts and to make a purchase, contact us at (800) 241-4990 or visit
http://www.lathem.com/support/support-plans.aspx
4 • Welcome to PayClock
System Requirements
You must verify that your system meets ALL of the minimum requirements listed below in order to run PayClock on
your computer. If your system does not meet these minimum requirements, do not install the software!
•
Processor: 1 GHz
•
Operating System: Microsoft Windows 32-Bit or 64-Bit
•
XP - SP2 or later
•
Vista
•
Windows 7
•
Server 2003 or 2008 (Standard or Enterprise Edition)
•
Memory: 1 GB of RAM or higher
•
Hard Disk Space: Up to 450 MB free space; up to 1 GB if .NET not installed
•
Display: 1024x768 or higher resolution
•
CD-ROM Drive: Required
•
Internet: 56 Kbps (broadband recommended for online features/services
•
Printer: Any printer compatible with Windows XP SP2 or later
•
Network Interface: Network adaptor configured for TCP/IP connected to a switch on LAN network.
•
Additional Software:
•
Microsoft .Net 3.5 SP1 (included in the installer)
•
Internet Explorer 7.0 or later
Install the PayClock Software
Standard Install (Required)
Follow these instructions for these scenarios whether it is a new install or an upgrade:
•
You want PayClock to only run on one computer
-or•
You want to install the PayClock Server in a multi-user system (The multi-user license must be activated if you
wish to access the PayClock software from different computers on your network. Additional license fees may
apply)
Run the PayClock Setup Program
•
Go to the computer where you want to install PayClock.
•
Make sure your screen saver is not showing before inserting the PayClock CD.
•
Insert the PayClock CD-ROM in the CD-ROM drive. Note: If you are installing on Windows Vista or
Windows 7 you may have to click Allow, Continue or Yes at the User Account Control confirmation
window.
•
The Setup program should run automatically. If not, follow the steps below.
Windows XP - Click Start | Run from the Windows task bar.
Windows Vista or 7 - Click Start | All Programs | Accessories | Run from the Windows task bar.
At the command line, type D:\SETUP.EXE where D: is, enter the letter of the drive for your
CD-ROM. To determine the letter of your CD-ROM click Start>My Computer.
Click OK.
Follow the Setup Steps
•
It may take the install a few minutes to start, please be patient.
•
From the Install PayClock window click on Next.
•
Read the License Agreement and select I accept the terms of the license agreement and Next to
move forward.
•
The Standard Install (Recommended) will be selected, click Next to continue.
•
At the Ready to Install screen, click Next.
•
At the Server Summary screen click the Print button, this data may be needed at a later time. Click
Next to move forward.
•
At the PC600 Clock Setup, click Start Discovery, the searching animation will start. When the
terminal is found, the searching animation turns green and will stop, click Next.
•
At the Installation Complete screen, click Finished.
Open PayClock
•
After installing, you can run PayClock by clicking its icon. The default log in is Admin with the
password ‘lathem’.
PayClock Product Registration
•
From the Getting Started windows, register PayClock via the Internet or phone. You must register
with 30 days of when you install the software. Note: You cannot activate the multi-user license until
you register PayClock.
6 • Welcome to PayClock
Purchase Features
•
Contact the help desk by calling 1-800-241-4990 or visit http://shop.lathem.com to purchase
accessories and software modules.
•
Options include employee capacity upgrades, multi-user, long-reach cables, additional badges,
badge racks and more.
Client Installation in a Multi-User System
Follow these instructions when you want to run PayClock on more than 1 computer. These client instructions apply
whether this is a new install or an upgrade. (The multi-user license must be activated if you wish to access the PayClock
software from different computers on your network. Additional license fees may apply.)
Important: The PayClock Standard Install MUST be installed before installing the Client software.
Run the PayClock Setup Program
•
Go to the computer where you want to install PayClock.
•
Make sure your screen saver is not showing before inserting the PayClock CD.
•
Insert the PayClock CD-ROM in the CD-ROM drive. Note: If you are installing on Windows Vista or
Windows 7 you may have to click Allow, Continue or Yes at the User Account Control confirmation
window.
•
The Setup program should run automatically. If not, follow the steps below.
Windows XP - Click Start | Run from the Windows task bar.
Windows Vista or 7 - Click Start | All Programs | Accessories | Run from the Windows task bar.
At the command line, type D:\SETUP.EXE where D: is, enter the letter of the drive for your
CD-ROM. To determine the letter of your CD-ROM click Start>My Computer.
Click OK.
Follow the Setup Steps
•
It may take the install a few minutes to start, please be patient.
•
From the Install PayClock window click on Next.
•
Read the License Agreement and select I accept the terms of the license agreement and Next to
move forward.
•
Select the Custom option and click Next to continue.
•
At the Install on Single PC or Network window, select I need multiple computers that can run
PayClock and click Next to continue.
•
At the Install Client Only or Client & Server window, select Client Only and click Next to continue.
•
At the Ready to Install screen, click Next.
•
At the Installation Complete screen click Finished.
Product Overview
How does PayClock calculate employee punches?
PayClock uses an open shift to define the start and end of the workday. An employee’s open shift starts with his/her first
punch of the day and continues for 14 hours which is PayClock’s default work day length. An exception will be flagged
if an out punch happens after the 14 hours.
Example:
The beginning of day setting is 12:00 midnight and the maximum work day length is set to 14 hours.
•
Jane Doe's first punch this morning was at 7:30 am.
•
Using the settings above, PayClock defines Jane's open shift to start at 7:30 am and is expected to end by 9:30
pm.
•
An exception will be generated if Jane punches out any time after 9:30 pm, which would be greater than 14
hours from her first punch of 7:30am.
Logging In
The PayClock software is password protected; this ensures only authorized personnel are able to access your confidential
data. There is one default user account in PayClock, Administrator. The Administrator account gives the user full
access to PayClock. Additional users can be configured; users can be set up with either the Administrator or Limited user
access profile. The Administrator user access profile gives the user full access to PayClock while the Limited user access
profile has restricted access.
☺ TIP - The default password for the Administrator account is "lathem", all lower case. It’s recommended to change
the default password the first time you log into PayClock. Passwords can be up to 15 characters and are case sensitive.
How Do I Login?
•
Launch PayClock, you can do this by double clicking the PayClock icon on your desktop. As PayClock opens, a
Log In window appears waiting for you to select a user and enter your password.
•
Choose your login from the User List.
•
Type in your password and click OK.
How do I change my password?
Follow these steps to change your password:
•
Launch PayClock.
•
At the Log In window select a user from the list.
8 • Product Overview
•
Click the Change button.
•
Type in the current password at Old Password.
•
Type in a new password at New Password and in Confirm New. Note: Passwords are case sensitive.
•
Click OK to save your new password
•
Log into PayClock using the new password.
Converting Old Version PayClock Data
PayClock Version 6 allows you to convert data from an older version of PayClock. This will allow you to get up and
running quicker with the new PayClock Version 6. The following old version PayClock data will be converted:
•
Punch Data - The two open pay periods (current and next) will be converted and available in PayClock Version
6. Note: Closed or historical data will not be converted. Use the older version of PayClock to access the
historical data.
•
Employees - Active employees will be converted and available in PayClock Version 6. You can also choose to
convert “inactive” and “terminated” employees.
•
Payroll Rules - The pay period and overtime rules will be converted and available in PayClock Version 6.
•
Departments - Departments will be converted and available in PayClock Version 6.
•
Company Information - The company name and address will be converted and available in PayClock Version 6.
Important: The conversion process empties the PayClock Version 6 database, it is not recommended to run the process
more than once.
How do I convert the old version PayClock data
•
Open PayClock Version 6.
•
Click the Convert Data button on the Get Started window, the Data Migration wizard will open.
•
Click the “Important: Running this wizard will delete all existing data in the PayClock V6 data. Click this
checkbox to continue.” option and click Next.
•
Click Browse and navigate to the old version PayClock application folder, typically C:\Payclock.
•
Select the data options you wish to migrate and click Next to continue.
•
When the data migration process has completed, click Finish.
•
Open PayClock Version 6, verify the data conversion and make any needed adjustments.
Note: The data conversion will make every attempt to covert the older version data. After the conversion finishes it’s
recommended to verify the data and make any needed adjustments.
Product Overview • 9
Navigating using the Ribbon Bar
PayClock utilizes a sleek user interface that allows you to get more out of the functions you use most. The interface
provides centralized navigation to all parts and functions within the software. Navigation panes allow you to quickly
manage payroll rules, employees, payroll data and reports. Simply click on a button to open the pane and associated
window.
functions you need on a set of organized tabs. The tabs are; Home, Timecards, Scheduling, Reports, Terminal Manager
and Setup. This new ribbon bar makes using PayClock easier. Because of the way that the tabs are organized, you get to
the functions quicker.
Getting Started Setting up PayClock
Before you begin using PayClock you should define such things as your company, payroll policies, departments,
employees, shifts, etc. The Setup tab of the ribbon bar contains the items that you will need to configure prior to using
PayClock. Simply click on the desired button from the Setup tab.
These are the minimum set up requirements:
Define the Pay Class and Pay Period
•
Select the Setup tab on the ribbon bar and click the Pay Class button. The Pay Class window will display.
•
By default the Standard pay class is added when PayClock is installed and should be used if you only have one
pay class.
•
Click on Standard in the upper left list, when it is highlighted the properties will display on the right in a set of
tabs, General, Overtime, Break and Advanced.
•
From the General tab, set your Pay Period Type by clicking on the desired option. Choose Weekly, Bi-Weekly,
Semi-Monthly, Monthly or Custom.
•
Under Current Pay Period Starts on, enter the date your current pay period begins.
Semi-Monthly Pay Period Note: If you chose Semi-Monthly, you will set the date that the current and next
pay period starts on. For example, your current pay period might start on the 1st and the next pay period might
start on the 16th.
Custom Pay Period Note: If you chose Custom, you will set the date that the current pay period starts and ends
as well as the date the next pay period will end. For example, your current pay period might start on the 1st and
end on the 18th and your next pay period will start on the 19th and end on the 31st .
•
Continue to the Overtime, Break, Advanced tabs or click Save to keep your changes.
•
When Save is clicked the Pay Period Change window will open, select I want to manually adjust my pay
period start and end dates and click OK.
Helpful Hints
o
This icon
o
Available hot keys, Ctrl n for New, Ctrl s to Save and Ctrl z to Undo.
identifies that a required field was not set up or an invalid setting was entered into a field.
Add the Employees
•
Select the Setup tab on the ribbon bar and click the Employees button. The Employees window will display.
•
Click the New button.
•
Type in the employee's last name, first name and middle initial under Last Name, First Name and M.I.
•
Enter the employee's badge number under Badge Number.
•
If your company uses an Employee Number, enter it here. Usually, payroll services require an employee
number for exports.
•
Enter the employee’s PIN if desired.
•
Enter the employee's hourly base pay under Base Pay.
•
From the list under Type of Employee, choose whether this person is Regular, Temporary, Seasonal or
Contract.
•
At Pay Class, select the pay class to use for the employee. This setting determines which pay period and
overtime rules will be applied.
•
At Home Department, select the employee’s home department. You must set up departments in the
Departments button at the Setup tab before you can assign them. When you select a home department, this
employee is automatically added to that department.
•
At Do Not Include in Exports, check this box if you do not want to include this employee in the file you export
for payroll. Example: You may want to use this option for temporary employees where you need to track their
time, but the temp agency pays them.
•
Check the Allow Supervisor Functions box if this employee can perform supervisor functions at the terminal,
such as edits (hardware dependent).
•
Check the Enable Lockouts box if this employee will have a fixed shift assigned and you wish to restrict when
the employee from punching In too early or out too late. Note: The lockout option will have to be enabled on
the shift in order for the lockouts to be applied.
•
Enter the employee's hire date under Date of Hire.
•
Click Save to keep your changes.
Important! When you change or add employee information, you should update your terminal. You can do this by
clicking the Update Terminal button at the Terminal Manager tab on the ribbon bar.
Helpful Hints
o
This icon
o
Update the Terminal (Only needed if using a PC600 or FaceIN terminal)
•
Select the Terminal Manager tab on the ribbon bar, the Terminal Manager window will open.
•
Select the desired terminal from the list and click Update Selected Terminal.
•
Any changes will be sent to the selected terminal.
Helpful Hints
o
A progress bar will display in the lower left corner displaying the status messages.
Using the PayClock orb button
The PayClock orb button contains a menu that allows users to access certain functions, Backup / Restore Data, Upgrade
PayClock, Check for Updates, Support Assistant or Exit the application. To use the PayClock orb button simply click on
the round button and select the desired item from the menu. To quickly close PayClock double click on the PayClock orb
button.
Backup/Restore
The Backup/Restore Data… menu under the PayClock orb is used to manually create a backup of the database and also
restore the database if needed. A scheduled backup has been predefined to happen at 3:00 AM everyday. This can be
changed or disabled if needed.
Note: You can only backup or restore from the computer where the PayClock database server is running.
Backing up the database
The Backup/Restore Data… menu under the PayClock orb is used to manually create a backup of the database.
To manually backup the data:
•
Open PayClock and log in.
•
Click on the PayClock orb and select Backup/Restore Data…
•
PayClock will close temporarily and the Database Assistant window will open.
•
At the Backup section click the Save As… button, select a location for the backup file to be created. Note: By
default the file will be automatically named but can be changed if desired.
•
With the name and location selected click Save.
•
Click the Backup button, the backup will be created and a confirmation message will display.
•
Click OK to the confirmation message, PayClock will re-open.
Restore a database backup
The Backup/Restore Data… menu under the PayClock orb is used to restore a backup of the database.
WARNING: Use caution when selecting this menu item. The restore function completely writes over your current
database with the backed up database, restoring all data back to the time of the backup.
To restore a backup of the database:
•
•
•
•
At the Restore section click the Open… button, navigate to the location of the database backup file to be
restored.
•
With the name and location selected click Open.
•
Click the Restore button, the restore process will begin, a confirmation message will display when complete.
•
Click OK to the confirmation message, PayClock will re-open.
Scheduled database backup
A scheduled backup has been predefined to happen at 3:00 AM everyday. This can be changed or disabled if needed.
The Backup/Restore Data… menu under the PayClock orb is used to change or disable the scheduled backup of the
database.
To change the scheduled backup:
•
•
•
•
At the Backup section click the Schedule… button, the Daily Backup Schedule window will open.
•
Set the time for the scheduled backup. Note: The scheduled backup will happen every day at this time.
•
To change the location, click the Browse… button and navigate to the desired location. Note: By default the file
will be copied to the C:\Program Files\Lathem Time Corporation\PayClock\Backup folder.
•
Click Save to keep the changes.
•
Click Close and PayClock will re-open.
To disable the scheduled backup:
•
•
•
•
At the Backup section click the Schedule… button, the Daily Backup Schedule window will open.
•
Uncheck the Enable Daily Backups option.
•
•
Click Close and PayClock will re-open.
Upgrading PayClock Features
The Upgrade PayClock… menu under the PayClock orb is used to demo or purchase features. PayClock features include
increased employee sizes and multi-user for running PayClock across the network.
Note: PayClock must be registered before additional features can be demoed or purchased.
Activating additional features
The Upgrade PayClock … menu under the PayClock orb is used to demo or purchase additional features.
To demo additional features:
•
•
Click on the PayClock orb and select Upgrade PayClock…
•
The Feature Wizard window will open, click Next.
•
Select the desired feature(s) and click Next.
•
With the Demo option set, verify the desired features to demo display in the Selected Features list.
•
Click Finish and OK to the confirmation message.
•
The selected features will now be active for the 30 day demo period.
To purchase additional features using a license key:
•
•
•
•
•
Verify the desired features display in the Selected Features list and click the “Purchase the selected features”
option.
•
Contact the help desk with the indicated purchase code.
•
After receiving the license key, click the Enter License key button.
•
The Enter License Key window will open, type in the license key.
•
Click OK, and OK again to the confirmation message.
•
The features will be unlocked for permanent use.
To purchase additional features over the internet using a credit card:
•
•
•
•
•
Verify the desired features display in the Selected Features list and click the “Purchase the selected features”
option.
•
Click Next, the credit card entry window will display.
•
Enter the credit card and billing information in the window.
•
Click Process Payment and OK to the confirmation message.
•
A receipt will be sent to the email address entered.
•
The features will be unlocked for permanent use.
Support Assistant
The Support Assistant… menu under the PayClock orb provides computer hardware information, what PayClock
features are licensed, information on your computers NIC and also provides a way to send a copy of your database to the
help desk.
Note: The help desk will provide you with the log in and password when sending a copy of your database.
System Information
The System Information area provides information specific to your computer, such as the computer name and the
operating system. Typically the help desk will ask you to provide this information.
To open the Support Assistant:
•
•
Click on the PayClock orb and select Support Assistant…
•
PayClock will close temporarily and the Support Assistant window will open.
•
When finished, click Close, PayClock will re-open.
More Information (button)
When you click the More Information button, the Windows System Information window will open. The System
Information displays details for your computers hardware set up, different components and software including the
drivers. Note: This data is typically used by the help desk for troubleshooting.
License (button)
When you click the License button the License Information window will open. The License Information window
displays what features are active and whether the feature is purchased or in demo mode. Note: This data is typically used
by the help desk for troubleshooting.
Connection Info (button)
When you click the Connection Info button a text file will open that shows the Computer Name, Database Server Name
and Network Interface Card information. Note: This data is typically used by the help desk for troubleshooting.
Send Database
The Send Database area allows you to save a zipped copy of your database and send it to the help desk for
troubleshooting. Note: This data is typically used by the help desk for troubleshooting.
To send a copy of your database over the internet:
•
•
•
•
Enter a name for the copy of your database and click Send.
•
Enter the User Name, Password and click OK. Note: The User Name and Password will be provided by the
help desk.
•
Click OK to the confirmation message.
•
To save a zipped copy locally of your database:
•
•
•
•
Enter a name for the copy of your database and click Save As…
•
Navigate to the location to save the zipped file and click Save.
•
Click OK to the confirmation message.
•
Logging Out and Closing PayClock
Clicking the PayClock Orb Button and selecting Close from the menu or double clicking on the PayClock Orb Button
logs you out and closes the PayClock program. You can also click on the X in the upper right hand corner of the screen.
Routine Operations Guide
Welcome to PayClock Guide to Routine Operations. This guide will help you in your daily operation of the PayClock
software. Some of the typical day to day functions are, maintaining your employees, polling the terminal, editing the
employee timecards and obtaining reports. Some of the functions you will perform at the end of the pay period are,
creating exports and closing the pay period.
After setting up your company, clock communications, departments and payroll policies, you’ll be ready to start using
the PayClock software.
To start the software, double click on the PayClock icon on your desktop and you’ll be ready to begin.
Logging In
The PayClock software is password protected; this ensures only authorized personnel are able to access your confidential
data. There is one default user account in PayClock, Administrator. The Administrator account gives the user full
access to PayClock. Additional users can be configured; users can be set up with either the Administrator or Limited user
access profile. The Administrator user access profile gives the user full access to PayClock while the Limited user access
profile has restricted access.
☺ TIP - The default password for the Administrator account is "lathem", all lower case. It’s recommended to change
the default password the first time you log into PayClock. Passwords can be up to 15 characters and are case sensitive.
How Do I Log In?
•
Launch PayClock, you can do this by double clicking the PayClock icon on your desktop. As PayClock opens, a
Log In window appears waiting for you to select a user and enter your password.
•
Choose your log in from the User List.
•
Type in your password and click OK.
How do I change my password?
Follow these steps to change your password:
•
Launch PayClock.
•
At the Log In window select a user from the list.
•
Click the Change button.
•
Type in the current password at Old Password.
•
Type in a new password at New Password and in Confirm New. Note: Passwords are case sensitive.
Routine Operations Guide • 17
•
Click OK to save your new password.
•
Log into PayClock using the new password.
Navigating the PayClock user interface
PayClock utilizes a sleek user interface that allows you to get more out of the functions you use most. The interface
provides centralized navigation to all parts and functions within the software. Navigation panes allow you to quickly
manage payroll rules, employees, payroll data and reports. Simply click on a button to open the pane and associated
window.
functions you need on a set of organized tabs. The tabs are; Home, Timecards, Scheduling, Reports, Terminal Manager,
and Setup. This new ribbon bar makes using PayClock easier. Because of the way that the tabs are organized, you get to
the functions quicker.
How do I navigate using the Ribbon Bar?
•
Open PayClock, click on the desired tab, for example to maintain your employees select the Setup tab. The
Setup tab has a number of buttons Getting Started, Company, Pay Class, Pay Codes, Departments, Breaks,
Shifts, Employees, Exports, Users and Preferences.
•
To launch a function click on a button, for example click the Employees button. Notice that a window will open
and you will see a number of tabs. This is the Employee Master; this is where you maintain the employee’s in
the system.
•
Now let’s open the timecard. Click the Timecards tab on the Ribbon Bar. The timecard window opens ready for
you to select an employee.
Maintaining your Employees
The Employees button of the Setup tab is used to maintain the employees in the PayClock software. This will include
adding, editing and terminating employees. The Employees button has a number of tabs; these tabs allow you to setup
and define settings for your employees.
NOTE - Employees that have any type of data transactions can NOT be deleted. This will insure that no employee
that has payroll data can inadvertently be deleted. If you no longer wish to have an employee display in the employee list
simply set them to Terminated or Inactive.
Adding an employee
•
From the Ribbon Bar select the Setup tab and then click the Employees button. The Employee Master window
will display.
•
From the General tab click the New button, the next available blank employee template will display.
•
Enter the information for the employee, moving to the necessary tabs. After completing the employee setup
click the Save button.
NOTE - When you change or add employee information, you should send the changes to the clock. Employees will
not be able to punch In and Out if the employee changes are not sent to the clock.
18 • Routine Operations Guide
How do I edit an employee?
•
will display.
•
From the employee list at the top of the screen, choose the employee you want to edit.
•
Make the desired changes for the employee.
•
Click Save to keep you changes.
How do I terminate an employee?
•
will display.
•
From the employee list at the top of the screen, choose the employee you want to terminate.
•
On the General tab select the Terminated box, the employee badge number will be reset to 0 (zero). This will
allow you to reuse the badge for another employee.
•
Enter the date the employee was terminated. PayClock will automatically enter your computers date when
terminating an employee.
•
Click Save to keep you changes.
Assigning Shifts to an employee
Shifts applied to the employee will make up the employees work schedule. You can define the employees work schedule
in the calendar and assign shifts by date. If the employees work schedule stays the same, set the work schedule to recur.
The employee’s schedule displays in a calendar view showing the shift details assigned to each date. A labor coverage
chart is also available which verifies there is enough labor coverage but not too much for a work day. You assign shifts
in the Employee Master. From the Ribbon Bar select the Setup tab and then click the Employees button. The Employee
Master window will display.
How do I assign a shift to a single date?
Drag -n- Drop method
•
•
From the list, choose the employee you want to edit and click on the Schedules tab.
•
Select and drag the desired shift from the list to the appropriate date on the calendar.
•
The selected shift will be assigned to the highlighted date, click Save to keep your changes.
Note: Any date that doesn’t have a shift assigned will calculate punches by the open shift.
Right Click method
•
•
•
Right click on the appropriate date on the calendar, a menu will open.
•
Choose Add Shift and select the desired shift from the fly-out menu.
•
How do I assign a shift to multiple dates?
•
•
•
Click on the first desired date and while holding down the mouse drag to select the dates on the calendar.
•
Select and drag the desired shift from the list to one of the highlighted dates on the calendar.
•
The shift will be assigned to all highlighted dates, click Save to keep your changes.
Right Click method
•
•
•
•
Right click on one of the highlighted dates and a menu will open.
•
•
How do I assign a recurring shift to a single day?
Recurring shifts are shifts that recur for the selected day every week for all open pay periods. For example, if you have a
shift assigned on Wednesday August 18 and the Make Recurring option is selected, the shift will be assigned to every
Wednesday not the 18th of every month. Note: The recurrence is base on the DAY not the date.
•
•
•
Select and drag the desired shift from the list to the appropriate day in the calendar view.
•
Right click on the day with the shift assigned, a menu will open.
•
Choose Make Recurring, the shift will be assigned to the selected day for every week, click Save to keep your
changes.
Note: Any day that doesn’t have a shift assigned will calculate punches by the open shift.
Right Click method
•
•
•
Right click on the appropriate day in the week view, a menu will open.
•
•
•
changes.
How do I assign a recurring shift to multiple days?
•
•
•
Click on the first desired day in the calendar view and while holding down the mouse drag to select the days.
•
Select and drag the desired shift from the list to one of the highlighted days. The shift will be assigned to all
highlighted days.
•
Right click on a highlighted day with the shift assigned, a menu will open.
•
Choose Make Recurring, the shift will be assigned to the selected days for every week, click Save to keep your
changes.
Right Click method
•
•
•
•
Right click on one of the highlighted days and a menu will open.
•
Choose Add Shift and select the desired shift from the fly-out menu. The shift will be assigned to all highlighted
days.
•
•
changes.
How do I change a shift assignment?
•
•
•
Select the shift that you want to change the assignment to and drag the shift to the appropriate date in the
calendar view.
•
At the Overwrite Shift confirmation message, select Yes.
•
The existing shift assignment will be changed to the newly assigned shift, click Save to keep your changes.
Note: The new shift assignment will be used for calculations when the Save button is clicked.
Right Click method
•
•
•
Right click on the date in the calendar where you want to change the schedule assignment, a menu will open.
•
Choose Add Shift and select the shift that you want to change the assignment to from the fly-out menu.
•
•
How do I delete a shift assignment from a schedule?
Right Click method
•
•
•
Right click on the date in the calendar where you want to un-assign or delete the shift, a menu will open.
•
Choose Delete Shift; at the confirmation message select Yes.
•
The selected shift will be un-assigned from the highlighted date and the open shift will be used for calculations.
•
How do I add non-work time to the schedule?
Adding non-work time to a single date:
Right Click method
•
•
•
Right click on the appropriate date on the calendar where you want to assign non-work time, a menu will open.
•
Choose Add Non-Work, the Add Non-Work window will open.
•
Select which pay code to use from the list and enter the duration of non-work in the Time field.
•
Click OK, the non-work time will be assigned to the highlighted date, click Save to keep your changes.
Adding non-work time to a multiple dates:
Right Click method
•
•
•
Click on the first desired day in the calendar view and while holding down the mouse drag to select the dates.
•
•
•
Select which pay code to use from the list.
•
Enter the duration of non-work that will be applied to each individual date in the Time field.
•
Click OK, the duration of non-work time will be assigned to each of the highlighted dates, click Save to keep
your changes.
How do I view labor coverage?
Having enough but not too much labor coverage for a work day is very important. The shift coverage chart allows a
quick glance to determine if the scheduling you have in place will provide the needed coverage for the selected single
date. This example shows that the Drafting department will have coverage from 6:00am until 4:30pm with full coverage
from 6:30am until 3:00pm which are the peak hours for that department. The Engineering department will have coverage
from 7:30am until 4:00pm with one employee working a flexible shift for that department.
Follow these instructions to view the labor coverage chart.
•
•
From the list, choose an employee and click on the Schedules tab.
•
Right click on the date for which you want to view the labor coverage chart, a menu will open.
•
Choose View Coverage, the View All Shifts labor coverage chart will display. Note: Double clicking on a date
will also open the labor coverage chart.
•
At the Employee List Grouping, select how you want to group and view the employees on the labor coverage
chart. Note: You can change the grouping at any time and the labor coverage chart will refresh according to
your selection.
None - Select this option to sort the employees in alphabetical order.
Department - Select this option to sort the employees by their home department assignments.
Employee Type - Select this option to sort the employees by their Employee Type; Regular, Temporary,
Seasonal and Contract.
•
After reviewing the labor coverage chart, make any needed adjustments to the employee shift assignments on
the Schedules tab and then view the chart again if necessary.
Assigning Shifts to a group of employees
The Scheduling tab is used to apply shifts to groups of employees, allowing shift assignments in mass rather that having
to assign shifts to employees individually. These shift assignments will make up the employee’s work schedule. You can
define the employee’s work schedule in the calendar and assign shifts by date. If the employee’s work schedule stays the
same, set the work schedule to recur. From the Ribbon Bar select the Scheduling tab; click the Go to Assign Shifts View
button. The Shift Assignment workspace will display.
How do I assign a shift to a single date for a group of employees?
•
Select the Scheduling tab on the ribbon bar. The Summary window will display.
•
Click the Go to Assign Shifts View button, the workspace will open allowing shift assignments by groups of
employees.
•
At the date navigation toolbar, select the calendar month to work with.
•
•
Set the desired Grouping, None, Department or Employee Type.
•
From the list, click on the employees to apply the shift, you know the employees are selected when the box is
checked like this .
•
Click Save Shift Assignments, the shift will be assigned to the highlighted date for the selected employees.
Note: If you are assigning a shift to a date that has a shift already assigned the Schedule Conflict window will display.
Resolve the conflicts and click the Save and Exit button.
Right Click method
•
•
employees.
•
•
•
•
•
From the list, click on the employees to apply the shift, the employees are selected when the box is checked like
this .
•
How do I assign a shift to multiple dates for a group of employees?
•
•
employees.
•
•
•
Select and drag the desired shift from the list to one of the highlighted dates on the calendar, the shift will be
assigned to all highlighted dates.
•
•
this .
•
Click Save Shift Assignments, the shift will be assigned to the highlighted dates for the selected employees.
Right Click method
•
•
employees.
•
•
•
•
Choose Add Shift and select the desired shift from the fly-out menu, the shift will be assigned to all highlighted
dates.
•
•
this .
•
How do I assign a recurring shift to a single day for a group of employees?
•
•
employees.
•
•
•
Choose Make Recurring, the shift will be assigned to the selected day for every week.
•
•
this .
•
Click Save Shift Assignments, the shift will be assigned to the highlighted day for the selected employees and
will recur every week until the shift assignment is changed.
Right Click method
•
•
employees.
•
Right click on the appropriate day in the calendar view, a menu will open.
•
•
•
•
•
this .
•
How do I assign a recurring shift to multiple dates for a group of employees?
•
•
employees.
•
•
highlighted days.
•
•
Choose Make Recurring, the shift will be assigned to the selected days for every week.
•
•
this .
•
Click Save Shift Assignments, the shift will be assigned to all highlighted days for the selected employees and
Right Click method
•
•
employees.
•
•
•
days.
•
•
•
•
this .
•
How do I add non-work time to the schedule for a group of employees?
Right Click method
•
•
employees.
•
•
•
Select the pay code to use from the list and enter the duration of non-work time in the Amount (per day) field.
•
Click Save and Exit, the non-work time will be assigned to the highlighted date.
•
•
From the list, click on the employees to apply the non-work time, the employees are selected when the box is
checked like this .
•
Click Save Shift Assignments to keep your changes.
Right Click method
•
•
employees.
•
Click on the first desired date in the calendar view and while holding down the mouse drag to select the dates.
•
•
•
•
Click Save and Exit, the non-work time will be assigned to the highlighted dates.
•
•
checked like this .
•
date. This example shows that the Shipping department will have coverage from 7:30am until 5:00pm with full coverage
from 8:00am until 4:30pm which are the peak hours for that department. The Receiving department will have coverage
from 7:00am until 5:30pm with full coverage from 8:30am until 4:00pm which are the peak hours for that department.
•
Select the Scheduling tab on the ribbon bar. The Summary window will display. Note: The labor coverage chart
can be viewed from either the Summary or Shift Assignments window.
•
Select Date at the Assign schedules by option.
•
•
Choose View All, the View All Shifts labor coverage chart will display. Note: Double clicking on a date will
also open the labor coverage chart.
•
your selection.
•
After reviewing the labor coverage chart, make any needed adjustments to the employee shift assignments at the
Shift Assignments window and then view the chart again if necessary.
Updating the Terminal
When you change or add employee information, you should send the changes to the terminal. To send the changes or
update the terminal:
•
Click the Update Terminal button on the Terminal Manager tab.
WARNING - Employees will not be able to punch In and Out if the employee changes are not sent to the clock.
Polling the Terminal
When you poll the terminal, you pull the employee punches from the terminal into the software. After you poll a
terminal, you can edit and manage your data. There are two ways to poll a terminal:
•
Click the Poll Terminal button on the Timecards tab.
-Or•
Click the Poll Terminal button on the Terminal Manager tab.
☺ TIP - It’s a good practice to poll your terminal everyday. If you can’t poll everyday, you should poll the terminal
before making any edits in the PayClock software. By polling everyday or before making any edits, you can be sure you
are working with the most current data.
Managing the Employee Timecards
The Timecards tab is used to manage employee punch data. You can view and edit employee punches as well as nonwork time such as sick or vacation time or dollar amounts such as tips. You can view employee data for open or closed
pay periods. When you click on the Timecards tab you will see 3 areas, the Timecard Ribbon Bar, the Employee List and
the Employee Timecard.
Timecard Ribbon Bar
The Timecard Ribbon Bar has the following button groups, Data, Recalculate, Global, Select Pay Class, Period, Export,
Close and Help. You can poll the terminal(s), recalculate employee data, make adjustments globally to groups of
employees, select which Pay Class to edit the data for, select the time period for the edits, export payroll data and clock
the pay period.
Employee List and Toolbar
The Employee List displays employees along with their summary data such as wages, regular time, overtime, vacation,
etc. You can filter the employees that display in the list, define which columns display and approve the employee
timecards. You can view the employee data for open or closed pay periods.
When you highlight or select an employee in the list, the timecard on the right side of the window displays the data
associated with the employee selected for the selected Pay Period. Use the Employee List to select an employee and the
pay period navigation buttons to select the Pay Period.
The Employee List Toolbar allows you to filter and sort the list of employees as well as define the columns that display
in the Employee List summary area.
Employee Timecard and Toolbar
The Employee Timecard is used to view and edit an employees punch and non-work data. Use the Employee List to
select an employee and the pay period navigation buttons to the select the pay period. When an employee is selected
from Employee List, their individual timecard will display with their punch data for the selected pay period. The
Timecard has 3 areas, the toolbar, the employee information and the timecard table.
The Timecard Toolbar allows you to add punches and non-work time, search for exceptions, insert notes and define the
columns that display in the Timecard.
The Employee Information area displays the selected employees name, the start and end of the selected pay period and
the employees hourly wage rate and gross pay. You can also Approve and employees timecard.
The Timecard Table displays punch data and non-work time for the selected employee. You also use the table to edit
data much like cells in a spreadsheet.
☺ TIP - You can edit data in the four open pay periods which are considered the active pay periods. Historical pay
periods are ones that you have closed using the Close Period icon. The close process locks the pay periods.
Filtering the Employee List
Click the Filter
button to choose which employees you want to display in the Employee List. Filtering the
employee list helps narrow down the list by only showing the employees your want to see. For example; if you filter the
employee list by the Shipping department your list will only show the employees who are assigned to the Shipping
department. You can choose All Employee or departments that you created. You can also choose to display terminated or
inactive employees.
How do I display all employees in the Employee List area?
•
Select the Timecards tab on the ribbon bar and click the Filter
will open.
•
Select the All Employees option and click OK.
•
All employees for the selected pay class will display.
button. The Filter Options window
How do I select certain employees to show in the Employee List area?
•
will open.
•
Uncheck the “All Employees” selection.
•
From the Department list select the department or departments whose employees you want to display in the
employee list.
•
Click OK, every active employee for the selected department(s) will display in the Employee List.
Showing terminated employees in the Employee List area.
•
Select the Timecards tab on the ribbon bar and click the Filter Employees button. The Filter Employees window
will open.
•
Select the Show Terminated Employees option.
•
Note: When you no longer want terminated employees to show in the Employee List area uncheck the Show Terminated
Employees option.
Showing inactive employees in the Employee List area.
•
Select the Timecards tab on the ribbon bar and click the Filter Employees button. The Filter Employees window
will open.
•
Select the Show Inactive Employees option.
•
Note: When you no longer want inactive employees to show in the Employee List area uncheck the Show Inactive
Employees option.
How do I use the Quick Search in the Employee List?
•
Select the Timecards tab on the ribbon bar, at the “Find employee by name…” field enter the employees name
or just a few letters.
•
The employee list will show only the employees whose names contain the letters entered into the quick search
field.
•
Simply remove the letters entered in the quick search field to revert to the original employee list.
How do I Select an Employee?
The employee list appears below the Ribbon bar when the Timecards tab is selected. Along with the list of employees,
you will see the pay period summary data for each employee. This list is used to select employees and pay periods,
which then allows you to edit their employee information, timecard data and run certain reports.
•
To open an employee’s timecard, click on the employee in the list and their timecard will display.
☺ TIP - To edit employee information, right click on the employee in the list and select “Edit this Employee” from the
pop up menu.
How do I Select a Pay Period?
You use the arrow buttons on the Select Pay Period navigation bar of the Timecards tab to move forward or backward
through the available pay periods.
Click this button to move to the oldest pay period in the database.
Click this button to move back one pay period.
Click this button to move forward one pay period.
Click this button to move to the first pay period in the database.
Click this button to open a window with a list of available pay periods you can view.
How do I Add a Punch?
You can add punches directly into a cell of the timecard table or from the Insert button in the Timecard View area.
To add a punch through the timecard table
•
Select the desired employee from the Employee List, the employee’s timecard will display.
•
Click on the In or Out cell on the day when you want to add a punch. You know you have selected it when box
surrounds the cell.
•
Type in the new time for your punch. Use the right arrow key to move from hours to minutes.
•
If your time is set to 12-hour format, type an 'A' or 'P' to change to AM or PM.
•
Press enter or tab on the computer keyboard to save the punch.
Note: A manually added punch will show bolded.
To add a punch using the Insert button
•
•
At the timecard table toolbar, click the Insert button and select Registration, the Add Registration window will
open.
•
Enter the time of the punch and then select the date.
•
Click the Save and Exit button, the punch will be added to the timecard.
How do I Edit a Punch?
•
•
Click on the punch you want to edit. You know you have selected it when you see a box surrounding it.
•
Press the enter key on the computer keyboard.
•
Type in the new time for your punch. Use the right arrow key to move from hours to minutes.
•
Type an 'A' or 'P' if you need to change the time to AM or PM.
•
Note: An edited punch will show bolded.
How do I Delete a Punch?
•
•
Select the cell that contains the punch you want to delete. You know you have selected it when the cell is
highlighted.
•
Press the Delete key on the computer keyboard or click the Delete button on the timecard table toolbar.
•
Click “Yes” to confirm that you want to delete the punch.
How do I Add Non-Work Time?
You can add non-work time, for example 8 hours of vacation, directly into a cell of the timecard table or from the Insert
button in the Timecard View area.
To add non-work time through the timecard table
•
•
Locate the non-work time column and then click on the cell for the day that you want to add the non-work time.
You know you have selected it when box surrounds the cell.
•
Type in the amount of hours and minutes for the non-work time; use the right arrow key to move from hours to
minutes.
•
Press enter or tab on the computer keyboard to save the non-work time.
To add non-work time using the Insert button
•
•
At the timecard table toolbar, click the Insert button and select Non-Work Time, the Add Non-Work Time
window will open.
•
Enter the amount of non-work time, for example 8:00 for 8 hours.
•
Select which pay code to apply the non-work time, for example vacation.
•
Select which date to apply the non-work time.
•
If you want to add non-work time for more than one day, enter how many days to apply the non-work time. For
example, if an employee takes 3 days of vacation, enter 3.
•
Click the Save and Exit button. The non-work time will be added to the timecard.
How do I Edit Non-Work Time?
•
•
Locate the non-work column and then click on the cell containing the non-work time you want to edit. You
know you have selected it when you see a box surrounding it.
•
•
Type in the new amount for the non-work time. Use the right arrow key to move from hours to minutes.
•
Press enter or tab on the computer keyboard to save the change.
How do I Delete Non-Work Time?
•
•
Locate the non-work column and then click on the cell containing the non-work time you want to delete. You
know you have selected it when you see a box surrounding it.
•
•
Click “Yes” to confirm that you want to delete the non-work time.
How do I Find Exceptions in the Timecard?
Exceptions are events that occur which cause PayClock to notify the user. User action may be required to resolve some
exceptions, for example a missing punch. Other exceptions may not require any user action.
The PayClock software will highlight the timecard cell in red when an exception is found. You can click on the
exception symbol
and a list of the exceptions will display. It will look like this example.
Once an exception is located, you can approve or OK the exception if you wish. When an exception is approved you will
see a green check in the cell. It will look like this example.
To see which exceptions are approved, select the cell with the green check and then click Exceptions | View
Exceptions… button. Note: You can also remove the approval for an exception from the View Exceptions button.
How do I select the exceptions to search for?
•
Select the Timecards tab.
•
Click the Exception Filter button in the Timecard View area, the Exception List window will open.
•
Select the exception(s) you wish to search for and click OK.
This is the list of available exceptions that can be included in your search.
How do I search for exceptions?
•
After selecting the exceptions to track, select the first employee in the Employee List.
•
At the timecard toolbar, click the Exception
button and select Next Exception, this scans
through the timecards moving forward in the employee list looking for exceptions. To scan backwards in the
employee list select Previous Exception.
•
PayClock will highlight the timecard cell in red once an exception is found. You can correct or approve the
exception. Then click Next Exception to continue searching for additional exceptions. If none are found,
PayClock will display the message “No Exceptions Found”.
Running Reports
The Reports tab is used to access different reports on the employee data. You can run reports on the open pay periods,
closed pay periods or for a date range.
Before you run your report you should use the Settings button to set how the time, date and employee names are
formatted. You can also set which pay codes will show and how columns will display on the report.
☺ TIP - To make sure you have the latest data, you should poll the clock before running reports.
Viewing a report that includes all employees
To view a report with all of the employees, simply double click on the report in the list. Note: Not all reports contain
employee data, for example the Access Profile. Simply double click on the report and it will display in the preview area.
•
Click the Reports tab on the ribbon bar and the Reports window will display.
•
Double click on the report in the list you want to view.
•
The report will show in the preview area.
Viewing a report that includes certain employees
To select certain employees to include on a report, single click on the desired report in the list and then click the Select
Employees button and choose the desired employees. Note: Not all reports contain employee data, for example the
Access Profile. Simply double click on the report and it will display in the preview area.
•
•
Single click on the report in the list you want to view.
•
Click the Select Employees button, the Select Employees window will open.
•
Select the employee(s) to include on the report and click Show Report.
•
The report will show in the preview area with the selected employee(s).
How do I select the pay period for a report?
•
Select and preview the desired report.
•
Choose the pay period for the report by clicking the Pay Period navigation buttons. You can select any open or
closed pay period.
How do I select a date range for a report?
•
Select and preview the report.
•
Click the Calendar button
•
The Select a Pay Period window will open, click the Use Custom Date Range check box.
•
Enter the start and end dates for the report and click the Select button.
at the Pay Period navigation toolbar.
•
The report will show in the preview area for the selected date range.
Exporting payroll data
The Export button of the Timecards tab allows you to export your data to payroll. When you click the Export button, a
window opens with the exporting options you have setup at the Setup tab | Exports button. The export process generates
an export file in the format required by your payroll service and makes it available for your payroll software.
How do I generate an export file?
•
Select the Timecards tab and select the pay period by using the Pay Period navigation buttons.
•
Click the Export button, the Execute Exports… window opens.
•
Click on the desired payroll export in the list, you know it is selected when there is a check in the box
•
Click the Run Exports… button.
.
How do I generate an export file for a custom date range?
•
•
•
Click the Setup Exports button, the Setup | Exports window will open.
•
Select the desired export from the list.
•
Under Export By select the Custom option, the Start and End Date fields will become active.
•
Enter the desired Start and End dates and click the Export button.
Closing out your pay period
The Close button group contains the button which allows the user to close out the pay period. The close process “locks”
the data and no edits can be made to the data. After you close the pay period, you can still run reports and exports, but
you cannot edit the closed data. Make sure that you have finished making all your changes before closing your pay
period.
Note: A closed pay period can be re-opened for the purpose of making a forgotten edit, but caution should be used.
Payroll rules may have changed since the pay period was closed and once a pay period is re-opened it will be
recalculated using the rules at the time of the re-open if changes are made to an employee’s timecard data.
☺ TIP - You may want to export your data first to ensure it is correct before closing the pay period.
How do I close the pay period?
•
Select the Timecards tab and click the Close button, the Select Pay Period window displays.
•
Select the desired pay class and click OK.
•
When the Close Procedures window opens verify that the dates for the pay period being closed are correct.
WARNING - If you are not sure you want to close the pay period, click CANCEL.
•
Type the word YES in the box and click OK with your mouse.
How do I re-open a closed pay period?
A closed pay period can be re-opened for the purpose of making a forgotten edit or change, but caution should be used.
Important Note: When you re-open a closed pay period all other open pay periods will be temporarily closed and will
not allow edits. Once the re-opened pay period is closed again the temporarily closed pay periods will go back to their
normal open state and will allow edits.
•
Select the Timecards tab, using the Pay Period navigation buttons locate the closed pay period to be re-opened.
•
The Close button will change to a Re-Open button.
•
Click the Re-Open button, when the Re-Open Procedures window opens verify that the dates for the pay period
being re-opened are correct.
WARNING - If you are not sure you want to re-open the pay period, click CANCEL.
•
•
The Pay Period Status will change to “Open For Edit” and all others will change to Closed.
PayClock Set Up
Before you begin using PayClock you should define such things as your company, payroll policies, departments,
employees, shifts, etc. The Setup tab of the ribbon bar contains the items that you will need to configure prior to using
PayClock.
Company
At the Company button of the Setup tab you define your basic company structure.
How do I set up my Company Information?
•
Click the Setup tab on the ribbon bar and click the Company button. The Company Information window will
display.
•
Enter your company name and address under Company Name, Address (1), Address (2), City, State, Postal
Code and Country.
•
Enter your phone number under Main Phone Number.
•
Enter your fax number under Main Fax Number.
•
Enter your web site address under Company's Home Page.
•
Click the Save button to keep your changes.
PayClock Set Up • 37
Helpful Hints
o
This icon
o
Available hot keys, Ctrl s to Save and Ctrl z to Undo.
Pay Class
The Pay Class button of the Setup tab on the ribbon bar allows you set up and maintain your companies pay policies for
handling payroll. You can configure the pay policies your company uses, such as your pay period, overtime, break and
other advanced pay class features. The Pay Class set up consists of four tabs, General, Overtime, Break and Advanced.
While you can create more than one pay class you should only do so when necessary. Here are some reasons you would
have more than one pay class.
•
Different pay period types, i.e. one group of employees are on a weekly pay period and another group of
employees are on a bi-weekly pay period.
•
Same pay period types but pay periods start at different times, i.e. one group of employees are on a weekly pay
period that starts on Wednesday and another group of employees are on a weekly pay period that starts on
Monday.
•
Different overtime rules, i.e. one group of employees accumulate weekly overtime after 40 hours per week and
another group of employees accumulate weekly overtime after 37 hours and 30 minutes per week.
Caution! You should only use multiple pay classes when necessary as identified above. You can’t edit timecards or
report or export data across multiple pay classes, you can only edit timecards, report or export data on one pay class at a
time.
Pay Class - General Tab
At the General tab, you define the pay class and configure your pay period. You enter when the pay period starts and
choose the pay period type.
Name - This field is used as an identifier for the pay class, the name should be something descriptive to simplify the
assignments to the employees. By default PayClock will install one pay class set to a weekly pay period with the name
Standard. This default pay class can be modified to fit your needs.
Pay Period Type - Select the pay period type you want to use by clicking on the desired setting.
Weekly - 7-day length. You choose when the current pay period begins.
Bi-Weekly - 14-day length. You choose when the current pay period begins.
Semi-Monthly - twice per month. You choose when the current and next pay period begins.
Monthly - once per month. You choose when the current pay period begins.
Custom - allows users to define their own pay period length. You choose when the current pay period begins and
ends and also when the next pay period ends. For example, your current pay period might start on the 1st and end on
the 18th and your next pay period will start on the 19th and end on the 31st. Each time you close a custom pay
period you will be prompted to set the date that the "new" next pay period will end.
Current Pay Period:
Starts on - Enter the date that your pay period begins.
Ends on - Enter the date that your pay period ends. This setting is only available if “Custom” is selected; otherwise
PayClock automatically sets this value.
Use end of month - This setting is only available if “Semi-Monthly” or “Monthly” is selected. Select this option if
your pay period begins on the end of the month. If you choose this setting the date will automatically change to the
38 • PayClock Set Up
last date of the selected month. For example, you set the Current Pay Period Starts On to January 28th, when you
select “Use end of month” the Current Pay Period Starts On will change to January 31st.
Next Pay Period:
Starts on - Enter the date that your next pay period begins. This setting is only available if Semi-Monthly is
selected; otherwise PayClock automatically sets this value.
Ends on - Enter the date that your pay period ends. This setting is only available if “Custom” is selected; otherwise
PayClock automatically sets this value.
Use end of month - This setting is only available if “Semi-Monthly” is selected. Select this option if your next pay
period begins on the end of the month. If you choose this setting the date will automatically change to the last date
of the selected month. For example, you set the Next Pay Period Starts On to January 28th, when you select “Use end
of month” the Next Pay Period Starts On will change to January 31st.
How do I set up the Pay Period of a Pay class?
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By default the Standard pay class is added when PayClock is installed and should be used if you only have one
pay class.
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Click on Standard in the upper left list, when it is highlighted the properties will display on the right in a set of
tabs, General, Overtime, Break and Advanced.
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From the General tab, set your Pay Period Type by clicking on the desired option. Choose Weekly, Bi-Weekly,
Semi-Monthly, Monthly or Custom.
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start on the 16th.
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Continue to the Overtime, Break, Advanced tabs or click Save to keep your changes.
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When Save is clicked the Pay Period Change window will open, select I want to manually adjust my pay
period start and end dates and click OK.
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How do I change when the Pay Period begins?
If you find it necessary to change your pay period type or when the pay period begins you will see a confirmation
window asking that you confirm the change you want make. You should ask yourself the following:
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Do I want to change my pay period type or when my pay period begins because the setting was configured
incorrectly or my company has changed our policy?
Yes. On the Pay Period Change window, choose I want to manually adjust my pay period start and end
dates and click OK.
No. Click Cancel on the Pay Period Change window.
Caution! You should never change your pay period type or when the pay period begins because the timecard doesn’t
show the pay period information you want to view. You probably haven’t closed your pay period. To close the pay
period, select the Timecard tab and then click the Close button on the ribbon bar.
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How do I create a new Pay class?
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Click New, under Name, type in a name for this pay class.
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Set your Pay Period Type by clicking on the desired option. Choose Weekly, Bi-Weekly, Semi-Monthly,
Monthly or Custom.
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start on the 16th.
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On the Pay Period Change window, select I want to manually adjust my pay period start and end dates and
click OK.
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What is the Pay Period Change window?
The Pay Period Change window opens to allow you to confirm the change you are saving. If you are unsure of the
change you should click Cancel and undo the changes. The Pay Period Change window will display when you are
creating a new pay class, changing when the pay period starts on an existing pay period and when changing the type of
pay period on an existing pay period. All open pay periods will be recalculated with the changes if you select the “I want
to manually adjust my pay period start and end dates” option and click OK.
Caution! You should never change your pay period type or when the pay period begins because the timecard doesn’t
show the pay period information you want to view. You probably haven’t closed your pay period. To close the pay
period, select the Timecard tab and then click the Close button on the ribbon bar.
Pay Class - Overtime Tab
At the Pay Class Overtime tab, you can set how the software calculates overtime. You can define up to three overtime
levels.
Daily Pay Code - If employees can get overtime on a daily basis, use this setting to select the pay code and overtime
threshold. You can configure up to 3 levels of daily overtime.
Weekly Pay Code - If employees can get overtime on a weekly basis, use this setting to select the pay code and
overtime threshold. You can configure up to 3 levels of weekly overtime.
Pay Saturday OT - If employees get overtime when they work on Saturday, use this setting to select the pay code.
Note: Selecting the pay code activates this setting.
Pay Sunday OT - If employees get overtime when they work on Sunday, use this setting to select the pay code. Note:
Selecting the pay code activates this setting.
Weekly Overtime Start Day - Choose the day that starts the overtime week. This setting defaults to whatever you
entered in the General tab for the current pay period date, so you usually only need to change this setting if you have a
semi-monthly or monthly pay period.
Calculate Overtime by Pay Period - Check this box if your pay period is other than weekly and employees get
overtime on a Pay Period basis instead of a Weekly basis. This changes your settings from Weekly Pay Code to Pay
Period Pay Code.
Daily OT Overrides Level 1 Weekly OT - Check this box if your employees will continue to get daily overtime after
the weekly overtime has been reached.
IMPORTANT! The Daily OT Overrides Level 1 Weekly OT is not available if multiple levels of weekly overtime
are setup!
How do I set up Overtime for a Pay Class?
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Do employees receive overtime on a daily basis?
Yes. Choose the pay code in which you want the overtime to accumulate from the Daily Pay Code list then
under Limit; enter how much time an employee works in a day before getting overtime.
No. Leave the box as Not Selected at the Daily Pay Code list.
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Do employees receive overtime on a weekly basis?
Yes. Choose the pay code in which you want the overtime to accumulate from the Weekly Pay Code list
then under Limit; enter how much time an employee works in a week before getting overtime.
No. Leave the box as Not Selected at the Weekly Pay Code list.
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Do employees receive overtime on a pay period basis? (This only applies to bi-weekly, semi-monthly, monthly
or custom pay periods.)
Yes. Check the option “Calculate Overtime by Pay Period”, then select the pay code in which you want the
overtime to accumulate from the Pay Period Pay Code list and under Limit, enter how much time an
employee works in a pay period before getting overtime.
No. No action needed.
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Do employees receive overtime for any time worked on Saturday?
Yes. Choose the pay code in which you want the overtime to accumulate from the Pay Saturday as OT list.
No. Leave the box as Not Selected at the Pay Saturday as OT list.
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Do employees receive overtime for any time worked on Sunday?
Yes. Choose the pay code in which you want the overtime to accumulate from the Pay Sunday as OT list.
No. Leave the box as Not Selected at the Pay Sunday as OT list.
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Do you have a semi-monthly, monthly or custom pay period set up?
Yes. Choose the day that starts the overtime week under Weekly Overtime Start Day.
No. Leave this option at its default setting.
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Do you want to continue paying daily overtime on a day where level 1 weekly overtime is reached? Note: This
option will only matter if you have both daily and weekly overtime configured.
Yes. Leave the “Daily OT Overrides Level 1 Weekly OT” option checked, the option is checked by default.
No. Uncheck the “Daily OT Overrides Level 1 Weekly OT” option. Note: This option is typically checked
by default.
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Pay Class - Break Tab
At the Break tab, you can set punched breaks and auto deductions. These settings are global to all employees unless you
make changes for individual employees on the Employees | Overrides tab or assigned shifts to the employees.
Defined Break
This section allows you to define the setup of the break associated to the pay class.
Punched Break - If you want to set a time frame for when a person can punch for a break, check this box. This creates
punched break settings for every employee. If you want to change the punched break settings for a certain employee,
select that person at the Employee button, then change their settings at the Overrides tab.
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Minimum Hours from Start - Enter the shortest amount of time a person can work before punching for a break.
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Maximum Hours from Start - Enter the longest amount of time a person can work before punching for a break.
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Length - Enter how long the break lasts. For example, if the break is normally 30 minutes, enter 0:30.
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Extended Break Amount - Enter the maximum extra amount of time a person can take and the punch still count
as a break rather than an in/out punch. For example, if the break is normally 30 minutes but employees can take
up to 45 minutes and it still be considered a break, enter 0:15.
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Paid Break - Select this option if you do not want to deduct time for the break. Then entire duration set for the
Length will be paid.
Auto Deduct - If you want to automatically deduct a break without the employee punching, check this box. This option
sets an auto deduct for every employee. If you want to change the auto deduct settings for a certain employee, select that
person at the Employee button, and then change their settings at the Overrides tab.
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Worked Hours to Qualify - Enter how long an employee must work before PayClock will deduct the break.
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Length - Enter how much time PayClock deducts each day.
Punched and Auto Deduct - Check both boxes if employees may or may not punch. If they punch, then the break is
deducted according to the Punched settings. If they do not punch, then the break is automatically deducted according to
the Auto Deduct settings.
How do I set up a punched break?
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From the list select the desired pay class and click on the Break tab.
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Check the Punched Break box if you want employees to punch in and out for their breaks. The Punched Break
settings apply for all employees. If you want to change a setting for one employee, do this under the Overrides
tab at the Employees button.
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At Minimum Hours from Start, enter how many hours each person must work before punching out for a break.
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At Maximum Hours from Start, enter the longest amount of time each person can work before punching for a
break.
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At Length, enter the length of the break.
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At Extended Break Amount, enter the maximum extra amount of time a person can take and the punch still
count as a break rather than an in/out punch.
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If you want the entire break to be paid select the Paid Break option.
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How do I set up a break that will be automatically deducted?
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From the list select the desired pay class and click on the Break tab.
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Check the Auto Deduct box. This means you want to deduct a break without having the employees punch. The
Auto Deduct settings apply for all employees. If you want to change a setting for one employee, do this under
the Overrides tab at the Employees button.
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Enter how much time an employee must work before PayClock will deduct the break in the Worked Hours to
Qualify box.
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Enter how much time to deduct in the Length box.
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How do I set up both a punched break and auto deducted break?
Select this option when employees can punch for break, but you do not require them to punch. If they punch, then the
break is deducted according to the Punched Break settings. If they do not punch, then the break is automatically
deducted according to the Auto Deduct settings.
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From the list select the desired pay class window and click on the Break tab.
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Check the Punched Break box.
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At Minimum Hours from Start, enter how many hours each person must work before punching out for a break.
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At Maximum Hours from Start, enter the longest amount of time each person can work before punching for a
break.
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At Length, enter the length of the break.
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At Extended Break Amount, enter the maximum extra amount of time a person can take and the punch still
count as a break rather than an In/Out punch.
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Check the Auto Deduct box. This means if the employee doesn’t punch for the break it will be automatically
deducted.
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Enter how much time an employee must work before PayClock will deduct the break in the Worked Hours to
Qualify box.
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Enter how much time to deduct in the Length box.
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Pay Class - Advanced Tab
At the Advanced tab, you set the work day options. These settings are global to all employees. The Maximum Hours Out
to Start a New Shift and Maximum Work Day length settings can be changed for individual employees from the
Employees | Advanced tab.
Rounding
This section allows you to select how punches will calculate. Rounding adjusts a punch to an even increment of time.
With rounding, there must be a setting that triggers the punch to adjust forward or backward - this is the break point.
The available selections are:
Not Selected = No rounding, minute to minute calculations
1/10 Hour - 3 min. breakpoint = 6 minute round with a 3 minute break point
Round Registrations By - Choose how all punches will calculate.
Maximum Work Day Length
This section allows you to enter how long an employee would normally work in one day.
Length - Enter how long an employee would normally work in one day. Note: Normally, you should leave this field
at the default setting. You can override this setting on a single employee by changing the Maximum Work Day
Length setting in the Advanced tab of the Employees button.
Maximum Hours Out to Start a New Shift
This section allows you to enter how long an employee must be punched Out before PayClock will automatically start a
new shift in the Length field. Note: Normally, you should leave this field at the default setting. You can override this
setting on a single employee by changing the Maximum Hours Out to Start a New Shift setting in the Advanced tab of
the Employees button.
Length - Enter how long an employee must be punched Out before an automatic shift is started.
Features
This section allows you to define additional settings.
Beginning of Day - Enter when the day starts. Normally, you should leave this setting at the default of 12:00 am.
You can not change this setting if you have turned on the Open Shift Override.
Apply Hours to Date of Out Punch - Select this option if you want the total hours for the day to be applied to the
day of the Out punch. Typically this setting would only be used with a shift that crosses midnight.
Calculate Weekly OT by Total Hours - Check this box if you want PayClock to calculate overtime based on all
hours rather than regular hours. Note: If you chose the Calculate OT by Pay Period box in the Overtime tab, this
label changes to Calculate Period OT by Total Hours.
Guaranteed Time
This check box allows you to enable the guaranteed time option. After enabling the option enter a guaranteed minimum
number of hours that will be paid when the qualifier is met. Note: This setting is global and will apply to all employees.
Worked Hours to Qualify - Enter how long a person must work before receiving guaranteed time.
Minimum Paid Hours - Enter the amount of guaranteed time.
How do I set up punch rounding?
Under Round Registrations by, select how you want punches to round. The software keeps track of the exact time
when the employee punched; rounding is for calculations only.
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From the list select the desired pay class window and click on the Advanced tab.
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Under Round Registrations by, select how you want punches to round. Note: The software keeps track of the
exact time when the employee punched; rounding is for calculations only.
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When should I change the Maximum Work Day Length default setting of 14 hours?
This setting should only be changed from the default of 14 hours if employees are expected to work more than 14
hours in a day.
You can change the Maximum Work Day Length in the Setup tab | Pay Class button | Advanced tab. Changing this
setting will apply to all employees, if you need to override this setting for a single employee do so at the Setup tab |
Employees button | Advanced tab or adjust the Maximum Work Day Length by day in the timecard. Note: Normally,
you should leave this setting at its default of 14:00 hours.
Should I change the Maximum Hours Out to Start a New Shift setting?
No, typically you should leave this parameter at the default setting of 3:00 hours. This setting allows employees who
are working split shifts or work for a few hours and then leave but come back later and work another shift on the same
day to accumulate time without you having to make adjustments in the timecard. The default for this setting is 3:00
hours which means if an employee punches In and works for a period of time and then punches Out to leave and
remains punched Out for at least 3 hours and then on the same day comes back to work and punches In, PayClock will
automatically extend the work day by another 14 hours.
Should I change the Beginning of Day option?
No, typically you should leave this parameter at the default setting of 12:00am.
PayClock by default starts the beginning of the day at 12:00am. When the employee’s first punch of the day is
registered, it will be applied to the day on which the punch happened. For example if the employee’s first punch on
Monday was 6:00am it will display in the timecard as 6:00am Monday.
Changing the beginning of day parameter causes the day to shift ahead from the 12:00am default point. For example
the beginning of day is set to 9:00am, a 6:00am punch is registered on Monday, the punch will be calculated as a
Sunday punch because the day has been shifted ahead and Monday doesn’t actually start until 9:00am.
When should I enable the “Apply Hours to Date of Out Punch” setting?
If your company payroll policy requires that the accumulated time be applied to the day where the out punch falls you
should enable this option. Typically this setting would only be used when an employee is working a shift that crosses
midnight and you want the total hours to be accumulated on the day of the out punch. For example, you would enable
this option if you have a night shift which starts at 11:00pm and ends at 7:30am. The pay period starts on Monday and
you want the Sunday night shift to calculate as Monday which is actually the first shift of the pay period.
Why would I select the Calculate Weekly OT by Total Hours option?
Select this option if you want PayClock to calculate overtime based on all hours rather than regular hours. Note: If you
chose the Calculate OT by Pay Period box in the Overtime tab, this label changes to Calculate Period OT by Total
Hours.
At the Setup tab | Pay Classes button | Advanced tab, you can set PayClock to calculate overtime by total or regular
hours. PayClock calculates overtime by regular hours by default. Select 'Calculate Weekly OT by Total Hours' if you
want to calculate overtime by total hours instead. This option applies only if you select daily and weekly or pay period
overtime at the Setup | Pay Class button | Overtime tab.
Example where overtime starts after 8 hr/day and 40 hr/week:
A person works Mon-Thurs 10 hours each day, totaling 32 regular and 8 overtime hours. He then works 10 hours Fri.
Using the default 'Regular Hours' method, the employee must work 8 hours on Fri before he reaches weekly overtime.
So, his week ends with 40 regular and 10 overtime hours.
Using the 'Total Hours' method, the employee reaches 40 weekly total hours after Thurs. So, any time worked on Fri is
overtime. His week ends with 32 regular and 18 overtime hours.
How do I set up guaranteed time?
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From the list select the desired pay class and click on the Advanced tab.
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Check the Guaranteed Time box. Note: This setting is global and will apply to all employees.
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At Worked Hours to Qualify, enter how long a person must work before receiving guaranteed time.
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At Length, enter the maximum amount of guaranteed time to be paid.
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Pay Codes
Pay Codes are accumulators or categories that collect either time or amounts such as dollars. You can change the pay
rates or set the non-work hours to count toward overtime.
The following settings are available when maintaining the pay codes:
Name - This field is used as an identifier for the pay code, the name will display in the timecard and reports. You can
edit the name of the pay codes.
Rate
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Modifier - PayClock uses this setting to multiply an employee’s wages. For example, if overtime is paid at time
and half, set the overtime modifier to 1.50 (1 and ½ times the base pay).
Rate Type / Apply As - These settings determine whether the pay code will display in the worked or non-worked list
boxes within PayClock. These settings are view only.
Options
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Counts Toward Overtime - Select this option if you want the non-work time to count toward weekly overtime.
Note: If non-worked time is applied at the end of the week, it is possible that the worked hours at the beginning
of the week will become overtime. Non-work time can count toward overtime but can never be overtime.
Amount – This option will be selected for the Tips pay code.
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Include in Total Wages - If you want the tip amounts to be included in the total wage calculations on reports
and in the employee list area of the timecard enable this option otherwise the tips will display separately from
wages.
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Format as Currency - If you want the amounts pay code to be a dollar pay code select this option.
Pre-defined pay codes
These are the default pay codes that come with PayClock.
Worked Pay Codes
Non-Worked Pay Codes
Amount Pay Codes
Regular
Sick
Tips
Overtime 1
Holiday
Overtime 2
Vacation
Overtime 3
Personal
Other
How do I edit a pay code?
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Select the Setup tab on the ribbon bar and click the Pay Codes button. The Pay Codes window will display.
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Select the desired pay code from the list at the top of the Pay Codes window.
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You can change the pay code name under Name.
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You can type in a new rate modifier.
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Non-worked pay codes allow you to choose if the pay code Counts toward Overtime. If the pay code counts
toward overtime, check the “Counts toward overtime” box. For example, some companies allow sick time to
count towards overtime. So, if a person worked 8 hours for 3 days, 10 hours for 1 day and called in sick 1 day
using 8 hours of Sick time, the person would have a total of 42 hours with 2 of those hours being overtime,
although the person only worked 34 hours.
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Departments
Departments can be used to track time by groups of employees. Additionally you can use departments to filter list of
employees Also, if your terminal supports employee transfers, you can create departments so employees can transfer
from one department to another department. PayClock allows you to set up to 100 departments. See a description of each
field below.
Name - This field is used as an identifier for the department, the name will display in the timecard and reports.
Number (Used at Terminal) - This field is a numeric identifier for the department, this is the number employees will
enter at the terminal keypad when transferring departments. Note: PayClock gives the department a number
automatically which can be changed.
How do I create a department?
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Select the Setup tab on the ribbon bar and click the Departments button. The Departments window will display.
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Click New, under Name, type in a name for this group.
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At Number (Used at Terminal) type in the number employees will enter at the terminal when transferring
departments. Note: PayClock gives the department a number automatically which can be changed.
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How do I edit a department?
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From the list select the department that you want to edit.
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Change the information as needed.
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How do I delete a department?
WARNING: It is not recommended to delete a department that has been used! The data could be orphaned and
not available for reporting or exporting.
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Select the desired department from the list at the top of the Departments window.
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Click the Delete button.
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Click Yes to the confirmation message.
WARNING: It is not recommended to delete a department that has been used! The data could be orphaned and
not available for reporting or exporting.
Breaks
Breaks can be punched, automatically deducted or a combination of both, they can also be unpaid or paid. Breaks are
applied to shifts, for example, you have a shift that starts at 7:30am and ends at 4:00pm with a 30 minute punched unpaid
break that can be taken between 11:30am and 2:00pm. After defining the breaks, assign them to shifts.
Employees punch for this break - Select this option to define a punched break for the shift.
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Break window: (select to start break after a specific time or a duration of hours)
Time of Day - Select this option if you wish to set an actual time window for when the punched break can
be started. For example the employee can punch out to start their break from 11:30am to 2:00pm.
Duration - Select this option if you wish to set a time duration window for when the punched break can be
started. For example the employee can punch out to start their break between 4:00 and 6:00 hours after the
start of the shift.
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At The break may be started between __:__am/pm and __:__am/pm, enter the earliest and latest time a
person can punch out for a break. Note: This setting will display if Time is selected for the Break window
option.
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At The break may be started between __:__ and __:__ (Hrs:Mins) after start of shift., enter the window of
time that the break can be started, i.e. 4:00 hours and 6:00 hours. Note: This setting will display if Duration is
selected for the Break window option
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At The break is normally __:__ long but may be up to __:__ (Hrs:Mins) long., enter the ideal length of the
break for the first value and the maximum length of the break for the second value.
Note: If the maximum length which is the second field is exceeded the punches will not be considered as break
punches but as normal In and Out punches.
For example, a paid break is defined as between 30 minutes (the ideal break length) and 45 minutes (the
maximum length). An employee takes 30 minutes for the break; the entire 30 minutes will be paid because the
ideal break length was not exceeded. If the employee takes 45 minutes, 30 minutes will be paid and 15 minutes
will be docked because they went over the ideal break of 30 minutes. If the employee takes 1 hour, they will be
docked the entire 1 hour because they went over the maximum length of 45 minutes which cancelled the break.
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At This break is paid, select this option if you do not want to deduct time for the break. Then entire duration
set for the Length will be paid.
The break is deducted automatically - Select this option to define an automatically deducted break.
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At The break is deducted automatically after __:__ (Hrs:Mins) of work, enter how long an employee must
work before the break will be deducted.
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At The break is __:__ (Hrs:Mins) long, enter how much time will be deducted each day.
Punched and Auto Deduct - Check both boxes if employees may or may not punch. If they punch, then the break is
deducted according to the punched settings. If they do not punch, then the break is automatically deducted according to
the auto deduct settings.
How do I set up a punched break that must be taken during a certain time?
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Select the Setup tab on the ribbon bar and click the Breaks button. The Breaks window will display.
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Click the New button, under Name enter a name for the break. It should be something descriptive.
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Select Employees punch for this break
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At the Break Window setting select Time.
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At The break may be started between __:__am/pm and __:__am/pm, enter the earliest and latest time a
person can punch out to start the break.
For example, if the break can be started between 11:30am and 1:00pm the setting should look like this:
The break may be started between 11:00AM and 01:00PM
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For example, if the break is 30 minutes which is the ideal break but if an employee takes more you want to limit
the maximum length to 1 hour then the setting should look like this:
The break is normally 000:30 long but may be up to 001:00 (Hrs:Mins) long
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If the break is to be paid select The break is paid.
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How do I set up a punched break that is taken after a duration of time?
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At the Break Window setting select Duration.
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At The break may be started between __:__ and __:__ (Hrs:Mins) after start of shift, enter the shortest and
longest duration of time from the start of the shift a person can punch out to start the break.
For example, if the break can be started between 4 hours and 6 hours from the start of the shift the setting
should look like this:
The break may be started between 004:00 and 006:00 (Hrs:Mins) after start of shift
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The break is between 000:30 and 001:00 (Hrs:Mins) long.
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If the break is to be paid select The break is paid.
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How do I set up a break that is automatically deducted?
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Select The break is deducted automatically
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Note: To determine the value to enter in the amount of time that must be worked, you should add the amount of
the deduction to amount of hours that must be worked.
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For example, 30 minutes is automatically deducted if the employee works at least 6 hours the settings should
look like this:
The break is deducted automatically after 006:30 (Hrs:Mins) of work
The break is 000:30 (Hrs:Mins) long
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How do I set up a break that is automatically deducted if the employee doesn’t
punch?
This set up is used when you want to have the break automatically deducted if the employee doesn’t punch for the break.
For example, a company has a rule that says if the employee leaves the premises they are required to punch for the break
but if they stay on premises they are not required to punch for the break.
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At the Break Window setting select either Time or Duration.
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If Time was selected, at The break may be started between __:__am/pm and __:__am/pm, enter the earliest
and latest time a person can punch out to start the break.
For example, if the break can be started between 11:30am and 1:00pm the setting should look like this:
The break may be started between 11:00AM and 01:00PM
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If Duration was selected, at The break may be started between __:__ and __:__ (Hrs:Mins) after start of
shift, enter the shortest and longest duration of time from the start of the shift a person can punch out to start the
break.
For example, if the break can be started between 4 hours and 6 hours from the start of the shift the setting
should look like this:
The break may be started between 004:00 and 006:00 (Hrs:Mins) after start of shift
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The break is between 000:30 and 001:00 (Hrs:Mins) long.
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Select The break is deducted automatically
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Note: To determine the value to enter in the amount of time that must be worked, you should add the amount of
the deduction to amount of hours that must be worked.
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For example, 30 minutes is automatically deducted if the employee works at least 6 hours the settings should
look like this:
The break is deducted automatically after 006:30 (Hrs:Mins) of work
The break is 000:30 (Hrs:Mins) long
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What is a combined break and how does it work?
A combined break is used when you allow your employees to add together multiple punched breaks and take them all at
once. For example, a company has a rule that says if the employee is waiting on customers when their normal break time
arrives they should wait to take the break. At a time when they are not busy they can combine their 15 minute break with
their 30 minute meal break and take a total of 45 minutes. The PayClock software will adjust the amount deducted for
the punched break(s) based on the total amount allowed for the breaks. For example if the employee is only punched out
45 minutes for the combined breaks but can take up to 60 minutes, then PayClock will adjust the amount deducted for
the combined breaks to 60 minutes.
Combined Break Examples
The company has 3 breaks and allows these breaks to be combined if needed.
The morning break is 15 minutes, punched, unpaid and can typically be started between 9:00am and 9:30am.
The lunch break is 30 minutes, punched, unpaid and can typically be started between 12:00pm and 2:00pm.
The afternoon break is 15 minutes, punched, unpaid and can typically be started between 3:00pm and 3:30pm.
The 3 breaks are assigned to a 8:00am to 5:00pm shift and the Allow Combined Breaks option is selected.
The 8:00am to 5:00pm shift is assigned to an employee Monday through Friday.
Example 1
The employee punches in on Monday at 8:00am; the morning is very busy so the employee doesn’t take the morning
break.
The employee punches out to take their lunch break at 12:00pm, they combine their morning break amount with the
lunch break amount and take 45 minutes, punching In from the lunch break at 12:45pm.
The employee punches out to take their afternoon break at 3:15pm and then back In at 3:30pm.
The employee has taken a total of 60 minutes for the combined breaks; PayClock doesn’t adjust the time taken for the
combined breaks.
Example 2
The employee punches in on Tuesday at 8:00am; the morning is very busy so the employee doesn’t take the morning
break.
The employee punches out to take their lunch break at 12:00pm, they combine their morning break amount with the
lunch break amount and take 40 minutes, punching In from the lunch break at 12:40pm.
The employee punches out to take their afternoon break at 3:15pm and then back In at 3:30pm.
The employee has taken a total of 55 minutes for the combined breaks, PayClock adjust the time taken for the combined
breaks to 60 minutes.
Example 3
The employee punches in on Wednesday at 8:00am; the morning is very busy so the employee doesn’t take the morning
break. The afternoon is expected to be very busy also.
The employee punches out to take their lunch break at 12:00pm, and because the afternoon is expected to be busy they
combine their morning and afternoon break amount with the lunch break amount and take 60 minutes, punching In from
the lunch break at 1:00pm.
The employee has taken a total of 60 minutes for the combined breaks; PayClock doesn’t adjust the time taken for the
combined breaks.
Shifts
Shifts identify when an employee is expected to punch In or Out and how to calculate the punches. For each shift rule,
you can define the start and end of the shift as well as the break(s) associated with the shift. For example, you have a
shift that starts at 7:30am and ends at 4:00pm with a 30 minute punched break. After defining the shift rules you then can
assign them to the employees.
Shifts also allow you to use revision zones and lockout zones if you wish.
Shift Type
This section allows you to define the parameters around the start and end of the shift.
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Shift with In and Out revision - Select this option if you want to use both the In and Out revision zones.
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Shift with no revisions - Select this option if you do not want to use In and Out revision zones. Punches will
calculate based on the rounding rule set up at the Pay Class - Advanced tab.
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Shift with In revision - Select this option if you only want to use an In revision zone.
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Shift with Out revision - Select this option if you only want to use an Out revision zone.
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Flexible Shift - Selecting this option allows you to define the length of the shift. The first punch of the day will
start the shift; the length will define when the shift will end.
In and Out Revision Examples
Shift with In and Out revision set up.
In Revision – The In Revision setting will round or adjust punches forward to the shift start time.
The shift’s In Time or start is set to 8:00am.
The shift’s Arrive Early or In Revision zone is set at 7:30am.
Tom punches In at 7:38am.
The punch will adjust forward to 8:00am which is the start of the shift.
Out Revision – The Out Revision setting will round or adjust punches back to the shift end time.
The shift’s Out Time or end is set to 5:00pm.
The shift’s Leave Late or Out Revision zone is set to 5:30pm.
Tom punches Out at 5:08pm.
The punch will adjust back to 5:00pm which is the end of the shift.
Shift without In and Out revision set up.
Tom punches In at 7:38am. The punch will calculate based on the rounding defined in the Pay Class - Advanced tab.
Tom punches Out at 5:08pm. The punch will calculate based on the rounding defined in the Pay Class - Advanced tab.
What’s the difference between a fixed and a flexible shift?
A fixed shift has a definite start and end. For example, a fixed shift would be a shift that starts at 8:00am and ends at
5:00pm.
A flexible shift is one where there isn’t a definite start time but there is a definite duration. For example, a flexible shift
would be a shift that last for 10 hours but can be started at any time.
Breaks
This section displays any breaks that have been assigned to the shift. To apply breaks to a shift click the Assign Breaks
button. To add additional breaks click the Break Manager button.
Assign Breaks
Click this button to apply breaks to the selected shift.
Available Breaks / Assigned Breaks
The Available Breaks window displays the breaks that are currently configured, when you assign a break it will be
moved to the Assigned Breaks window. Use the Move Up or Move Down buttons to define the sequence that the breaks
will occur.
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Add - Highlight a break from the available list and click the Add button, the break will be moved to the
assigned column.
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Remove - Highlight a break from the assigned list and click the Remove button, the break will be moved from
the assigned column back to the available list.
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Move Up – Highlight a break from the assigned list and click this button. The break will move up in the list.
Use this button to define the sequence that the breaks will occur. Note: This could be extremely important if
you have multiple breaks that overlap.
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Move Down – Highlight a break from the assigned list and click this button. The break will move down in the
list. Use this button to define the sequence that the breaks will occur. Note: This could be extremely important
if you have multiple breaks that overlap.
Break Manager
Click the Break Manager button to set up additional breaks not already configured.
How do I assign breaks to a shift?
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Select the Setup tab on the ribbon bar and click the Shifts button. The Shifts window will display.
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Click the New button to add a new shift or select an existing shift from the list.
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Click the Assign Breaks button. The Assign Breaks window will display.
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Highlight a break from the available list and click the Add button, the break will be moved to the assigned
column.
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Click Save and Exit, the selected break will display under Breaks in the Shift window
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Click Save to keep your break assignment changes.
Helpful Hints
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Available hot keys, Ctrl s to Save.
How do I remove a break from a shift?
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Select the shift from the list you wish to edit.
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Highlight the desired break from the assigned list and click the Remove button, the break will be moved from
the assigned column back to the available list.
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Click Save and Exit, the selected break will be unassigned and will no longer display under Breaks in the Shift
window.
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Helpful Hints
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How do I change the sequence of when multiple breaks will occur?
It’s possible to have multiple breaks assigned to one shift. When you assign more than one break to a shift, the software
looks to see how the breaks are positioned in the list to know the order that the breaks will occur. When you assign
multiple breaks to a shift, make sure that they are displaying in the list in the order you want them to activate. For
example you wouldn’t want the 2:30pm break before the 12:00pm meal break. See the examples below.
Changing the order of when multiple breaks will occur?
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Select the shift from the list you wish to edit.
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Highlight the desired break from the assigned list and click the Move Up or Move Down button, to position the
breaks in the order that you want them to occur.
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Click Save and Exit, the selected break will be unassigned and will no longer display under Breaks in the Shift
window.
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Helpful Hints
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Advanced
This section allows you to define settings for shifts that cross midnight or if you want to combine breaks.
Apply hours to day of Out punch - Select this option if you want the total hours for the shift to be applied to the
day of the Out punch. Typically this setting would only be used with a shift that crosses midnight.
Allow Combined Breaks - Select this option if you want to allow employees to combine multiple breaks and take
them at the same time. Click here for more information.
Shift uses lockouts - Select this option if you want to restrict the employees from punching in to early or out to late
at the terminal. Lockout zones are not supported by all terminals. The TS100 and PC60 do not support lockout
zones. Note: This option is not available if the Shift Type is set to “Flexible Shift”.
Shift ends on midnight/ Shift crosses midnight - Select this option if the shift ends on midnight (12:00am) or if
the shift crosses midnight. Note: This option is not available if the Shift Type is set to “Flexible Shift”.
Multiple Day Shift (Greater than 24 hrs.) - Select this option if the shift will be longer than 24 hours. Note: This
option is not available if the Shift Type is set to “Flexible Shift”.
Shift Definition
This section allows you to define the start and end times of the shift and also displays a graphic view of the revision
zones if used.
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Arrive Early - Enter the earliest time where the In punch will adjust forward to the In Time. Punches before the
arrive early time will be calculated using the rounding defined on the Pay Class - Advanced tab. Note: This
field will only display if the option ‘Shift with In Revision’ or ‘Shift with In and Out Revisions’ were selected
at Shift Type.
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In Time - Enter the time that the shift will start.
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Shift Length - Enter the duration or length of the shift when the Flexible Shift option is selected. Otherwise this
field is view only and displays the duration of the selected shift. Any breaks assigned will change the duration
calculation of the shift length. For example, a 30 minute unpaid break is assigned to a shift that is 8 hours and
30 minutes long. The shift length will display as 8:00 (8:30 minus :30 for the unpaid break).
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Out Time - Enter the time that the shift will end.
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Leave Late - Enter the latest time where the Out punch will adjust back to the Out Time. Punches after the
leave late time will be calculated using the rounding defined on the Pay Class - Advanced tab. Note: This field
will only display if the option ‘Shift with Out Revision’ or ‘Shift with In and Out Revisions’ were selected at
Shift Type.
Lockouts
This section allows you to define the time when the lockout stops and when the lockout starts for the selected shift.
Lockout zones restrict the employees from punching in too early or out too late at the terminal. Lockout zones are not
supported by all terminals. The TS100, PC60 and FaceIN terminals do not support lockout zones. Note: Lockouts can
only be set up if the shift has a fixed start and fixed end, lockouts can not be set up for a flexible shift.
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Lockout any punches before: - Enter the time when punches will be accepted at the terminal. Punches before
this time will be rejected and the registration will not be recorded Note: This field will only display if ‘Shift
uses lockouts’ were selected at the Advanced options.
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Lockout any punches after: - Enter the time when punches will be no longer be accepted at the terminal.
Punches after this time will be rejected and the registration will not be recorded Note: This field will only
display if ‘Shift uses lockouts’ were selected at the Advanced options.
Lockout Zone Examples
Shift with Lockouts set up.
Lockout any punches before – This setting will restrict any punches at the terminal prior to the time defined.
The shift’s Arrive Early or In Revision zone is set at 7:55am.
The shift’s Lockout any punches before is set at 7:55am.
Tom punches at 7:45am.
The punch is rejected and is not recorded. Tom will have to wait until 7:30am or later in order for the punch to be
accepted and recorded.
Lockout any punches after – This setting will restrict any punches at the terminal after the time defined.
The shift’s Leave Late or Out Revision zone is set to 5:10pm.
The shift’s Lockout any punches after is set at 5:10pm.
Tom punches at 5:20pm.
The punch is rejected and is not recorded. Tom should have punched Out before 5:10pm in order for the punch to be
accepted and recorded.
How do I set up a fixed shift?
A fixed shift has a definite start and end. For example, a shift that starts at 8:00am and ends at 5:00pm.
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Select the Setup tab on the ribbon bar and click the Shift button. The Shifts window will display.
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Click the New button, under Name enter a name for the shift. It should be something descriptive.
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Select the desired Shift Type; Shift with In and Out revision, Shift with no revision, Shift with In revision or
Shift with Out revision.
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If you want the total hours for the shift to display on the day the shift ended, select Apply hours to date of Out
punch under the Advanced area.
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If you want to restrict when employees can punch at the terminal, select the Shift uses lockouts under the
Advanced area. The Lockouts area will display at the bottom of the window.
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If this shift crosses midnight, select Shift crosses midnight under the Advanced area.
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If this shift last longer than 24 hours, select Multiple Day Shift under the Advanced area.
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At the Arrive Early field, enter the earliest time when punches will adjust forward to the In Time or start of the
shift. Note: This field will not be available if the Shift Type is set to either, Shift with No revisions or Shift with
Out revision.
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At the In Time field, enter the time that the shift will begin.
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At the Out Time field, enter the time that the shift will end.
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At the Leave Late field, enter the latest time when punches will adjust backward to the Out Time or end of the
In revision.
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At the Lockout any punches before field, enter the time when punches will be accepted at the terminal. Note:
This field will only be available if the Shift uses lockouts option under the Advanced area.
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At the Lockout any punches after field, enter the time when punches will no longer be accepted at the terminal.
Note: This field will only be available if the Shift uses lockouts option under the Advanced area.
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Click the Assign Breaks button to select the break or breaks you want applied to this shift. If you need to define
a different break to use click the Break Manager button.
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If you want to allow employees to combine their breaks and take them all at once if necessary, select the Allow
Combined Breaks under the Advanced area.
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Helpful Hints
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How do I set up a flexible shift?
A flexible shift is one where there is not a definite start time but there is a definite duration. For example, a shift that last
for 10 hours but can be started at any time.
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Click the New button, under Name enter a name for the shift. It should be something descriptive.
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Select Flexible Shift as the Shift Type.
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At the Shift Length field, enter how long the shift is expected to last.
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Helpful Hints
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How do I restrict employees from punching too early or late?
Lockout zones restrict employees from punching in too early or out too late at the terminal. Lockout zones are assigned
through the shifts that are applied to the employee. Lockout zones are not supported by all terminals. The TS100 and
PC60 do not support lockout zones. Note: Lockouts can only be set up if the shift has a fixed start and fixed end,
lockouts can not be set up for a flexible shift.
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Select the shift from the list that you wish to add the lockouts.
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Select the Shift uses Lockouts under the Advanced options. The Lockouts area will display. Note: Lockouts can
only be set up if the shift has a fixed start and fixed end, lockouts can not be set up for a flexible shift.
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Helpful Hints
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How do I copy a shift to make a new shift?
The copy function allows you to select an existing shift that is similar to your needs, clone it and then modify it as a new
shift.
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Select the shift that you wish to clone and click the Create Copy button.
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Under Name enter a name for the new shift. It should be something descriptive.
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Make the needed modifications and click Save.
Helpful Hints
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How do I delete a shift?
Shifts that are assigned to employee(s) can not be deleted, only shifts that are not assigned to employees can be deleted.
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Select the desired shift from the list that you wish to delete.
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Click the Delete button.
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Click Yes to the confirmation message.
Helpful Hints
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Employees
The Employees button of the Setup tab on the ribbon bar allows you set up and maintain your employees in the software.
You can enter their name, address, pay rate, emergency info, assign their benefit time, etc.
Employees - General Tab
You use the General tab to define basic information about the employee. See a description of each field below.
Last Name, First Name and M.I. - Enter the employee’s name. What you enter here will show on reports and in the
drop down lists.
Badge Number - Enter the badge number this employee uses to punch the terminal. PayClock automatically inserts the
next available number but you can change the number if necessary.
Employee Number - If your company uses some other number to identify employees, enter it here. Usually, you have an
employee number if you export your data to a payroll service. Notice that each time you add a new employee, the
employee number increments to the next unused number.
Name at Terminal – This field allows you to have an alternate name display at the terminal, such as a nick name, when
the employee punches. Note: This field is only supported by the FaceIN terminal.
Employee PIN - Enter the number this employee uses when punching at the terminal with a PIN. The PIN field allows
for up to six numbers that can be from 1 through 999999. If you enter leading zeros, the employee will have to enter
leading zeros at the terminal, the PIN must be entered exactly at the terminal as it is set up in PayClock. Note: The
Employee PIN is the same as the User No. in the FaceIN terminal.
Hourly Base Pay - Enter the employee's normal hourly wage.
Salaried Hours - Check this box if this is a salaried employee. When you check this box, you must also enter how
many hours this person works each pay period.
Note 1: Reports will use the hours you have entered in this field. Any punches made on a terminal will be ignored in
reporting.
Note 2: Employees with the Salaried option selected can not be exported. The Do Not Include in Exports option will
be checked and will be dimmed.
Type of Employee - Choose Regular, Temporary, Seasonal or Contract. This setting is used to sort the employees on
reports.
Pay Class - Displays the name of the Pay Class where the employee is assigned.
Home Department - Choose which department the employee will be assigned to be default.
Date of Hire - Enter the employee’s hire date. By default the computers current date is entered here when an employee
is added.
Inactive - If the employee is temporarily not working at the company, check the Inactive box and enter the date
inactivity began. An example would be an employee going on maternity leave.
Terminated - If the employee no longer works at your company, check the Terminated box and enter the last day of
employment. The employee remains in the software with a Terminated status. Note: It is not recommended to delete an
employee When you delete an employee their time will also be deleted which will affect the data that shows on reports.
Add Picture - Click this button to browse and locate a picture file that will display in the Employee Master of the
selected employee. The supported formats are BMP, JPG and GIF. Note: The picture size cannot exceed 256 KB.
Delete Picture - Click this button to the picture that displays in the Employee Master of the selected employee.
Options
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Allow Supervisor Functions - This allows the employee to perform supervisor functions at the terminal (This
field is only supported by the PC600 terminal and USB Terminal Manager when using a PayClock Biometric
terminal).
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Do Not Include in Exports - Check this box if you do not want to include this employee in the file you export
time, but you do not pay them from your payroll software.
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Enable Lockouts - Lockouts use shifts to restrict employees from punching in to early or out too late at the
terminal. Check this box if you have a shift assigned to the employee and you want to restrict them from
punching outside of their shift. Note: Lockout zones are assigned through the fixed shifts that are applied to the
employee. The TS100, PC60 and FaceIN terminals do not support lockout zones.
Password - Click this button to open the Password window. This window allows you to set up a supervisor’s password
when using USB Terminal Manager with a PayClock Biometric terminal.
Finger Template Management Wizard - Click this button to open the Finger Template Management Wizard. This
wizard allows you to enroll employee fingerprints on PayClock Biometric terminals.
How do I add an employee?
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If your company uses an Employee Number, enter it here. Usually, payroll services require an employee
number for exports.
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Enter the employee’s PIN if desired.
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Enter the employee's hourly base pay under Hourly Base Pay.
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Contract.
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Check the Enable Lockouts box if this employee will have a fixed shift assigned and you wish to restrict when
the employee from punching In too early or out too late. Note: The lockout option will have to be enabled on
the shift in order for the lockouts to be applied.
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Helpful Hints
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How do I filter the list of employees?
Filtering the list of employees allows you to narrow down the list by showing only the employees you want to see. For
example, if you filter your list of employees by a certain department, your list will only show the employees that have a
Home Department assignment for that certain department. You can also filter the list by Pay Class, if you filter your list
of employees by a certain pay class, your list will only show the employees that have a Pay Class assignment for that
certain pay class.
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From the List tab, click the Filter Employees button.
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The Filter Options window will open.
To filter the employee list by a certain department:
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Uncheck the “All Employees” selection; this will make the list of departments available.
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employee list.
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Click OK, only employees in the selected department will display on the List tab.
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The text “Filtered” will display when the employee list is in a filtered state.
To filter the employee list by certain a pay class:
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Click on the Pay Class list and select the desired pay class.
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Click OK, only employees assigned to the selected pay class will display on the List tab.
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To remove Inactive or Terminated employees from the employee list:
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Un-select the Show Inactive or Terminated Employees option by clicking in the check box.
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Click OK, employees that are inactive or terminated will not display on the List tab.
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From the list, choose the employee you want to edit.
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To make an employee Inactive, check the Inactive box, and then enter the date the person became inactive.
Note: To make an employee active again, uncheck the Inactive box.
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To mark an employee as terminated, check the Terminated box, then enter the termination date. The badge
number resets to zero so you can reuse this badge for another person. Note: To un-terminate an employee,
uncheck the Terminated box and reassign the employee a badge number.
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Helpful Hints
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How do I delete an employee?
Employees that have any type of data transactions can not be deleted. This will insure that no employee that has payroll
data can inadvertently be deleted. If you no longer wish to have an employee display in the employee list simply set them
to Terminated or Inactive.
What is an Inactive employee?
Inactive employees are employees you want to keep in the PayClock system but you don’t want there badge to be
active at the terminal. For example, you might want to make an employee inactive when she goes on maternity leave
or when a seasonal worker is off-season. You cannot reassign an inactive employee’s badge. You can only reuse a
badge number if you mark the employee as Terminated.
Inactive employees stay in the system, but cannot punch the terminal. You can still report and export on inactive
employees.
Note: After making an employee inactive, make sure you update the terminal, if you don’t the badge will still be
accepted by the terminal.
How do I make an employee Inactive?
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From the list, choose the employee you want to make inactive.
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On the General tab, check the Inactive box, and then enter the date the employee became inactive. Note: To
make an employee active again, uncheck the Inactive box.
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Helpful Hint
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What is a Terminated employee?
Terminated employees are employees you want to keep in the PayClock system but you want to reuse their badge for
another employee, typically a terminated employee will not be returning to work.
Terminated employees stay in the system, but cannot punch the terminal, their badge number will be reset to 0 (zero).
You can still report and export on terminated employees.
Note: After making an employee terminated, make sure you update the terminal, if you don’t the badge will still be
How do I make an employee Terminated?
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From the list, choose the employee you want to mark as terminated.
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On the General tab, check the Terminated box, and then enter the date the employee was terminated. Note: To
un-terminate an employee, uncheck the Terminated box and reassign a badge number.
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Important! When you change employee information, you should update your terminal. You can do this by clicking
the Update Terminal button at the Terminal Manager tab on the ribbon bar.
Helpful Hint
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How do I make an Inactive or Terminated employee active again?
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From the list, choose the employee you want to make active.
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On the General tab, uncheck the Inactive or Terminated box. Note: When making a terminated employee
active, you may have to reassign a badge number.
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Helpful Hint
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Employees - Overrides Tab
You use the Overrides tab to define punched or automatically deducted breaks for individual employees on the open
shift. Any defined breaks on this tab will override the global break set up on the Pay Class | Break tab.
Defined Breaks
You use the Defined Break section to set up punched break or auto deduction for individual employees. Any settings in
this section will override the punched break and auto-deduction options that are setup at the Break tab of the Pay Classes
button on the Setup tab.
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Break Overrides - Use these options for setting up a punched break override for the selected employee.
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Minimum Hours from Start - Enter the shortest amount of time a person can work before punching for a
break.
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Maximum Hours fro Start - Enter the longest amount of time a person can work before punching for a
break.
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Length - Enter how long the break lasts.
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Extended Break Amount - Enter the maximum extra amount of time the person can take and the punch still
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Paid Break - Select whether the defined break will be paid or unpaid.
Auto Deduct Overrides - Use these options for setting up an automatic deducted break override for the
selected employee.
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Worked Hours to Qualify - Enter the amount of time a person must work before the time is deducted.
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Length - Enter the amount of time to deduct.
How do I set up a punched break override for an employee?
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From the list, choose the employee you want to edit and click on the Overrides tab.
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At the Break Overrides area check the break options you want to override.
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If you want to override the Minimum Hours from Start, enter the shortest amount of time a person can work
before punching for a break.
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If you want to override the Maximum Hours from Start, enter the longest amount of time a person can work
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If you want to override the Length, enter how long the break lasts.
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If you want to override the Extended Break Amount, enter the maximum extra amount of time the person can
take and the punch still count as a break rather than an in/out punch.
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Helpful Hints
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How do I override an auto deduct break for an employee?
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At the Auto Deduct Overrides area check the break options you want to override.
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If you want to override the Worked Hours to Qualify, enter the amount of time a person must work before the
time is deducted.
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If you want to override the Length, enter the amount of time to deduct.
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Helpful Hints
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How do I set up a break for an individual employee?
Note: You can set a break that is both punched and auto-deducted. The software first looks to see if the person punched
for this break, if he did punch; the break follows the rules for the punched break. If he did not punch, the break follows
the rules for the auto-deduct. To setup for both follow the steps below for the punched and auto deduct.
To set a Punched Break:
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At the Break Overrides area check the break options you want.
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At Minimum Hours from Start, enter the shortest amount of time a person can work before punching for a
break.
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At Maximum Hours from Start, enter the longest amount of time a person can work before punching for a
break.
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At Length, enter how long the break lasts.
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At Extended Break Amount, enter the maximum extra amount of time the person can take and the punch still
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To set an Auto Deduct:
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At the Auto Deduct Overrides area check the break options you want.
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At Worked Hours to Qualify, enter the amount of time a person must work before the time is deducted.
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At Length, enter the amount of time to deduct.
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Helpful Hints
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Employees - Schedules Tab
The Schedules tab is used to apply shifts to individual employees. The shifts applied to the employee will make up the
employees work schedule. You can define the employees work schedule in the calendar and assign shifts by date. The
employee’s schedule displays in a calendar view showing the shift details assigned to each date. A labor coverage chart
is also available which verifies there is enough labor coverage but not too much for a work day.
Calendar View
When you open the Schedules tab the selected employee’s calendar view will display. The calendar is used to maintain
employee schedules by assigning shifts to dates and you can also assign non-work time to dates within the calendar. If
the information in the cell is abbreviated, you can place the mouse pointer over the date cell and a Float Over window
will display with the full details of the assigned shift, expected hours and wages.
Calendar Legend
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Drag Available Shifts column - Drag and drop shifts from the list to dates in the calendar.
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Month Navigation Toolbar - Use the back and forward buttons to select the desired month for the calendar.
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Pay Period Start - A green title bar on a date cell in the calendar identifies the start of a pay period.
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Recurring Shift Assigned - A shift on a date cell that is in brown text identifies the shift has be set to
recurring.
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Shift Assigned by Date - A shift on a date cell that is in blue text identifies the shift is assigned by date and
doesn’t recur.
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One-Time use shift - A date cell that has “One-Time” blue text identifies the shift was created for a one time
use. The shift information will display in the blue parenthesis ( ).
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Non-Work Time Assigned - A date cell with orange text identifies non-work time was assigned. The nonwork pay code and duration of time will display in orange text.
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Float Over Window - On a cell that has the information shortened, place the mouse pointer over a cell for
about 2 seconds and a float over window will display with the full details of the assigned shift, expected hours
and wages.
Methods to Assign Shifts
When you assign a shift to a date, you have two methods that can be used, drag -n- drop or a right click of the mouse.
Drag -n- Drop Method - Click on the desired shift in the list and while holding down the mouse drag the shift to
the date(s). The mouse pointer will change to:
This mouse pointer identifies that you are over an area where you can assign the shift.
This mouse pointer identifies that you are not over an area where you can assign the shift.
Right Click Method - Select a date and right click the mouse, this menu will open.
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Add Shift - This menu item allows you to select a shift from the available list to assign to the selected date(s).
Selecting “New…” will allow you to create an on-the-fly shift that will be used once for that one date for that
one employee.
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Delete Shift - This menu item allows you to remove the shift assignment from the selected date(s).
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Add Non-Work Time - This menu item allows you to post non-work time to the selected date(s).
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Delete Non-Work Time - This menu item allows you to delete or remove non-work time that was previously
posted through the Schedules tab for the selected date(s).
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Make Recurring - This menu item allows you to set a shift assignment to recur for the selected day every week
for all open pay periods. For example, if you have a shift assigned on Wednesday August 18 and the Make
Recurring option is selected, the shift will be assigned to every Wednesday not the 18th of every month. Note:
The recurrence is base on the DAY not the date.
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Restore Recurring Shift - Select this menu item to restore a recurring shift that was deleted for a single date.
Note: This menu item will not be available if recurring shifts were deleted using “All Days” under the Delete
Recurring Shift menu item.
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Delete Recurring Shift - This menu item allows you to delete a recurring shift for the selected date, or for the
selected day for every week. Selecting This Day Only deletes the recurring shift for the selected date. Selecting
All Days deletes the recurring shift from the selected day for every week.
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View Coverage - This menu item will display a coverage chart for the selected single date. This will allow you
to determine if you have too much or not enough labor coverage for the selected single date. Note: Double
clicking on a date will also open the labor coverage chart.
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Right Click method
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How do I assign a shift to a multiple dates?
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Right Click method
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changes.
Right Click method
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changes.
How do I assign a recurring shift to a multiple days?
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highlighted days.
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changes.
Right Click method
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days.
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changes.
How do I create a one-time shift and assign it to an employee?
A one-time shift is typically created to be used once for one or more dates for that one employee.
Right Click method
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Choose Add Shift > New... from the fly-out menu, the New Shift window will open.
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Click the Assign Breaks to select and apply breaks to this shift. If you need to define a different break click the
Break Manager button.
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If this shift should restrict the employees from punching in to early or out to late, select Shift uses Lockouts
under the Advanced area.
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Out revision.
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In revision.
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Click Save and Close.
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The selected shift will be assigned to the highlighted date or dates, click Save to keep your changes.
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calendar view.
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Right Click method
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Right Click method
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Right Click method
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Select which pay code to use from the list and enter the duration of non-work time in the Amount (per day)
field.
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Click Save and Exit, the non-work time will be assigned to the highlighted date, click Save to keep your
changes.
Right Click method
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Select which pay code to use from the list and enter the duration of non-work time in the Amount (per day)
field.
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Click Save and Exit, the non-work time will be assigned to the highlighted dates, click Save to keep your
changes.
date. This example shows that the Drafting department will have coverage from 6:00am until 4:30pm with full coverage
from 6:30am until 3:00pm which are the peak hours for that department. The Engineering department will have coverage
from 7:30am until 4:00pm with one employee working a flexible shift for that department.
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your selection.
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Employees - Benefit Time Tab
You use the Benefit Time tab to track an employee's benefits, such as how much sick or vacation time they have or have
taken. You can track up to 5 pay codes. The software keeps track of how much time the employee has taken and how
much time the employee has left.
Pay Code - Choose the non-work pay codes you want to track.
Allowed - Enter how much time the employee is allowed for a year. If you are setting up PayClock for the first time, and
the year has already started, type in how much time the employee has left for the year. You will need to update this box
each year.
Taken - This field shows how much non-work time has been applied to the employee through the timecard.
Balance - This field shows how much non-work time the employee has remaining. This field is view only.
Start Date - Enter the date when the allowed benefit time began. This field is designed to provide information; it is not
used in any type of calculation.
Zero Taken - Click this button to clear out the non-work time that has been taken. Typically you will use this function at
the beginning of the year.
How do I set up an employees benefit time?
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From the list, choose the employee you want to edit and click on the Benefit Time tab.
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From the Pay Code column, choose pay codes you wish to track.
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From the Allowed column, enter in how much time the employee has accrued. Note: If you are setting up
PayClock for the first time, and the year has already started, type in how much time the employee has left for
the year. You will need to update this box each year.
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From the Start Date column, enter the date when the allowed benefit time began.
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Helpful Hints
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How do I reset the counter that keeps track of how much benefit time has taken in
the past year?
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At the Pay Code you want to reset, click the Zero Taken button to reset the Taken column to zero.
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Helpful Hint
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Employees - Departments Tab
The Departments tab is used to assign employees to certain departments and also modify the pay rate when working in
the department. When an employee transfers to one of these assigned departments their pay rate will reflect what was
defined for that particular department.
Home Department - This field displays the home department that was assigned on the General. This is a view only field
for reference.
Allowed Departments
This section contains two lists, the list on the left contains a list of available departments and the list on the right displays
the departments assigned to the selected employee along with the optional pay rates assigned with each of the
departments.
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Add - Highlight a department from the available list and click the Add button, the Add Allowed Departments
window will open allowing you to override the employees base pay for time worked in the department.
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Remove - Highlight a department from the assigned list and click the Remove button to un-assign the
department from the employee.
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Remove All - Click this button and all assigned departments will be un-assigned from the employee.
Add Allowed Departments
The Add Allowed Departments window will open when you select a department from the list and then click the Add
button under the Allowed Departments area. Select this option to assign optional departments to employees and to
override the employees pay rate when they work in the department. For example, an employee’s base pay is $9.00 an
hour, but when they work in the Shipping department the base pay will be increased to $12.00 an hour.
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Employee Name - Displays the name of the employee you are editing.
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Base Pay - Displays the Base Pay that that has been set up on the General tab.
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Override base pay for department - Select this option if you wish to override the selected employees Base
Pay. In the field enter the override pay rate. Note: If this option is not selected the Base Pay from the General
tab will be used for dollar calculations.
How do I assign a department to an employee?
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From the list, choose the employee you want to edit and click on the Departments tab.
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From the available department list on the left highlight the desired department.
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Click the Add button, the Add Allowed Department window will open.
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If desired select the Override base pay for department option and enter a modified pay rate for any time worked
in that department.
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Click OK on the Add Allowed Department window, the selected department will be moved to the assigned
department list on the right.
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Helpful Hint
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How do I edit the pay rate for an assigned department?
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From the assigned department list on the right double click on the desired department.
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The Add Allowed Department window will open, make the desired changes and click OK.
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Helpful Hint
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How do I un-assign a department from an employee?
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From the assigned department list on the right highlight the desired department.
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Click the Remove button, the selected department will be deleted from the assigned department list.
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How do I un-assign ALL departments from an employee?
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Click the Remove All button, all department assignments will be deleted from the assigned department list.
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Helpful Hint
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Employees - Personal Tab
You use the Personal tab to keep track of certain employee information, such as their address, phone number, custom
field information and who to contact in an emergency.
Address
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Address (1) - Enter the employee’s address.
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Address (2) - Enter the employee’s address.
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City - Enter the city of the employee’s address.
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State - Enter the state of the employee’s address.
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Country - Enter the country of the employee’s address.
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Postal Code - Enter the zip code of the employee’s address.
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Home Phone - Enter the employee’s phone number.
Additional
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Social Security Number - Enter the employee’s social security number.
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Date of Birth - Enter the employee’s birthday.
Emergency Contact
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First Contact - Enter a contact name in the event of an emergency.
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Day Phone - Enter the phone number where the emergency contact can be reached in the event of an
emergency.
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Relationship - From the drop down list select what relationship the contact is to the employee.
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Second Contact - Enter an alternate contact name in the event of an emergency.
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Day Phone - Enter the phone number where the emergency contact can be reached in the event of an
emergency.
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Relationship - From the drop down list select what relationship the contact is to the employee.
Custom
This area contains the Custom fields that were defined by the user. These fields can be used to store information not
available in PayClock, for example you may want to store some HR information such as “Last Review Date”. After
defining the name of the custom fields, enter the associated data in the Personal tab of the Employee Master for each
employee. Note: You define the names of the custom fields at the Setup tab | Preferences | Custom Field, any fields
defined are global and will be available for all employees.
How do I set up an employee’s personal information?
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From the list, choose the employee you want to edit and click on the Personal tab.
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Enter the employee's street address under Address (1) and Address (2) the city, state, country and zip under
City, State, Country and Postal Code.
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Enter the employee's home phone number under Home Phone.
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Enter the employee's social security number under Social Security Number.
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Enter the employee's birthday under Date of Birth.
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Under the Emergency Data section, enter two people to contact in case of an emergency. You can enter their
name, phone number and relationship to the employee.
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Under Custom, enter data for the custom fields as desired.
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Helpful Hint
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Employees - Messages Tab
You use the Messages tab to create messages and assign messages to display on the terminal for individual employees.
These settings will override any messages defined at the terminal’s properties Audio tab of the Terminal Manager tab.
Note: User created custom sound files are not supported and will not work with the PayClock software or the PayClock
terminals.
Override Default Environment - Use these options for setting up a message overrides for the selected employee.
Audio System Enabled - Select this option to activate your terminal to play sounds and display custom messages.
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Audio Volume at Terminal - Drag the slider bar left to lower the volume or right to increase the volume on the
terminal.
Messages by In/Out Punch
Select this option to configure what audio/text message sounds and displays on the terminal for In / Out punches.
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Audio Manager – Click this button to open the Audio Manager window. This window allows you to rename
the audio files that will be available to be assigned to play on the terminal. Note: User created custom sound
files are not supported and will not work with the PayClock software or the PayClock terminals.
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Message Manager - Click this button to open the Message Manager window. This window allows you to
configure the text messages that can be assigned to display on the terminal.
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On All In Punches Play - Check this box to select the sound that will play for all In punches.
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Show this message on the terminal - Type in the desired text message or from the list select which text
message to show on the display of the terminal. If you want the text message to be available for other
employees, click the Message Manager button to set up the text messages.
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Sound - Select the sound file from the list to play for all In punches. You can test the sound on your computer
by clicking the
button. Note: User created custom sound files are not supported and will not work with
the PayClock software or the PayClock terminals.
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On All Out Punches Play - Check this box to select the sound that will play for all Out punches.
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message to show on the display of the terminal. If you want the text message to be available for other
employees, click the Message Manager button to set up the text messages.
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Sound - Select the sound file from the list to play for all Out punches. You can test the sound on your computer
by clicking the
button. Note: User created custom sound files are not supported and will not work with
the PayClock software or the PayClock terminals.
Messages by Time/Date Range
Select this option and configure what will play and display on the terminal for all punches during a specific period of
time. You can configure up to 5 different audio/text messages that will display at different times during the day. For
example, you may setup one message that sounds “Good Morning” starting at 500am and ending at 11:00am, and then
another that will sound “Good Afternoon” starting at 1200pm and ending at 2:00pm and another that sounds “Good
Evening” starting at 400pm and ending at 6:00pm. Note: User created custom sound files are not supported and will not
work with the PayClock software or the PayClock terminals.
Active - This column displays the status of selected sound range, whether it is enabled or disabled.
Start Time - This column displays when the selected sound range will start being used.
End Time - This column displays when the selected message will stop being used.
Sound - This column displays what sound file will be played for the selected sound range. Note: User created custom
sound files are not supported and will not work with the PayClock software or the PayClock terminals.
Message at Terminal - Type in the desired text message or from the list select which text message to show on the
display of the time clock. Click the Message Manager button to set up the text messages.
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Add (button) - Click this button to open the Edit Sound Ranges windows and add a new sound range.
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Edit (button) - Click this button to open the Edit Sound Ranges window and edit the selected sound range.
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Remove (button) - Click this button to delete the selected sound range.
Audio Manager
The Audio Manager window will open when you click the Audio Manager button under the Messages by In/Out Punch
area. Select this option to apply a user friendly name to the sound files available to play on the terminal.
Note: User created custom sound files are not supported and will not work with the PayClock software or the PayClock
terminals.
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Friendly Name - Enter the text that will represent the selected sound file. This is the name that will be available
for selection from the list.
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Filename – Select the desired sound file from the list. Any sound files that reside in the Media folder where the
PayClock application was installed will display in this list. Note: User created custom sound files are not
supported and will not work with the PayClock software or the PayClock terminals.
Message Manager
The Message Manager window will open when you click the Message Manager button under the Messages by In/Out
Punch area. Select this option to configure text messages that will be available to display on the terminal.
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Enter Message Text - Enter the text that you wish to be available to show on the terminals display and click
the Add button.
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Add - Click this button after entering the text for the new text message.
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Remove - Click this button to delete the highlighted text message.
Edit Sound Ranges
The Edit Sound Ranges window will open when you click the Add button under the Messages by Time/Date Range area.
time. You can configure up to 5 different audio/text messages that will display at different times during the day.
For example, you may setup one message that sounds “Good Morning” starting at 500am and ending at 11:00am, and
then another that will sound “Good Afternoon” starting at 1200pm and ending at 2:00pm and another that sounds “Good
Evening” starting at 400pm and ending at 6:00pm. Note: User created custom sound files are not supported and will not
work with the PayClock software or the PayClock terminals.
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This range is active - Select this option to activate this sound range.
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Start Time - Select when this sound range will begin.
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End Time - Select when this sound range will stop.
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Sound - From the list select which sound file will play for all punches during this sound range. You can test the
sound on your computer by clicking the
button. Note: User created custom sound files are not supported
and will not work with the PayClock software or the PayClock terminals.
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Message at Terminal - Type in the desired text message or from the list select which text message to show on
the display of the terminal. Click the Message Manager button to set up the text messages.
How do I set up messages when an employee punches In?
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From the list, choose the employee you want to edit and click on the Messages tab.
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Select Override Default Environment, and then select the Audio System Enabled option and adjust the
volume to the desired level.
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Choose Messages by In/Out Punch and select the option On All In Punches Play.
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Select Show this message on the terminal and type in the desired text message or from the list select which
text message to show on the display of the terminal. Click the Message Manager button to set up the text
messages.
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Under the Sound list, select what you want the employee to hear at the terminal when they punch. Note: User
created custom sound files are not supported and will not work with the PayClock software or the PayClock
terminals.
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Helpful Hint
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How do I set up messages when an employee punches Out?
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Choose Messages by In/Out Punch and select the option On All Out Punches Play.
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messages.
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How do I set up custom text messages?
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Click the Message Manager button, the Message Manager window will open.
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Enter the desired text and then click the Add button.
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Click Save and Close to keep your changes.
How do I set up messages for certain times of the day?
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Select the option Messages by Time/Date Range.
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Click the Add button, The Edit Sound Range Settings window will open. Note: You can create up to 5 range
configurations.
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Select This range is active.
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Under the Start Time, enter the time this message will begin playing.
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Under the End Time, enter the time this message will stop playing.
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Under the Sound list, select what you want all employees to hear at the terminal when they punch. Note: User
terminals.
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To test the sound, click the
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text message to show on the display of the time clock. Click the Message Manager button to set up the text
messages.
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button.
Employees - Terminals Tab
The Terminals tab is used to assign or remove an employee's assignment to the terminal(s) you have setup in your
PayClock system.
Terminal List - This list displays all of the terminals set up in the PayClock software and whether the selected employee
is assigned.
Assign All - Click this button to assign the selected employee to all of the terminal(s) in the Terminal List.
Un-Assign All - Click this button to remove the assignment of the selected employee to all of the terminal(s) in the
Terminal List.
Update Terminals - Click this button to update the terminal(s) highlighted in the Terminal List.
How do I assign an employee to the terminal(s)?
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From the list, choose the employee you want to edit and click on the Terminals tab.
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From the Terminal List, choose the terminal(s) by clicking on the terminal name. You know you have assigned
an employee to the terminal when you see a " " in its box . Click the "Assign All" button to assign the
employee to all of the terminals.
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Click the Save button.
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Click the Update Terminals button to send the changes to the terminal.
Important! When you change employee information, you should update your terminal. You can also do this by
Helpful Hint
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How do I remove an employee’s assignment from a terminal?
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Click the Un-Assign All button. You know you have unassigned an employee from the terminals when you see
the " " removed from its box .
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Click the Update Terminal button to send the changes to the terminal.
Helpful Hint
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How do I update the terminal with the employee assignments?
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Click the Update Terminals button.
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From the ribbon bar select the Terminal Manager tab.
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Select the terminal to update from the list.
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Click the Update Selected Terminal button.
Employees - Advanced Tab
The Advanced tab is used to override the maximum work day length and maximum hours out rule for an employee.
Either of these settings will override the Maximum Work Day or Maximum Hours Out to Start a New Shift setting on
the Advanced tab of the Pay Class.
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Override Maximum Hours Out Rule - Choose this option to be able to override the Maximum Hours Out to
Start a New Shift setting at the Advanced tab of the Pay Class. When you select this option, the Maximum
Hours Out to Start a New Shift field will become available.
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Maximum Hours Out to Start a New Shift - Enter how long an employee must be punched Out before
PayClock will automatically start a new shift.
Override Maximum Work Day - Check this box if you want to change the length of the selected employees
work day. This will override the Maximum Work Day setting at the Advanced tab of the Pay Class.
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Length - Enter the longest amount of time a person can work in 1 day at Length. Note: Normally, you
should leave this setting at the default of 14:00 hours.
How do I override the Maximum Hours Out setting for just one employee?
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From the list, choose the employee you want to edit and click on the Advanced tab.
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Select the Override Maximum Hours Out Rule check box, the Maximum Hours Out to Start a New Shift option
will become active.
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Enter how long an employee must be punched Out before PayClock will automatically start a new shift.
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Note: To disable this setting for an employee make setting value 000:00 (zero).
Helpful Hints
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How do I change the maximum work day length for an employee?
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Select the Override Maximum Work Day check box, the Length field will become active. Enter the longest
amount of time the employee can work in 1 day. Normally, you should leave this setting at the default of 14:00
hours. The length of day can be set from 000:01 up to 048:00 hours.
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Helpful Hints
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Exports
You use Exports to set up PayClock to export data in the format your payroll service can read. An ASCII export is
available which allows you to create a custom export in the format you define. You can also generate an export file by
pay period or a specific date range from the Exports window.
Export Enabled - Select this check box to make the defined export available for use.
Pay Class to export from - Select the pay class from the list for which you want to generate the export.
Export by - Select to generate the export for a pay period or for a defined date range.
Export (button) - Click this button to initiate the process of generating the export file.
Edit Settings (button) - Click this button to modify an existing export set up.
Which payroll service export formats are available?
ADP PC/Payroll
Complete Payroll
Fortune 1000 (ACOMBA)
Paychex Paylink for Windows
Payroll 1
PayWork Payroll
Peachtree Complete Accounting and Higher
Preview by Paychex
QuickBooks 2009 or Later
Rapid Payroll
Simply Accounting
How do create an export definition?
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Select the Setup tab on the ribbon bar and click the Exports button. The Exports window will display.
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Click the New button, the Export Setup window will open.
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From the list select the desired export and click the Setup Export button.
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The Export Wizard will open, follow the onscreen instructions. Note: Your payroll service will provide the
needed information to complete the Export Wizard.
How do I generate an export file for payroll?
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Select the Setup tab on the ribbon bar and click the Exports button. The Exports window will display.
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Under Export By: choose the pay period. If you want to export for a date range select Custom, then enter the
date range under Start Date and End Date.
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Click the Export button.
Users
The Users button allows you to manage the user accounts for the PayClock software. You can add, edit and delete users
and set or change the user passwords. When you click the Users button, you see the list of users.
A user account or login is typically set up for each user of the PayClock software. Each user is assigned either the
Administrator or Limited Access Profile. When the PayClock software is opened the user is required to select their login
and enter a password. After logging in, the user is only able to access the parts and functions of the software as defined
by the user profile assigned to their user account.
Last Name, First Name, M.I. - Enter the name of the user you are setting up.
Login - This is the user's Login name. When the user opens a PayClock program, they select their Login name, and then
type in their password.
Password - Enter the password you wish the login to use. The user can also change this password at the login screen.
Active - This option should be selected if the user is currently logging into the PayClock software. Note: With this
option deselected the users login will not display in the User List of any Login window.
User may NOT change Password - Choose this option if you do not want the user to be able to change their password
at the login screen.
User’s Access Profile - Choose the access rights to assign to the user, either administrative or limited.
Administrator - This profile has full access to every thing in PayClock.
Limited - This profile will not be able to:
• Setup or modify company information
• Modify pay class or pay code settings
• Add or modify users
• Setup or modify employee wage information
• Setup or modify employee benefit time
• View wage information in the timecard or reports
• Export payroll information
• Close or re-open a pay period
Show Logged In Users - Click this button to see which users are currently logged into PayClock.
How do I create a user login?
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Select the Setup tab on the ribbon bar and click the Users button. The Users window will display.
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Click the New button, a blank user window will display.
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Enter the user's last name, first name and middle initial
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At the Login field enter an identifier the user will use when logging into PayClock.
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At the Password field enter the password you wish the login to use. Note: Passwords are case sensitive.
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If you don’t want the user to be able to change their password select the “User may NOT change Password”
option.
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Select the access rights for the user by choosing the proper profile from the Users Access Profile list.
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If the user will be logging into PayClock right away make sure that there is a check in the Active box. This
option determines whether the user can login to PayClock. When you uncheck this box, the user cannot open
any PayClock programs.
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Helpful Hints
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How do I edit a user login?
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From the list, choose the user login you want to edit.
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Make the needed changes and then click the Save button to keep the changes.
Helpful Hints
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How do I delete a user login?
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From the list, choose the user login you want to delete.
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Click the Delete button, if you are sure click Yes.
Note: Once you delete a user you can’t undelete them, you will have to add the user back.
Preferences
The Preferences button allows you to choose how dates and times display in the software; you also define certain
software settings. To access these additional settings simply click on the item in the list.
General
These settings allow you to turn on or off reminder messages within the PayClock software.
•
Check for updates when I start PayClock - Uncheck this box to turn off the automatic update function. Note:
PayClock will not check for software updates if this option is unchecked.
•
Confirm Undo’s - Uncheck this box to turn off the caution message that appears any time you click the Undo
button.
•
Remind me to backup my data before exiting application - Uncheck this box if you do not want PayClock to
prompt you to make a backup each time you close PayClock. Note: This option will be dimmed if the scheduled
backup is enabled.
•
Default Pay Period Shown When Opening Timecard and Reports on Startup - Choose whether the
timecard/reports will open on the pay period that contains the current date or to open with the first open pay
period.
o
Pay Period that includes current date - Select this option to display data for the pay period that contains the
computers current date when you go to the timecard or reports tab.
o
First Open Pay Period - Select this option to display data for the first open pay period in the database when
you go to the timecard or reports tab.
How do I set PayClock so it doesn’t check for updates?
•
Select the Setup tab on the ribbon bar and click the Preferences button. The Preferences window will display.
•
Select General from the list; remove the check from the “Check for updates when I start PayClock” option box.
•
How do I turn off the caution message when I click the Undo button?
•
•
Select General from the list; remove the check from the “Confirm Undo’s” option box.
•
How do I set PayClock so it opens the timecard or reports on the pay period that has
the current date?
•
•
Select General from the list; at the “Default Pay Period shown when opening timecard and reports on startup”
option choose the “Pay Period that includes current date” setting.
•
How do I set PayClock so it opens the timecard or reports on the first open pay
period in the database?
•
•
Select General from the list; at the “Default Pay Period shown when opening timecard and reports on startup”
option choose the “First Open Pay Period” setting.
•
How do I turn off the message that prompts me to backup my data when I exit
PayClock?
•
•
Select General from the list; remove the check from the “Remind me to backup my data before exiting
application” option box.
•
Date/Time Format
These settings allow you to define the format of the hours and dates in the PayClock software.
•
•
Use this date format - Choose how to show dates in the software, i.e. January 31, 2011 will display like:
mm/dd/yy
01/31/11
mm/dd/yyyy
01/31/2011
dd/mm/yy
31/01/11
dd/mm/yyyy
31/01/2011
yy/mm/dd
11/01/31
yyyy/mm/dd
2011/01/31
Use 24-Hour Time Format - Check this box to show 24-hour time in the software.
How do I change the date format in the PayClock software?
•
•
Select Date/Time Formats from the list.
•
From the Use this date format drop down list select the desired format.
•
How do I change the time to show in a 24-hour format in the PayClock software?
•
•
Select Date/Time Formats from the list.
•
Select the “Use 24-Hour Time Format” option box, you know the option is selected when there is a
box.
•
in the
Non-Work Defaults
These settings allow you to determine what kind and how much non-work time will be inserted by default when applying
non-work time in the Timecard. Select the non-work time you enter most often. Non-work time is time such as vacation
or holidays.
•
Duration - Enter the default length of non-work time.
•
Pay Code - From the list select the default pay code for non-work time.
How do I set the default non-work time that I enter most often in the timecard?
•
•
Select Non-Work Defaults from the list.
•
Under Duration, enter the length of non-work time.
•
Under Pay Code, select your default pay code.
•
Custom Fields
These settings allow you to define the custom fields. Custom fields are data fields that PayClock allows the user to
define. These fields can be used to store information not available in PayClock, for example you may want to store some
HR information such as “Last Review Date”, “Last Wage Change”, etc. After defining the name of the custom fields,
enter the associated data in the Personal tab of the Employee Master for each employee. Note: The Custom Fields that
are defined are global and will be available for all employees.
•
Custom Fields - This is the list of custom fields that have been defined.
•
Enter Custom Field Name - Enter the title for the data field that will display on the Personal tab of the
Employee Master.
•
Add - Click this button to add the newly entered custom field name to the list of available custom fields.
•
Remove - Click this button to delete the highlighted custom field from the list of available custom fields.
•
Rename – Use this button to rename the highlighted custom field.
How do I add a custom field?
•
•
Select Custom Fields from the list.
•
At Enter Custom Field Name, type in the name for the custom field.
•
Click Add, it will be added to the Custom Field list
•
How do I delete a custom field?
Caution: When you delete a custom field any data associated at the employees Personal tab will also be deleted and
cannot be recovered.
•
•
•
From the list of available Custom Fields highlight the custom field you wish to delete.
•
Click Remove, the custom field will be deleted from the available list and any data entered at the employees
Personal tab will be also be deleted.
•
How do I rename a custom field?
•
•
•
From the list of available Custom Fields highlight the custom field you wish to rename.
•
At Enter Custom Field Name, type in the new name for the highlighted custom field.
•
Click Rename, the highlighted custom field will be renamed.
•
How do I enter data in the custom fields for an employee?
•
•
•
•
Department Transfers
This setting allows you to work with all departments while in the timecard or only the departments that are defined on
the employees Departments tab. The default is to have the option unchecked.
Filter department transfer lists by Employee Allowed Departments (option box unchecked)
•
If the option is unchecked, all of the departments set up in PayClock will be available in the timecard. For
example, if you wanted to manually add a department transfer in the timecard, all departments will display in
the list of the Add Transfer window.
Filter department transfer lists by Employee Allowed Departments (option box checked)
•
If the option is checked, only the departments set up under the employees Departments tab will be available in
the timecard. For example, if you wanted to manually add a department transfer in the timecard, the only
departments that display in the Department list of the Add Transfer window will be the departments that have
been set up under Employees | Departments tab | Allowed Departments area.
How do I set up PayClock so all departments are available in the timecard?
•
•
Select Department Transfers from the list.
•
Uncheck the “Filter department transfer lists by Employee Allowed Departments” option, you know it is
deselected when there isn’t a check in the box.
•
How do I set up PayClock so only assigned departments are available in the
timecard?
•
•
Select Department Transfers from the list.
•
Check the “Filter department transfer lists by Employee Allowed Departments” option, you know it is selected
when there ist a check in the box.
•
QuickBooks Integration
These settings are used when you are integrating with a QuickBooks application.
•
Days of Export Logs to Keep - This setting determines how long the log files will be kept, the default value is
30 days.
•
Allow users to edit employees synced with QuickBooks - Typically when you are integrating with
QuickBooks it is the controller, changes made in QuickBooks are brought over to PayClock. This way you only
have to make employee edits in one place, not two. If for some reason you wish to make edits to employees in
both places you can check this option. Note: It is not recommended to check this option.
•
Don’t show synchronization conflicts - By default when the synchronization occurs and QuickBooks forces a
change in PayClock a message will display identifying the change(s). If you don’t wish to view the changes
simply check this option.
How do I set the QuickBooks / PayClock integration so that I can make edits to
employee information in PayClock as well as QuickBooks?
•
•
Select QuickBooks Integration from the list; check the “Allow users to edit employees synced with
QuickBooks” option box.
•
WARNING: It is not recommended to check this option. With this option checked you must make sure to
perform employee information edits in both PayClock and QuickBooks, otherwise there may be issues when
exporting payroll data into QuickBooks.
How do I set PayClock so I don’t have to view QuickBooks integration changes?
•
•
Select QuickBooks Integration from the list; check the “Don’t show synchronization conflicts” option box.
•
Shift Options
This setting allows you to define how the Off Shift functions when shift lockouts are being used. The Off Shift can be set
to restrict punching at the terminal for an employee who has the Off Shift assigned or it can be set to allow punches. The
default is to have the option checked, meaning no punches will be accepted at the terminal if the Off Shift is applied to
an employee who is setup with shift lockouts.
Enable lockouts for Off shifts (option box checked)
•
If the option is checked, punches will be restricted/not allowed at the terminal for an employee who has the Off
shift assigned when shift lockouts are enabled. Note: Supervisor overrides will be accepted at the terminal.
Enable lockouts for Off shifts (option box unchecked)
•
If the option is unchecked, punches will be allowed at the terminal for an employee who has the Off shift
assigned when shift lockouts are enabled.
How do I set up PayClock so punches are allowed during an Off shift?
•
•
Select Shift Options from the list.
•
Uncheck the “Enable lockouts for Off shifts” option, you know it is deselected when there isn’t a check
the box.
•
in
How do I set up PayClock so punches are restricted during an Off shift?
•
•
Select Shift Options from the list.
•
Check the “Enable lockouts for Off shifts” option, you know it is selected when there is a check
•
in the box.
Understanding the Terminal
Manager Tab
Terminal Manager is used to define and manage the terminals or clocks used to collect employee punches. You can poll,
update, add or delete terminals. When you click on the Terminal Manager tab you will see 3 areas, the Terminal
Manager Ribbon Bar, the Terminals List and the Terminal Properties.
Using the Terminal Manager Ribbon Bar
The Terminal Manager Ribbon Bar has the following button groups, Maintenance, Refresh, Poll, Update, Import, Sync
and Help. You can add or delete terminal(s), poll or update, import punches or sync FaceIN terminals.
Maintenance
This group contains the buttons to add a FaceIN or PC600 terminal, delete a terminal or search for PC600 terminals that
are connected to the PayClock system. Note: PayClock USB Terminals (TS100, TSRFS, PC50/60 or PC50/60 with
TSWFS) will automatically be added to the list of terminals.
How do I add a FaceIN terminal?
•
Select the Terminal Manager tab on the ribbon bar and click the Add Terminal button. The Select Terminal
Type window will open.
•
Select FaceIN from the drop down list and click OK.
•
The FaceIN terminal properties will display on the right.
Understanding the Terminal Manager Tab • 95
•
From the Connection tab enter the name for the terminal under Device Nickname.
•
Enter the IP Address in the field, this is the address that was set up on the FaceIN terminal, click Save.
•
Click the Test Connection button to verify communications with the FaceIN terminal.
How do I search for and add a PC600 terminal?
•
Select the Terminal Manager tab on the ribbon bar and click the Find Terminals button. The Terminal
Discovery window will open.
•
When the PC600 is found an entry for the terminal will display in the list.
•
Select the PC600 terminal in the list and click the Create button.
•
The PC600 terminal properties will display on the right.
•
•
The Device IP Address and Server IP Address fields will automatically populate.
•
Click the Test Connection button to verify communications with the PC600 terminal.
How do I add a PC600 terminal?
•
•
Select PC600 from the drop down list and click OK.
•
•
•
Enter the terminals IP Address in the Device IP Address field; this is the address that was set up for the terminal
on the PC600 terminal.
•
Enter the servers IP Address in the Server IP Address field; this is the address that was set up for the host on the
PC600 terminal.
•
Click Save.
•
How do I delete a terminal?
•
Select the Terminal Manager tab on the ribbon bar.
•
Select the terminal from the list that you wish to delete.
•
Click the Delete Terminal button.
96 • Understanding the Terminal Manager Tab
How do I disable a terminal?
You may find that you want to disable a terminal temporarily and then make active again later. Note: This option is only
available with the PC600 and FaceIN terminals.
•
•
Select the terminal from the list that you wish to deactivate.
•
Click on the Connection tab and select the Inactive option.
•
Click Save, the terminal will be in an inactive state and will not be able to be polled or updated. Note: To make
the terminal active again simple uncheck the Inactive option and click Save.
Refresh
When the Refresh button is clicked the Terminal Manager window will be updated to display the most current
information.
How do I refresh the Terminal Manager window?
•
•
At the Refresh button group, click the Refresh button.
•
The Terminal Manager window will be updated with the most current information.
Poll
This group contains the buttons that allow you to poll data from a single terminal or all terminals. When a terminal is
polled, punch data will be added to the database allowing you to edit, export and report on the data.
Note 1: A PC600 running in “live sync” mode doesn’t have to be polled; punches are automatically added to the
database.
Note 2: PayClock USB Terminals (TS100, TSRFS, PC50/60 or PC50/60 with TSWFS) automatically add punch data to
the database and are not polled.
How do I poll a terminal?
•
•
Select the desired terminal from the list and click Poll Selected Terminal.
•
The punch data residing in the terminal will be added to the database and will be available in the timecard.
Helpful Hints
o
How do I poll all terminals?
•
•
Click the Poll All Terminals button.
•
The punch data residing in all of the terminals will be added to the database and will be available in the
timecard.
Helpful Hints
o
Update
This group contains the buttons that allow you to update a single terminal or all terminals. After making changes to
employees, departments or shifts make sure to update the terminal(s) with the changes.
Note 1: A PC600 running in “live sync” mode doesn’t have to be manually updated; changes will be detected and the
PC600 will automatically update itself.
Note 2: PayClock USB Terminals (TS100, TSRFS, PC50/60 or PC50/60 with TSWFS) automatically update and do not
require an update.
How do I update a terminal?
•
•
•
Helpful Hints
o
How do I update all terminals?
•
•
Click the Update All Terminals button.
•
Any changes will be sent to all of the terminals.
Helpful Hints
o
Import (FaceIN Only)
The FaceIN terminal allows you to export punches to a USB Flash drive and then import the data into the PayClock
database using the FaceIN Terminal Manager. This could be useful if there were problems with the network and you
could not connect and poll the FaceIN terminal.
Note: Due to compatibility issues, not all USB Flash drives are compatible and may not work with the FaceIN terminal.
It is not recommended to use a USB Flash drive formatted as NTFS.
Exporting FaceIN Data to a USB Flash Drive
•
At the FaceIN terminal press the ESC key to force the terminal to the normal time / date screen.
•
Insert the USB Flash drive into the USB port on the bottom of the terminal, administrator verification is
required.
Note: Due to compatibility issues, not all USB Flash drives are compatible and may not work with the FaceIN
terminal. It is not recommended to use a USB Flash drive formatted as NTFS.
•
The administrator should present and position their face for a facial scan. The Functions Menu will display upon
a successful verification.
•
Press 1 or select the Export Records menu and press OK.
•
When the export is complete the data will be saved to a file named TIME .TXT (there are 3 spaces between
TIME and .TXT) on the root of the USB Flash drive.
•
After a few seconds, the system will return to the Functions Menu screen.
•
Press the ESC key, the terminal will return to the normal time / date display.
•
Unplug the USB Flash drive.
Importing FaceIN Data into the PayClock Software
•
Plug the USB Flash drive into a USB port on your computer.
•
•
Click the Import Punches button, the Open window will display.
•
Navigate to the location of the TIME .TXT file located on the USB Flash drive plugged into your computer.
•
Click the Open button, the punch data will be imported into the PayClock database.
Helpful Hints
o
Sync (FaceIN Only)
This button allows you to retrieve face enrollments from one or more FaceIN terminals and then send it to all other
FaceIN terminals. The advantage of this function is you only have to enroll the employees at one terminal, not each
FaceIN terminal. This function is typically used when you have more then one FaceIN terminal.
How do I sync face enrollments to all FaceIN terminals?
•
•
Click the Sync Terminals button, the Select Face Data Sources window will open.
•
Select the FaceIN terminal or terminals from which you wish to retrieve face enrollments.
•
Click OK, the face enrollments will be pulled from the selected terminals, brought into the database and then
sent to all FaceIN terminals.
Helpful Hints
o
•
•
•
Helpful Hints
o
A progress bar will display in the lower left corner displaying the updating messages.
Terminal Properties - PC600
When you select a terminal from the list the associated properties will display on the right. The terminal’s properties will
display in a set of tabs. The terminal properties for the PC600 will consist of seven tabs, Connection, Employees,
Settings, Audio, Info, Update/Poll Schedule and Recovery.
Connection Tab - PC600
The Connection tab allows you to define the name and the IP address for the terminal.
Device ID (view only) - Displays the terminals serial number/device ID.
Device Nickname - Enter the name that will display in the PayClock software. You should use something descriptive.
Device IP Address - This is the IP address assigned to the terminal. Note: This field will be automatically set if you use
the Discovery function during the installation of PayClock or the Find Terminals button was used in Terminal Manager.
Server IP Address - This is the IP address of the computer where PayClock was installed. Note: This field will be
automatically set if you use the Discovery function during the installation of PayClock or the Find Terminals button was
used in Terminal Manager.
Test Connection - Click this button to test the communications between the PC600 and the PayClock software.
Get Server IP - Click this button if you are manually adding the PC600 in Terminal Manager. Clicking the button will
retrieve the computers IP address and display it in the field.
Live Sync Enabled - Select whether to enable the live sync option on the terminal. Note: It is not recommended to
enable the live sync option if you are using a wireless network card on the computer where the PayClock server is
running because some wireless network cards do not keep a constant network connection.
Update Interval Check - Select how often the terminal will check to see if there are any changes in the software
that require an update of the terminal.
Last Polled (view only) - Displays the time and date of the last manual or automatic poll of the PC600. Note: This item
doesn’t display if the PC600 is running in “live sync” mode.
Last Updated (view only) - Displays the time and date of the last manual update of the PC600. Note: This item doesn’t
display if the PC600 is running in “live sync” mode.
Inactive - Check this option to temporarily deactivate the terminal in the software. Typically this option would be used if
the terminal was being removed for servicing but will be put back in service at a later time.
Employees Tab - PC600
The Employees tab allows you to define which employees will be assigned to the terminal.
Do not automatically assign new employees to this terminal - Select this option if new employees shouldn’t
automatically be assigned to the terminal.
Add - Click this button to assign an employee to the terminal. First select an employee from the left column and click the
Add button. Employees displaying in the right column are assigned to the terminal.
Remove - Click this button to remove the assignment of an employee to the terminal. First select an employee from the
right column and click the Remove button. Employees displaying in the left column are not assigned to the terminal.
Add All - Click this button to assign all employees to the terminal. Employees displaying in the right column are
assigned to the terminal.
Remove All - Click this button to remove the assignment of all employees from the terminal. Employees displaying in
the left column are not assigned to the terminal.
Settings Tab - PC600
The Settings tab allows you to define the settings for the terminal, such as time zone, daylight savings etc.
Set Terminal Date and Time - Click this button to send the time / date to the terminal.
Time Zone - Select from the list the time zone where the terminal will reside.
Daylight Saving Time - Select whether the terminal will have daylight savings enabled. On = enabled / Off = disabled
Time Format - Select the format to display the hours on the terminal. 12-hour = AM/PM / 24-hour = 0 - 23
Time Source - Select whether the terminal will gets it’s time from the internet or the computer where PayClock is
installed. NIST = Internet / PayClock Server = Computer where PayClock is installed
Supported Validation Types - Select whether employees can use PIN entry or Badge entry or both. Note: Both are
enabled by default.
Admin Password - Enter up to six numbers for the admin password. This password will be required to access the Admin
functions on the terminal.
Power Save Mode Enabled - Select whether the terminals display will dim after no activity for 30 seconds. Note: This
option is enabled by default, it is not recommended to disable this option.
Allow Amounts - Select whether the “Enter Amounts” button will display on the terminal’s touchpad. Note: The Enter
Amounts button will not display on the terminals touchpad if this option is disabled.
Decimals - Select the how many decimal places will be used if the Allow Amounts option is enabled.
Allow Transfers - Select whether the “Transfer Depts.” button will display on the terminal’s touchpad. Note: The
Transfers Depts. button will not display on the terminals touchpad if this option is disabled.
Maximum days to store registrations on terminal - Select how many days to store punches in the terminals memory.
The default setting is 90 days.
Send Date/Time to terminal when polling or updating - Select whether to send the time/date when polling or updating
the terminal.
Send worked hours and benefit time after poll - Select whether to send employee accumulated worked hours and any
benefit time balances to the terminal after a poll.
Audio Tab - PC600
The Audio tab allows you to define messages that will play / display on the terminal. Note: The live sync option must be
enabled for options on the Audio tab to be activated.
terminal.
Audio Manager – Click this button to open the Audio Manager window. This window allows you to configure the
audio files that will be available to be assigned to play on the terminal.
Message Manager - Click this button to open the Message Manager window. This window allows you to configure
the text messages that can be assigned to display on the terminal.
message to show on the display of the terminal. Click the Message Manager button to set up the text messages.
by clicking the
button.
by clicking the
button.
time. You can configure up to 5 different audio/text messages that will display at different times during the day. For
example, you may setup one message that sounds “Good Morning” starting at 500am and ending at 11:00am, and then
another that will sound “Good Afternoon” starting at 1200pm and ending at 2:00pm and another that sounds “Good
Evening” starting at 400pm and ending at 6:00pm.
Sound - This column displays what sound file will be played for the selected sound range.
Info Tab - PC600
The Info tab displays the version of the software on the terminal as well as how many employees are assigned to the
terminal.
Database Version (view only) - Displays the version of software running on the terminal.
Number of Employees (view only) - Displays how many employees are assigned to the terminal.
Retrieve Event Logs (button) - Displays the PC600 terminal’s event logs. You can also export the data in the event logs
by viewing the logs and then clicking the Export Logs button. Note: Typically this would be used by the help desk to
diagnose an issue.
Update/Poll Schedule Tab - PC600
The Update/Poll Schedule tab allows you to set up auto polling of the terminal. Note: Auto polling is not needed if you
have live sync option enabled on the terminal.
Enable Auto-Poll for this terminal - Select this option if you want to turn on auto poll for the terminal.
Poll clock every - Select how often to automatically poll the terminal.
Beginning at ___:___ until ___:___ - Enter the time to start and end the automatic polling.
Poll Clock at this specific times - Select this option is you want to schedule a specific time of the day to automatically
poll the terminal.
Poll Times - Select the specific time to automatically poll the terminal.
Add - Click the Add button after setting the Poll Time.
Remove - To delete a Poll Time that has been set, select it from the list and click the Remove button.
Schedule Active on the Following Days - Select which days of the week that the automatic polling will run.
Conflict Settings - If a setting was changed on either the terminal or the software the automatic polling has to be
configured to know how to handle the change.
Host - Select this option if you want the terminal to be set to match the settings in the software if there were a
conflict detected during an automatic poll of the terminal.
Terminal - Select this option if you want the software to be set to match the settings in the terminal if there were a
Recovery Tab - PC600
The Recovery tab is used to recover punch data from the terminal in the event of data loss at the computer.
Recover Terminal (button)- Click this button to initiate a recovery of all data in the terminal.
How do I change the properties for a PC600 terminal?
•
Select the Terminal Manager tab on the ribbon bar and select the desired PC600 terminal from the list. The
terminal properties tabs will display.
•
Make the desired change(s) and click Save.
•
Update the terminal as needed.
Terminal Properties - FaceIN
display in a set of tabs. The terminal properties for the FaceIN will consist of five tabs, Connection, Employees, Settings,
Update/Poll Schedule and Recovery.
Connection Tab - FaceIN
The Connection tab allows you to define the name and the IP address for the terminal.
IP Address - This is the IP address assigned to the terminal.
Test Connection - Click this button to test the communications between the FaceIN and the PayClock software.
Last Polled (view only) - Displays the time and date of the last manual or automatic poll of the FaceIN.
Last Updated (view only) - Displays the time and date of the last manual update of the FaceIN.
Inactive - Check this option to temporarily deactivate the terminal in the software. Typically this option would be used if
the terminal was being removed for servicing but will be put back in service at a later time.
Employees Tab - FaceIN
Do not automatically assign new employees to this terminal - Select this option if new employees shouldn’t
automatically be assigned to the terminal.
Add - Click this button to assign an employee to the terminal. First select an employee from the left column and click the
Add button. Employees displaying in the right column are assigned to the terminal.
Settings Tab - FaceIN
The Settings tab allows you to define the settings for the terminal.
Set Terminal Date and Time - Click this button to send the time / date to the terminal.
Terminal Volume - Select to set the volume to Low, Medium or High on the terminal.
Retrieve employee face data and badge number during poll - Select whether to retrieve the face enrollments and
badge numbers set up on the terminal during a poll.
Maximum days to store registrations on terminal - Select how many days to store punches in the terminals memory.
The default setting is 90 days.
Update/Poll Schedule Tab - FaceIN
The Update/Poll Schedule tab allows you to set up auto polling of the terminal.
Enable Auto-Poll for this terminal - Select this option if you want to turn on auto poll for the terminal.
Poll clock every - Select how often to automatically poll the terminal.
Beginning at ___:___ until ___:___ - Enter the time to start and end the automatic polling.
Poll Clock at this specific times - Select this option is you want to schedule a specific time of the day to automatically
poll the terminal.
Poll Times - Select the specific time to automatically poll the terminal.
Add - Click the Add button after setting the Poll Time.
Remove - To delete a Poll Time that has been set, select it from the list and click the Remove button.
Schedule Active on the Following Days - Select which days of the week that the automatic polling will run.
Conflict Settings - If a setting was changed on either the terminal or the software the automatic polling has to be
configured to know how to handle the change.
Host - Select this option if you want the terminal to be set to match the settings in the software if there were a
Terminal - Select this option if you want the software to be set to match the settings in the terminal if there were a
Recovery Tab - FaceIN
The Recovery tab is used to recover punch data from the terminal in the event of data loss at the computer. The Recover
tab will also allow the reset of the Administrators that are configured at the terminal.
Recover Terminal (button)- Click this button to initiate a recovery of all data in the terminal.
Reset Admin Accounts (button)- Click this button to remove any admin accounts set up on the terminal. Typically this
would be used if the person or persons who were registered as the administrator are no longer available to access the
terminal. After resetting the administrator accounts, a new administrator should be set up at the FaceIN terminal,
otherwise any person can approach the terminal and press the MENU button and gain access to the terminals settings.
How do I change the properties for a FaceIN terminal?
•
Select the Terminal Manager tab on the ribbon bar and select the desired FaceIN terminal from the list. The
terminal properties tabs will display.
•
Make the desired change(s), click Save and update the terminal.
Terminal Properties - TS100
The TS100 uses the USB Terminal Manager application to communicate with the PayClock software. It is not necessary
to add a TS100 terminal to PayClock; the USB Terminal Manager application will automatically add it for you.
The TS100 terminal is a real-time clock, when an employee punches In or Out the punch is added to the database at that
time, no polling of the terminal is needed. The TS100 has an optical sensor and when an employee places his/her finger
on the sensor, the TS100 will scan the fingerprint and compare it to previously stored fingerprints.
When the finger print is matched, a record of the punch will be added to the database and the display will show in big
block text, “IN” or “OUT”, based on the calculation made when the employee’s punch was added to the database. Next,
the employee’s name will display along with his/her total hours for the pay period.
When you select a terminal from the list the associated properties will display on the right and will consist of three tabs,
Connection, Employees and Settings.
Connection Tab - TS100
The Connection tab allows you to define the name for the terminal.
Device Serial Number (view only) - Displays the internal ID of the TS100.
Workstation (view only) - Displays the name of the computer or workstation that the TS100 is connected to via the
USB cable.
Employees Tab - TS100
Do not automatically assign new employees to this terminal - This option is not available for the TS100 terminal.
Add - Click this button to assign an employee that has a fingerprint enrollment to the terminal. First select an employee
from the left column and click the Add button. Employees displaying in the right column are assigned to the terminal.
Note: Only employees that have a fingerprint enrollment will display in the list.
Note: Only employees that have a fingerprint enrollment will display in the list.
Settings Tab - TS100
Enrollment security levels can be set by employee or for all employees. The Settings tab allows you to set the security
level for all employees. To change, select the desired security level and click Save. This will apply the security level to
all employees using the TS100. Note: The recommended security level to use is medium.
High - This setting requires that the employee be precise when placing their finger on the sensor.
Medium High - This setting requires that the employee be more precise when placing their finger on the sensor.
Medium (default setting) - This is the recommended setting.
Medium Low - This setting does not require the employee to be as precise when placing their finger on the sensor.
Low - This setting does not require the employee to be as precise when placing their finger on the sensor. Caution: This
setting could cause an employee to be read as another employee.
Important Note: If certain employees are mistakenly read as another employee, adjust the security setting for the
individual employee.
Example: Joe Smith puts his finger on the sensor but Stan Able shows on the display. Solution: Adjust Stan’s security
level to Medium High. Increasing Stan’s security will decrease the chance of Stan’s fingerprint being read as another
employee. Start with Medium High, if you are still experiencing the problem move up to the next level.
Terminal Properties - PC50/60
The PC50/60 uses the USB Terminal Manager application to communicate with the PayClock software. It is not
necessary to add a PC50/60 terminal to PayClock; the USB Terminal Manager application will automatically add it for
you.
The PC50/60 terminal is a real-time clock, when an employee punches In or Out the punch is added to the database at
that time, no polling of the terminal is needed.
The PC50/PC60 utilizes a proximity badge system, meaning that employees will punch in and out by waving a badge in
front of the clock’s sensor. When the badge is read, a record of the punch will be added to the database and the display
will show in big block text, “IN” or “OUT”, based on the calculation made when the employee’s punch was added to the
database. Next, the employee’s name will display along with his/her total hours for the pay period.
display in a set of tabs. The terminal properties for the PC50/60 will consist of two tabs, Connection and Audio.
Connection Tab - PC50/60
Device Serial Number (view only) - Displays the internal ID of the PC50/60.
Workstation (view only) - Displays the name of the computer or workstation that the PC50/60 is connected to via the
USB cable.
Audio Tab - PC50/60
The Audio tab allows you to define messages that will play / display on the terminal.
terminal.
by clicking the
button.
by clicking the
button.
Terminal Properties - PC50/60 w/ TSWFS
The PC50/60 w/TSWFS uses the USB Terminal Manager application to communicate with the PayClock software. It is
not necessary to add a PC50/60 w/TSWFS terminal to PayClock; the USB Terminal Manager application will
automatically add it for you. The PC50/PC60 w/TSWFS terminal is a real-time clock, when an employee punches In or
Out the punch is added to the database at that time, no polling of the terminal is needed.
The PC50/PC60 w/TSWFS utilizes either a proximity badge or biometric sensor, meaning that employees will punch in
and out by waving a badge in front of the clock’s proximity sensor or placing their finger on the fingerprint sensor. When
the badge or fingerprint is read, a record of the punch will be added to the database and the display will show in big
block text, “IN” or “OUT”, based on the calculation made when the employee’s punch was added to the database. Next,
the employee’s name will display along with his/her total hours for the pay period.
display in a set of tabs. The terminal properties for the PC50/60 w/ TSWFS will consist of three tabs, Connection, Audio
and Settings.
Connection Tab - PC50/60 w/ TSWFS
Device Serial Number (view only) - Displays the internal ID of the PC50/60 w/ TSWFS.
Workstation (view only) - Displays the name of the computer or workstation that the PC50/60 w/ TSWFS is connected
to via the USB cable.
Audio Tab - PC50/60 w/ TSWFS
The Audio tab allows you to define messages that will play / display on the terminal.
terminal.
by clicking the
button.
by clicking the
button.
Settings Tab - PC50/60 w/ TSWFS
Enrollment security levels can be set by employee or for all employees. The Settings tab allows you to set the security
level for all employees. To change the security level for all employees, select the desired security level and click Save.
This will apply the security level to all employees using the PC50/60 w/ TSWFS. Note: The recommended security level
to use is medium.
High - This setting requires that the employee be precise when placing their finger on the sensor.
Medium High - This setting requires that the employee be more precise when placing their finger on the sensor.
Medium (default setting) - This is the recommended setting.
Medium Low - This setting does not require the employee to be as precise when placing their finger on the sensor.
Low - This setting does not require the employee to be as precise when placing their finger on the sensor. Caution: This
setting could cause an employee to be read as another employee.
Important Note: If certain employees are mistakenly read as another employee, adjust the security setting for the
individual employee.
Example: Joe Smith puts his finger on the sensor but Stan Able shows on the display. Solution: Adjust Stan’s security
level to Medium High. Increasing Stan’s security will decrease the chance of Stan’s fingerprint being read as another
employee. Start with Medium High, if you are still experiencing the problem move up to the next level.
Terminal Properties - TSRFS
The TSRFS uses the USB Terminal Manager application to communicate with the PayClock software. It is not necessary
to add a TSRFS terminal to PayClock; the USB Terminal Manager application will automatically add it for you.
The TSRFS terminal is a real-time clock, when an employee punches In or Out the punch is added to the database at that
time, no polling of the terminal is needed.
The TSRFS utilizes a biometric sensor, meaning that up to 5 employees will be able to punch in and out by placing their
finger on the fingerprint sensor. When the fingerprint is read, a record of the punch will be added to the database and on
the computers monitor display will show “IN” or “OUT”, based on the calculation made when the employee’s punch
was added to the database.
Important Note: The TSRFS doesn’t have any associated properties that will display.
Maintaining the PayClock
Terminals
Terminal Manager is used to define and manage the terminals or clocks used to collect employee punches. You can poll,
update, add or delete terminals.
Adding Terminals to PayClock
The Maintenance button group is used to add, delete or search for PC600 terminals that are connected to the PayClock
system. Note: PayClock USB Terminals (TS100, TSRFS, PC50/60 or PC50/60 with TSWFS) will automatically be
added to the list of terminals.
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Enter the IP Address in the field, this is the address that was set up on the FaceIN terminal, click Save.
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Select the Terminal Manager tab on the ribbon bar and click the Find Terminals button. The Terminal
Discovery window will open.
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Maintaining the PayClock Terminals • 111
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PC600 terminal.
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Click Save.
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How do I delete a terminal?
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Select the terminal from the list that you wish to delete.
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Click the Delete Terminal button.
Polling the PayClock Terminals
The Poll button group is used to poll or retrieve data from a single terminal or all terminals. When a terminal is polled,
punch data will be added to the database allowing you to edit, export and report on the data.
Note 1: A PC600 running in “live sync” mode doesn’t have to be polled; punches are automatically added to the
database.
Note 2: PayClock USB Terminals (TS100, TSRFS, PC50/60 or PC50/60 with TSWFS) automatically add punch data to
the database and are not polled.
112 • Maintaining the PayClock Terminals
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Helpful Hints
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timecard.
Helpful Hints
o
What is the Terminal Settings Conflict message?
You may see the “Terminal Settings Conflict” message when the PC600 terminal is polled.
This message will be displayed if the settings on the PC600 don’t match the settings in Terminal Manager.
Settings that don’t match will be displayed in the list, simply select to use the settings in Terminal Manager (Host
Settings) or the settings in the PC600 (Terminal Settings).
Note: The title bar of the message will display the name of the PC600 with the conflict.
Field Name - Displays the setting that doesn’t match between Terminal Manager and the PC600.
Host Value - Displays the setting that is used in Terminal Manager.
Terminal Value - Displays the setting that is used in the PC600.
Value to Use - Displays the setting that will be used.
Use Host Settings (button) - Click this button to update the PC600 with the setting from Terminal Manager.
Use Terminal Settings (button) - Click this button to update the Terminal Manager with the setting from the PC600.
Accept (button) - After choosing the setting, either Host or Terminal, click this button to save the changes.
See the example below.
How to I choose to use the Host settings?
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With the Terminal Settings Conflict window open, click the Use Host Settings button.
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The Value to Use column will change to ”Host”.
•
Click the Accept button, the change will be saved.
How to I choose to use the Terminals settings?
•
With the Terminal Settings Conflict window open, click the Use Terminal Settings button.
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The Value to Use column will change to ”Terminal”.
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Click the Accept button, the change will be saved.
Updating the PayClock Terminals
The Update button group is used to update a single terminal or all terminals. After making changes to employees,
departments or shifts make sure to update the terminal(s) with the changes.
Note 1: A PC600 running in “live sync” mode doesn’t have to be manually updated; changes will be detected and the
Note 2: PayClock USB Terminals (TS100, TSRFS, PC50/60 or PC50/60 with TSWFS) automatically update and do not
require an update.
How do I update a single terminal?
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Helpful Hints
o
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Helpful Hints
o
Activating Live Sync in the PC600 Terminals
The PC600 can operate in “online” or “offline” mode. When operating in online or live sync mode, communications with
the PayClock database are in real-time.
For example when an employee punches at the PC600 it is immediately added to the database and is available for
viewing or editing. Another example is the PC600 will update itself if an edit is made to an employee in PayClock such
as a name change.
When the PC600’s “Live Sync” option is enabled its functionality increases. The following will be available in live sync
mode:
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Real-time punches - Punches are added to the database automatically, no polling is needed.
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Automatic updating - The PC600 will check the software to see if any changes have been made that requires an
update, if there were changes the terminal will automatically update itself.
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Real-time totals - When an employee punches, the worked hours will be calculated and displayed.
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Audio/Text Messages - Audio / text messages will play / display on the PC600.
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Supervisor functions - Supervisors will be able to do the following through the touchpad on the PC600; add
employees, add or delete punches, set or change an employee’s PIN, set or change an employee’s badge
number.
How do I enable live sync from the PayClock software?
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Select the desired PC600 terminal from the list and click on the Connection tab.
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Select the “Live Sync Enabled” option.
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Select the Update Interval Check setting.
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Click Save.
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Click Update Selected Terminal, live sync will be enabled on the terminal.
Helpful Hints
o
A green icon
will show on the PC600 display identifying it is in live sync mode.
How do I enable live sync from the PC600 terminal?
•
From the PC600 touchpad press the Admin button and enter the administrator password.
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Press the Network Settings button, the Network Setup screen will display.
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Press the Define Host button, the Define Host screen will display.
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Under Live Sync, press Enable, the screen will refresh and the Sync Now button will appear.
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Press the Sync Now button, the screen will change color and display “Downloading latest data from host. Please
wait…”.
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When complete, a green icon
Auto - Polling the PayClock Terminals
PayClock can be configured to automatically poll the FaceIN or PC600 terminals. When a terminal is automatically
polled, punch data is gathered and automatically added to the database allowing you to edit, export and report on the
data. Note: A PC600 running in “live sync” mode can’t be configured for automatic polling.
How do I set up a FaceIN terminal to automatically poll?
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Select the desired terminal from the list and click Update/Poll Schedule tab.
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Select the “Enable Auto-Poll for this terminal” option.
To poll every X minutes:
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Select the “Poll Clock every…” option.
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From the list choose to poll the clock every 1, 2, 3, 4, 5, 10, 15, 30, 45 or 60 minutes.
•
Set the time to begin the polling for the selected day(s), the default is 8:00am.
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Set the time to end the polling for the selected day(s), the default is 8:00pm.
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Select the days of the week to have the auto-poll active, the default is Monday through Friday.
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The automatic polling will activate on the desired day(s) at the minutes selected.
To poll at specific times:
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Select the “Poll Clock at these specific times” option.
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Set the first time the poll is to happen and click the Add button.
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Continue adding the times the poll is to occur.
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How do I set up a PC600 terminal to automatically poll?
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Select whether to use the host or terminal settings if a conflict is detected.
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Troubleshooting the PayClock Terminals
If the PayClock software doesn’t communicate with the PC600 or FaceIN terminal, try these suggestions:
General Troubleshooting
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Make sure that all connections are secure and the cable is in tact.
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Make sure that the network cable is securely connected to the Ethernet port on the terminal.
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Make sure that the terminal’s power supply is securely connected to an electrical outlet.
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Make sure that the power supply is securely connected to the terminal and the unit is powered up.
FaceIN Troubleshooting
#1 Make sure that the network communications settings are correct at the terminal, to check the settings:
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Press the MENU key, administrator verification is required.
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The administrator should present and position themselves for a facial scan. The Functions Menu will display
upon a successful verification.
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Press 5 or select System Info and press OK, the System Info menu will display.
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Press 2 or select the Product Info menu and press OK.
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The Product Info screen will display, verify the settings and make adjust as necessary.
#2 Make sure that the network communications settings are correct in the PayClock software, to check the settings:
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Open PayClock and click on the Terminal Manager tab, the Terminal Manager window will open.
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Select the FaceIN terminal from the list; verify that the IP Address on the Connection tab matches what was
configured on the terminal.
If after going through each item above you are still not communicating with the terminal, have the network administrator
or IT person make sure there aren’t any issues with the network.
PC600 Troubleshooting
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Press the Admin key, enter the Admin password and press Enter.
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Press the Network Setup button, the Network Setup screen will display.
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Verify the settings and adjust as necessary.
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Select the PC600 terminal from the list; verify that the IP Address on the Connection tab matches what was
Using the PayClock Terminals
The PayClock terminals allow employees and supervisors/administrators perform certain functions such as punching In
and Out.
PC600 - Using the Terminal
To punch, move the badge towards and below the illuminated oval target area on the front of the PC600. When the
badge is in close proximity to the PC600, a confirmation beep will sound, a text message will appear, a custom audio
message may be played, and the oval target area will turn either green or red indicating a good or bad transaction.
If you scan a badge that has not yet been assigned to a specific employee in PayClock, the terminal will display an error
message.
NOTICE: The PC600 utilizes an internal antenna to read the employee badges. Make sure these badges are stored at
least 6” away from the PC600 when not in use to avoid accidental badge reads.
Employee Transactions using Badges
Employees can record transactions or view total information by presenting a badge.
Clocking IN/Out
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Move the badge towards and below the illuminated oval target area on the front of the PC600.
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When the badge is in close proximity to the PC600, a confirmation beep will sound, a text message will appear,
a custom audio message may be played, and the oval target area will turn either green or red indicating a good
or bad transaction.
Using the PayClock Terminals • 119
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Press the Transfer Depts. button on the touch-pad of the PC600.
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When the badge is in close proximity to the PC600, a confirmation beep will sound, and the list of available
departments will display.
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Press the button for the desired department, a confirmation screen will display showing the showing the
department into which the employee transferred.
Amount Entries
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Press the Enter Amounts button on the touch-pad of the PC600.
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When the badge is in close proximity to the PC600, a confirmation beep will sound, and the Enter Amt. screen
will display.
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Using the numeric key pad enter the value for the amount and press Enter. A confirmation screen will display
showing the showing the amount entered for the employee.
Viewing Totals
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Press the View Totals button on the touch-pad of the PC600.
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When the badge is in close proximity to the PC600, a confirmation beep will sound, and the employee’s grand
totals for the pay period and any benefit time will display.
Employee Transactions using a PIN
Employees can record transactions or view total information by using the touch-panel on the terminal.
Clocking IN/Out
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Press the Clock In/Out button on the touch-pad of the PC600.
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The Enter PIN screen will display, using the numeric key pad enter the employee’s PIN number and press
Enter.
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A confirmation beep will sound, a text message will appear, a custom audio message may be played, and the
oval target area will turn either green or red indicating a good or bad transaction.
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Enter.
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A confirmation beep will sound, and the list of available departments will display.
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Amount Entries
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120 • Using the PayClock Terminals
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Enter.
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A confirmation beep will sound, and the Enter Amt. screen will display.
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Using the numeric key pad enter the value for the amount and press Enter.
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A confirmation screen will display showing the showing the amount entered for the employee.
Viewing Totals
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Enter.
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A confirmation beep will sound, and the employee’s grand totals for the pay period and any benefit time will
display.
Supervisor Transactions
Supervisors have the ability at the PC600 to view and edit employee punches, add new employees, send messages and
override shift lockouts. To set up an employee as a supervisor, check the Allow Supervisor Functions option for the
desired employee at the Employees button under the Setup tab. Note: Some supervisor functions require that the PC600
be configured for Live Synch.
To enter into supervisor mode, at the PC600 press the Supervisor button, the Enter PIN screen will display.
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Using the numeric key pad enter the supervisors PIN number and press Enter or move the supervisors badge
towards and below the illuminated oval target area on the front of the PC600.
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The Select an Employee screen will display.
Viewing Punches
At the PC600 press the Supervisor button, the Enter PIN screen will display.
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At the Select an Employee screen, press the button of the desired employee.
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Press View / Edit Punches. The Punches screen will display.
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Use the left, right, up or down arrows to scroll through the punch information.
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When finished, press the
button to return to the default screen.
Adding Punches (Live Synch required!)
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Use the left or right arrows to select the desired date and press the +Punch button.
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Using the up and down arrows set the desired hour and minute and then click OK.
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At the confirmation screen select Yes to add the punch, the added punch will display on the screen and will be
added to the timecard.
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Viewing Totals
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Press View Totals, the employee’s grand totals for the pay period and any benefit time will display.
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Send Message
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Press Send Message. Select to send a sound message or a text message.
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Using the up and down arrows select the desired sound or text message.
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At the confirmation screen select Yes and OK. On the next punch the employee will receive the sound or text
message.
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Override Lockout
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Press Override Lockout.
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At the confirmation screen select Yes to have the next punch for the employee ignore the shift lockout.
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Settings - Set/Change PIN (Live Synch required!)
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Press Settings, the Change Settings screen will display.
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Press the Set/Change PIN button, the PIN Settings screen will display.
Change PIN
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Press the Change PIN button and using the numeric key pad enter the new PIN for the selected employee and
press Enter.
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At the confirmation screen select Yes to change the PIN.
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Delete PIN
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Press the Delete PIN button.
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At the confirmation screen select Yes to delete the PIN.
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Disable PIN Entry
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Press the Disable PIN Entry option.
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You know PIN entry is disabled when there is a check
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in the box.
Settings - View/Assign Badge (Live Synch required!)
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Press the View/Assign Badge button, the Badge Settings screen will display.
Change Badge
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Press the Change Badge button, present the badge when prompted.
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At the confirmation screen select Yes to change the Badge.
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Disable Badge Entry
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Press the Disable Badge Entry option.
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You know Badge entry is disabled when there is a check
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in the box.
Administrator Functions
The PC600 has one administrator, the administrator function allows you review the device information, set up the
network communications, set the time / date, review an error log and reset the terminal to the factory defaults.
To enter into administrator mode, at the PC600 press the Admin button, the Enter PIN screen will display.
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Using the numeric key pad enter the administrator PIN number and press Enter.
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The Administrator Main Menu screen will display.
Device Information
This menu item displays information and also allows you to check for updates to the firmware. To check for updates:
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Press Device Information, the Device Information screen will display.
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Press the Check for Updates button, be patient this may take a few minutes.
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When finished, press the center of the screen and then press the back 2 button until you have returned to the
default screen.
Network Setup - Terminal Settings
This menu allows you to manually configure the network communication settings between the PC600 and PayClock
software. Note: Typically these settings are determined during the installation of the PayClock software and it isn’t
necessary to modify the settings.
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Press Network Settings, the Network Setup screen will display.
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If you want to set the terminal’s IP address as a “Static” IP turn off DHCP by pressing the OFF button, the
screen will refresh and more buttons will become active.
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Press the IP Address button, the IP Address screen will display.
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Using the numeric key pad enter the IP address you want to assign to the terminal and press OK.
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Press the Subnet Mask button, the Subnet Mask screen will display.
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Using the numeric key pad enter the address you want to assign to the terminal and press OK.
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Press the Gateway button, the Default Gateway screen will display.
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When finished, press the back 2 button until you have returned to the default screen.
Network Setup - Host Settings
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If you want to set the Host IP address IP, press Define Host and then press the Host IP button.
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Using the numeric key pad enter the IP address of the computer where the PayClock database resides and press
OK.
Network Setup - Time Source
This option allows you to select where the PC600 will receive it’s time from, the computer where the PayClock server is
running or from the Internet.
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Press Define Host, the Define Host screen will display.
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Under Select Time Source, press either the Server (the computer where the PayClock server is running) or
Internet.
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The screen will refresh with the newly selected option.
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Network Setup - Live Sync
The PC600 can operate in “Live Sync” (online mode). When operating with Live Sync enabled (online mode),
communications with the pc are in real-time. For example when an employee punches at the PC600 it is immediately
added to the database and is available for viewing or editing.
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Under Live Sync, press either the Enable or Disable.
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You can click the Sync Now button and the PC600 will connect to the PayClock software and make any needed
updates automatically.
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Date/Time Setup - Date
This menu allows you to manually configure the date, time, time zone, DST and how the hours will display on the
PC600.
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Press Date/Time Setup, the Date Setup screen will display.
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Press the Date button, the Date Setup screen will display.
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Using the up and down arrow keys set the month, date, year and click OK.
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Date/Time Setup - Time
This menu allows you to manually configure the time on the PC600.
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Press the Time button, the Time Setup screen will display.
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Using the up and down arrow keys set the hour, minute, AM/PM and click OK.
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Date/Time Setup - Time Zone
This menu allows you to manually configure the time zone on the PC600.
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Press the Time Zone button, the Choose Time Zone screen will display.
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Using the up and down arrow keys select the desired time zone and click OK.
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Date/Time Setup - Daylight Saving Time
This menu allows you to manually configure the DST on the PC600.
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Under Daylight Save Time, press either the On or Off.
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Date/Time Setup - Time Display Format
PC600.
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Under Time Display Format, press either the 12HR or 24HR.
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Error Log
This menu item displays any errors that the terminal may have experienced.
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Press Error Log, the Event Log Details screen will display.
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Use the left or right arrow keys to scroll through any errors.
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default screen.
Reset
Use caution when selecting this menu item. This menu item will reset the entire terminal to the manufacturer default
settings. All settings, administrators, supervisors, employees and data will be cleared; you can not recover this
information.
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Press Reset, the Clock Reset screen will display.
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Press the Reset Clock button.
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At the confirmation screen press Yes if you are sure you wish to reset and clear the terminal.
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The terminal will reboot and restart as if it were a new terminal that had never been used.
WARNING: Use caution when selecting this menu item. This menu item will reset the entire terminal to the
manufacturer default settings. All settings, administrators, supervisors, employees and data will be cleared; you can not
recover this information.
FaceIN - Using the Terminal
The FaceIN terminal utilizes an “embedded facial recognition” system, meaning that employees will punch in and out by
presenting their face in front of the terminal’s “Dual Sensors”. The FaceIN terminal validates the face image and records
the punch.
To get started using the FaceIN terminal:
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Set up the FaceIN administrator(s).
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Add the employees in the PayClock software. Note: Employees are automatically assigned to the FaceIN
terminal(s).
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Update the FaceIN terminal(s).
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Enroll the employee faces at the FaceIN terminal.
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Employees can start punching In/Out on the FaceIN terminal(s).
Set up the FaceIN Administrator
It is recommended to have at least one FaceIN terminal administrator, the administrator function allows you review the
device information, set up the network communications, set the time / date and reset the terminal to the factory defaults.
Note: Anyone can access the administrator functions if there isn’t at least one administrator configured.
Face Enrollment Guidelines
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The FaceIN terminal is for use indoors; do not position the terminal in direct sunlight.
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Use normal facial expressions and avoid wearing sunglasses.
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If glasses or a hat is worn, please take the glasses and/or hat off halfway through the enrollment process for
better face recognition.
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Bend into the camera, keeping the distance between the face and screen at 9 to 25 inches for best results.
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Keep the face centered between the 2 cameras.
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If the green lined frame displays when the employees face is successfully being detected.
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If the white dashed frame appears, the employees face can not be recognized, so please have the employee
adjust their positioning.
Setting up an Administrator
It is recommended to have at least one FaceIN terminal administrator, the administrator function allows you review the
device information, set up the network communications, set the time / date and reset the terminal to the factory defaults.
Note: Anyone can access the administrator functions if there isn’t at least one administrator configured.
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At the FaceIN terminal, press the MENU key. Note: If someone has been set up as an administrator they should
present and position themselves for a facial scan.
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The Functions Menu will display upon a successful verification.
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Press 1, the Set Admin menu will display.
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From the Set Admin menu, press an available admin number, 1 - 5.
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Position the person so the face is in the middle of the two cameras with 9 to 25 inches between the face and the
terminal.
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The image collecting screen will display, start the face recognition enrollment.
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Perform 2 small head circles to the right.
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Perform 2 small head circles to the left.
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Move the face closer to the terminal until the white dashed square appears.
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Move the face back until there is 9 to 25 inches between their face and the terminal.
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Turn the head fully to the right.
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Turn the head fully to the left.
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Raise the head up slightly.
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Lower the head down slightly.
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Move the face back from the terminal until there is 9 to 25 inches between the face and the terminal (if adjust
positioning message is still displaying).
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Resume small head circles to the right (if adjust positioning message is still displaying).
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The progress bar at the bottom of screen will display the process of the imaging.
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When the face is registered the terminal will display, Add as User?, press ESC for no.
Enroll Employees at the FaceIN Terminal
presenting their face in front of the terminal’s “Dual Sensors”. The FaceIN terminal verifies the face image and records
the punch. When you’re ready, you simply poll the terminal to add the punches to the database.
Face Enrollment Guidelines
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Face Verification Method - Enrolling Employee Faces
The FaceIN terminal verifies the face image when the verification method selected is Face.
When enrolling employee faces, take the following into consideration:
Eye Glasses - It is recommended for the employee to enroll with the eye glasses on for half the process, then remove the
eye glasses and complete the registration.
Hair Style - If the employee has a hair style that has their hair covering or blocking their eyes, move the hair away from
the eyes during the registration process.
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At the FaceIN terminal, press the MENU key. Note: Administrator verification is required.
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Press 2, the User Management menu will display.
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Press 2, the Modify User screen will display.
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Use the numeric keys to enter the user number and press OK.
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The employee’s first name will display, press OK to continue.
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With the employee standing at the ready, select the Face verification method.
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Position the employee so the face is in the middle of the two cameras with 9 to 25 inches between the face and
the terminal.
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When the face is registered the terminal will display, Permit Open Door? press ESC.
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When Permit Attendance? displays, press OK. Note: You must press OK; otherwise punches will not be
recorded for polling.
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The screen will display Finished and will return to the Input User No screen. Continue with the next employee
or press ESC, ESC and ESC again to return to the normal time/date screen.
Helpful Hints
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Eye Glasses - It is recommended for the employee to register with the eye glasses on for half the process,
then remove the eye glasses and complete the registration.
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Hair Style - If the employee has a hair style that has their hair covering or blocking their eyes, move the
hair away from the eyes during the registration process.
o
Direct Sunlight - It is not recommended to have the terminal mounted in a location where it is exposed to
direct sunlight. This could be troublesome during the registration process.
PIN and Face Verification Method - Enrolling Employee Faces
The FaceIN terminal verifies the PIN and face image when the verification method selected is PIN and Face.
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With the employee standing at the ready, select the PIN and Face verification method.
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the terminal.
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Helpful Hints
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Card Verification Method
The card verification method is typically used for temporary employees. This verification method only requires that the
employee present their badge and then have a snapshot taken. The terminal only verifies the badge, it doesn’t verify the
employee, it simply takes a snapshot of the person presenting the badge. This allows the user to verify that the correct
employee presented the badge and no buddy punching has taken place.
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Select the Card verification method.
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When Please Swipe Card displays, present the card at the terminal.
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When the card is registered the terminal will display, Permit Open Door? press ESC.
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Card and Face Verification Method - Enrolling Employee Faces
The FaceIN terminal verifies the card and face image when the verification method selected is Card and Face.
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With the employee standing at the ready, select the Card and Face verification method.
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When Please Swipe Card displays, present the card at the terminal.
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the terminal.
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Helpful Hints
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Punching In / Out at the FaceIN
The FaceIN terminal will be ready for use when the employees have been enrolled.
Punching IN/Out with the Face
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The employee should step towards the terminal and stop when within 9 - 25 inches; the terminal will detect the
employee and start the face recognition automatically.
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With the face detected, the screen will display a green radar screen rotating clockwise over the employee’s
image. A message will display at the bottom of the screen guiding the employee.
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When the employee’s face is in the correct position, a green lined frame will display on the screen, and a green
bar will scan the employee’s image from top to bottom.
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During the face recognition process, the terminal will provide guidance for the employee, such as: “Please Get
Closer”, “Please Get Farther” or “Adjust Your Action”.
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Upon successful verification the terminal will play a confirmation sound and the screen will display the
employee’s first name and time of the punch.
Punching IN/Out with the PIN and Face
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The employee should press the ← backspace key on the key pad, the screen will display PIN and Face.
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Use the numeric keys to enter the user number, the employee first name will display, press OK.
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Punching IN/Out with the Card
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The employee should present their card, the screen will display Photo.
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The employee should step towards the terminal and stop when within 9 - 25 inches; the terminal will snap a
picture of the employee presenting the card.
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Upon a successful snapshot the terminal will play a confirmation sound and the screen will display the
Punching IN/Out with the Card and Face
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The employee should present their card.
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TS100 - Using the Terminal
To punch, the employee places his/her finger on the sensor, the TS100 will scan the fingerprint and compare it to
previously stored fingerprints. When the finger print is matched, a record of the punch will be added to the database and
the display will show in big block text, “IN” or “OUT”, based on the calculation made when the employee’s punch was
added to the database. Next, the employee’s name will display along with his/her total hours for the pay period.
Enroll Employees at the TS100 Terminal
The Finger Template Management Wizard is used to enroll, re-enroll and maintain employees in the TS100 terminal.
Employees must have at least one finger enrolled to use the TS100 terminal.
Proper finger placement is critical to ensure reliable punches. The best method of finger placement is to roll your finger
flat onto the sensor, as shown below. Apply gentle pressure and hold your finger on the sensor window until you see the
sensor’s light blink, then lift your finger.
Finger Enrollment Guidelines
The TS100 uses a highly robust sensing technology to take digital images of your fingerprints. However, there are
instances in which the TS100 may have some difficulties reading your fingerprints. Here are some things you can do to
avoid this situation.
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The TS100 reads the patterns of ridges and valleys on the portion of the finger between the tip and the first bend
in the finger. Do not simply put the tip of the finger on the sensor and hope the TS100 will detect it. Do not turn
the finger to the right or left, or place it upside down. Use the finger guide on the TS100 to judge the correct
finger placement.
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Always place the finger flat and comfortably resting entirely on the sensor surface. Sometimes twisting the
finger slightly or moving it forward and back slightly can trigger the TS100 to scan the finger.
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Be comfortable; do not try to use a finger that causes the hand to be at an uncommon angle. Use the finger that
is most convenient and most comfortable.
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During enrollment, the employee should do his best to provide consistent finger placement: THIS IS
CRITICAL. Good enrollment enables the TS100 to provide the best matching possible during daily use, and
thus, the enrollment process is one of the most important steps.
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The TS100 may have difficulty reading the finger if the employee has dry skin. The employee can try touching
his finger to his forehead or face and placing his finger on the TS100. The oils will help the TS100 read the
ridges and valleys of the fingerprint.
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The TS100 may have difficulty reading the finger if the employee has very moist skin or tends to perspire a lot.
The employee should clean his finger and place his finger on the TS100 again.
Enrolling Employee Fingerprints
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To open the Finger Template Management Wizard, right click on the USB Terminal Manager icon
Windows Notification area and select Finger Template Management Wizard.
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At the Log In window, select a user and enter the password, the Finger Template Management Wizard will
display. Select the employee from the list you wish to enroll and click Next.
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At Step 2 select the finger to enroll by clicking on the graphic. Note: Employees should enroll their dominant
finger. To identify the dominant finger ask the employee which finger they use to point with, this is the
dominant finger.
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The employee should be ready when the terminal displays the prompt for the employee to place their finger on
the sensor. Note: The employee will have to scan their finger four different times.
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Each good scan of the finger will cause a circle to change color on Step 2, with a successful registration all four
circles will change color and then the message “Enrollment was Successful” will display. Note: The employee
will have to repeat the registration process if the sensor did not read their fingerprint.
in the
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At Step 3 select the security level to use for this employee and click Next. Note: The default setting is Medium.
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With the employee standing at the ready, click the Begin Verification button. The terminal display will prompt
the employee to place their finger on the sensor.
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When the sensor successfully verifies the employees fingerprint, the terminal will prompt the employee to
remove their finger and the wizard will display whether a good score or low score was achieved. Note: The
employee will be prompted to repeat the verification process if the terminal was not able to match the
employee’s fingerprint to the first finger scans or of a low score was achieved.
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Click Next. On Step 5 you can select to enroll another finger for the same employee or enroll a different
employee. If you have finished your enrollments, click the Enrollment Complete - Close Wizard button.
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The TS100 is ready to start reading In/Out punches for the enrolled employee(s).
Important Note: Employees are automatically assigned to the TS100 on which they were enrolled.
Helpful Hints
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finger slightly or moving it forward and back slightly can trigger the TS100 to scan the finger.
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Be comfortable; do not try to use a finger that causes the hand to be at an uncommon angle. Use the finger
that is most convenient and most comfortable.
o
CRITICAL. Good enrollment enables the TS100 to provide the best matching possible during daily use,
and thus, the enrollment process is one of the most important steps.
Punching at the TS100
To clock IN or OUT the employee should place his finger on the TS100 sensor. Proper finger placement is critical. The
employee should place his finger on the sensor as he did when he enrolled. The best method of finger placement is to roll
the finger flat onto the sensor, as shown below.
The TS100 will scan the finger and compare it to the stored fingerprints. When a match is found, a record of the punch is
added to the database, and the display will show in big block text IN or OUT. Next, a verification screen will display
with the employee’s last name and the total hours for the pay period.
Helpful Hints
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The employee must wait until the TS100 shows “Remove Finger” on the display before lifting their finger
off of the sensor. Removing the finger to soon may result in the punch not being accepted and added to the
database.
PC50/60 - Using the Terminal
To punch, move the badge towards and below the illuminated oval target area on the front of the PC50/60. When the
badge is in close proximity to the PC50/60, a confirmation beep will sound, a text message will appear, a custom audio
message.
NOTICE: The PC50/60 utilizes an internal antenna to read the employee badges. Make sure these badges are stored at
least 6” away from the PC50/60 when not in use to avoid accidental badge reads.
PC50/60 w/ TSWFS - Using the Terminal
To punch, move the badge towards and below the illuminated oval target area on the front of the PC50/60 or place an
enrolled finger on the fingerprint sensor. When the badge or finger is read, a confirmation beep will sound, a text
message will appear, a custom audio message may be played, and the oval target area will turn either green or red
indicating a good or bad transaction.
Enroll Employees at the PC50/60 w/TSWFS
The Finger Template Management Wizard is used to enroll, re-enroll and maintain employees in the PC50/60 w/TSWFS.
Employees must have at least one finger enrolled to use the fingerprint sensor.
The PC50/60 w/TSWFS uses a highly robust sensing technology to take digital images of your fingerprints. However,
there are instances in which the TS100 may have some difficulties reading your fingerprints. Here are some things you
can do to avoid this situation.
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The PC50/60 w/TSWFS reads the patterns of ridges and valleys on the portion of the finger between the tip and
the first bend in the finger. Do not simply put the tip of the finger on the sensor and hope the PC50/60
w/TSWFS will detect it. Do not turn the finger to the right or left, or place it upside down. Use the finger guide
on the PC50/60 w/TSWFS to judge the correct finger placement.
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finger slightly or moving it forward and back slightly can trigger the PC50/60 w/TSWFS to scan the finger.
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CRITICAL. Good enrollment enables the PC50/60 w/TSWFS to provide the best matching possible during
daily use, and thus, the enrollment process is one of the most important steps.
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The PC50/60 w/TSWFS may have difficulty reading the finger if the employee has dry skin. The employee can
try touching his finger to his forehead or face and placing his finger on the PC50/60 w/TSWFS. The oils will
help the PC50/60 w/TSWFS read the ridges and valleys of the fingerprint.
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The PC50/60 w/TSWFS may have difficulty reading the finger if the employee has very moist skin or tends to
perspire a lot. The employee should clean his finger and place his finger on the PC50/60 w/TSWFS again.
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dominant finger.
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in the
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The PC50/60 w/TSWFS is ready to start reading In/Out punches for the enrolled employee(s).
Important Note: Employees are automatically assigned to the PC50/60 w/TSWFS on which they were enrolled.
Helpful Hints
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finger slightly or moving it forward and back slightly can trigger the PC50/60 w/TSWFS to scan the finger.
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CRITICAL. Good enrollment enables the PC50/60 w/TSWFS to provide the best matching possible
during daily use, and thus, the enrollment process is one of the most important steps.
Punching at the PC50/60 w/TSWFS using a badge
To punch, move the badge towards and below the illuminated oval target area on the front of the PC50/60. When the
badge is in close proximity to the PC50/60, a confirmation beep will sound, a text message will appear, a custom audio
Punching at the PC50/60 w/TSWFS using a finger
To clock IN or OUT the employee should place his finger on the fingerprint sensor. Proper finger placement is critical.
The employee should place his finger on the sensor as he did when he enrolled. The best method of finger placement is
to roll the finger flat onto the sensor, as shown below.
The PC50/60 w/TSWFS will scan the finger and compare it to the stored fingerprints. When a match is found, a record
of the punch is added to the database, and the display will show in big block text IN or OUT. Next, a verification screen
will display with the employee’s last name and the total hours for the pay period.
Helpful Hints
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The employee must wait until the PC50/60 w/TSWFS shows “Remove Finger” on the display before lifting
their finger off of the sensor. Removing the finger to soon may result in the punch not being accepted and
added to the database.
TSRFS - Using the Biometric Sensor
To punch, the employee places his/her finger on the sensor, the TS100 will scan the fingerprint and compare it to
previously stored fingerprints. When the finger print is matched, a record of the punch will be added to the database and
will show “IN” or “OUT” on their computer monitor along with the employee name and total ours for the pay period.
Enroll Employees at the TSRFS
The Finger Template Management Wizard is used to enroll, re-enroll and maintain employees in the TSRFS, employees
must have at least one finger enrolled.
The TSRFS uses a highly robust sensing technology to take digital images of your fingerprints. However, there are
instances in which the TSRFS may have some difficulties reading your fingerprints. Here are some things you can do to
avoid this situation.
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The TSRFS reads the patterns of ridges and valleys on the portion of the finger between the tip and the first
bend in the finger. Do not simply put the tip of the finger on the sensor and hope the TSRFS will detect it. Do
not turn the finger to the right or left, or place it upside down. Use the finger guide on the TSRFS to judge the
correct finger placement.
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finger slightly or moving it forward and back slightly can trigger the TSRFS to scan the finger.
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CRITICAL. Good enrollment enables the TSRFS to provide the best matching possible during daily use, and
thus, the enrollment process is one of the most important steps.
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The TSRFS may have difficulty reading the finger if the employee has dry skin. The employee can try touching
his finger to his forehead or face and placing his finger on the TSRFS. The oils will help the TSRFS read the
ridges and valleys of the fingerprint.
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The TSRFS may have difficulty reading the finger if the employee has very moist skin or tends to perspire a lot.
The employee should clean his finger and place his finger on the TSRFS again.
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dominant finger.
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The TSRFS is ready to start reading In/Out punches for the enrolled employee(s).
in the
Important Note: Only 5 employees can be assigned to the TSRFS.
Helpful Hints
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finger slightly or moving it forward and back slightly can trigger the TSRFS to scan the finger.
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CRITICAL. Good enrollment enables the TSRFS to provide the best matching possible during daily use,
and thus, the enrollment process is one of the most important steps.
Punching at the TSRFS
To clock IN or OUT the employee should place his finger on the TSRFS sensor. Proper finger placement is critical. The
employee should place his finger on the sensor as he did when he enrolled. The best method of finger placement is to roll
the finger flat onto the sensor, as shown below.
The TSRFS will scan the finger and compare it to the stored fingerprints. When a match is found, a record of the punch
will be added to the database and will show “IN” or “OUT” on their computer monitor along with the employee name
and total ours for the pay period.
Helpful Hints
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The employee must wait until the TSRFS shows “Remove Finger” on the computer monitor before lifting
their finger off of the sensor. Removing the finger to soon may result in the punch not being accepted and
added to the database.
Global Scheduling
The Scheduling tab presents a summary or snapshot of the estimated labor coverage in hours and dollars on a calendar.
In addition the Scheduling tab is used to apply shifts to groups of employees, allowing shift assignments in mass rather
than having to assign shifts to employees individually.
These shift assignments will make up the employee’s work schedule. You define the employee’s work schedule in the
calendar and assign shifts by date. A separate labor coverage chart is also available to view which allows for verifying
there is enough labor coverage but not too much for a work day.
To make global assignments of shifts simply press the “Go to Assign Shifts View” button. The calendar workspace will
open allowing shift assignments by groups of employees. To open the labor coverage summary page again simply press
the “Return to Summary View” button.
Scheduling Summary
The Scheduling tab presents a summary or snapshot of the estimated labor coverage in hours and dollars on a calendar. A
separate labor coverage chart is also available to view which allows for verifying there is enough labor coverage but not
too much for a work day.
How do I view the summary data?
When the Scheduling tab is opened the calendar will display with summary information presented for each of the dates.
This summary data will include the number of employees scheduled for that date, the total hours and dollars expected for
those hours.
Note: The hours and dollars are projected based on the shift assignment and the employee’s hourly wage. The total
dollars are based on regular hours, no overtime rules are used to calculate the dollar amounts on the Summary Calendar.
How do I view the labor coverage chart?
Global Scheduling • 143
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your selection.
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After reviewing the labor coverage chart, make any needed adjustments to the employee shift assignments by
clicking the Go to Assign Shifts View button and then view the chart again if necessary.
Global Shift Assignments
The Scheduling tab presents a summary or snapshot of the estimated labor coverage in hours and dollars on a calendar.
In addition the Scheduling tab is used to apply shifts to groups of employees, allowing shift assignments in mass rather
that having to assign shifts to employees individually.
These shift assignments will make up the employee’s work schedule. You can define the employee’s work schedule in
the calendar and assign shifts by date. A separate labor coverage chart is also available to view which allows for
verifying there is enough labor coverage but not too much for a work day.
To make global assignments of shifts simply press the Go to Assign Shifts View button. The workspace will open
allowing shift assignments by groups of employees. To view the labor coverage summary again simply press the Return
to Summary View button.
144 • Global Scheduling
Filtering the Employees
Click the Filter button to choose which employees you want to appear in the employee list. When you click the Filter
button the Filter Options window will open. You can choose All Employees or departments that you created. You can
also include or exclude inactive or terminated employees.
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Department - From the list select the department or departments that hold the employees you want to display in
the summary list.
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Show Terminated Employees - Check this option if you want to display employees marked as terminated in
the list. If you don’t want terminated employees to display in the list, uncheck the option.
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Show Inactive Employees - Check this option if you want to display employees marked as inactive in the
list. If you don’t want inactive employees to display in the list, uncheck the option.
How do I filter the employees in the list?
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Select the Scheduling tab on the ribbon bar and click the Go to Assign Shifts View button.
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Click the Filter button. The Filter Options window will open.
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employee list.
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Methods to Assign Shifts
When you assign a shift to a date, you have two methods that can be used, drag -n- drop or a right click of the mouse.
Drag -n- Drop Method - Click on the desired shift in the list and while holding down the mouse drag the shift to
the date(s). The mouse pointer will change to:
Right Click Method - Select a date and right click the mouse, this menu will open.
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Add Shift - This menu item allows you to select a shift from the available list to assign to the selected date(s).
Selecting “New…” will allow you to create an on-the-fly shift that will be used once for that one date for that
one employee.
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Delete Shift - This menu item allows you to remove the shift from the selected date(s) before assigning the
schedule to the employees.
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Add Non-Work Time - This menu item allows you to post non-work time to the selected date(s).
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Delete Non-Work Time - This menu item allows you to delete or remove non-work time from the selected
date(s) before assigning it to the employees.
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Make Recurring - This menu item allows you to set a shift assignment to recur for the selected day every week
for all open pay periods. For example, if you have a shift assigned on Wednesday August 18 and the Make
Recurring option is selected, the shift will be assigned to every Wednesday not the 18th of every month. Note:
The recurrence is base on the DAY not the date.
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Restore Recurring Shift - Select this menu item to restore a recurring shift that was deleted for a single date.
Note: This menu item will not be available if recurring shifts were deleted using “All Days” under the Delete
Recurring Shift menu item.
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Delete Recurring Shift - This menu item allows you to remove a recurring shift from the selected date(s)
before assigning the schedule to the employees. Selecting This Day Only deletes the recurring shift for the
selected date. Selecting All Days deletes the recurring shift from the selected day for every week.
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View Coverage - This menu item will display a coverage chart for the selected single date. This will allow you
to determine if you have too much or not enough labor coverage for the selected single date. Note: Double
clicking on a date will also open the labor coverage chart.
How do I assign a shift to a single date for a group of employees?
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employees.
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From the list, click on the employees to apply the shift, you know the employees are selected when the box is
checked like this .
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Right Click method
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employees.
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this .
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How do I assign a shift to multiple dates for a group of employees?
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employees.
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Select and drag the desired shift from the list to one of the highlighted dates on the calendar, the shift will be
assigned to all highlighted dates.
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this .
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Right Click method
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employees.
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Choose Add Shift and select the desired shift from the fly-out menu, the shift will be assigned to all highlighted
dates.
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this .
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How do I assign a recurring shift to a single day for a group of employees?
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employees.
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this .
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Right Click method
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employees.
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Right click on the appropriate day in the calendar view, a menu will open.
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this .
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How do I assign a recurring shift to multiple dates for a group of employees?
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employees.
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highlighted days.
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this .
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Right Click method
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employees.
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days.
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this .
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How do I create a new shift and assign it to a group of employees?
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employees.
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Click the New Shift... button, the New Shift window will open.
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Under Name enter a name for the shift. It should be something descriptive.
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If you want to restrict when employees can punch at the terminal, select the Shift uses lockouts under the
Advanced area. The Lockouts area will display at the bottom of the window.
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Out revision.
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In revision.
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Combined Breaks under the Advanced area. Click here for more information.
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Select and drag the newly added shift from the list to the appropriate date(s) on the calendar.
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this .
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Click Save Shift Assignments, the shift will be assigned to all highlighted days for the selected employees.
How do I create a one-time shift and assign it to a group of employees?
A one-time shift is typically created to be used once for one or more dates.
Right Click method
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employees.
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Highlight the appropriate date or dates on the calendar and right click, a menu will open.
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Out revision.
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In revision.
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Click Save and Close, the selected shift will be assigned to the highlighted date or dates.
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this .
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Click Save Shift Assignments, the shift will be assigned to all highlighted days for the selected employees.
What is a Schedule Conflict and how do I resolve the conflict?
Assigning a shift to an employee on a date that already has a shift assigned will cause the Schedule Conflict window to
display.
Follow these instructions to resolve the schedule conflicts.
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Review the pending changes, make sure a check is in the appropriate box under the Save column for any new
shift assignments you wish to keep. Note: If you find you don’t want to apply a pending new shift assignment
for a particular date uncheck the box for that date under the Save column.
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Once you have reviewed the schedule conflicts and made any necessary changes click the Save and Exit
button.
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The schedule conflicts will be resolved by applying or discarding the new shift assignments.
The following is a description of the buttons and columns on the Schedule Conflicts window.
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Save and Exit - Click this button to commit the changes and exit the window.
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Cancel and Exit - Click this button will discard the changes and exit the window.
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Employee - This column displays the name of any employee with conflicts.
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Save - This column is used to choose whether to apply the pending new shift to the employee. To apply the
pending new shift make sure a check is in the box.
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Date/Day - This column displays the date that the pending new shift will be assigned.
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Conflict Description - This column displays the existing shift name and the name of the pending new shift to
be assigned.
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Select All - Clicking this button will place a check in each box of the Save column of this window.
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Deselect All - Clicking this button will remove the check(s) from each box of the Save column of this window.
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Expand All - Clicking this button will display all of the conflicts for each employee.
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Collapse All - Clicking this button will hide the conflicts for each employee.
How do I add non-work time to the schedule for a group of employees?
Right Click method
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employees.
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Click Save and Exit, the non-work time will be assigned to the highlighted date.
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checked like this .
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Right Click method
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employees.
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Click Save and Exit, the non-work time will be assigned to the highlighted dates.
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checked like this .
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Select the Scheduling tab on the ribbon bar. The Summary window will display. Note: The labor coverage chart
can be viewed from either the Summary or Shift Assignments window.
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Select Date at the Assign schedules by option.
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your selection.
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After reviewing the labor coverage chart, make any needed adjustments to the employee shift assignments at the
Shift Assignments window and then view the chart again if necessary.
Managing Employees
You can maintain the employees by selecting the Setup tab on the ribbon bar and then clicking the Employees button
which opens the Employee master or you can select the Timecards tab, right click on the desired employee and choose
Edit this Employee which will open the Employee master.
When the Employee master opens you will see a set of tabs that allows you to manage the employee personnel data, such
as name, wage rate, benefit time, etc.
Filtering the list of employees allows you to narrow down the list by showing only the employees you want to see.
For example, if you filter your list of employees by a certain department, your list will only show the employees that
have a Home Department assignment for that certain department. You can also filter the list by Pay Class, if you filter
your list of employees by a certain pay class, your list will only show the employees that have a Pay Class assignment
for that certain pay class.
Note: The default filter will display all employees in the database.
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From the List tab, click the Filter Employees button.
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The Filter Options window will open.
Managing Employees • 155
To filter the employee list by a certain department:
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employee list.
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Click OK, only employees in the selected department will display on the List tab.
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To filter the employee list by a certain pay class:
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Click on the Pay Class list and select the desired pay class.
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Click OK, only employees assigned to the selected pay class will display on the List tab.
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To remove Inactive or Terminated employees from the employee list:
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Un-select the Show Inactive or Terminated Employees option by clicking in the check box.
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Click OK, employees that are inactive or terminated will not display on the List tab.
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156 • Managing Employees
Basic Employee Maintenance
You use the Employees > General tab to define basic information about the employee.
How do I add an employee?
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Enter the identifier your company uses in the Employee Number field. Usually, payroll services require an
employee number for exports.
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Enter the employee’s PIN if desired. Note: What is entered in the PIN will be the cross reference in the FaceIN
terminal. The employee PIN is the same as the User No. in the FaceIN terminal.
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Enter the employee's hourly base wage under Hourly Base Pay.
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If the employee is salaried, select the Salaried Hours option and enter how many hours the employee is
expected to work during the pay period. Note: Reports and exports will use the hours you have entered in this
field. Any punches made on a terminal will be ignored in reporting and exporting.
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Contract.
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Check the Enable Lockouts option if you want to restrict employees from punching In to early or Out to late.
Note: Lockout zones are assigned through the fixed shifts that are applied to the employees. The TS100 and
PC60 do not support lockout zones.
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Helpful Hints
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From the list, choose the employee you want to edit.
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To make an employee Inactive, check the Inactive box, and then enter the date the person became inactive.
Note: To make an employee active again, uncheck the Inactive box.
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To mark an employee as terminated, check the Terminated box, then enter the termination date. The badge
number resets to zero so you can reuse this badge for another person. Note: To un-terminate an employee,
uncheck the Terminated box and reassign the employee a badge number.
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Helpful Hints
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How do I delete an employee?
Employees that have any type of data transactions can not be deleted. This will insure that no employee that has payroll
data can inadvertently be deleted. If you no longer wish to have an employee display in the employee list simply set them
to Terminated or Inactive.
What is an Inactive employee?
Inactive employees are employees you want to keep in the PayClock system but you don’t want there badge to be
active at the terminal.
For example, you might want to make an employee inactive when she goes on maternity leave or when a seasonal
worker is off-season. You cannot reassign an inactive employee’s badge. You can only reuse a badge number if you
mark the employee as Terminated.
employees.
How do I make an employee Inactive?
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From the list, choose the employee you want to make inactive.
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On the General tab, check the Inactive box, and then enter the date the employee became inactive. Note: To
make an employee active again, uncheck the Inactive box.
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What is a Terminated employee?
Terminated employees are employees you want to keep in the PayClock system but you want to reuse their badge
for another employee, typically a terminated employee will not be returning to work.
Terminated employees stay in the system, but cannot punch the terminal, their badge number will be reset to 0
(zero). You can still report and export on terminated employees.
How do I make an employee Terminated?
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From the list, choose the employee you want to mark as terminated.
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On the General tab, check the Terminated box, and then enter the date the employee was terminated. Note: To
un-terminate an employee, uncheck the Terminated box and reassign a badge number.
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How do I make an Inactive/Terminated employee active again?
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From the list, choose the employee you want to make active.
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On the General tab, uncheck the Inactive or Terminated box. Note: When making a terminated employee
active, you may have to reassign a badge number.
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Overriding Break Settings for an Employee
You use the Employees > Overrides tab to define punched or automatically deducted breaks for individual employees.
Any defined breaks on this tab will override the global break set up on the Pay Class > Break tab.
Note: These settings will only be applied if the employee does not have a shift assigned. The break(s) applied to the shift
will be used when the employee has a shift assigned.
How do I set up a punched break override for an employee?
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At the Break Overrides area check the break options you want to override.
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If you want to override the Minimum Hours from Start, enter the shortest amount of time a person can work
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If you want to override the Maximum Hours from Start, enter the longest amount of time a person can work
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If you want to override the Length, enter how long the break lasts.
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If you want to override the Extended Break Amount, enter the maximum extra amount of time the person can
take and the punch still count as a break rather than an in/out punch.
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How do I set up an auto deducted break for an employee?
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At the Auto Deduct Overrides area check the break options you want to override.
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If you want to override the Worked Hours to Qualify, enter the amount of time a person must work before the
time is deducted.
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If you want to override the Length, enter the amount of time to deduct.
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Helpful Hints
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How do I set up an individual employee’s break?
You can set a break that is both punched and auto-deducted. The software first looks to see if the person punched for this
break, if he did punch; the break follows the rules for the punched break. If he did not punch, the break follows the rules
for the auto-deduct. To setup for both follow the steps below for the punched and auto deduct.
To set a Punched Break:
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At the Break Overrides area check the break options you want.
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At Minimum Hours from Start, enter the shortest amount of time a person can work before punching for a
break.
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At Maximum Hours from Start, enter the longest amount of time a person can work before punching for a
break.
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At Length, enter how long the break lasts.
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At Extended Break Amount, enter the maximum extra amount of time the person can take and the punch still
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To set an Auto Deduct:
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At the Auto Deduct Overrides area check the break options you want.
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At Worked Hours to Qualify, enter the amount of time a person must work before the time is deducted.
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At Length, enter the amount of time to deduct.
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Helpful Hints
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Maintaining Employee Schedules
You use the Employees > Schedules tab to apply shifts to individual employees. The shifts applied to the employee will
make up the employees work schedule. You can define the employees work schedule in the calendar and assign shifts by
date.
The employee’s schedule displays in a calendar view showing the shift details assigned to each date. A labor coverage
chart is also available which verifies there is enough labor coverage but not too much for a work day.
Need to assign shifts to a group of employees? The “Master Scheduler” allows assigning shifts to groups of employees.
Click on the Scheduling tab from the PayClock ribbon bar to open the Master Scheduler.
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Right Click method
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How do I assign a shift to multiple dates?
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Right Click method
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Recurring shifts are shifts that recur for the selected day every week for all open pay periods.
For example, if you have a shift assigned on Wednesday August 18 and the Make Recurring option is selected, the shift
will be assigned to every Wednesday not the 18th of every month. Note: The recurrence is base on the DAY not the date.
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changes.
Right Click method
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changes.
How do I assign a recurring shift to multiple days?
Recurring shifts are shifts that recur for the selected day every week for all open pay periods.
For example, if you have a shift assigned on Wednesday August 18 and the Make Recurring option is selected, the shift
will be assigned to every Wednesday not the 18th of every month. Note: The recurrence is base on the DAY not the date.
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highlighted days.
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changes.
Right Click method
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days.
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changes.
How do I create a one-time shift to a single date?
A one-time shift is typically created to be used once for that one date for that one employee
Right Click method
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Click the Assign Breaks to select and apply breaks to this shift. If you need to define a different break click the
Break Manager button.
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Out revision.
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In revision.
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Click Save and Close.
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calendar view.
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Right Click method
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Right Click method
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Right Click method
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Select which pay code to use from the list and enter the duration of non-work in the Time field.
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Click OK, the non-work time will be assigned to the highlighted date, click Save to keep your changes.
Right Click method
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Click on the first desired day in the calendar view and while holding down the mouse drag to select the dates.
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Select which pay code to use from the list.
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Enter the duration of non-work that will be applied to each individual date in the Time field.
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Click OK, the duration of non-work time will be assigned to each of the highlighted dates, click Save to keep
your changes.
date.
This example shows that the Drafting department will have coverage from 6:00am until 4:30pm with full coverage from
6:30am until 3:00pm which are the peak hours for that department. The Engineering department will have coverage from
7:30am until 4:00pm with one employee working a flexible shift for that department.
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your selection.
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Managing Employee Benefit Time
You use the Employees > Benefit Time tab to track an employee's benefits, such as how much sick or vacation time they
have or have taken. You can track up to 5 pay codes. The software keeps track of how much time the employee has taken
and how much time the employee has left.
How do I set up an employees benefit time?
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From the Pay Code column, choose pay codes you wish to track.
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From the Allowed column, enter in how much time the employee has accrued. Note: If you are setting up
PayClock for the first time, and the year has already started, type in how much time the employee has left for
the year. You will need to update this box each year.
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From the Start Date column, enter the date when the allowed benefit time began.
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Helpful Hints
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How do I reset an employee’s benefit time?
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At the Pay Code you want to reset, click the Zero Taken button to reset the Taken column to zero.
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Helpful Hint
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Maintaining Department Assignments
You use the Employees > Departments tab to assign employees to certain departments and also modify the pay rate when
working in the department. When an employee transfers to one of these assigned departments their pay rate will reflect
what was defined for that particular department.
How do I assign a department to an employee?
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From the available department list on the left highlight the desired department.
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Click the Add button, the Add Allowed Department window will open.
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If desired select the Override base pay for department option and enter a modified pay rate for any time worked
in that department.
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Click OK on the Add Allowed Department window, the selected department will be moved to the assigned
department list on the right.
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Helpful Hint
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From the assigned department list on the right double click on the desired department.
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The Add Allowed Department window will open, make the desired changes and click OK.
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Helpful Hint
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From the assigned department list on the right highlight the desired department.
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Click the Remove button, the selected department will be deleted from the assigned department list.
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Helpful Hint
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How do I un-assign ALL departments from an employee?
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Click the Remove All button, all department assignments will be deleted from the assigned department list.
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Helpful Hint
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Maintaining Personal Data
You use the Employees > Personal tab to keep track of certain employee information, such as their address, phone
number, custom field information and who to contact in an emergency.
How do I set up an employee’s personal information?
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Enter the employee's street address under Address (1) and Address (2) the city, state, country and zip code
under City, State, Country and Postal Code.
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Enter the employee's home phone number under Home Phone.
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Enter the employee's social security number under Social Security Number.
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Enter the employee's birthday under Date of Birth.
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Under the Emergency Data section, enter two people to contact in case of an emergency. You can enter their
name, phone number and relationship to the employee.
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Helpful Hint
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Assigning Employee Messages
You use the Employees > Messages tab to create messages and assign messages to display on the terminal for individual
employees. These settings will override any messages defined at the Messages / Audio button of the Setup tab. Note:
User created custom sound files are not supported and will not work with the PayClock software or the PayClock
terminals.
How do I set up messages for employee In punches?
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Choose Messages by In/Out Punch and select the option On All In Punches Play.
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messages.
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terminals.
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How do I set up messages for employee Out punches?
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Choose Messages by In/Out Punch and select the option On All Out Punches Play.
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messages.
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terminals.
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How do I set up custom text messages?
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Click the Message Manager button, the Message Manager window will open.
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Click the Add button and enter the desired text message.
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Select the option Messages by Time/Date Range.
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Click the Add button, The Edit Sound Range Settings window will open. Note: You can create up to 5 range
configurations.
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Select This range is active.
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Under the Start Time, enter the time this message will begin playing.
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Under the End Time, enter the time this message will stop playing.
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Under the Sound list, select what you want all employees to hear at the terminal when they punch. Note: User
terminals.
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To test the sound, click the
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text message to show on the display of the time clock. Click the Message Manager button to set up the text
messages.
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button.
Assigning Employees to Terminals
The Employees > Terminals tab is used to assign or remove an employee's assignment to the terminal(s) you have setup
in your PayClock system.
How do I assign an employee to the terminal(s)?
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From the Terminal List, choose the terminal(s) by clicking in the box next to the terminal name. You know you
have assigned an employee to the terminal when you see a check in its box . Click the "Assign All" button to
assign the employee to all of the terminals.
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Click the Update Terminals button to send the changes to the terminal.
Helpful Hint
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How do I remove an employee’s terminal assignment?
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Click the Un-Assign All button. You know you have unassigned an employee from the terminals when you see
the check removed from its box .
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Click the Update Terminal button to send the changes to the terminal.
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How do I update the terminal with the employee assignments?
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From the ribbon bar select the Terminal Manager tab.
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Select the terminal to update from the list.
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Advanced Employee Maintenance
The Employee > Advanced tab is used to override the maximum work day length and maximum hours out rule for an
employee. Either of these settings will override the Maximum Work Day or Maximum Hours Out to Start a New Shift
setting on the Advanced tab of the Pay Class.
How do I set the Maximum Hours Out for one employee?
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Select the Override Maximum Hours Out Rule check box, the Maximum Hours Out to Start a New Shift option
will become active.
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Enter how long an employee must be punched Out before PayClock will automatically start a new shift.
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Note: To disable this setting for an employee make this setting value 000:00 (zero).
Helpful Hints
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How do I set the maximum work day for one employee?
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Select the Override Maximum Work Day check box, the Length field will become active. Enter the longest
amount of time the employee can work in 1 day. Normally, you should leave this setting at the default of 14:00
hours.
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Helpful Hints
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Understanding the Timecards Tab
pay periods.
When you click on the Timecards tab you will see 4 areas, the Timecard Ribbon Bar, the Employee List, the Employee
Timecard and the Timecard Timeline.
How do I get more viewing area in the Timecard?
If you are working with low resolution on your computer monitor you may like more viewing area in the Timecard tab.
The timeline can be hidden which will free up some space and allow for more viewing area. Note: The timeline can be
hidden or unhidden at any time.
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Select the Timecards tab on the ribbon bar and click the Layout button. The Layout Options window will open.
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At the Timeline Position area, select the Hidden option and click Save and Exit.
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The timeline will be hidden, allow for more viewing area.
Using the Timecard Ribbon Bar
The Timecard Ribbon Bar has the following button groups, Data, Recalculate, Refresh, Global, Layout, Select Pay Class,
Pay Period, Export, Close and Help as well as a status bar.
You can poll the terminal(s), recalculate employee data, make adjustments globally to groups of employees, select which
Pay Class to edit the data for, select the time period for the edits, export payroll data and close the pay period.
Status Bar
The timecard Status Bar identifies how many active employees are in PayClock, contains navigation buttons to allow the
user to select the pay period that they wish to view/edit and also identifies whether the pay period is Open, Closed or
Closed - Open For Edit.
Understanding the Timecards Tab • 175
Data
This group contains the button to poll the terminal(s) connected to the PayClock system. When you poll a terminal, you
retrieve information from the terminal and the punches are placed in the database making the data available in the
PayClock software.
Note: It’s a good practice to poll your terminal everyday. If you can’t poll everyday, you should poll the terminal before
making any edits in the PayClock software. By polling everyday or before making any edits, you can be sure you are
working with the most current data.
Recalculate
When the Recalculate button is clicked a menu will display allowing the user to select the type of recalculation to
perform.
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Selected Employee - Select this to update the data calculations for the highlighted employee.
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Employee List - Select this to update the data calculations for the currently viewed list of employees.
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All Employees - Select this to update the data calculations for every employee in the database.
Refresh
When the Refresh button is clicked the timecard will be updated to display the most current information.
Global
Clicking the Global Edits button allows you to edit data and settings for multiple employees at one time. You can add
and remove global punches, add global non-work time, as well as change assignments of a pay class, home departments,
etc.
176 • Understanding the Timecards Tab
Layout
The View button group allows you to select how the employee list, timecard table and timeline will be positioned.
The Employee List and Timecard Table can be side by side or stacked.
The Timeline can be at the bottom or at the top of the window.
The Timeline can also be expanded, collapsed or hidden.
Pay Class
The Select Pay Class button group allows you to select a different pay class for editing. The pay class selection is used to
set which employees are available for editing.
Note: You can only edit employees in the same pay class, editing across pay classes is not supported.
Period
The Pay Period navigation bar contains buttons which allow the user to select the pay period that they wish to view/edit.
You can use the arrow buttons on the navigation bar to move forward or backward through the available pay periods.
The date navigation buttons allow you to move forward or backward through the available pay period dates or you can
select a date range. See a description of each button below.
Move to the oldest available pay period.
Move back one pay period.
Move forward one pay period.
Move to the newest available pay period.
Clicking this button opens a window with a list of available pay periods from which to choose.
Export
The Export button group contains the button which allows the user to export data to payroll. When you click the Export
button, a dialog box appears with the exporting options.
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Pay Period - Displays the pay period that will be exported. Note: If you want to export for a different pay period
date, select it using the Pay Period navigation buttons on the Timecards tab before clicking the Export button.
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Available Exports List - From the list select the desired export you wish to create by clicking in the box.
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Run Exports… - Click this button to begin the export process.
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Setup Exports… - Click this button if you need to configure or modify an existing export.
Close
the data and no edits can be made to the data. Note: You can not close a pay period if other users are logged into the
PayClock software.
After you close the pay period, you can still run reports and exports, but you cannot edit the closed data. Make sure that
you have finished making all your changes before closing your pay period.
When you click the Close button, select the desired pay class and then type Yes to begin the close process.
Help
This group contains the button which opens the help for the PayClock software.
Employee List and Toolbar
The Employee List displays employees along with their summary data such as wages, regular time, overtime, vacation,
etc.
You can filter and or group the employees that display in the list, define which columns display and approve the
employee timecards. You can view the employee data for open or closed pay periods.
When you highlight or select an employee in the list, the timecard displays the data associated with the employee
selected for the selected Pay Period. Use the Employee List to select an employee and the pay period navigation buttons
to select the Pay Period.
The Employee List Toolbar allows you to filter and sort the list of employees as well as define the columns that display
in the Employee List summary area.
You can also approve a timecard after finishing the edits. This will lock the employee’s timecard and will not allow for
any more edits. The approved option allows you to quickly see whose timecard edits have been finished and which
employee(s) still need attention.
Filter
Click the Filter
button to choose which employees you want to appear in the employee list. When you click
the Filter button the Filter Options window will open. You can choose All Employees or departments that you created.
You can also include or exclude inactive or terminated employees.
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Department - From the list select the department or departments that hold the employees you want to display in
the summary list.
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Show Terminated Employees - Check this option if you want to display employees marked as terminated in
the list. If you don’t want terminated employees to display in the list, uncheck the option.
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Show Inactive Employees - Check this option if you want to display employees marked as inactive in the
list. If you don’t want inactive employees to display in the list, uncheck the option.
Quick Search
Type a few letters of the desired employees name in the Quick Search field, all employees with those letters will display
in the employee list. The full name or just a few letters can be entered in the “Find employee by name…” field.
Approved Option
You can approve a timecard after finishing the edits. This will lock the employee’s timecard and will not allow for any
more edits. The approved option allows you to quickly see whose timecard edits have been finished and which
Note: You don’t have to approve a timecard, it is a placeholder option that makes it easier to determine whose timecard
you have finished editing.
Group By
button is clicked a menu will display allowing the user to select how to group and
When the Group By
view the employees in the Employee List.
Note: You can change the grouping at any time and the Employee List will refresh according to your selection.
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Columns - Employee List
button at the Employee List area to define the columns that will display in the
Click the Columns
Employee List. When you click the Columns button the Timecard Options window will open. You can define the
columns that display in the Employee List or the columns that display in the Timecard or other timecard settings.
Note: The Name and Approved columns are fixed and can’t be disabled or moved.
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Pay Codes - From the list select the pay codes that you want to display in the summary list. Note: The Name
and Approved columns are fixed and can’t be disabled or moved.
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Employee Number - Check this option if you want to display employee number column in the summary list.
If you don’t want this column to display in the summary list, uncheck the option.
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Total Time - Check this option if you want to display the total time column in the summary list. If you don’t
want this column to display in the summary list, uncheck the option.
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Total Wages - Check this option if you want to display the total wages column in the summary list. If you
don’t want this column to display in the summary list, uncheck the option. Note: A PayClock user with
Limited access will not see the wages even if the column is enabled.
Employee Timecard and Toolbar
The Employee Timecard is used to view and edit employee punches and non-work time. Use the Employee List to select
an employee and the pay period navigation buttons to the select the pay period.
When an employee is selected from Employee List, their individual timecard will display with their punch data for the
selected pay period. The Timecard has 3 areas, the toolbar, the employee information and the timecard table.
The Timecard Toolbar allows you to edit punches, non-work time, department transfers, amounts, search for exceptions,
insert notes and define the columns that display in the Timecard.
The Employee Information area displays the selected employees name, the start and end of the selected pay period and
the employees hourly wage rate and gross pay. You can also Approve and employees timecard.
Note: This area only displays when the timecard layout is set to “Side by Side”.
The Timecard Table displays punch data and non-work time for the selected employee. You also use the table to edit
data much like cells in a spreadsheet.
Timecard and List Tabs
The Timecard Table has two tabs, Timecard and List.
Timecard tab - This tab is used for the typical editing and viewing of punch data.
List tab - This tab is designed specifically to be used to view the photos of employees who punch the FaceIN terminal
with the Card Verification method. The Card Verification method only requires that the employee present their badge
and then the FaceIN terminal takes a snapshot of the person presenting the badge.
This allows the PayClock user to verify that the correct employee presented the badge and no buddy punching has taken
place. See the sample below. To enlarge the photo, float the mouse over the image.
Timecard Table Color Legend
The timecard table can display the rows or cells in colors that are used to identify certain conditions.
Light Blue - A row that is light blue identifies that the row is selected.
Light Red - A light red cell identifies that there is an exception associated with the cell or the day.
Light Green - Cells that are colored light green identify that the day contains a department transfer. Cells that are light
green are disabled and do not allow punches.
Insert
button is clicked a menu will display allowing the user to add registrations, non-work
When the Insert
time, department transfers or amounts to the selected employee.
•
Registration - Select this to add a punch for the selected employee.
•
Non-Work Time - Select this option to add non-work time, such as vacation, for the selected employee.
•
Transfer - Select this to add a department transfer for the selected employee.
•
Amounts - Select this to add a dollar amount for the selected employee such as tips or bonuses.
Exception
button is clicked a menu will display allowing the user to search for the previous
When the Exception
or next instance of the selected exception. Click the Exception Filter button to select which exceptions you want to track.
exception symbol
•
Next Exception - Select this option to search forwards in the employee list for the selected exception(s).
•
Previous Exception - Select this option to search backwards in the employee list for the selected exception(s).
•
Exception Filter - Click this option to select the exceptions you want to track.
•
View Exceptions - Click this option to view approved exceptions or to remove the approval for an exception.
Note: A Missing Punch or Missed In exception can not be approved, these exceptions require user intervention.
Notes
Click the Notes
button to insert a text note for an employee on a selected day. For example, John Doe
called in sick on Monday, so you might want to make a note on John’s timecard for Monday that he called in sick.
After a note is added, a note symbol will display on the date cell. To see the text of the note, move the mouse over the
symbol. It will look like this example.
Columns - Timecard
Click the Columns
button at the Timecard toolbar to define the columns that will display in the timecard.
When you click the Columns button, the Timecard Options window will open. You can define the columns that display
in the Employee List or the columns that display in the Timecard or other timecard settings.
Note: The Date, In, Out, In and Out columns are fixed and can’t be moved. The Date, In, Out, In, Out and Regular
columns can’t be disabled.
•
Non-Worked and Amount Pay Codes - From the list select the non-work and amount pay codes that you want
to display in the timecard.
•
Overtime 1 - Check this option if you want to display the Overtime 1 column in the timecard. If you don’t
want this column to display in the timecard, uncheck the option.
•
•
•
Shift - Check this option if you want to display the shift column in the timecard. If you don’t want this
column to display in the timecard, uncheck the option.
•
Department - Check this option if you want to display the department column in the timecard. If you don’t
•
Breaks - Check this option if you want to display the Breaks column in the timecard. If you don’t want this
column to display in the timecard, uncheck the option.
•
Guaranteed Time - Check this option if you want to display the Guaranteed Time column in the timecard.
If you don’t want this column to display in the timecard, uncheck the option.
•
Day Total - Check this option if you want to display the day total column in the timecard. If you don’t want
this column to display in the timecard, uncheck the option.
•
Grand Total - Check this option if you want to display the grand total column in the timecard. If you don’t
•
Hours Toward Overtime - Check this option if you want to display the HTO column in the timecard. If you
don’t want this column to display in the timecard, uncheck the option.
•
Use New Rows for Days with Department Transfer - This option determines whether days with department
transfers will display data in all 4 columns (In / Out / In / Out) or if they will only display data in 2 columns (In
/ Out). Note: This setting is solely used to provide the user with the option to select how they want the timecard
to display department transfer punches, it does not affect time calculations.
In this example the “Use New Rows for Days with Department Transfer” option is checked , which is the
default setting. There was a department transfer at 10:00am, notice how all of the rows for the day with the
department transfer only uses 2 columns.
In this example the “Use New Rows for Days with Department Transfer” option is not checked . There was a
department transfer at 10:00am, notice how only the row with the department transfer punch is using 2 columns,
the rest of the punches use 4 columns.
Settings - Timecard
button at the Timecard toolbar to define general settings of the timecard. When you
Click the Settings
click the Settings button, the Timecard Options window will open. You can set the timecard to prompt you when you
delete a transaction as well as set the timecard to automatically refresh. Note: Both options are enabled by default.
•
Confirm deletions in timecard - Check this option if you would like a confirmation message to display
when you attempt to delete a transaction such as a punch or non-work time. Uncheck the option, if you want
to be able to delete a transaction without a confirmation message showing.
•
Automatically refresh timecard when punches are added at terminal - Check this option if you want the
timecard to automatically add and display punches coming from a PC50/60, TS100 or a PC600 running in livesync mode.
How do I turn off the confirm delete message in the Timecard?
•
Select the Timecards tab on the ribbon bar, on the timecard toolbar click the Settings
Timecard Options window will open.
•
From the list select Settings.
•
Uncheck
•
button. The
the Confirm deletions in timecard option.
Timecard Timeline
The Timecard Timeline is a snap-shot view of the selected days shift and punches. The Timecard Timeline can be
expanded or collapsed. When the timeline is expanded it has 3 areas, the Actual Punches, the Adjusted Punches and the
Shift.
The Actual Punches area displays the unrounded punches.
The Adjusted Punches area displays the punches after they have been rounded.
The Schedule area displays the shift that is being used for the selected day.
The open shift will be represented by a green bar in the Schedule area.
An assigned shift rule will be represented by a light blue bar in the Schedule area. Note: In or Out revisions set up on the
shift rule will be represented by a yellow area before (In revision) or after (Out revision) the light blue bar.
A flexible shift rule will be represented by a gray bar in the Schedule area.
Hiding the Timeline
If you are working with low resolution on your computer monitor you may like more viewing area in the Timecard tab.
The timeline can be hidden which will free up some space and allow for more viewing area. Note: The timeline can be
hidden or unhidden at any time.
How do I get more viewing area in the Timecard?
•
Select the Timecards tab on the ribbon bar and click the Layout button. The Layout Options window will open.
•
At the Timeline Position area, select the Hidden option and click Save and Exit.
Expanding/Collapsing Timeline
The Timecard Timeline can be expanded or collapsed by clicking on the expanding/collapsing control. The control is
identified in the red circle of this example.
Timeline in expanded view
Timeline in collapsed view
Open Shift
In this example of an open shift, the employee punched in at 8:00am which started the open shift, they punched out for a
defined 1 hour break at 12:00pm. They punched In from break at 12:55pm and punched out for the day at 5:00pm.
The 8:00am punch was adjusted to 8:00am and started the open shift, the 12:00pm begin break punch adjusted to
12:00pm, the 12:55pm back from break punch adjusted to 1:00pm (because break was defined as 1 hour), the 5:00pm
punch adjusted to 5:00pm.
Assigned Shift Rule
In this example of an assigned shift rule (In Revision 7:00am, In Time 7:30am 30 min unpaid punched break that can be
started from 11:30am to 1:00pm, Out Time 4:00pm, Out Revision 4:30pm), the employee punched in at 7:27am, they
punched out for a defined 30 minute break at 11:30am, they punched In from break at 11:45am and punched out for the
day at 4:09pm.
The 7:27am punch adjusted forward to 7:30am because it fell in the In Revision, the 11:30am begin break punch
adjusted to 11:30am, the 11:45pm back from break punch adjusted to 12:00pm (because break was defined as 30
minutes), the 4:09pm punch adjusted backward to 4:00pm because it fell in the Out Revision.
Flexible Shift Rule
In this example of a flexible shift rule (the shift length is set to 10:30 with a 30 min unpaid punched break that can be
started from 3 hours to 6 hours from the first punch of the shift), the employee punched in at 4:00am, they punched out
for a defined 30 minute break at 8:10am, they punched In from break at 8:25am and punched out for the day at 2:30pm.
The 4:00am punch was adjusted to 4:00am and started the 10 hour and 30 minute shift, the 8:10am begin break punch
adjusted to 8:10am, the 8:25am back from break punch adjusted to 8:40pm (because break was defined as 30 minutes),
the 2:30pm punch adjusted to 2:30pm.
Maintaining Employee Timecards
pay periods.
The timecard body contains an area that resembles a spreadsheet for keying in punch data. Note: Manually added
punches will show bolded.
By default, the timecard displays the data associated with the employee selected in the Employee List and for the
selected Pay Period. Use the Employee List to select an employee and the pay period navigation buttons to select the Pay
Period.
☺ TIP - You can edit data in the four open pay periods which are considered the active pay periods. Historical pay
periods are ones that you have closed using the Close button. The close process locks the pay periods.
Click the Filter
button to choose which employees you want to display in the Employee List. Filtering the
employee list helps narrow down the list by only showing the employees your want to see.
For example; if you filter the employee list by the Shipping department your list will only show the employees who are
assigned to the Shipping department. You can choose All Employee or departments that you created. You can also
choose to display terminated or inactive employees.
How do I show all employees in the Employee List area?
•
will open.
•
Select the All Employees option and click OK.
•
All employees for the selected pay class will display.
How do I show certain employees in the Employee List area?
•
will open.
•
Uncheck the “All Employees” selection.
•
employee list.
•
190 • Maintaining Employee Timecards
How do I show terminated employees in the Employee List area?
•
will open.
•
Check
•
Click OK to keep your changes.
the Show Terminated Employees option.
Note: When you no longer want terminated employees to show in the Employee List area uncheck
Terminated Employees option.
the Show
How do I show inactive employees in the Employee List area?
•
will open.
•
Check
•
Click OK to keep your changes.
Show Inactive Employees option.
Note: When you no longer want inactive employees to show in the Employee List area uncheck
Employees option.
the Show Inactive
Quick Search
Type a few letters of the desired employees name in the Quick Search field, all employees with those letters will display
in the employee list. The full name or just a few letters can be entered in the “Find employee by name…” field.
•
Select the Timecards tab on the ribbon bar, at the “Find employee by name…” field enter the employees name
or just a few letters.
•
The employee list will show only the employees whose names contain the letters entered into the quick search
field.
•
Simply remove the letters entered in the quick search field to revert to the original employee list.
Grouping Employees in the Employee List
Click the Group By
Employee List.
button and from the menu select how to group and view the employees in the
Note: You can change the grouping at any time and the Employee List will refresh according to your selection.
•
•
•
Maintaining Employee Timecards • 191
How do I display the Employee List in alphabetical order?
•
Select the Timecards tab on the ribbon bar and click the Group By
select None.
•
The employees will display in alphabetical order. See example below.
button and from the menu
How do I display the Employee List by Department?
•
select Department.
•
The Employee List will display departments with employees assigned in a tree view. See example below.
How do I display the Employee List by Employee Type?
•
select Employee Type.
•
The Employee List will display the employee types with employees assigned in a tree view. See example
below.
Selecting an employee
The employee list appears below the Ribbon bar when the Timecards tab is selected. Along with the list of employees,
you will see the pay period summary data for each employee.
This list is used to select employees, which then allows you to edit their employee information and timecard data. You
know the employee is selected when the row is colored as in the example below.
How do I select an employee?
•
To select and open an employee’s timecard, click on the desired employee in the list and their timecard will
display. In this example Barbara Cunningham is selected.
☺ TIP - To edit employee information, right click on the employee in the list and select “Edit this Employee” from the
pop up menu.
Selecting the Pay Period
Use the arrow
buttons on the Select Pay Period navigation bar of the Timecards tab to move
forward or backward through the available pay periods until the desired time period is displayed. You can also click the
calendar
button which opens a window that allows you to choose a pay period.
How do I select a pay period?
Click this button to move to the oldest pay period in the database.
Click this button to move back one pay period.
Click this button to move forward one pay period.
Click this button to move to the newest pay period in the database.
Click this button to open a window with a list of available pay periods you can view.
Punches - Adding, Editing or Deleting
You can add, edit or delete punches from within the timecard table and by using the Insert button on the timecard table
toolbar.
Note: Editing data in closed pay periods is not allowed.
How do I add a punch in the Timecard table?
You can use the Insert | Registrations button to add a punch when there isn’t an empty cell in the timecard table to key in
a time.
•
Select the Timecards tab on the ribbon bar and click on the desired employee from the Employee List, the
employee’s timecard will display.
•
Click on the In or Out cell for the day when you want to add a punch. You know you have selected it when the
cell is highlighted.
•
Type in the hour, the cursor will automatically move to the minutes.
•
Type in the minutes, the cursor will automatically move to AM/PM.
•
•
How do I add a punch with the Insert button?
You can use the Insert | Registration button to add a punch when there isn’t an empty cell in the timecard table to key in
a time.
•
•
At the timecard table toolbar, click the Insert button and select Registration, the Add Registration window will
open.
•
•
•
•
Enter the date for the punch.
•
Click the Save and Exit button, the punch will be added to the timecard.
How do I edit a punch?
•
•
Click on the punch you want to edit. You know you have selected it when the cell is highlighted.
•
•
•
Type in the minutes for the punch, the cursor will automatically move to AM/PM.
•
•
Note: An edited punch will show bolded.
How do I delete a punch?
•
•
Select the cell that contains the punch you want to delete. You know you have selected it when the cell is
highlighted.
•
•
Click “Yes” to confirm that you want to delete the punch.
Non-Work Time - Adding, Editing or Deleting
You can add, edit or delete non-work time from within the timecard table and by using the Insert button on the timecard
table toolbar. Non-work time would be considered for example, 8 hours of vacation.
How do I add non-work time in the Timecard table?
•
•
Locate the non-work time column and then click on the cell for the day that you want to add the non-work time.
You know you have selected it when the cell is highlighted.
•
Type in the amount of hours and minutes for the non-work time; use the right arrow key to move from hours to
minutes.
•
Press enter or tab on the computer keyboard to save the non-work time.
How do I add non-work time with the Insert button?
•
•
At the timecard table toolbar, click the Insert button and select Non-Work Time, the Add Non-Work Time
window will open.
•
Enter the amount of non-work time at the Duration field, for example 8:00 for 8 hours.
•
Select which pay code to apply the non-work time, for example vacation.
•
Select which date to apply the non-work time.
•
Click the Save and Exit button. The non-work time will be added to the timecard.
How do I edit non-work time?
•
•
Locate the non-work column and then click on the cell containing the non-work time you want to edit. You
know you have selected it when the cell is highlighted.
•
•
Type in the new amount for the non-work time. Use the right arrow key to move from hours to minutes.
•
How do I delete non-work time?
•
•
Locate the non-work column and then click on the cell containing the non-work time you want to delete. You
know you have selected it when the cell is highlighted.
•
•
Click “Yes” to confirm that you want to delete the non-work time.
Department Transfers - Adding, Editing or Deleting
A department transfer is when an employee stops working in one department and then begins working in another
department. You may want to track the time that an employee works in each department for labor reporting or wage
differentials.
You can add, edit or delete department transfers from within the timecard table and by using the Insert button on the
timecard table toolbar.
How do I add a Department Transfer?
•
•
At the timecard table toolbar, click the Insert button and select Transfer, the Add Transfer window will open.
•
•
•
•
From the list, select the department for the transfer.
•
Click the Save and Exit button, the transfer will be added to the timecard.
Note: A manually added transfer will show bolded.
How do I edit a Department Transfer?
•
•
Click on the transfer you want to edit. You know you have selected it when the cell is highlighted.
•
•
•
•
•
Note: An edited transfer will show bolded.
How do I delete a Department Transfer?
•
•
Select the cell that contains the transfer you want to delete. You know you have selected it when the cell is
highlighted.
•
•
Click “Yes” to confirm that you want to delete the transfer.
Department Changes – Making a One-Time Department
Change
You can make a one-time department change in an employee’s timecard for a selected day or for a selected interval and
keep all other days at their original department assignments.
If the Department column is displaying in the timecard table, simply click in the cell for the desired day and from the list
select the desired department. The department change will take affect immediately.
How do I make a one-time department change?
•
•
Click on the Department cell for the day that you want to make the department change. The cell will change to a
list with the available departments.
•
Click on the desired department in the list, the change will take affect immediately.
How do I make a one-time department change for an interval?
You can make a one-time department change in an employee’s timecard for a selected day or for a selected interval.
To make a one-time department change to an interval, select Custom… from the list and then select the one-time
department change for the desired interval.
•
•
Double click on the Department cell for the day that you want to make the department change. The cell will
change to a list with the available departments.
•
The cell will change to a list, select Custom…, the Assign Department window will open.
•
Select the desired interval and click the down arrow button
•
Click Save and Exit, the change will take affect immediately.
, select the desired department from the list.
Shift Changes – Making a One-Time Shift Change
You can make a one-time shift change in an employee’s timecard for a selected day and keep all other days at their
original shift assignments.
If the Shift column is displaying in the timecard table, simply click in the cell for the desired day and from the list select
the desired shift. The shift change will take affect immediately.
How do I make a one-time shift change?
•
•
Click on the Shift cell for the day that you want to make the shift change. The cell will change to a list with the
available shifts.
•
Click on the desired shift in the list, the change will take affect immediately.
Note: The punches will be re-calculated using the shift change.
How do I make a new shift for a one-time change?
The software allows you to create a new shift and then make a one-time change from the timecard.
•
•
Double click on the Shift cell for the day that you want to make the shift change.
•
The cell will change to a list, select New…, the New Shift window will open.
•
•
•
•
•
•
Out revision.
•
•
•
In revision.
•
•
•
•
•
Click Save and Close, the change will take affect immediately.
Note: The punches will be re-calculated using the new shift change.
Amounts - Adding, Editing or Deleting
You can add, edit or delete amounts from within the areas of the Timecard tab. An amount would be considered a dollar
value for example $25 dollars in tips.
Note: The Tips column will have to be enabled in the Timecard Options | Employee List and Timecard Options |
Timecard Columns; otherwise the Tips column will not display.
How do I add an amount with the Insert button?
•
•
At the Timecard toolbar, click the Insert button and select Amounts, the Add Amounts window will open.
•
•
Select which date to apply the amount.
•
Select which pay code to apply the amount, for example tips.
•
Enter the amount, for example 25.00 for $25 dollars.
•
Click the Save and Exit button. The amount will be added to the timecard, if you have the Tips column enabled
the amount will display in the column.
•
•
Locate the Tips column and then click on the cell for the day that you want to add the amount. The cell will
change and look like this,
.
•
Click the
•
•
Select which date to apply the amount.
•
Select which pay code to apply the amount, for example tips.
•
Enter the amount, for example 25.00 for $25 dollars.
•
Click the Save and Exit button. The amount will be added to the timecard and the amount will display in the
column.
button, the Add Amounts window will open.
How do I edit an Amount?
•
•
•
Locate and click on the amount to be edited.
•
Make the needed edit whether it is the date or the amount value.
•
Click the Save and Exit button. The edited amount will be added to the timecard, if you have the Tips column
enabled the amount will display in the column.
How do I delete an Amount?
•
•
•
Locate and click on the amount to be deleted.
•
With the desired amount selected, click the Delete button.
•
Click the Save and Exit button.
Timecard Notes - Adding, Editing or Deleting
The Timecard notes feature allows you to insert a text note for an employee on a specific day/date.
For example, John Doe called in sick on Monday, so you might want to attach a note on John’s timecard for Monday that
he called in sick. Note: Timecard notes will also display on reports.
After a note is added, a note symbol will display on the date cell. To see the text of the note, move the mouse over the
symbol. It will look like this example.
How do I add a Timecard Note?
•
•
At the Timecard toolbar, click the Notes button, the Note Editor window will open.
•
Enter the text for the note; up to 500 characters can be entered.
•
Click the Save button, the note will be added and an icon
☺ TIP - Hover your mouse point over the note icon
will display identifying a note is attached.
and the note will display in a pop up window.
How do I edit a Timecard Note?
•
•
Double click on the note
•
Make the desired changes to the note, click the Save button.
icon or right click and from the menu select Edit Note, the Note Editor will open.
How do I delete a Timecard Note?
•
•
Right click on the note
•
The note
icon and from the menu select Delete Note.
icon will be removed indicating the note has been deleted.
Using the Exception Filter
Exceptions are events that occur where PayClock will notify the user. User action may be required to resolve some
exceptions, for example a missing punch. Other exceptions may not require any user action.
exception symbol
How do I select exceptions?
•
Exception Filter window will open.
button and select Exception Filter, the
•
Select the exception(s) you wish to search for from the list. To search for all exceptions click the Select All
option.
•
Click Save.
Exception Definitions
Missing Registration - PayClock flags this exception by looking for an odd number of punches. If there are an odd
number of punches, then PayClock assumes a registration is missing.
Arrived Early - PayClock flags this exception by looking for a punch that falls before the shifts In Time. Note: This
exception requires that shifts be assigned to employees.
Arrived Late - PayClock flags this exception by looking for a punch that falls after the shifts In Time. Note: This
Left Early - PayClock flags this exception by looking for an Out punch that falls before the shifts Out Time. Note: This
Left Late - PayClock flags this exception by looking for an Out punch that falls after the shifts Out Time. Note: This
Long Break - PayClock flags this exception when an employee exceeds the break length causing the In from break punch
to fall into the extended break period.
Missed In - PayClock flags this exception by looking for a missing In punch.
Missed Break - PayClock flags this exception when it doesn’t find any punches that fall within the defined period for a
break.
Missed Break Out - PayClock flags this exception when the Out for break punch occurs to early or if no punches
occurred for the defined break.
Missed Break In - PayClock flags this exception when the In from break punch occurs after the defined break.
Off Exception - PayClock flags this exception when there are punches on a day that has an Off Shift applied.
How do I search for exceptions?
•
After selecting the exceptions to track, select the first employee in the Employee List.
•
button and select Next Exception, this scans
through the timecards moving forward in the employee list looking for exceptions. To scan backwards in the
employee list select Previous Exception.
•
PayClock will highlight the timecard cell in red once an exception is found. You can correct or approve the
exception. Then click Next Exception to continue searching for additional exceptions. If none are found,
PayClock will display the message “No Exceptions Found”.
Timecard Table Quick Action Menu
You can access a quick action menu from the Timecard table. This quick action menu allows you to; insert punches/non
work time/department transfers/amounts, add a note, force a punch to the previous or next day, delete the selected punch
or view the status of the punch.
How do I use the Quick Action Menu?
•
Select the Timecards tab on the ribbon bar and select the desired employee from the list.
•
Right click on the punch that you want to work with and select the desired action item from the menu.
How do I force a punch to the previous day?
PayClock allows you to select a punch and force that punch to be the last punch on the previous day.
•
•
Right click on the punch that you want to work with and select the “Move Registration to Previous Day” action
item from the menu.
•
The punch will be recalculated and linked to the punches on the previous day.
How do I force a punch to be the starting punch on the next day?
PayClock allows you to select a punch and force that punch to be the starting punch on the next day.
•
•
Right click on the punch that you want to work with and select the “Registration Starts New Day” action item
from the menu.
•
The punch will be recalculated and forced to the next day.
Using the List Tab of the Timecard Table
The Timecard Table has two tabs, Timecard and List.
Timecard tab - This tab is used for the typical editing and viewing of punch data.
List tab - This tab is designed specifically to be used to view the photos of employees who punch the FaceIN terminal
with the Card Verification method. The Card Verification method only requires that the employee present their badge
and then the FaceIN terminal takes a snapshot of the person presenting the badge.
This allows the PayClock user to verify that the correct employee presented the badge and no buddy punching has taken
place. See the sample below. To enlarge the photo, float the mouse over the image.
How do I view photos of employees punching?
The List tab is designed specifically to be used to view the photos of employees who punch the FaceIN terminal with the
Card Verification method.
Note: Only photos for employees using this verification method will display in the List tab.
•
•
Select the List tab in the timecard table, the employee’s punches and associated photos will display in a
chronological list.
•
View the photos to verify that the correct employee made the punch.
Manually recalculating timecard data
A manual recalculation of the timecard will compute and refresh the data. This computation will be made against the
payroll rules that are configured at the time of the recalculation.
How do I recalculate a timecard for a single employee?
•
•
At the Recalculate button group, click the Recalculate button and select Selected Employee from the menu.
•
The individual employee’s timecard will be recalculated and refreshed.
How do I recalculate the timecards for all employees?
•
Select the Timecards tab on the ribbon bar and at the Recalculate button group, click the Recalculate button.
•
Select All Employee from the menu, the timecards for all employees in the database will be recalculated and
refreshed.
Making Global Edits
The Global Edits button group allows you to edit data and settings for multiple employees at one time. You can add and
remove global punches, add global non-work time, as well as change assignments of a pay class, home departments, etc.
How do I add a punch to a group of employees?
The Registrations tab of the Global Edits window allows you to add a punch for several employees at one time.
•
Select the Timecards tab on the ribbon bar and click the Global Edits button. The Global Edits window will
open on the Registrations tab.
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Under Pay Class, choose the pay class that contains the employees you want to work with, such as Standard.
•
Group the list of employees in the desired formation and from the list of employees, click on the ones you want
to select. You know you have an employee selected when a check is in the box.
•
Under Time and Date of Registration, enter the time date of the punch you want to add for the selected
employees.
•
If you want to check and make sure you are not adding a duplicate punch, check the box "Do not add if
registration already exists between". If you select this option enter the time and date range you want to check
for duplicates.
•
Click the Apply Registrations button to add the punch to the selected employees.
How do I add non-work time to a group of employees?
The Non-Work Time tab of the Global Edits window allows you to add non-work time to several employees at one time.
•
open; click on the Non-Work tab.
•
•
•
Under Date, select the date for the non-work time.
•
Under Pay Code, select the type of non-work time that you want to add for the selected employees.
•
Under Duration, enter the amount of non-work time to post to the selected employees, for example 8:00 for 8
hours.
•
Click the Apply Non-Work Time button to add the non-work time to the selected employees.
How do I change the pay class assignment for employees?
The Settings tab of the Global Edits window allows you to change the pay class assignment for several employees at the
same time.
•
open; click on the Settings tab.
•
•
•
Under Change Pay Class, choose a new pay class assignment for the selected employees.
•
Click the Apply Settings button to change the pay class assignment for the selected employees.
How do I change the home department assignment for employees?
The Settings tab of the Global Edits window allows you to change the home department assignment for several
employees at the same time.
•
•
•
•
Under Change Home Department, choose a new home department assignment for the selected employees.
•
Click the Apply Settings button to change the home department assignment for the selected employees.
How do I change the terminal message for employees?
The Settings tab of the Global Edits window allows you to change the terminal message for several employees at the
same time. Note: Terminal messages will only apply to the PC600 and PC50/60 terminals.
•
•
•
•
Under Change Terminal Message, choose a new message assignment for the selected employees.
•
Select to play the message for In punches, Out punches or both.
•
How do I enable or disable shift locking for employees?
The Settings tab of the Global Edits window allows you to enable or disable shift locking for several employees at the
same time.
•
•
•
•
Under Change Shift Locking, choose On to enable shift locking or Off to disable shift locking for the selected
employees.
•
How do I delete a punch for a group of employees?
The Purge tab of the Global Edits window allows you to remove punches from several employees at once.
•
open; click on the Purge tab.
•
•
•
Under Start Time and Start Date of Registration, enter the earliest time and date that you want to start deleting
punches for the selected employees.
•
Under End Time and End Date of Registration, enter the latest time and date that you want to stop deleting
punches.
•
Click the Apply Purge button to delete all punches that fall within the time period for the selected employees.
How do I remove the timecard approval for employees?
The Purge tab of the Global Edits window allows you to remove the timecard approval from several employees at once.
•
open; click on the Purge tab.
•
•
•
Under Remove Timecard Approval, select the pay period from the list that you want to remove the timecard
approval for the selected employees.
•
Click the Apply Purge button to remove the timecard approval for the time period for the selected employees.
Approved Option
You can approve a timecard after finishing the edits. This will lock the employee’s timecard and will not allow for any
more edits. The approved option allows you to quickly see whose timecard edits have been finished and which
Note: You don’t have to approve a timecard, it is a placeholder option that makes it easier to determine whose timecard
you have finished editing.
How do I approve an employee’s timecard?
•
•
Make the needed edits in the timecard table.
•
When finished with the edits, check the Approved box for the employee.
Helpful Hints
o
If for some reason you need to make additional edits, simply uncheck the approved option for the desired
employee.
Employee List Quick Action Menu
You can access a quick action menu from the Employee List in the Timecard. This quick action menu allows you to; edit
the selected employee’s personal data, approve the timecard for the selected employee, add an employee, delete an
employee, display reports for the selected employee or export data to Excel.
How do I use the Quick Action Menu?
•
•
Right click and select the desired action item from the menu.
Exporting Data
The Export button of the Timecards tab allows you to export your data to payroll. When you click the Export button, a
window opens with the exporting options you have setup at the Setup tab | Exports button.
The export process generates an export file in the format required by your payroll service and makes it available for your
payroll software.
How do I generate an export file?
•
•
•
Click on the desired payroll export in the list, you know it is selected when there is a check in the box
•
Click the Run Exports… button.
.
How do I generate an export file for a custom date range?
•
•
•
Click the Setup Exports button, the Setup | Exports window will open.
•
•
Under Export By select the Custom option, the Start and End Date fields will become active.
•
Enter the desired Start and End dates and click the Export button.
Closing the Pay Period
the data and no edits can be made to the data. Note: You can not close a pay period if other users are logged into the
PayClock software.
After you close the pay period, you can still run reports and exports, but you cannot edit the closed data. Make sure that
you have finished making all your changes before closing your pay period.
How do I close the pay period?
•
Select the Timecards tab and click the Close button, the Select Pay Period window displays.
•
Select the desired pay class and click OK.
•
When the Close Procedures window opens verify that the dates for the pay period being closed are correct.
WARNING - If you are not sure you want to close the pay period, click CANCEL.
•
How do I re-open a closed pay period?
A closed pay period can be re-opened for the purpose of making a forgotten edit or change, but caution should be used.
Important Note: When you re-open a closed pay period all other open pay periods will be temporarily closed and will
not allow edits. Once the re-opened pay period is closed again the temporarily closed pay periods will go back to their
normal open state and will allow edits.
•
Select the Timecards tab, using the Pay Period navigation buttons locate the closed pay period to be re-opened.
•
The Close button will change to a Re-Open button.
•
Click the Re-Open button, when the Re-Open Procedures window opens verify that the dates for the pay period
being re-opened are correct.
WARNING - If you are not sure you want to re-open the pay period, click CANCEL.
•
•
The Pay Period Status will change to “Open For Edit” and all others will change to Closed.
Viewing Reports
The Reports tab of the ribbon bar is used to obtain reports on the information that is stored in the database. When you
click on the Reports tab you will see 3 areas, the Report Ribbon Bar, the Report Category List and the Report Toolbar
with Viewer.
Available Reports
These are the available reports and a description of each report. Certain reports allow you to drill down to see more
detailed information.
Access Profile Report
This report list all of the users and whether they have Administrator or Limited access.
Audit Trail Report
This report list any changes made to an employee's timecard and who made the changes. This includes added or deleted
punches, added non-work time, etc.
Benefit Time Report
This report lists the benefit time an employee is allowed, how much time the employee has taken and the balance of
benefit time remaining. The report lists each pay code separately, such as Vacation, Sick, etc.
Department Totals Report
This report list each department’s hours and wages. You choose the time frame for this report, usually a pay period. You
define the pay codes you want to display in this report through the Pay Codes tab of the Settings button. This report can
drill down to the Period Totals report. Note: A user with “Limited” access will not be able to view wage information.
Employee Absentee Report
This report displays in a calendar view the type of non-work time and when the time was assigned. You select the
starting month and the data displays for the next 12 months. This report can drill down to the Employee Details report.
Viewing Reports • 211
Employee Attendance Report
This report lists the time worked, non-work time assigned and if the employee came in late or left early for each day. Pay
codes describe vacation, sick, etc. You choose the time frame for this report up to a year’s worth of data. This report can
drill down to the Employee Details report.
Employee Custom Fields Report
This report lists the user defined custom fields and associated data entered for each employee.
Employee Details Report
This report lists each employee's punch activity, breaks and any non-worked time. The report also shows punches added
(+) at the timecard, missing punch exceptions (?) and tardies (*). This report totals the hours, summarizes pay period
totals by pay code and gives a grand total. You define the pay codes you want to display in this report through the
Settings button and selecting the Pay Codes tab.
Employee Emergency Contact Report
This report lists the emergency contact information for each employee on the report.
Employee Information Report
This report lists the selected employees badge number, employee number, home department and hire date.
Employee Monthly Activity Report
This report breaks down each employee's pay codes by date for the selected month in a calendar view. This report can
drill down to the Employee Details report.
Employee Non-Work Report
This report breaks down each employee's non-work pay codes per day for the selected time frame, usually a pay period.
This report can drill down to the Employee Details report.
Employee Pay Rate Report
This report lists the selected employees badge number, employee number, home department, employee type and pay rate.
Note: A user with “Limited” access will not be able to view wage information.
Employee Personal Report
This report lists the selected employees employee number, address, telephone number and birth date.
Employee Schedule Report
This report list the employees shift for each day selected and also the shift start and end times as well as how many hours
are expected to be worked for each day and for the time period selected.
212 • Viewing Reports
Employee Tardy Report
This report lists employees that punched in after the start of their scheduled shift. It also includes when they were
supposed to punch, the time they actually punched and how many minutes they were tardy. You can choose the time
frame for this report, usually a pay period.
Employee Timecard Report
This report lists each employee's punch activity, breaks and any non-worked time. The report also shows punches added
(+) at the timecard, missing punch exceptions (?) and tardies (*). This report totals the hours, summarizes pay period
totals by pay code and gives a grand total. There are signature approval lines for the employee and supervisor as well as
a comments line for notes. You define the pay codes you want to display in this report through the Settings button and
selecting the Pay Codes tab. You choose the time frame for this report, usually a pay period.
Employee Totals Report
This report breaks down each employee's pay codes by date. You define the pay codes you want to display in this report
through the Settings button and selecting the Pay Codes tab. You choose the time frame for this report, usually a pay
period. This report can drill down to the Employee Timecard report. Note: A user with “Limited” access will not be able
to view wage information.
Exception Report
This report lists employees with exceptions and the date of the exception. You can choose the time frame for this report,
usually a pay period. The available exceptions are; Missing Registration, Arrived Early, Arrived Late, Left Early, Left
Late, Long Break, Missed In, Missed Break, Missed Break Out, Missed Break In and Off Exception.
Fingerprint Enrollment Report
This report lists the employees that are enrolled and assigned to a terminal with a finger sensor. The report includes the
employee name, badge number, which finger(s) are enrolled, the verification score of the enrollment and what security
level is used.
Future Non-Work Report
This report list any non-work hours that you have been assigned, but have not yet occurred, such as vacations, floating
holidays, etc.
Missing Punch Report
This report lists employees with missing punch exceptions and the date of the exception.
Period Totals Report
This report breaks down the total for each employee's pay codes for the pay period. You define the pay codes you want
to display in this report through the Settings button and selecting the Pay Codes tab. You choose the time frame for this
report, usually a pay period. This report can drill down to the Employee Totals report. Note: A user with “Limited”
access will not be able to view wage information.
Terminal Information Report
This report lists the terminals that are connected to the PayClock system.
Weekly Schedule Report
This report shows which daily shifts have been assigned to each employee for the week.
Running Reports
The Reports tab is used to view reports on employee data. The Reports Ribbon Bar has the following button groups,
Export, Print, Settings, Refresh, Navigation, Pay Class, Pay Period, Grouping and Help. You can run reports on the open
pay periods, closed pay periods or for a date range.
Note: Certain reports allow you to drill down to see more detailed information.
The Report Category List area is where you choose which report you want to display in the viewer. The list of available
reports is populated when a report category is selected. The available categories are All Reports, Most Recently Used,
My Reports, Payroll Reports, Attendance Reports, List Reports, Schedule Reports, Management Reports and
Administrator Reports.
How do I include all employees in the report?
•
•
•
The report will show in the preview area with all employees.
How do I select certain employees for the report?
•
•
•
•
•
•
•
closed pay period.
•
•
•
•
•
How do I select a single date for a report?
•
•
•
•
•
At the Start field click on the drop down arrow
report.
button and from the calendar select the starting date for the
•
At the End field click on the drop down arrow
starting date.
button and from the calendar select the same date as the
•
Click the Select button, the data for the single date will display in the report viewing area.
Reports that Drill Down
When viewing certain reports you can drill down to get more detailed information. This drill down feature saves you
time since you don’t have to select and run another report. Follow these steps to drill down to another report.
•
•
•
Move the mouse pointer over an item in the report, the pointer will change from a hand to a pointing finger like
this
•
.
Click the left mouse button, the report you are drilling down to will open.
Defined Drill Down Reports
The following reports can drill down to other reports that have more detailed information. Some reports drill down to
reports that allow you to drill down to additional reports.
For example the Department Totals drills down to the Period Totals, which drills down to the Employee Totals which
then can drill down to the Employee Timecard.
Department Totals (Starting report)
Period Totals
Employee Totals
Employee Timecard
Employee Absentee (Starting report)
Employee Details
Employee Attendance (Starting report)
Employee Details
Employee Monthly Activity (Starting report)
Employee Details
Employee Non Work (Starting report)
Employee Details
Employee Totals (Starting report)
Employee Timecard
Period Totals (Starting report)
Employee Totals
Employee Timecard
Using the Reports Ribbon Bar
The Reports Ribbon Bar has the following button groups, Export, Print, Settings, Refresh, Navigation, Pay Class, Pay
Period, Grouping and Help, as well as a status bar.
You can print a viewed report, adjust global report settings, select the employees for the report, display a navigation pane
on the viewed report, select which Pay Class to view the report for, select the time period for the report and choose how
to group the data on the report.
Status Bar
The report Status Bar identifies how many active employees are in PayClock, contains navigation buttons to allow the
user to select the pay period that they wish to view and also identifies whether the pay period is Open, Closed or Closed Open For Edit.
Export
The Export button group allows you to export the currently viewed report and save it into several different formats, PDF,
HTML, Excel and Text.
Note: The selected report can be saved if you don’t have a viewer for the format selected and then taken to a computer
where there is a viewer available.
How do I export a report for all employees?
•
•
Click on the desired report category button and the reports available for that category will display in the list.
•
Double click on the desired report, the report will display with all employees in the viewing area.
•
Under the Export button group click on the desired format.
•
The viewed report will be display in the desired format.
How do I export a report for certain employees?
•
•
•
Single click on the desired report and click the Select Employees button.
•
From the Select Employees window click on the employee(s) to include on the report.
•
Click the Show Report button, the report will display in the viewing area with the selected employee(s).
•
Under the Export button group click on the desired format.
•
The viewed report will be display in the desired format.
Print
The Print button group allows you to print the viewed report.
How do I print the viewed report?
•
•
•
View the desired report.
•
Click the Print button, the Print window will display.
•
The default printer will show in the list. To print to a different printer select it from the printer list.
•
If you are satisfied with the settings click OK to print the report.
Settings
The Settings button group allows you to adjust the global report settings. The global report settings are defined on five
tabs, General, Pay Codes, Employees, Logo and Administrator.
General Tab - Settings
The General tab allows you to define how hours, minutes, employee names, dates and currency symbols display on
reports.
Hours Format - Select how hours will be formatted and displayed on reports. The default setting is AM/PM.
•
AM/PM - Select this option to have the hours display in an AM/PM format. For example at 1:30 in the
afternoon this format selection will display 1:30PM.
•
24-HR Time - Select this option to have the hours display in a 24 hour format. For example at 1:30 in the
afternoon this format selection will display 13:30.
Time Format - Select how minutes will be formatted and displayed on reports. The default setting is Minutes.
•
Minutes - Select this option to have the time display in a 60 minute format. For example at 1:30 this format
selection will display 1:30.
•
Hundredths - Select this option to have the time display in a 1/100’s format. For example at 1:30 this format
selection will display 1.50.
Names - Select how the names of employees will be formatted and displayed on reports. See the samples below showing
Sarah J Milks. The default setting is Last, First.
•
Last, First - Milks, Sarah
•
Last, First MI - Milks, Sarah J
•
First Last - Sarah Milks
•
First MI Last - Sarah J Milks
Currency - Select whether the currency symbol will be displayed on reports. The default setting is to have the Show
Currency Symbol option checked.
•
Show Currency Symbol - Select this option to have the reports display the currency symbol with the wage
information. You know the option is selected when the box is checked like this .
Dates - Select how the dates will be formatted and displayed on reports. Also select whether weekday will be displayed
on reports. See the samples below showing September 1, 2011 with the Show Day Of Week selected. The default setting
is mm/dd/yy with the Show Day Of Week option checked.
•
mm/dd/yy
=
09/01/11 Wed
•
mm/dd/yyyy
=
09/01/2011 Wed
•
dd/mm/yy
=
01/09/11 Wed
•
dd/mm/yyyy
=
01/09/2011 Wed
•
yyyy/mm/dd
=
2011/09/01 Wed
•
yy/mm/dd
=
11/09/01 Wed
How do I change the hour formatting on reports?
•
•
At the Settings button group, click the Settings button, the Report Settings window will open.
•
Click on the General tab and under the Hours Format section; select either AM/PM or 24-HR Time.
•
Click the Save, the reports will display the hours format selected.
How do I change the minute formatting on reports?
•
•
•
Click on the General tab and under the Time Format section; select either Minutes or Hundredths.
•
Click the Save, the reports will display the time format selected.
How do I change the formatting of employee names on reports?
•
•
•
Click on the General tab and under the Names section; select formatting for the employee names.
•
Click the Save, the reports will display the employee name format selected.
Can I have the currency symbol not display on reports?
•
Yes, click the Reports tab on the ribbon bar and the Reports window will display.
•
•
Click on the General tab and under the Currency section; uncheck the Show Currency Symbol option.
•
Click the Save, the reports will no longer display the currency symbol on reports.
•
Note: To have the currency symbol display on the reports simply make sure the option is checked.
How do I change the date formatting on reports?
•
•
•
Click on the General tab and under the Dates section; select the formatting to use for dates.
•
Click the Save, the reports will display the date format selected.
Pay Codes Tab - Settings
The Pay Codes tab allows you to define which pay codes and headers will display on the Department Totals, Employee
Details, Employee Timecard, Employee Totals and Period Totals reports.
Pay Code Name - Choose the pay codes that will display from the list.
Header - Type the column header name you want to display on reports for the selected pay code.
Show Amounts Column - Select this option to have amounts display on reports. You know the option is selected when
the box is checked like this . Note: A PayClock user with Limited access will not see amounts even if the option is
enabled.
How do I change which pay codes display on reports?
•
•
•
Click on the Pay Codes tab and under the Pay Code Name column; click on the down arrow
select a pay code from the list. You can select separate pay codes for fields #1 through #7.
•
Under Header, type the column header name you want to display on reports for the selected pay code.
•
Click the Save to keep your changes.
button and
I don’t use certain pay codes, how can I disable a pay code?
•
•
•
Click on the Pay Codes tab and under the Pay Code Name column; click on the down arrow
pay code you do not wish to display and choose “Not Selected”.
•
button of the
Employees Tab - Settings
The Employees tab allows you to define whether Terminated or Inactive employees will be included on reports.
Include Terminated - Choose this option to have terminated employees display in the list of available employees.
Include Inactive - Choose this option to have inactive employees display in the list of available employees.
Automatically Select New Employees - Choose this option to include newly added employees in the list of available
employees.
Note: If you want to make temporary changes to which employees will be included on reports use the Personalize button
after selecting the report.
How can I include terminated employees on reports?
•
•
•
Select the Employees tab.
•
Select the Include Terminated option, any employees that are set to terminated will be included on the reports.
•
Click the Save to keep the changes.
How can I include inactive employees on reports?
•
•
•
•
Select the Include Inactive option, any employees that are set to inactive will be included on the reports.
•
Click the Save to keep the changes.
Logo Tab - Settings
The Logo tab allows you to select a single logo that will display in the header of all reports.
Supported formats: JPG, GIF, BMP, PNG and JPEG
Size limitation: 32 KB or smaller
Add Logo - Click this button and navigate to the file you wish to have added to the header of the reports. Note: The
image file will not display on the header of the reports unless the option “Show Logo” is checked.
Delete Logo - Click this button to remove the image file. If you delete the image file it will no longer display on the
header of the reports. Note: Clicking the Delete Logo button does not remove the image file from the computer, it just
makes the image file no longer available to display on reports.
Show Logo - Select this option to have the added image file display on the header of the reports. You know the option is
selected when the box is checked like this .
How do I add a logo to the reports?
•
•
•
Select the Logo tab, click Add Logo button, the Report Logo window will open.
•
Navigate and locate the image file you want to use for the logo. Click Open, the image will display in the logo
window.
•
If you want the logo to display on reports immediately, select the “Show Logo” option.
•
I no longer want the logo to display, what should I do?
•
•
•
Select the Logo tab; uncheck the “Show Logo” option. You know the option is disabled when the box is
unchecked like this .
•
Click Save, the logo will no longer display on reports.
Administrator Tab - Settings
The Administrator tab allows you to enable the option to view all personalized reports created by all PayClock users,
even personalized reports that are configured not to be seen by other users. Note: This tab will not display the logged in
PayClock user is assigned “Limited” access.
Show personalized reports created by all users - Select this option to view all personalized reports created by all
PayClock users. You know the option is selected when the box is checked like this .
How can I view other users personalized reports?
Note: You must log in to PayClock with a user that has Administrator access to make this change.
•
•
•
Select the Administrator tab.
•
Check the “Show personalized reports created by all users” option.
•
Click the Save, all personalized reports will display in the My Reports category.
Refresh
When the Refresh button is clicked the viewed report will be updated to display the most current information.
How do I refresh the viewed report?
•
•
•
•
Click the Refresh button, the report will be reloaded and updated with the most current information.
Navigation
The Navigation button group contains the button to open and close the navigation pane on the viewed report. The button
will toggle from Show Navigation to Hide Navigation. When the Show Navigation button is pressed a window will open
along side the report with a Pages tab. The Pages tab of the navigation window displays a thumbnail view of all of the
pages of the viewed report.
Use the Pages tab to jump to a certain page within a multiple page report. In the example below, clicking on the Page 2
thumbnail will cause Page 2 of the report to display in the report viewing area.
How do I use the Navigation feature to jump to a certain page within a multiple page
report?
•
•
•
At the Navigation button group, click the Show Navigation button, the navigation window will display along
side the viewed report.
•
At the Pages tab, click on the page thumbnail you desire, that page will display in the report viewing area.
Pay Class
The Select Pay Class button group allows you to select a different pay class for reporting. The pay class selection is used
to set which employees are available for reporting. Note: You can only report on employees in the same pay class,
reporting across pay classes is not supported.
How do I select a different pay class for reporting?
•
•
Select a report category and then select the desired report from the list.
•
At the Select Pay Class button group, click on the drop down arrow
from the list.
•
The data for the selected pay class will display in the report viewing area.
button and select the desired pay class
Pay Period
The Pay Period navigation bar contains buttons which allow the user to select the time frame for reporting. This can be
pay period, month, week or date depending on the selected report. Some reports also allow you to view the report by date
range.
Note: The Pay Period navigation bar will only display if it applies to the selected report and it will display based on the
time period supported by the report. For example when a Employee Monthly Activity report is viewed the navigation bar
will show the available months for the report.
The date navigation buttons allow you to move forward or backward through the available pay period dates or you can
select a date range. See the description for each button below.
Move to the oldest available pay period.
Move back one pay period.
Move forward one pay period.
Move to the newest available pay period.
Clicking this button opens a window with a list of available pay periods from which to choose. You can also set
a custom date range to view a report.
How do I select a time period for reporting?
•
•
At the Period button group, use the forward/backward navigation buttons to display the desired pay period.
•
•
Double click on the desired report to view it for all employees, or single click on the report and choose certain
employees by clicking the Select Employees button.
•
The data for the selected pay period will display in the report viewing area.
How do I view a report for a custom date range?
•
•
•
•
At the Period button group, click the calendar
•
Check the Use Custom Date Range option.
•
report.
•
report.
button and from the calendar select the ending date for the
•
Click the Select button, the data for the custom date range will display in the report viewing area.
button, the Select a Pay Period window will open.
How do I view a report for a single date?
•
•
•
•
At the Period button group, click the calendar
•
Check the Use Custom Date Range option.
•
report.
•
starting date.
•
button, the Select a Pay Period window will open.
Grouping
The Grouping button group allows you to arrange report data based on the grouping selected. For example if the
grouping was set to Department Name, reports will have the data arranged and displayed based on department. The
report data for each grouping will be on separate pages if the “Print Groups On Separate Pages” option is selected.
Note: The Grouping button group will only display if it applies to the selected report.
How do I arrange the data in groups on reports?
•
•
Select a report category and then double click on the desired report to view it for all employees, or single click
on the report and choose certain employees by clicking the Select Employees button.
•
At the Grouping button group, click on the drop down arrow
list.
button and select the desired grouping from the
•
The report will refresh and display in the selected grouping method in the report viewing area.
Help
This group contains the button which opens the help for the Reports.
Report Category List
The Report Category List area is where you choose the report you want to display in the viewer. The list of available
reports is populated when a report category is selected.
The available categories are All Reports, Most Recently Used, My Reports, Payroll Reports, Attendance Reports, List
Reports, Schedule Reports, Management Reports and Administrator Reports.
How do I select a report?
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The report will display in the viewing area and will be available to personalize, export, save or print.
What reports fall under All Reports?
These reports will display in the list when you click the All Reports button.
Audit Trail Report
Benefit Time Report
Employee Monthly Activity Report
Exception Report
What reports fall under Most Recently Used?
When you click the Most Recently Used button, the list will display the reports that had recently been viewed.
What reports fall under My Reports?
When you click the My Reports button, the list will display any reports that have been personalized and saved as a new
report. Note: This list will be empty if no reports have been personalized and saved as a new report.
What reports fall under Payroll Reports?
These reports will display in the list when you click the Payroll Reports button.
What reports fall under Attendance Reports?
These reports will display in the list when you click the Attendance Reports button.
Employee Monthly-Activity Report
Exception Report
What reports fall under List Reports?
These reports will display in the list when you click the List Reports button.
What reports fall under Schedule Reports?
These reports will display in the list when you click the Schedule Reports button.
What reports fall under Management Reports?
These report(s) will display in the list when you click the Management Reports button.
Benefit Time Report
What reports fall under Administrator Reports?
These reports will display in the list when you click the Administrator Reports button.
Audit Trail Report
What are Custom Reports?
If you have purchased any custom created reports you will see a Custom Reports button. When you click the Custom
Reports button, the list will display any purchased custom created reports. Note: This button will only be visible if a
custom created report has been purchased.
Report Toolbar and Viewer
When you click on the Reports tab you will see 3 areas, the Report Ribbon Bar, the Report Category List and the Report
Toolbar with Viewer. The Report Toolbar with Viewer is where the report data will display.
The Report Toolbar is used to save, print or refresh the report data. It is also used to zoom in or out and move to different
pages. The way the report is viewed can be changed by using the view buttons. See a description of each button below.
See a description of each button below.
Personalize the currently viewed report
Zoom In or Out on the currently viewed report
Set the view level of the currently viewed report
Move forward or backward through pages of the currently viewed report
Set how to view the page layout of the currently viewed report
The Hand tool is used to navigate through the currently viewed report. The Text tool is used to select text in the currently
viewed report. The Find Text tool is used to search for user defined text in the currently viewed report.
Personalized Reports
Personalizing a report allows you to change which employees will be included on a report, change the hours and time
format, change which pay codes and headers will display or change columns and how the columns are sorted.
You can personalize the report just for that one time or the personalized report can be saved as a new report. If the
personalized report is saved as a new report it will display in the My Reports category as well as the All Reports
category.
When the Personalize button is clicked the Personalize Report window will open with the tabs that are applicable to the
selected report.
General Tab - Personalized Reports
The General tab allows you to personalize the hours and minutes on the selected report. You can also save the report as a
new report.
Save Report - Select this check box if you would like to save this personalized report and view it again without defining
the personalized options.
Report Title - Enter the name of the new personalized report. Note: This field will only be available if the Save Report
option is checked.
Visible to All Users - Select this check box if you would like all PayClock users to have access to this new personalized
report. Note: This option will only be available if the Save Report option is checked.
Hours Format - Select the Override check box if you wish to personalize how hours will be formatted and displayed on
this report.
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AM/PM - Select this option to have the hours display in an AM/PM format. For example at 1:30 in the
afternoon this format selection will display 1:30PM.
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24-HR Time - Select this option to have the hours display in a 24 hour format. For example at 1:30 in the
afternoon this format selection will display 13:30.
Time Format - Select the Override check box if you wish to personalize how minutes will be formatted and displayed
on reports.
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Minutes - Select this option to have the time display in a 60 minute format. For example at 1:30 this format
selection will display 1:30.
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Hundredths - Select this option to have the time display in a 1/100’s format. For example at 1:30 this format
selection will display 1.50.
Pay Codes Tab - Personalized Reports
Select the Override check box if you wish to personalize the pay codes and the headers on the selected report.
Pay Code Name - Choose the pay codes that will display on reports from the list.
Header - Type the column header name you want to display on reports for the selected pay code.
Employees Tab - Personalized Reports
Select the Override check box if you wish to personalize which employees are included in the selected report.
Select Employees from Pay Class - If you want employees from a different pay class to display on reports, choose the
desired pay class from the list. Note: You can only report on employees in the same pay class, reporting across pay
classes is not supported.
All Employees - Choose this option to have every employee selected in the employee list. Selecting this option will dim
the list of departments. Note: Do not select this option if you want to choose departments and then select employees.
Department List - This area will list all departments set up in the PayClock software. Note: The All Employees option
must be unchecked in order to select employees by department.
Select All - Click this button to have every department checked in the list. You know departments are selected when the
box is checked like this .
Deselect All - Click this button to have every department unchecked in the list. You know departments are deselected
when the box is unchecked like this .
Available Employee List - This area will list the employees from the selected departments or if the All Employees
option is selected every employee will display in the list.
Select All - Click this button to have every employee checked in the list. You know employees are selected when the box
is checked like this .
Deselect All - Click this button to have every employee unchecked in the list. You know employees are deselected when
the box is unchecked like this .
Include Terminated - Choose this option to have employees display in the list of available employees that are set to
terminated.
Include Inactive - Choose this option to have employees display in the list of available employees that are set to
inactive.
Automatically Select New Employees - Choose this option to include newly added employees in the list of available
employees.
Columns Tab - Personalized Reports
The Columns tab allows you to define which columns will display on the selected report, the order of the columns,
which column is used to sort the data and whether the column sort is ascending or descending.
You know columns are selected and will be included in reports when the box beside their name is checked like this
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Column Order - Use this area to define which columns will display on the report and also define the order that the
columns will display on the report. Note: The only columns that will display in the list are the ones specific to the
selected report and also the columns that are designed to be changed.
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Up - Highlight a column and click the Up button to move the position of the column over to the left.
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Down - Highlight a column and click the Down button to move the position of the column over to the right.
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Check All - Click this button to check all of the columns which will display all of the columns in the list on the
selected report.
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Uncheck All - Click this button to uncheck all of the columns in the list which will not display any of the
columns in the list on the selected report.
Sorting - Use this area to select the column that will be used to sort the data on the report. Also select whether the data
will be sorted ascending or descending. Note: The only columns that will display in the list are the ones that have been
selected to display on the report.
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Ascending - When ascending is selected the column will sort smallest to largest. For example 1,2,3,4,5,6 or
A,B,C,D,E,F.
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Descending - When descending is selected the column will sort largest to smallest. For example 6,5.4,3,2,1 or
F,E,D,C,B,A.
How can I change the employees that display on a report?
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The report will display in the report viewing area.
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Click the Personalize
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Select the Employees tab and click the Override option.
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Select the employees in the list that you wish to be included on the reports. You know employees are selected
when the box beside their name is checked like this .
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Click the Show Report button, the selected employees will display on the reports.
button on the report toolbar, the Personalize Report window will display.
How can I select employees from certain departments?
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Select the Employees tab and click the Override option.
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Uncheck the All Employees option and from the list of available departments select the desired department(s).
The employee list will display any employees associated with the selected department(s).
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Select the employees in the list that you wish to be included on the reports. You know employees are selected
when the box beside their name is checked like this .
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Click the Show Report button, the selected employees will display on the reports.
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Select the Include Terminated option, any employees that are set to terminated will display on reports.
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Click the Save.
How can I include inactive employees on reports?
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Select the Include Inactive option, any employees that are set to inactive will display on reports.
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Click the Save.
How do I personalize a report and save it as a new report?
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On the General tab select the Save Report option.
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At the Report Title field enter a name for the new report, it should be something descriptive.
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Select the items you want to change for the selected report using the available tabs.
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Click the Save As New button.
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The report data will be displayed with the changes and the new report’s name will display in the All Reports
and My Reports category.
How do I delete a saved personalized report?
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Select the All Reports category.
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Select the desired saved personalized report from the list, the Delete
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Click the Delete
button will become active.
button and select Yes to the confirmation message.
Running Reports
The Reports tab is used to view reports on employee data. The Reports Ribbon Bar has the following button groups,
Export, Print, Settings, Refresh, Navigation, Pay Class, Period, Grouping and Help. You can run reports on the open pay
periods, closed pay periods or for a date range. Certain reports allow you to drill down to see more detailed information.
The Report Category List area is where you choose which report you want to display in the viewer. The list of available
reports is populated when a report category is selected. The available categories are All Reports, Most Recently Used,
My Reports, Payroll Reports, Attendance Reports, List Reports, Schedule Reports, Management Reports and
Administrator Reports.
Viewing a report that includes all employees
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The report will show in the preview area.
Viewing a report that includes certain employees
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closed pay period.
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The report will show in the preview area for the desired pay period.
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-or-
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closed pay period.
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How do I select a single date for a report?
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report.
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starting date.
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Viewing Reports that Drill Down
When viewing certain reports you can drill down to get more detailed information. This drill down feature saves you
time since you don’t have to select and run another report. Follow these steps to drill down to another report.
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Move the mouse pointer over an item in the report, the pointer will change from a hand to a pointing finger like
this
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Click the left mouse button, the report you are drilling down to will open.
Defined Drill Down Reports
The following reports can drill down to other reports that have more detailed information. Some reports drill down to
reports that allow you to drill down to additional reports.
For example the Department Totals drills down to the Period Totals, which drills down to the Employee Totals which
then can drill down to the Employee Timecard.
Department Totals (Starting report)
Period Totals
Employee Totals
Employee Timecard
Employee Absentee (Starting report)
Employee Details
Employee Attendance (Starting report)
Employee Details
Employee Monthly Activity (Starting report)
Employee Details
Employee Non Work (Starting report)
Employee Details
Employee Totals (Starting report)
Employee Timecard
Period Totals (Starting report)
Employee Totals
Employee Timecard
Welcome to License Manager
License Manager allows a user to register PayClock, enable additional features or reset the license files back to their
default settings.
Feature Wizard
Use the Feature Wizard to purchase new features, or to try them out in demo mode. After opening the Feature Wizard,
follow the on-screen instructions to enable additional features.
What Features are available?
100 / 250 / 500 / 1000 Employees - The employee feature allows you to increase your employee capacity. You can
choose from 100, 250, 500 or 1000 employees.
Multi User - By default PayClock is a single user system and can only be accessed on one computer. If you wish to
access the PayClock from more than one computer, enable the multi-user feature. Note: This feature is required if you
want to run PayClock on more than one computer.
Custom Exports - It is possibly to write a custom export if your company exports data to a payroll service that
PayClock does not currently support. This will allow your company to still use the export features of the software
(charges apply). Call the help desk for more details on this feature.
Custom Reports - If you would like a report other than what is included in the PayClock software, it is possibly to write
a custom report for your company (charges apply). Call the help desk for more details on this feature.
Recovery
The License Recovery resets your license files back to their default settings.
You may need to use the Recovery function if you have problems with your database licenses.
When you run Recovery, the base PayClock program will revert back to demo mode, and any features you have
purchased or are in demo will no longer be enabled.
You must run the Feature Wizard to set PayClock and any of its features back to the purchased status.
Running a Recovery
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When you open the Recovery program, a window will appear showing your Recovery Code.
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Call the help desk to give them this recovery code.
Welcome to License Manager • 237
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The help desk will then give you a Recovery Key that you will type in at the Recovery Key field.
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Once the key has been entered, click OK.
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All PayClock programs and features will revert to their original status (not purchased).
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Run the Feature Wizard and get a new license key from the help desk to unlock your features again.
238 • Welcome to License Manager
FaceIN and PC600 Manuals
Reliability, functionality and ease of use are trademarks of the PayClock terminals. The FaceIN and PC600 terminals
connect to your network (LAN) for communications with the PayClock software.
FaceIN Terminal
Reliability, functionality and ease of use are trademarks of the PayClock terminals. The FaceIN terminal connects to
your network (LAN - PayClock software and FaceIN terminal have to be on the same subnet) for communications with
the PayClock software. The terminal utilizes an “embedded facial recognition” system, meaning that employees will
punch in and out by presenting their face in front of the terminal’s “Dual Camera System”. The FaceIN terminal
validates the face image and records the punch.
The FaceIN terminal offers a large color LCD display that displays employee information along with an audio prompt.
Upon a successful validation, the display will show the employee’s name, time of punch and an audio prompt identifying
a successful punch.
Terminal Features and Specifications
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Embedded facial recognition system - Advanced DSP technology keeps the image processing and matching on
the terminal.
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Accurate and fast identification - The industries leading “Dual Sensor” facial recognition technology.
FaceIN and PC600 Manuals • 239
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Reliable performance under different light environments - The terminal can work in different light conditions
even in the dark. Over one year of market testing.
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Flexible I/O interfaces - Internet Protocol (TCP/IP) enables communications over the LAN. USB allows for
employee data upload or punch download using a USB flash drive.
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User friendly design - 3.5 inch color LCD screen for face positioning with voice prompt. No-touch
authentication for the ultimate in hygiene.
Note: The USB Flash Drive Port is located on the bottom of the terminal and the Ethernet Network Port is located on the
back of the terminal.
Accessories
purchase additional accessories.
Getting Help
annual support contracts are also offered.
PayClock Help
Troubleshooting
Lathem.com provides access to numerous support resources that will allow you maximize your use of PayClock. Help
may be accessed by visiting the following link: http://support.lathem.com
Telephone Support
The help desk is available between the hours of 8am and 7pm Monday through Friday. Please call (800) 241-4990 to
speak with our help desk. You will receive free technical support for the first 30 days after your initial call. After that
period, you may purchase an Annual Support Agreement, which will cover all calls for one year, or you may pay a percall fee.
Annual support contracts are designed to keep your terminal and PayClock software working seamlessly. For a single
annual fee, your Support Agreement offers the following advantages:
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has expired
240 • FaceIN and PC600 Manuals
Package Contents
Please verify that your package includes ALL of the following items. If your package is missing an item, please call our
help desk at (800) 241-4990.
Recommended Installation Tools
Install the FaceIN Terminal
Step 1: Select a site to install your FaceIN terminal that will be convenient to employees clocking in and out. When
deciding where the terminal will be installed, keep in mind that an 115vAC power outlet should be within 6 feet of the
mounting location as well as a connection to the network (LAN).
Note about Direct Sunlight - It is not recommended to have the terminal mounted in a location where it is exposed to
Step 2: After selecting the appropriate installation site, use the terminal to determine the appropriate height. Have the
shortest employee stand in from of the terminal. Hold the terminal on the wall so that this employee can comfortably
center their face in the LCD display window. Mark the height of the terminal on the wall. Note: Taller employees can
easily adjust their stance to center their face in the LCD display window.
Install the mounting-plate to the wall using the supplied screws. For sheetrock walls, drill a 3/16” diameter hole through
each of the four screw locations; each approx 1-1/2” deep. Install the plastic “anchors” included in the mounting screw
packet.
Step 3: Plug the RJ45 network cable into the Ethernet port and the Power Adapter plug into the Power Adapter port
which is located in the compartment on the back of the terminal.
Step 4: Align the FaceIN terminal with the pins on the mounting-plate and secure the two together with the 2 Philips
head screws. Be careful not to pinch the AC cord or network cable.
When finished, plug the power adapter into an AC wall outlet.
Terminal Startup
After completing the installation and power-up, the terminal will display the normal screen with the date, day of week
and time.
You are now ready to set up the network communications and define the initial administrator. Note: You must set up at
least one administrator.
Set up the Network Communications
The FaceIN terminal must be configured to communicate with the PayClock software over the network. You may have
to contact your network administrator if you are unsure how to set up the network communications.
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Press the MENU key, the Functions Menu will open.
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Press 4, the System Setting menu will open.
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From the System Setting menu, press 2 - Set Network.
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Enter the IP Address for the terminal and press OK.
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Enter the Mask Code and press OK.
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Enter the Gateway Address and press OK.
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The FaceIN terminal will restart automatically.
Note: You may have to enter leading zeros when entering the addresses. For example, the address 10.0.0.1 would be
entered as 010.000.000.001 at the terminal.
Set up an Administrator
After setting up the network communications you will need to set up at least one administrator. Note: You can have up
to 5 administrators.
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Press the MENU key, the Functions Menu will open.
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Press 1, the Set Admin menu will open.
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From the Set Admin menu, press 1 - Admin 1.
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The image collecting screen will display.
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Position the face in the middle of the two cameras with 9 to 25 inches between the face and the terminal.
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The image collecting screen will start the face recognition enrollment.
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Move the face back until there is 9 to 25 inches between the face and the terminal.
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position message is still displaying).
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Resume small head circles to the right (if adjust position message is still displaying).
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The progress bar at the bottom of the screen will display the process of the imaging.
When the face is successfully enrolled the terminal will display, “Add as User?”.
Ask yourself this question.
Will the administrator be using the door access function or punching In and Out on the terminal?
Yes - The administrator will be using the door access function or punching In and Out at the terminal.
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If the administrator will be punching In and Out or using the door access function at the terminal, press the OK
key. The Input User No screen will display.
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Use the numeric keys to enter the user number and press OK. This should be the same as the PIN number you
will enter into the PayClock software. The user number can be from 1 to 9999.
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Using the index/numeric keys enter a name. This should be the same as the first name you will enter into the
PayClock software. After pressing the desired index/numeric key, use the ↑/↓ to move through the available
letters. To change to caps, press the index/numeric key with the desired letter and press the ESC key. The letter
group will change to caps. After entering the name, press the OK key.
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Select the verification method to use for this user. A user can punch In and Out using one of four methods,
Face, Pin and Face, Card or Card and Face.
No - The administrator will not be using the door access function or punching In and Out at the terminal.
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If the administrator will not be punching In and Out or using the door access function at the terminal, press the
ESC key.
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The screen will display “Register Finished” and will return to the “Set Admin” menu. Press ESC and ESC
again to return to the normal time/date screen.
Terminal Setup
The FaceIN terminal is designed with default settings so that it will be ready for use after being updated with the
employees. While these default settings allow you to get up and running faster, you can make changes to the settings if
desired.
These default settings are:
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Daylight Savings Time: Daylight savings is enabled.
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Time Format: The display will show the hours in a 24 hour (0-23) format.
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Date Format: The display will show the date in the MM-DD-YYYY format.
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Tamper Alarm: The alarm that will sound if the terminal is removed from the wall is enabled.
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Volume: The sound level is set to medium.
Changing settings at the Terminal
The default settings that can be changed by the administrator at the terminal are:
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Daylight Savings Time: Daylight savings is enabled.
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Time Format: The display will show the hours in a 24 hour (0-23) format.
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Date Format: The display will show the date in the MM-DD-YYYY format.
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Tamper Alarm: The alarm that will sound if the terminal is removed from the wall is enabled.
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Volume: The sound level is set to medium.
How do I disable daylight savings?
By default day light savings is enabled and is set to change on the 2nd Sunday in March and the 1st Sunday in November.
You will have to disable the function if your region doesn’t observe day light savings. Note: Open or Close will display
to the right of Set DST. Open identifies DST is enabled, Close identifies DST is disabled.
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At the FaceIN terminal, press the MENU key, administrator verification is required.
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The administrator should present and position the face for a facial scan. The Functions Menu will display upon
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Press 4 or select the System Setting menu and press OK.
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Press 6 or select the Set Date and Time menu and press OK.
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Press 2 or select the Set DST menu and press OK.
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The screen will display “Use DST?”, press ESC. This will disable the daylight savings function.
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After a few seconds, the system will return to the “Set Date and Time” screen. Continue making changes to the
terminals system settings or press ESC, ESC and ESC again to return to the normal time/date screen.
How do I change the displays time format?
The time format selection will determine how the hours will show on the terminal display.
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Press 3 or select the Set Time Format menu and press OK.
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Press 1 for 12 hour (AM/PM) or 2 for 24 hour (0-23).
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How do I change the displays date format?
The date format selection will determine how the date will show on the terminal display.
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Press 4 or select the Set Date Format menu and press OK.
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Press 1 for YYYY-MM-DD (2011-03-01) or 2 for MM-DD-YYYY (03-02-2011). Note: March 01, 2011 was
used in the example above.
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How do I activate the tamper alarm on the terminal?
The terminal has a feature where if it were removed from the wall mounting-plate an alarm can sound. The alarm is
turned off by default.
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Press 7 or select the Set Remove Alarm menu and press OK.
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Press 1 for Open, this will enable the alarm to sound if the terminal if removed from the mounting-plate.
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Press 2 for Close, which will disable the alarm. If the terminal is removed from the mounting-plate the alarm
will not sound.
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After a few seconds, the system will return to the “System Setting” screen. Continue making changes to the
terminals system settings or press ESC and ESC again to return to the normal time/date screen.
How do I change the terminal’s volume?
The terminals sound level is set to medium (middle) by default; it can be set to low, medium or high.
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Press 1 or select the Set Volume menu and press OK.
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Press 1 for high, 2 for medium (middle) or 3 for low.
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Press 1 for 12 hour (AM/PM) or 2 for 24 hour (0-23).
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After a few seconds, the system will return to the “System Setting” screen. Continue making changes to the
terminal’s system settings or press ESC, ESC and ESC again to return to the normal time/date screen.
Add the Terminal in PayClock
After setting up the FaceIN, add it to your PayClock system. Once the terminal is added to the PayClock system
employees can be added. After adding the employees, update the terminal and the employee face’s can be enrolled.
The Maintenance button group under the Terminal Manager tab is used to add or delete FaceIN terminals that are
connected to the PayClock system.
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Open PayClock and select the Terminal Manager tab on the ribbon bar.
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Click the Add Terminal button, the Select Terminal Type window will open.
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Enter the terminals IP Address in the IP Address field; this is the address that was set up for the terminal at the
FaceIN terminal.
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Click Save.
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Updating the FaceIN Terminal
The PayClock software is used to manage the FaceIN terminal(s) which includes polling and updating the terminal(s).
This is done from the Terminal Manager tab within the PayClock software.
When you add an employee in PayClock, they are automatically assigned to the FaceIN terminal(s). But before you can
enroll the employee faces at the terminal you will have to update the terminal with the changes.
The Update button group is used to update a single terminal or all terminals. After making changes to employees make
sure to update the terminal(s) with the changes.
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Open PayClock and select the Terminal Manager tab on the ribbon bar. The Terminal Manager window will
open.
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Enrolling Employee Faces
presenting their face in front of the terminal’s “Dual Sensors”. The FaceIN terminal verifies the face image and records
the punch. When you’re ready, you simply poll the terminal to add the punches to the database.
See Appendix A - Enrollment Guide for a detailed pictorial.
Guidelines
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How do I enroll an employee?
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upon a successful verification. Note: The FaceIN terminal requires administrator verification in order to enroll
employee faces.
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Press 2 or select User Management and press OK, the User Management menu will display.
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Press 2 or select the Modify User menu and press OK.
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Use the numeric keys to enter the user number and press OK. The user number is the same as the badge number
that was set up in the PayClock software.
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With the employee standing at the ready, select the verification method to use for the employee.
Verification Methods
Typically for a normal employee you would select Face recognition, for a temporary employee select Card recognition,
for higher security select either Pin and Face or Card and Face recognition.
Face / Pin and Face Verification Method Selected
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the terminal.
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When the face is enrolled the terminal will display, “Permit Open Door?” press ESC.
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When “Permit Attendance?” displays, press OK. Note: You must press OK; otherwise punches will not be
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The screen will display “Finished” and will return to the “Input User No” screen. Continue with the next
employee or press ESC, ESC and ESC again to return to the normal time/date screen.
Card Verification Method Selected
The card verification method is typically used for temporary employees. This verification method only requires that the
employee present their badge and then have a snapshot taken.
The terminal only verifies the badge, it doesn’t verify the employee, it simply takes a snapshot of the person presenting
the badge. This allows the user to verify that the correct employee presented the badge and no buddy punching has taken
place.
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When “Please Swipe Card” displays, present the card at the terminal.
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When the card is registered the terminal will display, “Permit Open Door?” press ESC.
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Card and Face Verification Method Selected
Eye Glasses - It is recommended for the employee to enoll with the eye glasses on for half the process, then remove the
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the terminal.
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Using the FaceIN Terminal
The FaceIN will be ready for use when the facial registration process is complete.
To punch, the employee will simply approach and look at the terminal, within seconds they are identified and punched In
or Out.
Upon successful verification the terminal will play a confirmation sound and the screen will display the employee’s first
name and time of punch.
Punching In / Out
Employees can punch by presenting their face or a badge.
Punching IN/Out - Face Verification
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Punching IN/Out - PIN & Face Verification
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Press the backspace key “←”, at the Input User No. screen enter the employee’s PIN and press OK.
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Punching IN/Out - Card & Face Verification
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Move the badge over the badge reader symbol on the front of the FaceIN.
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When the badge is in close proximity to the FaceIN, a confirmation beep will sound.
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Punching IN/Out - Card Verification
The Card Verification method only requires that the employee present their badge and then the terminal will take a
snapshot of the person presenting the badge, no facial verification occurs.
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Move the badge over the badge reader symbol on the front of the FaceIN.
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When the badge is in close proximity to the FaceIN, a confirmation beep will sound and prompt the employee
to take a photo.
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The employee should step towards the terminal; a snapshot will be taken of the person presenting the badge.
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The terminal will play a confirmation sound and the screen will display the employee’s first name and time of
the punch.
Polling the FaceIN Terminal
The PayClock software is used to manage the FaceIN terminal(s) which includes polling and updating the terminal(s).
This is done from the Terminal Manager tab within the PayClock software.
Important Note: If you don’t have an Ethernet connection, you can transfer punch data from the terminal to the
PayClock software using a standard USB thumb drive. See Appendix B - Exporting Punches using a USB Thumb Drive.
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open.
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open.
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timecard.
PayClock can be configured to automatically poll the FaceIN terminal(s). When a terminal is automatically polled, punch
data is gathered and automatically added to the database allowing you to edit, export and report on the data.
How do I set up automatic polling?
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open.
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Troubleshooting the FaceIN
If the PayClock software doesn’t communicate with the FaceIN, try these suggestions:
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FaceIN Troubleshooting
The FaceIN terminal will not communicate with the PayClock software.
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At the FaceIN terminal, press the MENU key, administrator verification is required. The Functions Menu will
open.
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Press 5, the System Info. menu will open.
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From the System Info. menu, press 2 - Product Info.
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Verify the addresses for the IP, Mask and Gate.
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To exit press ESC.
Note: If changes are needed, from the Functions Menu press 4 - System Setting and then 2 - Set Network. Make the
needed adjustments and press OK to save the changes.
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Select the FaceIN terminal from the list; verify that the IP Address on the Connection tab matches what was
If after going through each item above you are still not communicating with the terminal, have the network
administrator or IT person make sure there aren’t any issues with the network.
When an employee presents their face it is not recognized.
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If the employee’s facial appearance has changed, re-enroll the employee.
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Make sure the employee is presenting their face within range of the terminal, within 9 to 25 inches of the front
of the terminal.
How do I restart the FaceIN terminal if it stops or appears to hang up?
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Disconnect the AC power, wait a few seconds and reconnect.
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Press the RESET button on the bottom of the terminal.
Is the FaceIN terminal waterproof?
NO, the terminal is not waterproof! Make sure you keep the terminal away from water or a wet/damp environment.
How do I clean the FaceIN terminal?
Use only a soft cloth or similar material to clean the screen and front of the terminal. Avoid using water or cleaners.
Can I place the FaceIN terminal outside?
It is not recommended to place the terminal in a low temperature environment. The working temperature for the
screen and other parts in the terminal are normal indoor temperatures.
Appendix A - Enrollment Guide
Follow these guidelines for trouble-free enrollments.
During the enrollment process the employee should keep their eyes centered on the screen at all times. Try to keep a
solid green box around your face by following the steps below.
Position yourself and bend at the waist to bring your face 1 - 2.5 ft. from the screen on the terminal.
The line of squares at the bottom of the screen indicate how much data is needed to complete the enrollment.
The white dashed box is preparing to locate points. Identification images will only be taken when the green box appears
around your face.
Slowly make an imaginary circle with your nose. Two small circles to the right and two to the left while keeping your
eyes centered on the screen.
Slowly move your face closer until the white-dashed frame appears and then move away until the white-dashed frame
appears.
Slowly turn your head fully to the right, and then fully to the left, all the while keeping you eyes centered on the screen.
Tilt the head down slightly (chin lowered) while keeping your eyes on the screen, then tilt the head back slightly (chin
upward).
If you wear glasses all of the time, or on occasion, you must initially enroll with your glasses on (sunglasses or dark
tinted glasses are not allowed). Once the progress bar indicates enroll is 50% complete, REMOVE YOUR GLASSES
and complete the enrollment without your glasses on.
Appendix B - Exporting Punches to a USB Drive
The USB Functions menu allows you to export punch data to a USB thumb drive and then import the data into the
PayClock database using the PayClock software.
Important Note: If you don’t have an Ethernet connection, you can transfer punch data from the terminal to the
PayClock software using a standard USB thumb drive.
Export the data to USB Thumb Drive
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At the FaceIN terminal, press the ESC key to force the terminal to the normal time/date screen.
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Insert the USB Flash drive into the USB port on the bottom of the terminal, administrator verification is
required.
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The Functions Menu will display after administrator verification.
Note: Due to compatibility issues, not all USB Flash drives are compatible and may not work with the terminal. It is
not recommended to use a USB Flash drive formatted as NTFS
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Press 1 or select the Export Records menu and press OK.
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When the export is complete the data will be saved to a file named TIME .TXT (there are 3 spaces between
TIME and .TXT) on the root of the USB Flash drive.
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After a few seconds, the system will return to the “Functions Menu” screen.
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Press the ESC key, the terminal will return to the normal time/date display.
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Unplug the USB Flash drive.
Import the data into PayClock
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Plug the USB Flash Drive into a USB port on your computer.
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open.
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Click on a FaceIN terminal in the list, the Import Punches button will become active.
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Click the Import Punches button, the Open window will display.
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Navigate to the location of the TIME .TXT file, typically located on the USB Flash Drive plugged into your
computer.
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Click the Open button, the punch data will be imported into the PayClock database.
Appendix C - Add Employees at the Terminal
Employees can be added at the FaceIN terminal first and then added in the PayClock software later. This could be useful
when a new employee starts work before having a chance to add them to the PayClock software.
Important Note: The number you enter for the User No. at the FaceIN terminal has to match what is entered for the
Employee PIN Number in the PayClock software. These numbers are how the software identifies which punches go with
which employee.
You should follow these recommended steps if adding the employees at the FaceIN terminal.
1.
Add and enroll the employee’s face at the FaceIN terminal.
2.
Have the employee punch In and Out.
3.
Add the employee in the PayClock software before polling and processing payroll.
Adding an Employee at the FaceIN Terminal
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Press 2 or select the User Management menu and press OK.
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Press 1 or select the Register User menu and press OK to add a new employee at the terminal.
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The Input User No. screen will display.
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Using the index/numeric keys, enter the User Number and press OK. Note: This is the number that will be
entered into the PayClock software as the employees PIN number. The number has to be unique.
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The Input Name screen will display.
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Using the index/numeric keys enter a name. This should be the same as the first name you will enter into the
PayClock software. After pressing the desired index/numeric key, use the ↑/↓ to move through the available
letters. To change to caps, press the index/numeric key with the desired letter and press the ESC key. The letter
group will change to caps. After entering the name, press the OK key.
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With the employee standing at the ready, select the verification method to use for the employee.
Verification Methods
Face / Pin and Face Verification Method Selected
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the terminal.
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Card Verification Method Selected
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When the card is enrolled the terminal will display, “Permit Open Door?” press ESC.
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Card and Face Verification Method Selected
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the terminal.
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Appendix D - Record Management
The Record Management function allows you review punch data and clear records in the terminals memory.
Warning: Use extreme caution when clearing records. Once the records are cleared they can not be restored!
Reviewing Punch Records
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Press 3 or select the Record Management menu and press OK.
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Press 1 or select the Record Inquiry menu and press OK.
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At the Input User No. field, enter the PIN for the desired employee or leave the field at ALL.
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Press the down arrow key to move the cursor to the Start Time field.
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Using the index/numeric keys, enter the year, month and date where you wish to start the review. The cursor
will automatically move to the End Time field.
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Using the index/numeric keys, enter the year, month and date where you wish to end the review.
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Press OK, the punch records will display for the selected employee and time period. Use the up/down arrows to
scroll through the list of punches.
Clearing Punch Records
The Record Management function allows you review punch data and clear records in the terminals memory.
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Press 3 or select the Record Management menu and press OK.
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Press 2 or select the Clear Record menu and press OK.
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Proceed with caution, all data and settings will be lost!
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If you are sure, press OK to continue, this will delete all punch records in the terminal.
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The screen will display “Clearing…Please Wait…”, next “Records Cleared!” will display and the terminal will
return to the Record Management menu.
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Press ESC and ESC again to return to the normal time/date screen.
Appendix E - System Information
The System Info function allows you review the terminal’s capacity and product information.
Reviewing Capacity Information
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Press 5 or select the System Info. menu and press OK.
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Press 1 or select the Capacity Info. menu and press OK.
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Registered User - Displays how many employees have been updated to the terminal.
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User Cap. - Displays how many employees are supported on the terminal.
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Record Num. - Displays how many punches are in memory from facial recognition punches.
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Record Cap. - Displays how many facial recognition punches the terminal will hold in memory.
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Photo Num. - Displays how many punches are in memory from the card verification method.
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Photo Cap. - Displays how many punches from the card verification method the terminal will hold in
memory.
Press ESC, ESC and ESC again to return to the normal time/date screen.
Reviewing Product Information
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Press 5 or select the System Info. menu and press OK.
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Press 2 or select the Product Info. menu and press OK.
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IP - Displays the IP address configured for the terminal.
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Mask - Displays the subnet mask address configured for the terminal.
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Gate - Displays the gateway address configured for the terminal.
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MAC - Displays the terminal’s MAC address.
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SN - Displays the terminal’s serial number.
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Version - Displays the terminal’s firmware version.
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Res Num - Displays the firmware resource number. (Not currently used.)
Press ESC, ESC and ESC again to return to the normal time/date screen.
Appendix F - Terminal Specifications
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Employee Capacity： 500
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Record Capacity：150,000
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Image Capacity：70,000 Images
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Security Image Capacity：4GB SD Card
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Recognition Algorithm：Dual Sensor TM V2.0
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Lens：Specialized double lens
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Verification Method：Face Recognition; Pin & Face Recognition; Card Recognition; Card & Face Recognition
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Card Recognition：ID/IC card
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Verification Speed：Less than 1 Second（500 Users）
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Keyboard：4 x 4 Touch Keyboard
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LCD：3.5 inch TFT Color Screen，65,000 Bright Color，320 x 240 Resolution
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Communication Method：Standard TCP/IP & USB Flash Drive
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Terminal Security Alarm：Yes
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Power：12V DC, Working Current 500mA
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Environment Light：0-5000Lux
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Working Distance：12 - 32 inches
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Working Temperature：32°F - 104°F
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Working Humidity：20% - 80%
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Size：7.87 x 3.74 x 4.53 inches
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Weight： 1.11 lbs
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Installation Method：Wall Hanging
PC600 Terminal
Reliability, functionality and ease of use are trademarks of the PayClock terminals. With the PC600 terminal, employees
can use a badge or PIN using the touch-panel to punch in and out, view messages or benefit time balances – it’s that
simple. The PayClock software and PC600 terminals are the perfect solution for businesses that want to track employee
time and automate payroll.
The PC600 terminal connects to your network for communications with the time and attendance software. The terminal
utilizes Windows CE and a touch-panel display for inputting data by employees, supervisors or administrators. The
PC600 terminal validates that the employee is in the database before recording the transaction.
added to the database and is available for viewing or editing. Another example is if the employee does an inquiry, the
PC600 will initiate communications with the database and retrieve the inquiry information and display it on the screen.
When operating with Live Sync disabled (offline mode), all transactions are held in the terminals memory until the
terminal is polled, then the data will be added to the database
The PC600 terminal offers a large color LCD touch-panel that displays employee information along with an audio
prompt. Upon a successful transaction live sync enabled, the display will show the employee’s name, total worked time,
In / Out status and an audio/text prompt. Otherwise with live sync disabled, the display will show the employees name.
Terminal Features and Specifications
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Windows CE 6.0 - The power of embedded Windows CE to provide fast and dependable operation.
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LCD Color Touch-Panel - Use the large easy to read touch-panel for set up and data entry.
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Two Operating Modes - The terminal is functional with Live Sync enabled (online) or Live Sync disabled
(offline). When Live Sync is enabled the terminal is real-time with the computer.
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User friendly design - Large easy to read touch-panel.
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Comprehensive support agreements minimize technical difficulties
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Numerous Accessory options further enhance the functionality of your PC600 terminal
Accessories
purchase additional accessories like the ones listed below.
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Badges
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Badge Racks
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Getting Help
annual support contracts are also offered.
PayClock Help
Troubleshooting
Lathem.com provides access to numerous support resources that will allow you maximize your use of PayClock. Help
may be accessed by visiting the following link: http://support.lathem.com
Telephone Support
The help desk is available between the hours of 8am and 7pm Monday through Friday. Please call (800) 241-4990 to
speak with our help desk. You will receive free technical support for the first 30 days after your initial call. After that
period, you may purchase an Annual Support Agreement, which will cover all calls for one year, or you may pay a percall fee.
Annual support contracts are designed to keep your terminal and PayClock software working seamlessly. For a single
annual fee, your Support Agreement offers the following advantages:
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has expired
Package Contents
Please verify that your package includes ALL of the following items. If your package is missing an item, please call our
help desk at (404) 691-1065.
Recommended Installation Tools
Install the PC600 Terminal
Step 1: Select a site to install your PC600 terminal that will be convenient to employees clocking in and out. When
deciding where the terminal will be installed, keep in mind that an 115vAC power outlet should be within 6 feet of the
mounting location as well as a connection to the network (LAN).
Note: It is recommended to install and mount the PC600 terminal before installing the PayClock software. With the
PC600 terminal powered up and connected to the network (LAN), the software will search for it on the network and
automatically configure the terminal.
Step 2: After selecting the appropriate installation site, use masking tape to hold the included Mounting Template onto
the wall. Drill holes using the template as a guide. Note: the bottom of the terminal should be about 45 inches from the
floor.
Remove the Template from the wall and install the included mounting screws. Install the three larger screws, leaving
approximately 3/16 inch of the screws exposed. Do not tighten all the way. Retain the smaller screw for later.
Note: For sheetrock walls, drill a 3/16” diameter hole through each of the four screw locations; each approx 1-1/2” deep.
Install the plastic “anchors” included in the mounting screw packet.
Step 3: Plug the RJ45 network cable into the Ethernet port and the Power Adapter plug into the Power Adapter port
which is located in the compartment on the back of the terminal.
Step 4: Insert the small “L”-shaped security bracket into the slot at the bottom-rear of the PC600, so that the tab with the
hole points downward, away from the keyhole slot that can be seen immediately above.
Hang the terminal on the wall, aligning the three keyholes on the rear of the enclosure with the three protruding screw
heads, and then pressing downward on the terminal housing until it lowers onto the screws.
Screw the small Screw into the hole of the tab from the small “L”-shaped bracket at the bottom of the enclosure. This
will fasten the PC600 to the wall, and keep it from being easily removed.
When finished, plug the power adapter into an AC wall outlet.
Add the Terminal from PayClock
The PC600 can be added to your system from the PayClock software or from the terminal itself using the Administrator
menu.
The Maintenance button group under the Terminal Manager tab is used to add, delete or search for PC600 terminals that
are connected to the PayClock system. You can add the terminal manually or have PayClock search and add the
terminal.
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Click the Find Terminals button, the Terminal Discovery window will open.
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Click the Add Terminal button, the Select Terminal Type window will open.
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PC600 terminal.
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Click Save.
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Add the terminal from the PC600
The PC600 terminal has the ability send it’s configuration over the network and add itself to the PayClock system. The
PC600 must be powered up and connected to the network. Note: A static IP address is required at the computer
designated as the PayClock database server.
How do I add a terminal to PayClock from the PC600?
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Make sure the PayClock software is installed.
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Make sure you have made note of the IP address of the computer where the PayClock database server is
installed. Follow these steps to access the information:
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Open the PayClock software.
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Click on the PayClock orb on the upper left.
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From the menu, select Support Assistant.
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In the Support Assistant window, select Connection Info.
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Print the Connection_Info.txt file when it displays for configuring the PC600.
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At the PC600 terminal press the Admin button, enter the administrator PIN (default PIN is 99999) and press the
Enter key.
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The Administrator Main Menu will display, press the Network Setup button.
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The Network Setup screen will display.
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If using a “static” IP address at the terminal select DHCP = Off. Set the terminal’s IP, Subnet Mask and
Gateway address.
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If you are using DHCP, select DHCP = On. The IP, Subnet Mask and Gateway Address will automatically
be set when the DHCP setting is On.
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Press the Host IP button and enter the IP Address for the computer where the PayClock database server resides
and press OK.
Note: Use the Connection Info print out for the PayClock database servers IP address.
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Under Live Sync, press the Enable button, the Sync Now button will display.
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Press the Sync Now button, the screen will turn orange with “Downloading Latest Data From Host. Please
Wait…”.
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When finished, verify the connection.
o
Press the Admin button and enter the administrator PIN (99999).
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The Administrator Main Menu will display, press the Device Information button.
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Verify that the correct Company Name shows.
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Press the back 2 button until you have returned to the default screen.
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The PC600 terminal will be operational and ready for use.
Terminal Setup
The PC600 terminal is designed with default settings so that it will be ready for use after being updated with the
employees. While these default settings allow you to get up and running faster, you can make changes to the settings if
desired. Some of the default settings can be changed directly at the terminal while others are changed from within the
PayClock software.
The default settings that can be changed by the administrator at the terminal or the PayClock software are:
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Time Source: The PC600 is set to retrieve it’s time from the internet.
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Time Zone: The time zone is set to Eastern Time.
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Daylight Savings Time: Daylight savings is turned on.
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Time Format: The display will show the hours in a 12 hour (AM/PM) format.
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Live Sync: Turned off by default.
The default settings that can only be changed through the PayClock software are:
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PIN Entry: PIN entry is turn on.
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Badge Entry: Badge entry is turned on.
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Allow Amounts: Amount entry is turned on.
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Maximum days to store registrations on terminal: Is set to 90 days.
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Send Date/Time on poll or update: Is turned on.
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Send worked hours and benefit time after poll: Is turned on.
Changing settings at the Terminal
The default settings that can be changed by the administrator at the terminal are:
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How do I change the time source?
This setting allows you to select where the PC600 will receive it’s time from, the computer where the PayClock server is
•
From the PC600 touchpad press the Admin button, enter the administrator password (PIN) and press the Enter
button.
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Internet.
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How do I change the time zone?
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button.
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button.
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Under Daylight Save Time, press Off.
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button.
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button.
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wait…”.
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Changing settings at the PayClock Software
The default settings that can be changed by the administrator at the terminal or the PayClock software are:
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The default settings that can only be changed through the PayClock software are:
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PIN Entry: PIN entry is turn on.
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Badge Entry: Badge entry is turned on.
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Allow Amounts: Amount entry is turned on.
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Maximum days to store registrations on terminal: Is set to 90 days.
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Send Date/Time on poll or update: Is turned on.
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Send worked hours and benefit time after poll: Is turned on.
How do I change the time source?
This setting allows you to select where the PC600 will receive it’s time from, the computer where the PayClock server is
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open.
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Select the desired terminal from the list and click on the Settings tab.
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Under Time Source select the either the PayClock Server (the computer where the PayClock server is running)
or NIST (Internet).
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Click Save.
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Update the terminal with these changes. Note: The terminal will update itself if Live Sync is enabled.
How do I change the time zone?
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open.
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Under Time Zone select the desired time zone.
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Click Save.
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open.
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Under Daylight Saving Time select Off.
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Click Save.
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open.
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Under Time Format select the desired format.
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Click Save.
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open.
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Under Update Settings select the Live Sync Enabled option.
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At Update Interval Check, select how often the terminal will check to see if any changes have been made. Note:
You should take in consideration that during the terminals “live sync” function no punches will be accepted at
the terminal.
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Click Save.
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Update the terminal with these changes.
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How do I disable PIN entry for all employees?
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open.
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Under General Settings, uncheck the PIN Entry option.
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Click Save.
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If an employee tries to use a PIN, the terminal will display “Not Authorized” when PIN entry is disabled.
How do I disable Badge entry for all employees?
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open.
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Under General Settings, uncheck the Badge Entry option.
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Click Save.
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If an employee presents a badge, the terminal will display “Not Authorized” when Badge entry is disabled.
How do I disable amount entry for all employees?
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open.
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Under Feature Settings, uncheck the Allow Amounts option.
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Click Save.
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The Enter Amounts button will not display on the terminals touchpad when Allow Amounts is disabled.
How do I disable transfers for all employees?
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open.
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Under Feature Settings, uncheck the Allow Transfers option.
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Click Save.
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The Transfers Depts. button will not display on the terminals touchpad when Allow Transfers is disabled.
Using Live Sync
A PC600 running in “live sync” mode doesn’t have to be polled or updated. Punches are automatically added to the
database, any changes will be detected and the PC600 will automatically update itself.
Note: It is not recommended to activate Live Sync if the computer where the PayClock database server is running uses a
wireless network connection. A PC600 running in live sync mode requires a constant connection to the computer
running the database; a wireless network connection may not provide the computer a constant connection to the network
which could be troublesome.
Activating Live Sync at the PC600
the PayClock database are in real-time. For example when an employee punches at the PC600 it is immediately added to
the database and is available for viewing or editing. Another example is the PC600 will update itself if an edit is made to
an employee in PayClock such as a name change.
Note: It is not recommended to activate Live Sync if the computer where the PayClock database server is running uses a
wireless network connection. A PC600 running in live sync mode requires a constant connection to the computer
running the database; a wireless network connection may not provide the computer a constant connection to the network
which could be troublesome.
When the PC600’s “Live Sync” option is enabled its functionality increases. The following will be available in live sync
mode:
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Real-time punches - Punches are added to the database automatically, no polling is needed.
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Automatic updating - The PC600 will check the software to see if any changes have been made that requires an
update, if there were changes the terminal will automatically update itself.
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Real-time totals - When an employee punches, the worked hours will be calculated and displayed.
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Audio/Text Messages - Audio / text messages can be configured to play / display on the PC600.
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Supervisor functions - Supervisors are able to do the following through the touchpad on the PC600; add
employees, add or delete punches, set or change an employee’s PIN, set or change an employee’s badge number
and override shift lock outs. To set up an employee as a supervisor, check the Allow Supervisor Functions
option for the desired employee at the Employees button under the Setup tab in the PayClock software.
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open.
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Select the desired PC600 terminal from the list and click on the Settings tab.
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Under Update Settings, select the “Live Sync Enabled” option.
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Select the Update Interval Check setting.
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Click Save.
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Click Update Selected Terminal, live sync will be enabled on the terminal.
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A green icon
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From the PC600 touchpad press the Admin button and enter the administrator password.
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wait…”.
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Maintaining the PC600 Terminal
The PayClock software is used to manage the PC600 terminal(s). You can poll and update the terminal. This is done
from the Terminal Manager tab within the PayClock software.
Note: A PC600 running in “live sync” mode doesn’t have to be polled or updated. Punches are automatically added to
the database, any changes will be detected and the PC600 will automatically update itself.
Updating the PC600 Terminal
The Update button group is used to update a single terminal or all terminals. After making changes to employees,
departments or shifts make sure to update the terminal(s) with the changes.
Note: A PC600 running in “live sync” mode doesn’t have to be manually updated; changes will be detected and the
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open.
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open.
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Polling the PC600 Terminal
Note: A PC600 running in “live sync” mode doesn’t have to be polled; punches are automatically added to the database.
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open.
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open.
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timecard.
PayClock can be configured to automatically poll the PC600 terminal(s). When a terminal is automatically polled, punch
data is gathered and automatically added to the database allowing you to edit, export and report on the data.
Note: A PC600 running in “live sync” mode can’t be configured for automatic polling.
How do I set up automatic polling?
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Using the PC600 Terminal
The PC600 will be ready to be used after downloading the employees. The PC600 terminal allows employees,
supervisors and administrators to perform certain functions such as punching In and Out.
To punch, move the badge over the badge reader symbol below the illuminated oval target area on the front of the
PC600.
When the badge is in close proximity to the PC600, a confirmation beep will sound, a text message will appear, a custom
audio message may be played, and the oval target area will turn either green or red indicating a good or bad transaction.
message.
Notice: The PC600 utilizes an internal antenna to read the employee badges. Make sure these badges are stored at least
6” away from the PC600 when not in use to avoid accidental badge reads.
Employee Transactions using Badges
Employees can record transactions or view total information by presenting a badge.
Clocking IN/Out using Badges
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Move the badge over the badge reader symbol below the illuminated oval target area on the front of the PC600.
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When the badge is in close proximity to the PC600, a confirmation beep will sound, a text message will appear,
a custom audio message may be played, and the oval target area will turn either green or red indicating a good
or bad transaction.
Department Transfers using Badges
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When the badge is in close proximity to the PC600, a confirmation beep will sound, and the list of available
departments will display.
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Amount Entries using Badges
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When the badge is in close proximity to the PC600, a confirmation beep will sound, and the Enter Amt. screen
will display.
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Using the numeric key pad enter the value for the amount and press Enter. A confirmation screen will display
showing the showing the amount entered for the employee.
Viewing Totals using Badges
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When the badge is in close proximity to the PC600, a confirmation beep will sound, and the employee’s grand
totals for the pay period and any benefit time will display.
Employee Transactions using a PIN
Employees can record transactions or view total information by using the touch-panel on the terminal.
Clocking IN/Out using a PIN
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Press the Clock In/Out button on the touch-pad of the PC600.
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Enter.
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A confirmation beep will sound, a text message will appear, a custom audio message may be played, and the
oval target area will turn either green or red indicating a good or bad transaction.
Department Transfers using a PIN
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Enter.
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A confirmation beep will sound, and the list of available departments will display.
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Amount Entries using a PIN
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Enter.
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A confirmation beep will sound, and the Enter Amt. screen will display.
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Using the numeric key pad enter the value for the amount and press Enter.
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A confirmation screen will display showing the showing the amount entered for the employee.
Viewing Totals using a PIN
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Enter.
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A confirmation beep will sound, and the employee’s grand totals for the pay period and any benefit time will
display.
Supervisor Transactions
Supervisors have the ability at the PC600 to view and edit employee punches, add new employees, send messages and
override shift lockouts. To set up an employee as a supervisor, check the Allow Supervisor Functions option for the
desired employee at the Employees button under the Setup tab.
Note: Some supervisor functions require that the PC600 be configured for Live Synch.
To enter into supervisor mode, at the PC600 press the Supervisor button, the Enter PIN screen will display.
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over the badge reader symbol below the illuminated oval target area on the front of the PC600.
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The Select an Employee screen will display.
Viewing Punches
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Use the left, right, up or down arrows to scroll through the punch information.
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Adding Punches (Live Synch required!)
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Use the left or right arrows to select the desired date and press the +Punch button.
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Using the up and down arrows set the desired hour and minute and then click OK.
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At the confirmation screen select Yes to add the punch, the added punch will display on the screen and will be
added to the timecard.
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Viewing Totals
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Press View Totals, the employee’s grand totals for the pay period and any benefit time will display.
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Send Message
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Press Send Message. Select to send a sound message or a text message.
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Using the up and down arrows select the desired sound or text message.
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At the confirmation screen select Yes and OK. On the next punch the employee will receive the sound or text
message.
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Override Lockout
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Press Override Lockout.
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At the confirmation screen select Yes to have the next punch for the employee ignore the shift lockout.
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Settings - Set/Change PIN (Live Synch required!)
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Press the Set/Change PIN button, the PIN Settings screen will display.
Change PIN
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Press the Change PIN button and using the numeric key pad enter the new PIN for the selected employee and
press Enter.
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At the confirmation screen select Yes to change the PIN.
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Delete PIN
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Press the Delete PIN button.
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At the confirmation screen select Yes to delete the PIN.
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Disable PIN Entry
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Press the Disable PIN Entry option.
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You know PIN entry is disabled when there is a check
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in the box.
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Press the View/Assign Badge button, the Badge Settings screen will display.
Change Badge
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Press the Change Badge button, present the badge when prompted.
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At the confirmation screen select Yes to change the Badge.
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Disable Badge Entry
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Press the Disable Badge Entry option.
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You know Badge entry is disabled when there is a check
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in the box.
Administrator Functions
The PC600 has one administrator, the administrator function allows you review the device information, set up the
network communications, set the time / date, review an error log and reset the terminal to the factory defaults.
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Device Information
This menu item displays information and also allows you to check for updates to the firmware. To check for updates:
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Press Device Information, the Device Information screen will display.
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Press the Check for Updates button, be patient this may take a few minutes.
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default screen.
Network Setup - Terminal Settings
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If you want to set the terminal’s IP address as a “Static” IP turn off DHCP by pressing the OFF button, the
screen will refresh and more buttons will become active.
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Press the IP Address button, the IP Address screen will display.
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Using the numeric key pad enter the IP address you want to assign to the terminal and press OK.
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Press the Subnet Mask button, the Subnet Mask screen will display.
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Press the Gateway button, the Default Gateway screen will display.
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Network Setup - Host Settings
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If you want to set the Host IP address IP, press Define Host and then press the Host IP button.
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Using the numeric key pad enter the IP address of the computer where the PayClock database resides and press
OK.
Network Setup - Time Source
This option allows you to select where the PC600 will receive it’s time from, the computer where the PayClock server is
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Internet.
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Network Setup - Live Sync
added to the database and is available for viewing or editing.
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Under Live Sync, press either the Enable or Disable.
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You can click the Sync Now button and the PC600 will connect to the PayClock software and make any needed
updates automatically.
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Date/Time Setup - Date
PC600.
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Press the Date button, the Date Setup screen will display.
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Using the up and down arrow keys set the month, date, year and click OK.
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Date/Time Setup - Time
This menu allows you to manually configure the time on the PC600.
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Press the Time button, the Time Setup screen will display.
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Using the up and down arrow keys set the hour, minute, AM/PM and click OK.
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Date/Time Setup - Time Zone
This menu allows you to manually configure the time zone on the PC600.
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Date/Time Setup - Daylight Saving Time
This menu allows you to manually configure the DST on the PC600.
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Under Daylight Save Time, press either the On or Off.
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Date/Time Setup - Time Display Format
This menu allows you to manually configure how the hours will display on the PC600.
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Error Log
This menu item displays any errors that the terminal may have experienced.
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Press Error Log, the Event Log Details screen will display.
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Use the left or right arrow keys to scroll through any errors.
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Reset
Use caution when selecting this menu item. This menu item will reset the entire terminal to the manufacturer default
settings.
All settings, administrators, supervisors, employees and data will be cleared; you can not recover this
information.
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Press Reset, the Clock Reset screen will display.
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Press the Reset Clock button.
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At the confirmation screen press Yes if you are sure you wish to reset and clear the terminal.
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The terminal will reboot and restart as if it were a new terminal that had never been used.
WARNING: Use caution when selecting this menu item. This menu item will reset the entire terminal to the
manufacturer default settings. All settings, administrators, supervisors, employees and data will be cleared; you can not
recover this information.
Troubleshooting the PC600
If the PayClock software doesn’t communicate with the PC600, try these suggestions:
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PC600 Troubleshooting
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Press the Admin key, enter the Admin password and press Enter.
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Press the Network Setup button, the Network Setup screen will display.
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Verify the settings and adjust as necessary.
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Select the PC600 terminal from the list; verify that the IP Address on the Connection tab matches what was
Appendix A - PC600 WAN Installation
These instructions identify the steps to configure the PC600 terminal to communicate with the PayClock database server
across the internet.
A print out of the “Server Summary” information is required for this set up. If the information was not printed during the
PayClock software installation, follow these steps to access the information.
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At the computer where the PayClock database server resides, open the PayClock software.
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Click the PayClock orb on the upper left and from the menu, select Support Assistant.
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In the Support Assistant window, select Connection Info.
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Print the Connection_Info.txt file for use when configuring the PC600.
WAN Installation Requirements
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There must be a VPN tunnel connecting the local and remote sites.
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A static IP address is required on the computer designated as the PayClock database server.
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A network administrator may be required to configure the network routers to route the ports used by the PC600
terminals and PayClock database server.
Important Port Information - The following ports are used for this type of installation.
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7350 - PC600 Service
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7351 - Auto Poll Service
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2638 - PayClock Database Server
PC600 WAN Installation
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At the remote site install, mount and connect the PC600 terminal to the network.
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With the PC600 powered up and connected to the network, press the Admin button and enter the administrator
PIN (99999).
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The Administrator Main Menu will display, press the Network Setup button.
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The Network Setup screen will display. If using a “static” IP address at the terminal select DHCP = Off. Set the
terminal’s IP, Subnet Mask and Gateway address. If you are using DHCP, select DHCP = On. The IP, Subnet
Mask and Gateway Address will automatically be set when the DHCP setting is On.
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Press the Host IP button and enter the IP Address for the computer where the PayClock database server resides
and press OK.
Note: Use the Server Summary or Connection Info print out for the PayClock database servers IP address.
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Under Live Sync, press the Enable button, the Sync Now button will display.
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Press the Sync Now button, the screen will turn orange with “Downloading Latest Data From Host. Please
Wait…”.
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When finished, verify the connection.
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Press the Admin button and enter the administrator PIN (99999).
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The Administrator Main Menu will display, press the Device Information button.
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Verify that the correct Company Name shows.
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Press the back 2 button until you have returned to the default screen.
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A green icon
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The PC600 terminal will be operational and ready for use.
Note: All communications have to be initiated from the PC600 terminal when running as a WAN installation. For
example, you can’t poll or update from the PayClock software, the terminal’s Live Sync function will automatically send
the punches to the database and also check to see if it needs to update itself.
Glossary of Terms
24-Hour Time
The time displays in military time (00:00-23:59) instead of 12-hour am and pm time (12:00-11:59 am and 12:0011:59pm). Examples: 3:00am in 24-hour time is 03:00; 3:00pm in 24-hour time is 15:00.
Active Employee
Active employees are employees who are punching the terminal. You can maintain employees in PayClock at the Setup
tab | Employees button.
Arrived Early Exception
PayClock flags this exception by looking for a punch that falls before the shifts In Time. Note: This exception requires
that shifts be assigned to employees.
Approved
After you have finished your edits of an employee’s timecard you can check the Approved option, this locks the
employee’s timecard and won’t allow for any more edits. If for some reason you need to make another edit simply
uncheck the Approved option. The Approved column can be used as a progress indicator when processing payroll. At
the end of the pay period, you make your edits, and then check the approved option for each employee as you finish their
edits. When finished verify that all of the employees have the Approved option checked which indicates you are finished.
Arrived Late Exception
PayClock flags this exception by looking for a punch that falls after the shifts In Time. Note: This exception requires that
shifts be assigned to employees.
ASCII Export Formats
This is the format of an ASCII payroll totals file, commas separate each field of the output file. All times are in hours
with two decimal places, for example 8 hours and 30 minutes will be 08.50. When you create the ASCII Payroll Totals
output file, it will be named Timeclk.txt and copied to the \Database\Export\Active of the PayClock Express application
folder. See the format below.
Glossary of Terms • 287
ASCII Payroll Totals
Line 1: First Day of Pay Period (YY,MM,DD), number of employees, Regular Grand Total, Overtime 1 Grand Total,
Overtime 2 Grand Total, Other (non-work) Grand Total, Vacation (non-work) Grand Total, Sick (non-work) Grand
Total, Holiday (non-work) Grand Total, Personal (non-work) Grand Total
Remaining Lines: Employee #, Regular Total, Overtime 1 Total, Overtime 2 Total, Other (non-work) Total, Vacation
(non-work) Total, Sick (non-work) Total, Holiday (non-work) Total, Personal (non-work) Total
Example:
06,11,08,4,104.00,00.50,00.00,00.00,40.00,16.00,00.00,00.00
"311",00.00,00.00,00.00,00.00,40.00,00.00,00.00,00.00
"312",40.00,00.00,00.00,00.00,00.00,00.00,00.00,00.00
"313",24.00,00.00,00.00,00.00,00.00,16.00,00.00,00.00
"314",40.00,00.50,00.00,00.00,00.00,00.00,00.00,00.00
Beginning of Day
PayClock by default starts the beginning of the day at 12:00am. When the employee’s first punch of the day is registered,
it will be applied to the day on which the punch happened. For example if the employee’s first punch on Monday was
6:00am it will display in the timecard as 6:00am Monday. Changing the beginning of day parameter causes the day to
shift ahead from the 12:00am default point. For example the beginning of day is set to 9:00am, a 6:00am punch is
registered on Monday, the punch will be calculated as a Sunday punch because the day has been shifted ahead and
Monday doesn’t actually start until 9:00am
Break Length
This setting determines how long the employee is expected to take for their break. The break can either be punched or
auto-deducted.
Calculate Weekly OT by Total Hours
At the Setup tab | Pay Class button | Advanced tab, you can set PayClock to calculate overtime by total or regular hours.
PayClock calculates overtime by regular hours by default. Select 'Calculate Weekly OT by Total Hours' if you want to
calculate overtime by total hours instead. This option applies only if you select daily and weekly or pay period overtime
at the Setup | Pay Class button | Overtime tab.
Example where overtime starts after 8 hr/day and 40 hr/week:
A person works Mon-Thurs 10 hours each day, totaling 32 regular and 8 overtime hours. He then works 10 hours Fri.
Using the default 'Regular Hours' method, the employee must work 8 hours on Fri before he reaches weekly overtime.
So, his week ends with 40 regular and 10 overtime hours.
Using the 'Total Hours' method, the employee reaches 40 weekly total hours after Thurs. So, any time worked on Fri is
overtime. His week ends with 32 regular and 18 overtime hours.
288 • Glossary of Terms
Concurrent User
When more than one PayClock user is logged into the PayClock software at the same time.
Counts toward Weekly Overtime
Choose this option if your company wants certain non-work time to count toward overtime.
Example: Your company allows sick time to count towards overtime. So, if a person worked 8 hours for 3 days, 10 hours
for 1 day and called in sick 1 day using 8 hours of Sick time, the person would have a total of 42 hours with 2 of those
hours being overtime, although the person only worked 34 hours.
Note: If non-worked time is applied at the end of the week it is possible that the worked hours at the beginning of the
week will become overtime. Non-work time can count toward overtime but can never be overtime.
Example: Sally worked 10 hours on Monday but was out sick Tuesday thru Friday. Payroll applied 32 hours of sick time;
this added to the 10 hours Sally worked brought her total for the week to 42 hours. She was paid 8 hours regular time, 2
hours overtime and 32 hours sick time.
Custom Data Fields
Custom Data fields are data fields that PayClock allows the user to define. These fields can be used to store information
not available in PayClock, for example you may want to store some HR information such as “Last Review Date”. After
defining the name of the custom fields, enter the associated data in the Personal tab of the Employee Master for each
employee. The data is then available on the Employee Custom Field report. Note: The Custom Fields that are defined are
global and will be available for all employees.
Daily OT Overrides Level 1 Weekly OT
This option allows you to continue paying daily overtime on a day when weekly overtime is reached.
Example:
You pay OT1 after 8 hours a day and after 40 hours a week, you also pay OT2 after 12 hours a day.
An employee needs 8 hours to reach the 40 hour weekly overtime. He works 13 hours the day the 40 hours are reached.
If the Daily OT Overrides Level 1 Weekly OT option is selected this is how the employee will be paid:
8 of the hours will be paid as Regular, 4 hours will be paid as OT1 and 1 hour will be paid as OT2.
If the Daily OT Overrides Level 1 Weekly OT option is not selected this is how the employee will be paid:
8 of the hours will be paid as Regular and 5 hours will be paid as OT1.
Department Transfer
A department transfer is when an employee stops working in one department and then begins working in another
department. The reason for a transfer is you may want to track the time that an employee works in each department for
labor reporting or maybe wage differentials.
Drag - n - Drop Shift Assignments
When you assign a shift to a date or day you have two methods that can be used, drag -n- drop or a right click of the
mouse.
Drag -n- Drop Method - Click on the desired shift in the list and while holding down the mouse drag the shift to the
date(s) or day(s). The mouse pointer will change to:
Employee Benefit Time
Employee benefits, such as sick or vacation time are considered benefit time. You can set up benefit time on the Benefit
Time tab at the Employees button
Employee Calendar Legend - Drag Available Shifts Column
Drag and drop shifts from the list to dates in the calendar.
Employee Calendar Legend - Float over Window
On a cell that has the information shortened, place the mouse pointer over a cell for about 2 seconds and a float over
window will display with the full details of the assigned shift, expected hours and wages.
Employee Calendar Legend - Month Navigation Toolbar
Use the back and forward buttons to select the desired month for the calendar.
Employee Calendar Legend - Non-Work Time Assigned
A date cell with orange text identifies non-work time was assigned. The non-work pay code and duration of time will
display in orange text.
Employee Calendar Legend - One Time Use Shift
A date cell that has “One-Time” blue text identifies the shift was created for a one time use. The shift information will
display in the blue parenthesis ( ).
Employee Calendar Legend - Pay Period Start
A green title bar on a date cell in the calendar identifies the start of a pay period.
Employee Calendar Legend - Recurring Shift Assigned
A shift on a date cell that is in brown text identifies the shift has be set to recurring.
Employee Calendar Legend - Shift Assigned by Date
A shift on a date cell that is in blue text identifies the shift is assigned by date and doesn’t recur.
Employee List
The employee list appears below the ribbon bar when the Timecards tab is selected. Along with the list of employees,
you will see the pay period summary data for each employee. This list is used to select employees and pay periods,
which then allows you to edit their employee information or timecard data. To edit employee information, right click on
the employee in the list and then select Edit this Employee from the pop-up menu. To open an employee’s timecard,
click on the employee in the list and their timecard will open.
Extended Break Length
The extended break amount is used to determine the longest time an employee can be punched out for a break. Add the
extended break amount to the break length to get the longest time an employee can be punched out and the software still
consider the punches to be break punches. Note: Rounding has to be configured at the Setup tab | Pay Class button |
Advanced tab in order for the Extended Break Amount Option to take effect.
Example:
Break Length = 30 minutes
Extended Break Amount = 15 minutes
The maximum time that an employee can be punched for a break is 45 minutes (30 mins + 15 mins).
If an employee comes back from break 1 minute late (or later up to 15 minutes), the software still understands that
employee is returning from break.
If the employee came back 16 minutes or more late the software would not consider it a break and would calculate the
punches as normal In / Out punches. This is especially important if you have set up both a punched break and an autodeduct break. In that case if the employee came back 16 or more minutes late from break the software would deduct
twice. Once for the punched time away, and then also for the auto deduct, since the software didn’t consider the punches
as a punched break.
Filter
A filter helps you to narrow down a list by showing only the items you want to see. For example, if you filter your list of
employees by Shipping, your list will only show the employees assigned to the Shipping department.
Flexible Shift
A flexible shift starts with the employee’s first punch of the day; the duration is defined by the Shift Length setting. A
Flexible shift can be configured on the Shift Properties tab of the Shifts button at the Setup tab of the ribbon bar.
Example:
A flexible shift was created and the shift length is set to 9 hours. A one hour punched break was assigned to the flexible
shift.
Jane Doe works a flex-time schedule which allows her to start work at different times each morning. The 9 hour flexible
schedule was assigned to Jane Doe.
Jane Doe’s first punch on Monday was at 7:30am, her shift is expected to end at 4:30pm. The first punch of 7:30am
starts the shift and the shift length is 9 hours which sets the end of the shift to 4:30pm.
Jane Doe’s first punch on Tuesday was at 10:00am, her shift is expected to end at 7:00pm. The first punch of 10:00am
starts the shift and the shift length is 9 hours which sets the end of the shift to 7:00pm.
Guaranteed Time
This option is used to give a person credit for more hours than actually worked. Example: You have a policy at your
company that if an employee works at least 7 hours they are paid for 8 hours. By setting up a guaranteed minimum, the
workers will be paid for 8 hours even though they only worked for 7 hours. However, if the workers are worked for 9
hours, they will be paid for the 9 hours that they worked. In this example, you would have 7 Worked Hours to Qualify
and 8 Minimum Paid Hours.
Inactive Employee
Inactive employees are employees you want to keep in the PayClock system but you don’t want there badge to be active
at the terminal. For example, you might want to make an employee inactive when she goes on maternity leave or when a
seasonal worker is off-season. You cannot reassign an inactive employee’s badge. You can only reuse a badge number if
you mark the employee as Terminated.
employees.
Left Early Exception
PayClock flags this exception by looking for an Out punch that falls before the shifts Out Time. Note: This exception
requires that shifts be assigned to employees.
Left Late Exception
PayClock flags this exception by looking for an Out punch that falls after the shifts Out Time. Note: This exception
requires that shifts be assigned to employees.
Live Sync
the pc are in real-time. For example when an employee punches at the PC600 it is immediately added to the database and
is available for viewing or editing. Another example is the PC600 will update itself if an edit is made to an employee in
PayClock such as a name change. When operating in offline mode, all communications with the PC600 have to be
initiated from the PayClock software, such as polling or updating.
Long Break Exception
PayClock flags this exception when an employee exceeds their break length causing the In from break punch to fall into
the extended break period.
Maximum Hours Out to Start a New Shift
This setting allows the PayClock software to automatically start a new shift for an employee if the qualifier is met.
PayClock defaults this setting to 3 hours. This means if an employee is punched out for 3 hours or more the software will
assume that a new shift will be started. Note: If the new shift is started within the same day all of the punches will be
calculated on the day of the first In punch.
Example:
Sam’s first In punch was on Monday at 7:30am. He worked a normal shift and punch Out at 4:00pm. Sam was asked to
come back and work the night shift.
When Sam punched In for the night shift at 8:00pm the software knew that a new shift was starting because 3 hours had
elapsed since the last out punch.
The Maximum Hours Out to Start a New Shift rule was activated and the day was extended by an additional 14 hours.
Both shifts were calculated and the employee had a total of 16 hours for Monday.
Note: If the new shift is started after midnight the punches will be calculated on the day of the punches.
When should I set the Maximum Hours Out to Start a New Shift option?
This setting is typically used if you have employees that may work a double shift. The software will automatically detect
if the workday needs to be extended so that the employee punches will be calculated. Note: You would want to set the
option to an amount of time that will not conflict with any punched breaks.
Maximum Work Day Length
This setting determines the longest amount of time a person is expected to work in 1 day. PayClock defaults this setting
to 14 hours. An exception is generated if an employee punches out more than 14 hours after his first punch of the day.
You can change the Maximum Work Day Length in the Setup tab | Pay Class button | Advanced tab which will apply to
all employees or you can override this setting for a single employee by changing the employees Maximum Work Day
Length in the Setup tab | Employees button | Schedules tab or adjust the Maximum Work Day Length by day in the
timecard. Note: Normally, you should leave this setting at its default of 14:00 hours.
Example:
Maximum Work Day Length is set to 14 hours.
Sam punches In at 7:00 am in the morning.
Sam would normally work and punch out any time up to 9:00 pm.
Say Sam punched Out at 10:30 pm. This punch will flag an exception because it was outside of the maximum day.
Missed Break Exception
PayClock flags a Missed Break exception when it does not find any punches that fall within the defined period for a
break.
Missed Break In Registration Exception
PayClock flags this exception when the In from break punch occurs after the defined break.
Missed Break Out Registration Exception
PayClock flags a Missed Break Out Registration exception when the Out for break punch occurs to early or if no
punches occurred for the defined break.
Missed In Exception
PayClock flags this exception by looking for a missing In punch.
Missing Registration Exception
PayClock flags this exception by looking for an odd number of registrations/punches. If there are an odd number of
punches, then PayClock assumes a registration is missing.
Off Shift
When an employee does not come in to work, he is considered "off" for the day. Note: Assign an Off schedule to the
day(s) an employee is not scheduled to work.
Open Shift
An open shift allows PayClock to define the start and end of the work day for everyone in a pay class. Employees have
an open shift if they do not have a shift rule assigned. An employee's open shift starts with his/her first punch of the day.
The open shift settings are configured on the Advanced tab of the Pay Class button at the Setup tab of the ribbon bar.
Example:
The beginning of day setting is 12:00 midnight and the maximum work day length is set to 14 hours.
Jane Doe’s first punch this morning was at 7:30am.
Using the settings above, PayClock defines Jane’s open shift to start at 7:30am and end by 9:30pm.
So, Jane can punch any time today until 9:30pm, which is 14 hours after her first punch of 7:30am without an exception
being generated.
Note: PayClock allows you to override the starting time of the open shift. This allows PayClock to start the day before
midnight for the open shift.
Pay Code
Pay Codes are accumulators or categories that collect either time or dollar amounts. You can change the pay rates or set
non-work hours to count toward overtime.
Pay Period Type
Your pay period defines the duration of the pay cycle length.
Weekly - 7-day length. You choose when the current pay period begins.
Bi-Weekly - 14-day length. You choose when the current pay period begins.
Semi-Monthly - twice per month. You choose when the current and next pay period begins.
Monthly - once per month. You choose when the current pay period begins.
Custom - allows users to define their own pay period length. You choose when the current pay period begins and ends
and also when the next pay period ends. For example, your current pay period might start on the 1st and end on the 18th
and your next pay period will start on the 19th and end on the 31st. Each time you close a custom pay period you will be
prompted to set the date that the "new" next pay period will end.
Rate Modifier
PayClock uses the rate modifier to multiply an employee’s wages. For example, if overtime is paid at time and half, set
the overtime modifier to 1.50 (1 and ½ times the base pay).
Registration
A punch at the clock or a punch added from the software.
Ribbon Bar
The PayClock Ribbon Bar has replaced the typical menus and toolbars. This new bar, which is located at the top of the
screen, allows PayClock to present the functions you need on a set of organized tabs. The tabs are; Start Page,
Timecards, Scheduling, Reports, Terminal Manager and Setup.
Right Mouse Click Shift Assignments
When you assign a shift to a date or day you have two methods that can be used, drag -n- drop or a right click of the
mouse.
Right Click Method - Select a date or day and right click the mouse, this menu will open.
Add Shift - This menu item allows you to select a shift from the available list to assign to the selected date(s) or
day(s). Selecting “New…” will allow you to create an on-the-fly shift that will be used once for that one date or day
for that one employee.
Delete Shift - This menu item allows you to remove the shift assignment from the selected date(s) or day(s).
Add Non-Work Time - This menu item allows you to post non-work time to the selected date(s) or day(s).
Make Recurring - This menu item allows you to set a schedule assignment to recur for the selected day every
week. For example, if you have a shift assigned on Wednesday August 18 and the Make Recurring option is
selected, the shift will be assigned to every Wednesday not the 18th of every month. Note: The recurrence is base on
the DAY not the date.
Remove Recurrence - Select this menu item to cancel the recurrence of the selected shift assignment.
View All - This menu item will display a coverage chart for all employees for the selected single date or single day.
This will allow you to determine if you have too much or not enough labor coverage for the selected single date or
single day.
Rounding
Rounding adjusts a punch to an even increment of time. With rounding, there must be a setting that triggers the punch to
adjust forward or backward - this is the break point.
Example: 1/4 Hour - 7 min. break point punch rounding is selected. (15 min. round with 7 min. breakpoint)
An employee punches at 8:09, since :09 is after the 7-minute break point, the punch rounds to 8:15.
An employee punches at 8:06, since :06 is before the 7-minute break point, the punch rounds to 8:00.
An employee punches at 8:07, since :07 is at the 7-minute break point, the punch rounds to 8:15.
Shift
A shift rule contains the settings that identify a work day for employees. In PayClock a shift rule allows you to define the
start and end of the work day as well as any breaks or meals that would be taken. Note: If you don’t assign shift rules to
employees they will be on an open shift.
Terminated Employee
Terminated employees are employees you want to keep in the PayClock system but you want to reuse their badge for
another employee, typically a terminated employee will not be returning to work.
Terminated employees stay in the system, but cannot punch the terminal, their badge number will be reset to 0 (zero).
You can still report and export on terminated employees.
User
A user is a person who logs in and accesses the PayClock software. After logging in the user can only access the parts
and functions of the software that were set up for the user profile assigned to their user account. The user account and
access rights are set up by the PayClock administrator.
User Profile
A user profile defines which sections or programs a user is authorized to use in PayClock. There are 2 default user access
profiles; Administrator and Limited.
Verification Method
Worked Hours to Qualify (Auto Deduct)
This setting tells the PayClock software when to automatically deduct the break length from the daily total. If this
qualifier is not met, no automatic deduction will take place. To determine the worked hours to qualify setting, subtract
the amount of time to automatically deduct from the amount of time employees are required to be on the clock.
Example 1
If employees must be on the clock 6 hours before a 30 minute break is automatically deducted, then set “worked hours to
qualify” to 5 ½ hours and set “length” to 00:30 minutes. Note: No break will be deducted if an employee is not on the
clock for at least 6 hours.
Example 2 : Worked hours to qualify are 8:00 and the Length is 0:30
John punched in at 8:00am and out at 4:00pm which gives a duration of 8 hours, when the 30 minutes is subtracted he
has 7hrs 30 minutes which doesn’t meet the 8 hour qualifier so no automatic break is deducted.
John punched in at 7:30am and out at 4:00pm which gives a duration of 8 hours and 30 minutes, when the 30 minutes is
subtracted he has 8 hours which meets the qualifier so the 30 minute automatic break is deducted.
Index
Audio Tab - PC50/60 w/ TSWFS 109
Audio Tab - PC600 102
Audit Trail Report 211
Auto - Polling the PayClock Terminals 116, 252, 273
Auto Poll 252, 273
Available Reports 211
B
Backing up the database 12
Backup/Restore 12
Basic Employee Maintenance 157
Benefit Time Report 211
Break Manager 55
Breaks 49, 55
A
Access Profile Report 211
Activating additional features 14
Activating Live Sync at the PC600 271
Activating Live Sync in the PC600 Terminals 115
Add Allowed Departments 76
Add Employees 2
Add the Terminal from PayClock 265
Add the terminal from the PC600 265
Add the Terminal in PayClock 247
Adding an employee 18
Adding an Employee at the FaceIN Terminal 257
Adding Employees at the FaceIN Terminal 257
Adding Punches (Live Synch required!) 121, 276
Adding Terminals to PayClock 111
Administrator Functions 123, 279
Administrator Tab - Settings 221
Advanced 56
Advanced Employee Maintenance 172
Amount Entries 120
Amount Entries using a PIN 276
Amount Entries using Badges 275
Amounts - Adding, Editing or Deleting 200
Appendix A - Enrollment Guide 254
Appendix A - PC600 WAN Installation 284
Appendix B - Exporting Punches to a USB Drive 256
Appendix C - Add Employees at the Terminal 257
Appendix D - Record Management 259
Appendix E - System Information 260
Appendix F - Terminal Specifications 260
Approved Option 181, 208
Assign Breaks 55
Assigned Shift Rule 189
Assigning Employee Messages 169
Assigning Employees to Terminals 171
Assigning Shifts to a group of employees 23
Assigning Shifts to an employee 19
Audio Manager 80
Audio Tab - PC50/60 107
C
Can I have the currency symbol not display on reports?
219
Card and Face Verification Method - Enrolling
Employee Faces 132
Card and Face Verification Method Selected 249, 258
Card Verification Method 131
Card Verification Method Selected 249, 258
Change Badge 278
Change PIN 278
Changing settings at the PayClock Software 268
Changing settings at the terminal 245, 267
Changing settings in the PayClock software 268
Changing your password 17
Clearing Punch Records 259
Clearing Punches at the FaceIN 259
Client Installation in a Multi-User System 7
Clocking IN/Out 119, 120
Clocking IN/Out using a PIN 275
Clocking IN/Out using Badges 275
Close 179
Closing out your pay period 35
Closing the Pay Period 210
Columns - Employee List 182
Columns - Timecard 185
Columns Tab - Personalized Reports 231
Company 37
Configure the PayClock Software 2
Connection Info (button) 15
Connection Tab - FaceIN 104
Connection Tab - PC50/60 107
Connection Tab - PC50/60 w/ TSWFS 109
Connection Tab - PC600 101
Connection Tab - TS100 106
Converting Old Version PayClock Data 9
Custom Fields 90
Index • 299
D
Data 176
Date/Time Format 89
Date/Time Setup - Date 125, 280
Date/Time Setup - Daylight Saving Time 126, 281
Date/Time Setup - Time 126, 281
Date/Time Setup - Time Display Format 126, 281
Date/Time Setup - Time Zone 126, 281
Defined Drill Down Reports 215, 235
Delete PIN 278
Department Changes - Making a One-Time Department
Change 197
Department Totals Report 211
Department Transfers 91, 120
Department Transfers - Adding, Editing or Deleting
196
Department Transfers using a PIN 275
Department Transfers using Badges 275
Departments 48
Device Information 124, 279
Disable Badge Entry 278
Disable PIN Entry 278
E
Edit Sound Ranges 81
Editing an employee 19
Employee Absentee Report 211
Employee Attendance Report 212
Employee Custom Fields Report 212
Employee Details Report 212
Employee Emergency Contact Report 212
Employee Information Report 212
Employee List and Toolbar 180
Employee List Quick Action Menu 209
Employee Monthly Activity Report 212
Employee Non-Work Report 212
Employee Pay Rate Report 212
Employee Personal Report 212
Employee Schedule Report 212
Employee Tardy Report 213
Employee Timecard and Toolbar 182
Employee Timecard Report 213
Employee Totals Report 213
Employee transactions using a PIN 275
Employee Transactions using a PIN 120, 275
Employee transactions using badges 274
Employee Transactions using Badges 119, 274
Employees 60
Employees - Advanced Tab 84
Employees - Benefit Time Tab 75
Employees - Departments Tab 76
Employees - General Tab 60
Employees - Messages Tab 79
Employees - Overrides Tab 65
300 • Index
Employees - Personal Tab 78
Employees - Schedules Tab 67
Employees - Terminals Tab 83
Employees Tab - FaceIN 104
Employees Tab - PC600 101
Employees Tab - Personalized Reports 230
Employees Tab - Settings 220
Employees Tab - TS100 106
Enroll Employees at the FaceIN Terminal 129
Enroll Employees at the PC50/60 w/TSWFS 137
Enroll Employees at the TS100 Terminal 135
Enroll Employees at the TSRFS 140
Enrolling Employee Faces 248
Enrolling Employee Fingerprints 135, 138, 141
Enrolling Employees 248
Enrollment Guide 254
Error Log 127, 282
Exception 184
Exception Report 213
Expanding/Collapsing Timeline 188
Export 179, 216
Export the data to a USB Thumb Drive 256
Export the data to USB Thumb Drive 256
Exporting Data 209
Exporting FaceIN Data to a USB Flash Drive 99
Exporting payroll data 35
Exporting Punches to a USB Drive 256
Exports 85
F
Face / Pin and Face Verification Method Selected 248,
257
Face Enrollment Guidelines 128, 129
Face Verification Method - Enrolling Employee Faces
129
FaceIN - Using the Terminal 127
FaceIN Record Management 259
FaceIN Terminal 239
FaceIN Troubleshooting 118, 253
Feature Wizard 237
Features & Specifications 239, 262
Filter 180
Filtering the Employee List 30, 155, 190
Filtering the Employees 145
Finger Enrollment Guidelines 135, 138, 140
Fingerprint Enrollment Report 213
Flexible Shift Rule 189
Future Non-Work Report 213
G
General 88
General Tab - Personalized Reports 229
General Tab - Settings 218
General Troubleshooting 118, 253, 282
Getting Help 240, 262
Getting Started Setting up PayClock 10
Global 176
Global Shift Assignments 144
Group By 181
Grouping 225
Grouping Employees in the Employee List 191
H
Help 180, 226
Hiding the Timeline 188
How can I change the employees that display on a
report? 231
How can I include inactive employees on reports? 220,
232
220, 232
How can I select employees from certain departments?
231
How can I view other users personalized reports? 221
How do create an export definition? 86
How do I activate the tamper alarm on the terminal?
246
How do I add a custom field? 90
How do I add a Department Transfer? 196
How do I add a FaceIN terminal? 95, 111, 247
How do I add a logo to the reports? 221
How do I add a PC600 terminal? 96, 112, 265
How do I add a punch in the Timecard table? 193
How do I add a punch to a group of employees? 206
How do I add a punch with the Insert button? 194
How do I Add a Punch? 31
How do I add a terminal to PayClock from the PC600?
266
How do I add a Timecard Note? 202
How do I add an amount with the Insert button? 200
How do I add an employee? 61, 157
195, 200
How do I add non-work time to a group of employees?
206
How do I add non-work time to the schedule for a
group of employees? 27, 152
How do I add non-work time to the schedule? 22, 73,
165
How do I add non-work time with the Insert button?
195
How do I Add Non-Work Time? 32
How do I approve an employee's timecard? 208
How do I arrange the data in groups on reports? 225
How do I assign a department to an employee? 76, 167
How do I assign a recurring shift to a multiple days? 71
How do I assign a recurring shift to a single day for a
How do I assign a recurring shift to a single day? 20,
71, 162
How do I assign a recurring shift to multiple dates for a
How do I assign a recurring shift to multiple days? 21,
163
How do I assign a shift to a multiple dates? 70
How do I assign a shift to a single date for a group of
employees? 23, 146
How do I assign a shift to a single date? 19, 70, 161
How do I assign a shift to multiple dates for a group of
employees? 24, 147
How do I assign a shift to multiple dates? 20, 162
How do I assign an employee to the terminal(s)? 84,
171
How do I assign breaks to a shift? 55
How do I change a shift assignment? 21, 73, 164
How do I change my password? 8, 17
How do I change the date format in the PayClock
software? 89
How do I change the date formatting on reports? 219
How do I change the displays date format? 246
How do I change the displays time format? 245, 268,
270
How do I change the formatting of employee names on
reports? 219
How do I change the home department assignment for
employees? 207
How do I change the hour formatting on reports? 219
How do I change the maximum work day length for an
employee? 85
How do I change the minute formatting on reports? 219
How do I change the pay class assignment for
employees? 206
How do I change the properties for a FaceIN terminal?
106
How do I change the properties for a PC600 terminal?
104
How do I change the sequence of when multiple breaks
will occur? 56
How do I change the terminal message for employees?
207
How do I change the terminal's volume? 246
How do I change the time source? 267, 269
How do I change the time to show in a 24-hour format
in the PayClock software? 89
How do I change the time zone? 268, 269
How do I change when the Pay Period begins? 39
How do I change which pay codes display on reports?
220
How do I close the pay period? 35, 210
How do I convert the old version PayClock data 9
How do I copy a shift to make a new shift? 59
How do I create a department? 48
How do I create a new Pay class? 40
Index • 301
How do I create a new shift and assign it to a group of
employees? 149
How do I create a one-time shift and assign it to a group
of employees? 150
How do I create a one-time shift and assign it to an
employee? 72
How do I create a one-time shift to a single date? 164
How do I create a user login? 87
How do I delete a custom field? 90
How do I delete a Department Transfer? 196
How do I delete a department? 49
How do I delete a punch for a group of employees? 208
How do I Delete a Punch? 32, 194
How do I delete a saved personalized report? 233
How do I delete a shift assignment from a schedule? 22,
73, 165
How do I delete a shift? 60
How do I delete a terminal? 96, 112
How do I delete a Timecard Note? 202
How do I delete a user login? 88
How do I delete an Amount? 201
How do I delete an employee? 64, 158
How do I Delete Non-Work Time? 33, 195
How do I disable a terminal? 97
How do I disable amount entry for all employees? 271
How do I disable Badge entry for all employees? 270
How do I disable daylight savings? 245, 268, 269
How do I disable PIN entry for all employees? 270
How do I disable transfers for all employees? 271
How do I display all employees in the Employee List
area? 30
How do I display the Employee List by Department?
192
How do I display the Employee List by Employee
Type? 192
How do I display the Employee List in alphabetical
order? 192
How do I edit a Department Transfer? 196
How do I edit a department? 48
How do I edit a pay code? 48
How do I Edit a Punch? 32, 194
How do I edit a Timecard Note? 202
How do I edit a user login? 87
How do I edit an Amount? 201
How do I edit an employee? 19, 63, 158
How do I Edit Non-Work Time? 33, 195
77, 168
115, 272
115, 268, 270, 272
How do I enable or disable shift locking for employees?
207
How do I enroll an employee? 248
302 • Index
How do I enter data in the custom fields for an
employee? 91
How do I export a report for all employees? 217
How do I export a report for certain employees? 217
How do I filter the employees in the list? 145
How do I filter the list of employees? 62
How do I Find Exceptions in the Timecard? 33
How do I force a punch to be the starting punch on the
next day? 204
How do I force a punch to the previous day? 204
How do I generate an export file for a custom date
range? 35, 209
How do I generate an export file for payroll? 86
How do I generate an export file? 35, 209
How do I get more viewing area in the Timecard? 175,
188
How do I include all employees in the report? 214
How Do I Log In? 17
How Do I Login? 8
How do I make a new shift for a one-time change? 199
How do I make a one-time department change for an
interval? 197
How do I make a one-time department change? 197
How do I make a one-time shift change? 198
How do I make an employee Inactive? 64, 158
How do I make an employee Terminated? 64, 159
How do I make an Inactive or Terminated employee
active again? 65
How do I make an Inactive/Terminated employee
active again? 159
How do I navigate using the Ribbon Bar? 18
How do I override an auto deduct break for an
employee? 66
How do I override the Maximum Hours Out setting for
just one employee? 85
How do I personalize a report and save it as a new
report? 232
How do I poll a terminal? 97, 113, 252, 273
How do I poll all terminals? 98, 113, 252, 273
How do I print the viewed report? 217
How do I recalculate a timecard for a single employee?
205
How do I recalculate the timecards for all employees?
205
How do I refresh the Terminal Manager window? 97
How do I refresh the viewed report? 222
How do I remove a break from a shift? 55
How do I remove an employee's assignment from a
terminal? 84
How do I remove an employee's terminal assignment?
172
How do I remove the timecard approval for employees?
208
How do I rename a custom field? 91
How do I re-open a closed pay period? 36, 210
How do I reset an employee's benefit time? 167
How do I reset the counter that keeps track of how
much benefit time has taken in the past year? 75
How do I restrict employees from punching too early or
late? 59
How do I search for and add a PC600 terminal? 96,
111, 265
How do I search for exceptions? 33, 203
How do I select a date range for a report? 34, 215, 234
How do I select a different pay class for reporting? 223
How do I Select a Pay Period? 31, 193
How do I select a report? 226
How do I select a single date for a report? 215, 234
How do I select a time period for reporting? 224
How do I Select an Employee? 31, 193
How do I select certain employees for the report? 214
How do I select certain employees to show in the
Employee List area? 30
How do I select exceptions? 202
How do I select the exceptions to search for? 33
How do I select the pay period for a report? 34, 214,
234
How do I set PayClock so I don't have to view
QuickBooks integration changes? 92
How do I set PayClock so it doesn't check for updates?
88
How do I set PayClock so it opens the timecard or
reports on the first open pay period in the
database? 89
How do I set PayClock so it opens the timecard or
reports on the pay period that has the current date?
88
How do I set the default non-work time that I enter
most often in the timecard? 90
How do I set the Maximum Hours Out for one
employee? 173
How do I set the maximum work day for one
employee? 173
How do I set the QuickBooks / PayClock integration so
that I can make edits to employee information in
PayClock as well as QuickBooks? 92
How do I set up a break for an individual employee? 66
How do I set up a break that is automatically deducted
if the employee doesn't punch? 52
How do I set up a break that is automatically deducted?
51
How do I set up a break that will be automatically
deducted? 43
How do I set up a FaceIN terminal to automatically
poll? 116
How do I set up a fixed shift? 58
How do I set up a flexible shift? 59
How do I set up a PC600 terminal to automatically
poll? 117
How do I set up a punched break override for an
employee? 65, 160
How do I set up a punched break that is taken after a
duration of time? 50
How do I set up a punched break that must be taken
during a certain time? 50
How do I set up a punched break? 43
How do I set up an auto deducted break for an
employee? 160
How do I set up an employees benefit time? 75, 167
How do I set up an employee's personal information?
78, 169
How do I set up an individual employee's break? 160
How do I set up automatic polling? 252, 273
How do I set up both a punched break and auto
deducted break? 43
How do I set up custom text messages? 82, 170
How do I set up guaranteed time? 46
83, 171
How do I set up messages for employee In punches?
169
How do I set up messages for employee Out punches?
170
How do I set up messages when an employee punches
In? 81
How do I set up messages when an employee punches
Out? 82
How do I set up my Company Information? 37
How do I set up Overtime for a Pay Class? 41
How do I set up PayClock so all departments are
available in the timecard? 91
How do I set up PayClock so only assigned
departments are available in the timecard? 91
How do I set up PayClock so punches are allowed
during an Off shift? 93
How do I set up PayClock so punches are restricted
during an Off shift? 93
How do I set up punch rounding? 45
How do I set up the Pay Period of a Pay class? 39
How do I show all employees in the Employee List
area? 190
How do I show certain employees in the Employee List
area? 190
How do I show inactive employees in the Employee
List area? 191
How do I show terminated employees in the Employee
List area? 191
How do I sync face enrollments to all FaceIN
terminals? 100
How do I terminate an employee? 19
How do I turn off the caution message when I click the
Undo button? 88
How do I turn off the confirm delete message in the
Timecard? 187
How do I turn off the message that prompts me to
backup my data when I exit PayClock? 89
Index • 303
77, 168
How do I un-assign ALL departments from an
employee? 77, 168
How do I update a single terminal? 114, 247, 272
How do I update a terminal? 98
How do I update all terminals? 98, 100, 114, 247, 273
How do I update the terminal with the employee
assignments? 84, 172
How do I use the Navigation feature to jump to a
certain page within a multiple page report? 223
How do I use the Quick Action Menu? 204, 209
30, 191
How do I view a report for a custom date range? 224
How do I view a report for a single date? 225
How do I view labor coverage? 23, 27, 74, 153, 166
How do I view photos of employees punching? 205
How do I view the labor coverage chart? 143
How do I view the summary data? 143
How does PayClock calculate employee punches? 8
How to I choose to use the Host settings? 114
How to I choose to use the Terminals settings? 114
I
I don't use certain pay codes, how can I disable a pay
code? 220
I no longer want the logo to display, what should I do?
221
Import (FaceIN Only) 99
Import the data into PayClock 256
Importing FaceIN Data into the PayClock Software 99
Importing the data into PayClock 256
Info Tab - PC600 103
Insert 184
Install the FaceIN Terminal 241
Install the PayClock Software 2, 6
Install the PC600 Terminal 263
L
Layout 177
License (button) 15
Live Sync 271
Lockouts 57
Logging In 8, 17
Logging Out and Closing PayClock 16
Logo Tab - Settings 221
M
Maintaining Department Assignments 167
Maintaining Employee Schedules 161
Maintaining Personal Data 169
Maintaining the PC600 Terminal 272
304 • Index
Maintaining your Employees 18
Maintenance 95
Making Global Edits 206
Managing Employee Benefit Time 167
Managing the Employee Timecards 29
Manually recalculating timecard data 205
Message Manager 80
Methods to Assign Shifts 145
Missing Punch Report 213
More Information (button) 15
Mount the Terminal (PC600 and FaceIN Only) 1
N
Navigating 18
Navigating the PayClock user interface 18
Navigating using the Ribbon Bar 10
Navigation 222
Network Setup - Host Settings 124, 279
Network Setup - Live Sync 125, 280
Network Setup - Terminal Settings 124, 279
Network Setup - Time Source 125, 280
Non-Work Defaults 90
Non-Work Time - Adding, Editing or Deleting 195
Notes 185
O
Open PayClock 2
Open Shift 189
Override Lockout 122, 277
Overriding Break Settings for an Employee 159
P
Package Contents 241, 263
Pay Class 38, 178, 223
Pay Class - Advanced Tab 44
Pay Class - Break Tab 42
Pay Class - General Tab 38
Pay Class - Overtime Tab 41
Pay Codes 47
Pay Codes Tab - Personalized Reports 230
Pay Codes Tab - Settings 219
Pay Period 224
PayClock orb button 12
PC50/60 - Using the Terminal 137
PC50/60 w/ TSWFS - Using the Terminal 137
PC600 - Using the Terminal 119
PC600 Terminal 261
PC600 Troubleshooting 118, 283
PC600 WAN Installation 284
Period 178
Period Totals Report 213
Personalized Reports 229
PIN and Face Verification Method - Enrolling
Employee Faces 130
Poll 97
Polling 28
Polling the FaceIN Terminal 252
Polling the PayClock Terminals 112
Polling the PC600 Terminal 273
Polling the Terminal 28
Pre-defined pay codes 47
Preferences 88
Print 217
Punches - Adding, Editing or Deleting 193
Punching at the PC50/60 w/TSWFS using a badge 139
Punching at the PC50/60 w/TSWFS using a finger 139
Punching at the TS100 136
Punching at the TSRFS 141
Punching In & Out 250
Punching In / Out at the FaceIN 133
Punching IN/Out - Card & Face Verification 251
Punching IN/Out - Card Verification 252
Punching IN/Out - Face Verification 251
Punching IN/Out - PIN & Face Verification 251
Punching IN/Out with the Card 134
Punching IN/Out with the Card and Face 134
Punching IN/Out with the Face 133
Punching IN/Out with the PIN and Face 133
Q
Quick Search 181, 191
QuickBooks Integration 92
R
Recalculate 176
Recovery 237
Recovery Tab - FaceIN 105
Recovery Tab - PC600 104
Refresh 97, 176, 222
Report Category List 226
Report Toolbar and Viewer 229
Reports that Drill Down 215
Reset 127, 282
Restore a database backup 12
Reviewing Capacity Information 260
Reviewing Product Information 260
Reviewing Punch Records 259
Reviewing Punches on the FaceIN 259
Ribbon Bar 10, 121, 123
Running a Recovery 237
Running Reports 34, 214, 233
S
Scheduled database backup 13
Scheduling Summary 143
Selecting an employee 192
Selecting the Pay Period 193
Send Database 15
Send Message 122, 277
Set up an Administrator 244
Set up Network Communications 243
Set up the FaceIN Administrator 128
Set up the Network Communications 243
Setting up an Administrator 128
Settings 218
Settings - Set/Change PIN (Live Synch required!) 122,
277
Settings - Timecard 187
123, 278
Settings Tab - FaceIN 105
Settings Tab - PC50/60 w/ TSWFS 110
Settings Tab - PC600 101
Settings Tab - TS100 107
Shift Changes - Making a One-Time Shift Change 198
Shift Definition 57
Shift Options 92
Shift Type 54
Shifts 54
Should I change the Beginning of Day option? 46
Should I change the Maximum Hours Out to Start a
New Shift setting? 45
Showing inactive employees in the Employee List area.
30
Showing terminated employees in the Employee List
area. 30
Standard Install (Required) 6
Status Bar 175, 216
Supervisor Transactions 121, 276
Support Assistant 15
Sync (FaceIN Only) 100
System Information 15
System Information 260
System Requirements 5
T
Terminal Information Report 213
Terminal Properties - FaceIN 104
Terminal Properties - PC50/60 107
Terminal Properties - PC50/60 w/ TSWFS 108
Terminal Properties - PC600 100
Terminal Properties - TS100 106
Terminal Properties - TSRFS 110
Terminal Setup 245, 267
Terminal Specifications 260
Terminal Startup 243
Terminating an employee 19
Time Calculations 8
Timecard and List Tabs 183
Timecard Notes - Adding, Editing or Deleting 201
Index • 305
Timecard Table Color Legend 183
Timecard Table Quick Action Menu 204
Timecard Timeline 188
To add a punch through the timecard table 31
To add a punch using the Insert button 31
To add non-work time through the timecard table 32
To add non-work time using the Insert button 32
To change the scheduled backup: 13
To demo additional features: 14
To disable the scheduled backup: 13
To poll at specific times: 116, 117, 253, 274
To poll every X minutes: 116, 117, 253, 273
To purchase additional features over the internet using a
credit card: 14
To purchase additional features using a license key: 14
To save a zipped copy locally of your database: 16
To send a copy of your database over the internet: 15
Troubleshooting 253, 282
Troubleshooting the FaceIN 253
Troubleshooting the PayClock Terminals 117
Troubleshooting the PC600 282
TS100 - Using the Terminal 134
TSRFS - Using the Biometric Sensor 140
U
Update 98
Update the Terminal (PC600 and FaceIN Only) 2
Update/Poll Schedule Tab - FaceIN 105
Update/Poll Schedule Tab - PC600 103
Updating the FaceIN Terminal 247
Updating the PayClock Terminals 114
Updating the PC600 272
Updating the Terminal 28
Upgrading PayClock Features 13
Users 86
Using Live Sync 271
Using the Exception Filter 202
Using the FaceIN 250
Using the FaceIN Terminal 250
Using the List Tab of the Timecard Table 204
Using the PayClock orb button 12
Using the PC600 274
Using the PC600 Terminal 274
Using the Reports Ribbon Bar 216
Using the Terminal Manager Ribbon Bar 95
Using the Timecard Ribbon Bar 175
Viewing Reports that Drill Down 235
Viewing Totals 120, 121, 122, 277
Viewing Totals using a PIN 276
Viewing Totals using Badges 275
W
Weekly Schedule Report 214
What are Custom Reports? 228
What Features are available? 237
What is a combined break and how does it work? 53
What is a Schedule Conflict and how do I resolve the
conflict? 151
What is a Terminated employee? 64, 159
What is an Inactive employee? 64, 158
What is the Pay Period Change window? 40
What is the Terminal Settings Conflict message? 113
What reports fall under Administrator Reports? 228
What reports fall under All Reports? 226
What reports fall under Attendance Reports? 227
What reports fall under List Reports? 228
What reports fall under Management Reports? 228
What reports fall under Most Recently Used? 227
What reports fall under My Reports? 227
What reports fall under Payroll Reports? 227
What reports fall under Schedule Reports? 228
What's the difference between a fixed and a flexible
shift? 54
When should I change the Maximum Work Day Length
default setting of 14 hours? 45
When should I enable the "Apply Hours to Date of Out
Punch" setting? 46
Which payroll service export formats are available? 86
Why would I select the Calculate Weekly OT by Total
Hours option? 46
V
Verify the Contents 1
Verify the System Requirements 1
Viewing a report that includes all employees 34, 233
Viewing a report that includes certain employees 34,
233
Viewing Punches 121, 276
306 • Index

User`s Guide - Lathem Time - Powered by Kayako Help Desk Software

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