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| Setup Manual | ||||
| Quick Links |
Step 1: Location Maintenance Step 2: Company Maintenance Step 3: Location Access Setup Step 4: Employee Maintenance Step 5: Paid Time Off Maintenance Step 6: Department Maintenance Step 7: Project Maintenance |
Step 8: Lunch/Break Time Tracking Step 9: Automatic Lunch Deduction Step 10: Note/Reimbursement Setup Step 11: Shift Maintenance Step 12: Time Card Edit/Change Request Step 13: Time Card Mainenence Step 14: Export Setup to Payroll Software |
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Quick Login Links: How to Login? Login Page Options Standard Login List Login Quick Punch Forgot Password Help Biometric Fingerprint and Card Readers |
Report Styles Available Detailed Report Summary Reports Workweek Report Time Sheet Authorization Paid Time Off Usage Who's In Time Clock Access Report |
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Need Assistance Call Customer Service 405-314-2436 |
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SETUP MANUAL - Click on the links in the table of contents.
TABLE OF CONTENTS
Back to Quick List
Basic Setup Instructions
Call Customer Service if you need assistance at 405-314-2436
What is a full feature account?
What is a basic feature account?
How do I login using the Standard Login?
How do I login using the List Login?
How do I setup the List Login?
How do I just show the employee list for just my department?
What are the Quick Punch and Group In/Out Login pages?
Forgot my password, what do I do?
Main Menu Link(s) - How to navigate through the configuration pages.
How to setup the maximum hours in a work day?
How to setup for multiple time zones within the company?
How do I set the pay period date?
End of Pay Period Email Reminder
The First Day Of The Work Week
Overtime / Double Time Total Column(s) Format.
The Overtime and Double time settings.
When is an employer required to pay Overtime?
How can I view a different pay period?
How do I make my pay period drop down list to display a shorter list of dates?
How do I view previous years history after I have made a pay period date change to a new year?
How to customize or change the column titles in the reports?
How to upload my company logo to the login page?
How to setup password preference?
How do I setup limit by location to restrict access to the time clock?
How to exempt an employee login from restriction of limit by location?
Biometric Fingerprint and Card Reader
How to find a Biometric Fingerprint and Badge Reader compatible with Easy Time Clock?
Easy Time Clock US100C standalone reader interfaces directly into our Easy Time Clock program.
How can I change the time clock colors?
How to setup the administratorfavorite links in the top banner?
How can I send a message to technical support and/or employees in my time clock?
How do I view or remove the messages?
How do I change the Administrative password?
How to read the report totals?
How do I view all of the reports?
How to view the Individual Report?
Time Sheet Authorization Sheet
How to view out of office notes in the Detailed and/or Individual Reports and Whos In page?
How do I edit an employee's time card?
How do I create a time card entry if my employees forget to clock in or out?
How do I create an new time entry for an employee from a previous pay period?
How do I delete a time card entry?
How can view and edit time card entries by date?
How do I use the Time Card Generator?
Time Card Change Request Processing page
How to create a Note or Expense column to track reimbursement expenses and mileage?
How to Export File To Import Into Your Payroll Software
How to restore a deleted employee?
How to import employee's names into Easy Time Clock?
How to setup Automatic Lunch Deduction for each Employee?
How do I setup Employee Payroll Maintenance?
How to display the gross pay for the salary and hourly employees?
How to setup email notification when my employees clock in and/or out?
How to setup email notification when my employees are close to earning overtime?
How to give an employee login remote access?
How to give employees access to assigned selected features?
How to give employees access to edit their own time card?
How to give employees access to the Time Card Change Request option?
How to give employees or supervisors access to assigned administrative pages?
How do I assign an employee to a department?
What if no departments are created?
How can a supervisor view only their department's employee time cards?
How can a supervisor have edit access in their department's employee time cards?
How can I restrict a supervisor from editing their personal time card?
How to use the time card generator?
How do I monitor my employees paid lunch and unpaid break time?
How do I receive alert emails when my employees return late from Lunch/Break?
How do you assign the project clockin buttons to each employee?
How do I add a block of time and track for errands, projects or services?
How do I monitor employees who clock in late and clock out early?
How do I assign an employee to a shift?
How to input paid Holidays for the entire year?
How do I setup the time clock to track and accrual Paid Time Off?
PTO Assignment and Accrual Settings
How to Setup Increments To The PTO Categories?
How can I view my account history?
How to make a credit card payment online?
Easy Time Clock Setup Instructions
Please follow the step by step instructions. You pick the features you want to use.
To start using our time clock service, you will need to create an account.
To create an account, click on the 30-Day Trial or Create An Account links
or click on the links located on our homepage. Follow the setup instructions completely.
CONGRATULATIONS! You have created an account with Easy Time Clock.
You will need to configure your time clock to fit your company's needs. This document will give you easy setup
instructions for configuring your time clock. See our How To Create A Shortcut To Your Desktop instructions for
quicker login access and our Easy Time Clock Setup Instructions that are available in PDF format.
If you need assistance or have questions with your setup, feel free to contact customer service at 405-314-2436 or email us at services@easytimeclock.com. Our
friendly staff will be happy to assist you with your setup.
Full Feature Account (Recommended)
What is a Full Feature Account?
Full Feature Account is the default when creating the account unless you select the Basic Account option. The Full Feature will give you all of the Easy Time Clock time saving features to include Paid Time Off, Tardy Tracking, Shift Monitoring, Notes, Reimbursement and Mileage, Project Tracking, Limit Access by Location, Export File to Payroll Software and much more. We recommend that you try our "Full Feature" trial account first so that you can see all of the features that are available to you. If you find that you do not need any of the extra features and decide to change to the Basic version, we can seamlessly convert your account at no extra charge.
If you want just the basic punch clock in/out time calculating to include overtime and double time and includes all reports and report configuration features. Try our Basic Account. A Basic Account will have the ability to clock in and out, and run reports. Basic account does not include the advance features such as all of the extra features like projects and paid time off, employee monitoring, and expense tracking etc. The limited version is available at our discounted rate at 50¢ pricing no matter how many employees you have.
LOGIN PAGE STYLES
Easy Time Clock offers four custom login pages available that will fit all industry standards.
1. Standard Login
2. List Login
3. Quick Punch Login
4. Group in/out Login – (No Password Required)
Access to all of the login pages is available from the Standard Login page. The first time you login from a computer, you will need to create the List Login to get access
to the List Login, Quick Punch and Group In/Out login pages, by clicking on the Standard Login
link, type in the Company Login Name, Username and Password to activate or save the company
account name to the computer. Click on the List Login link then you will see the link at the
bottom of the page for the Quick Punch page. Each page has the capability to be saved as a
shortcut to the desktop so that the company login name is saved to the computer.
STANDARD LOGIN
Once you have created an account you will automatically go to a login page called “Standard Login” that has your Company Login name and Username as “Admin” already filled in. All you need to do is type in the password that you have just created for the Administrator, check the box to "Remember Company Login" and "Remember Username", then click on the "Login" button. (See Example)
How to login into your easy time clock account?
Login Instructions (PDF Format)
How do I login using the Standard Login?
The Company Login Name is used on both login pages. For the
Standard Login, you will need the Company Login Name, Username, and User Password.
1. Go to our website at www.easytimeclock.com and
select the Standard Login link at the top of the page.
2. Type in the "Company Login" you created. If you have forgotten your
Company Login, email support@easytimeclock.com
or click on the "Forgot Password" link
and follow the email instructions.
3. Type in the "Username" exactly how you created it or type in the word "Admin"
to access the time clock configuration pages.
4. Type in the employee's or Admin password. Remember the password is case sensitive.
5. Select remember name and department box to autofill the names the next time you log in.
6. Select login button. This will take the employee to their time card page or for the Admin
the Location Maintenance and Company Maintenance pages.
How do I login using the List Login?
After logging in using the Standard Login page, click on the List Login link located at the bottom of the Standard Login page. This will take you directly to the List Login page. Login as Admin and select remember. You can save this as a shortcut on your computer desktop.
How do I just show the employee list for just my department?
1. Activate Department List Display in the List Login Page.
* Login as Admin and activate department list display for the List Login page.
* Go to Main Menu | Company Maintenance | Login Setup page.
* Go to List Login Page section and select 'Display department list during login'.
* Click 'Update' button to save changes.
* Logout as Admin to take you to the Standard Login page then click on the
List Login link at the bottom of the Standard Login page.
2. Login using the List Login that has the list of employees from a drop down
menu.
3. Select the department name from the drop down menu.
4. Check the box to "Remember Department Name".
5. Type in your password. (Passwords are case sensitive.)
6. Click the login button then logout again to go back to the List Login page.
Click on the Create Windows Shortcut and save the shortcut file to your desktop.
A shortcut Icon will be located on your desktop.
**When you logout the employee list will only show your
department only.
QUICK PUNCH LOGIN
What are the Quick Punch and Group In/Out Login Pages?
The Quick Punch Login page is used to select the employee's name from the drop down
list then typing in the password and click on the Clock In/Out button to register the time into
the employee's time card without having to login into the time card, thus saving a step. Employees can still have access
to view their time card by clicking on the List Login or Standard Login links to login into their time card.
(Companies using the multiple project time tracking feature will not have the Quick Punch available.)
The Quick Punch page is only available for companies that do not use the Project clock in buttons for tracking time
on different projects.
How to view the Quick Punch page? Click on the Standard Login link then the List Login to click on the Quick Punch link. Click on the create Windows Shortcut to save the shortcut to your desktop quick & easy login access.
GROUP IN/OUT LOGIN
To access the Group In/Out page is located in the List Login drop down list, you will need to click on the Standard Login link to login as Admin then logout to the Standard Login page then click on the Create List Login link. This step is a one time only step to configure your location to access the employee list. Then in the employee's name drop down list, select Group In/Out and click Login. The Group In/Out login page is used with no passwords for quicker time punches. The Group Login page is great for a dedicated computer used for all of the employee's to clock in and out. Save the List Login page as a shortcut to the desktop for quick access to the login page of your choice. [How to create a shortcut to your desktop for quick login access]
Forgot my password, what do I do?
Employee Forgets Password: The administrator has access to reset the employee's password in the Main Menu | Employee Maintenance | Employee Setup page.
Highlight the old password with your cursor then delete the old password then
type a new password and click the Save Changes button.
The password displays as stars (encrypted) so no one can see it by looking at the screen for added security.
Administrator Forgets Password: There is a "Password Help" link on the Login pages that allows the Administrator to request
help to log in. An email with instructions will be sent to the administrator's email address listed in the
company setup information page in your time clock account.
For security reasons, the password is not given out over the phone. Only the administrator's email
can receive information on how to login.
We would like to make your experience using our Easy Time Clock program a pleasant one. With Easy Time Clock you will receive prompt, friendly customer service. Feel free to contact us if you need anything. We are here to help. If you would like to email us at Services@EasyTimeClock.com or call us direct at 405-314-2436. We look forward to hearing from you.
Lets start your time clock configuration:
The Main Menu link has a group of 'Select a Menu' links on the left and 'Select a Page' links on the right. When you click on the “Menu” links on the left you will see the links on the right change. The links on the right are the individual configuration and setup pages in the time clock.
For an explanation of each feature, click on the 'What's This' links or the little 
or select the “ How To or Page Help “ links located on each configuration page in the upper right hand corner for
additional help.
MAIN MENU | REPORT AND LOCATION MAINTENANCE
Location Maintenance is where you configure your reports for each office location(s) such as the pay period dates, overtime and double time, time rounding and formats. Optional Column setup and Title Setup are available for you to customize the report's column titles and select which columns you want to display in the various reports. Each office location created in the Location Setup page can have separate time zones and report setup settings.
MAIN MENU | REPORT AND LOCATION MAINTENANCE | LOCATION SETUP
Click on the “Location Setup” link. This will take you to your
location setup page. If you have office locations in different time zones, you
can create multiple office locations within your company account and select individual
report configurations for each location, such as, different time zones, overtime rules, etc.
You can upload your company logo, setup your maximum hours for a work day.
1) Select location from drop down list.
2) Create your location name that will display on the report header.
3) Set your time zone for your office location.
4) Daylight Saving Time setting – if your area uses daylight savings, select adjust automatically.
5) Set the maximum hours in a single time punch to indicate the maximum hours in a work day.
6) Create New Location if your company has office locations in different time zones or overtime rules. Select each location from the drop down list and follow Steps 1-5, 7..
7) Click the “Update” button to save changes or settings for each location
How to setup your time zone? Click on the drop down arrow to select from the menu which time zone you are located in. If your company has office locations in different time zones, you will need to create an account for each time zone location. There are no extra fees involved for multiple accounts.
Daylight Savings. Select if you are using day light savings time.
How to setup the maximum hours in a work day? To help employees manage the number of hours worked for each day, set the number of hours allowed in the work day. The default is 14 hours. If you want to change the maximum hours, type in the number desired and click "Save Changes" button.
If an employee works past their maximum hours, they will receive an error message in their time card notifying them that they cannot clock out because they have exceeded the maximum hours. The clock out button will not appear, so the employees will need to type a note to the administrator and/or supervisor the time they are clocking out and why they exceeded their work hours allowed. The supervisor and/or administrator will then be notified that the employee worked past the maximum work hours going into overtime.
How to setup for multiple time zones within the company? If you have multiple office locations in different time zones, create a location name for each time zone and click the "Update" button to save. Select new location at the top of the page and select the time zones etc., and click the "Update" button to save.
MAIN MENU | REPORT AND LOCATION MAINTENANCE | REPORT SETUP
Click on the Report Setup link.
The Automatic Pay Period Type will let you select the length and style of the pay periods. Weekly, Bi-weekly, Semi-Monthly, Monthly or None. None is used if you want to manually input your own pay period dates.
How do I set the pay period date?
1. Login as Admin
2. Click on the Location Maintenance Menu link located on the left.
3. Click on the Report Setup link located on the right.
4. Find Automatic Pay Period Start Date and type the date in the Pay Period Start Date field.
5. Select the "Type of Pay Period". (Weekly, Bi-Weekly, Semi-Monthly or Monthly)
6. Select the first day of the workweek.
7. Click on the "Update" button to save changes. Click on the Detailed Report to view the pay period date created.
When the new pay period begins, the time clock will automatically create your pay period dates.
The Automatic Pay period start date entry will set the first date of the pay period. The list of pay periods will be displayed at the top of the employee's time card and the top of the reports for the administrator. By selecting a different pay period will only effect the list that is displayed and thus the grouping of clock in and out times by the date range selected. It does not change the actual clock in and out times. If the list of pay periods gets too long, you can change the pay period start date to list only the dates desired.
The Manual Pay Period will let you type in your own the pay period dates. You can display both manual and automatic pay periods within the drop down list. The future dates need to be typed in manually for the entire year to ensure that your employees have access to the time clock. You can use the manual and automatic pay period dates for sorting reports by a date range. The manual payperiods are listed at the top in a different color.
End of Pay Period Email Reminder: Easy Time Clock now can send email notifications to your supervisors and/or employees to remind them to review, correct, and approve all the time cards
in the pay period in preparation for payroll processing.
There are three options to choose from:
1. Admin: Send email reminders to just the Administrator’s email listed in the Company Contact Email.
2. Admin and Supervisor: Send an email reminder to the Admin and Supervisors that are assigned to supervise departments.
3. Admin, Supervisor, and Employees: Send an email reminder to all of the Admin, Supervisors and all Employees that have email addresses listed in the Employee Setup page.
How to setup the account to send email notifications.
1. Go to Location Maintenance | Report Setup and select End of Pay Period Email Reminder and select your option and Save Changes.
2. Go to Employee Maintenance | Employee Setup page and type in the email address for all of the employees that you want to receive an email notification and Save Changes.
The First day of the workweek option will let you select the first day of the workweek for tracking the 40 hour workweek. The Reports use this to calculate the number of hours worked for the week and for calculating overtime and double time.
Overtime / Double Time Total Column(s) Format. We now have
two options on how you can display overtime and double time in the Weekly, Pay Period and Payroll Hours columns in
all of the reports when using multiple projects.
* Single Total Display - Lists all of the work hours with or without multiple project and only display one overtime and double time total. (Set as default.)
Example:
40.00 RR
1.0 OT
________________
41.0 hours total
* Total Display For Each Project - When working with multiple projects, the system will divide the OT hours earned between to the projects worked.
Example:
20.00 Project 1 RR
1.0 Project 1 OT
20.00 Project 2 RR
1.0 Project 2 OT
________________
42.0 hours total
The Overtime and double time settings. You can select the number of hours daily and/or weekly. All of the reports will show the OT and DT selected.
When is an employer required to pay Overtime?
An employer who requires or permits an employee to work overtime is generally required to pay
the employee overtime premium pay for such work. Employees covered by the Fair Labor Standards
Act (FLSA) must receive overtime pay for hours worked in excess of 40 in a workweek of at least
one and one-half times their regular rate of pay. The FLSA contains some exceptions (or exemptions)
from the overtime pay requirement. Some exemptions apply to specific types of businesses and
others apply to specific types of work.
The FLSA does not require overtime pay for work on Saturdays, Sundays, holidays, or regular days
of rest unless those hours exceed 40 for the workweek. Extra pay for working weekends or nights i
s a matter of agreement between the employer and the employee (or the employee's representative).
The FLSA does not require extra pay for weekend or night work or double time pay.
The FLSA provides an exemption from both minimum wage and overtime pay for employees employed as
bona fide executive, administrative, professional, and outside sales employees. It also exempts
certain computer employees. To qualify for exemption, employees generally must meet certain tests
regarding their job duties and be paid on a salary basis at not less than $455 per week.
Job titles do not determine exempt status. In order for an exemption to apply, an employee's
specific job duties and salary must meet all the requirements of the Department's regulations.
The FLSA contains other exemption which are applicable to specific types of work or to specific
types of businesses.
The In/out time format option will let you select whether to display the clock in and clock out times in a 12 hour clock format or a 24 hour clock format.
The total hour format can be in hours and minutes, hours and hundredths of an hour, or 24-hour clock formats. The default is hours and minutes. The hour format can be changed at any time. The Summary Report can display in the decimal format for processing payroll.
1. Login as Admin.
2. Click on the Location Maintenance Menu link located on the left.
3. Click on the Report Setup link located on the right.
4. Look for the Time Total Format option, select the format you want.
5. Click on the "Update" button to save changes.
The In/out time rounding option will let you round off the clock in and clock out times to the nearest selected minutes. For example: up to 3 minutes it rounds down. Higher than three minutes rounds up. Link to the Department of Labor.
The Time totals format option will let you select the format for the daily and weekly totals. You can have hours and minutes, hours and hundreds of an hour, and a 24 hour clock.
How can I view a different pay period?
If you need to see a different pay period, click on the pay period drop-down list and select the pay period needed. The time clock will automatically view all of the entries in the pay period selected.
How do I make my pay period drop down list to display a shorter list of dates?
1. Login as Admin.
2. Click on the Location Maintenance Menu link located on the top row of links.
3. Click on the Report Setup link located on the second row of links.
4. Go to Pay Period Start Date field and change the date to the new year pay period start date.
5. Click Update button to save changes.
The drop down list will not show last years pay period dates. To view the previous years history, you can manually type in the pay period date range desired.
NOTE: Becareful that you make your date changes according to your pay period dates so that the reports will not change. The time clock will calculate the totals according to the dates selected. No data entries are lost when making date changes.
How do I view previous years history after I have made a pay period date change to a new year?
Type in the date range desired in the Manual Pay Period Date fields. Go to Time Clock Menu and select the Report Menu link to find the manual pay period date option.
MAIN MENU | REPORT AND LOCATION MAINTENANCE | OPTIONAL COLUMN SETUP
Select"Optional Column Setup" link. This page allows you to select the features you want to display in the reports, employee time cards, and login pages. See Sample:
List Login. Select Department list if you want to create different department names. This will help sort the employee names for quicker selection. See Samples:
Time Clock Detailed Report. Select the columns you want to display in the detailed report. See Samples:
Time Clock Summary Report. Select the columns you want to display in the summary report. Pay Rate and Gross Pay is viewed only by the Administrator only. The supervisors can not view the pay rate or gross pay. See Samples:
Time Clock Individual Report. Select the columns you want to display in the employee individual report. See Samples:
Time Card Edit. Select the columns you want to display in the time card edit page. See Samples:
Whos' In page. Select the columns you want to display in the who's in page. See Samples:
Sample 2:
Employee Time Card page. Select the columns you want to display in the employee's time card page. The time card approval button allows the employee to approve their time card stating it is ready for payroll processing. That helps management know if the time card is correct. The supervisor can also approve time cards. See Samples:
MAIN MENU | REPORT AND LOCATION MAINTENANCE | TITLE SETUP
Title Setup page. Customize the column titles to fit your needs. Change the default names and save changes.
Click on the Location Maintenance Menu link to start customizing your time clock.
MAIN MENU | COMPANY MAINTENANCE | COMPANY SETUP
Company Setup Page is company information is used for internal use only such as billing or contacting clients to answer questions.
It is important that the information is filled out completely.
PRIVACY POLICY - We will not sell, give, or show your contact information to anyone for any reason
without your written consent. Your privacy is important to us. Here is a list of how your contact information is
used.
Contact Name: used for emails and phone calls by our staff only.
Contact Phone number: used if more information is needed other
than email can provide.
Contact Email Address: used to email you an invoice once
a month and to answer your requests for help and to send time clock upgrade notifications.
Company Name: displayed on the login page if you have select
a text banner and it will be on your invoices.
Company Address: will be displayed in your invoices.
MAIN MENU | COMPANY MAINTENENCE | LOGIN SETUP
Click on the “Login Setup” link. This will take you to your company maintenance page. You can upload your company logo, Banner Message, List Login or Group Login option features. Go to all of the features and select the settings you want. After selecting your options, click the “Update” button to save.
How to upload my company logo to display on the login Page?
1. Select "Picture" and you will see a box called Company Logo display.
2. Click the "Browse" button to find the logo from your computer.
3. Double click on the company logo in JPG, PNG or GIF picture format only.
4. Click on the "Upload" button to view what the picture will look like.
5. Click on the "Update" button to save picture to your time clock account.
**The picture size needs to be less than 25KB to fit on the page. If your logo is too big, we can resize it for you,
at no extra cost.
What is the Login Message? The global login message is located in the Standard Login and List Login pages. You can type in messages for all of your employees to see when they first access the time clock. The message can be updated at anytime by typing in the field your message and click the "Update" button to save changes. In the sample above, the login message is "Company Time Clock".
Password Preference - This feature allows you to add an employee in the Employee Setup
page without assigning a password (blank password) and then the system will automatically prompt the user to
create a password when they first login. This feature does not allow users to keep a blank password.
Reset a forgotten password: So if a user’s forgotten password needs to be reset, you can just delete the old password (*******) in the Employee Setup
page and save changes. The system will allow the employee to login one time using a blank password then the system will display a create a password page to prompt the user to enter a
new password before viewing the time card.
To activate this feature, check the box and save changes if you want to have the system prompt the employee to
create a password when they first login.
Group In/Out page. Quick clock in / out login page that does not require a password. Type in an out of office note when clocking out. To remove the Group In/Out Login, go to Employee Maintenance | Employee Setup and check the remove box and save changes. See Samples:
MAIN MENU | COMPANY MAINTENENCE | LOCATION ACCESS SETUP
How do I setup limit access by location?
The Location Access Setup feature stops employees from accessing the time clock from unauthorized locations and/or computer(s).
The location access setup feature has several options to choose from. You can select one or more
options at each location depending on your needs. The standard and Easy Time Clock browser
options require an authentication password to activate the browsers to grant access to the
time clock program.
1. By IP Address(From Each Office) - access is based on the IP address from your router (Static IP address is recommended)
2. By Subnet Group(From Each Office) - access is based on the IP address and gateway from your router (Static IP address is recommended)
3. By Standard Browser - saves an authorization ID in the standard browser cookie on the computer to grant access
(Internet Explorer, Firefox, Chrome, Apple Safari, etc)
4. By Easy Time Clock Browser - download Easy Time Clock’s copper browser program to the desktop on the computer as a shortcut to grant access (Recommended)
Grant Access by IP Address or Subnet -
The computers will need to be connected to the internet.
If the computer is not connected to a network of other computers and are connected directly to the Internet, this will be the IP
address of the computer. If the computer is connected to a network of other computers and goes through a router/firewall,
then it will be the IP address of the router/firewall.
For a normal business, you will be able to put in the one address for the businesses router/firewall to give everyone in the office/location access and no one can access the time clock from
outside the office location. If you have multiple business locations, you can add as many IP addresses as needed.
You can have multiple site IP addresses. Type in the location of each IP address so that you know which IP address belongs
to which location. This will help you manage any IP address changes if the router gets rebooted and changes its IP address.
It is recommended that the router has a static IP address that does not change if it is rebooted.
**To activate the limit by IP address or Subnet, select the IP address or Subnet (recommended). You will see a field open to type in
the new IP address and subnet. To find your IP address click on the 'Get IP Address' or 'Get Network' button. The time clock will automatically
fill in the IP address, then click the 'Update' button to save changes.
Limit Access By Standard Browser
Limit Access by Standard Browser (Internet Explorer, Firefox, Chrome, Apple Safari, etc) option is available. Once the computer has been given the authentication password
to give permission to grant access to the computer’s browser, the time clock can be accessed only from that computer’s selected standard browser(s). The time clock program stores the authorization in the selected browser cookie on each computer so it can identify it when accessing the system. The authentication password is used to activate and assign the browser selected an identification ID to the computer.
If you use different browsers on the computer to access the time clock, you will need to grant
access for each browser on the computer. The system will block any browser on that computer that
was not granted access.
It is recommended to use the same browser that is given the identification ID to
access the time clock and save a shortcut to the desktop to access the login page quickly.
Your browser will need to be setup to allow cookies for this feature to work properly.
If cookies are deleted in the browser, access will be restricted until the computer is grant
access again by the administrator or manager using a password access.
1. To activate limit access option, select the 'By Standard Browser' (Internet Explorer, Firefox, Chrome, Apple Safari, etc)
2. Setup Password - Then assign a password for the manager at the location to be able grant access or remove access. New Password type in the password and description. This password is not to be shared with anyone that is not authorized to make changes to the time clock configuration.
3. Click the Update button to save.
4. Click on the Grant Access button
5. Time Clock Access Control page will appear
6. Type in the password to Grant Access to the computer
7. Click the Grant Access button
8. To remove the limit by standard browser, click on the Remove Access button and click the Update button.
9. Click on the Standard Login link and click on the Create Windows Shortcut link and save the shortcut to the computer’s desktop for quick access to the login page.
10. Employee logs in normally using the same browser from that computer to access the time clock.
Limit Access By Computer Instructions[PDF]
Limit Access By Easy Time Clock Browser
(Highly Recommended, Windows Application)
Step by Step Instructions[PDF] and Download Browser File Instructions [PDF]
Location Access Setup feature will limit access by computer using the Easy Time Clock Browser. Downloading the Easy Time Clock’s Browser to individual computers will secure the system to only be accessed using only the Easy Time Clock browser. For companies that do not have a static (assigned) IP address by their internet provider , the copper browser is highly recommended for securing access limits using a Windows OS system only. (Apple or MAC computers will need to use the limit access by IP address or by Computer options.)
The Easy Time Clock browser program will need to be downloaded to each individual computer that you want the employee to use to access the Easy Time Clock program. The download is fast and easy.
Below are instructions on how to setup each computer to use the Easy Time Clock Browser to access the time clock.
Unauthorized Access - If an employee attempts to access the time clock using a different browser or computer not assigned for their login, the employee will receive an error message and an email notification will be sent to the administrator of an unauthorized attempt.
Go to Main Menu | Company Maintenance | Location Access Setup page.
There are three steps to follow for setup:
Step 1. Select the option By Easy Time Clock Browser
Step 2. Password Options: The administrator assigns the confidential password to the manager to get access to the browser’s setup page. The Administrator and assigned Manager should keep the password confidential and should not to share it with any other employee.
a. Create one password for the browser setup on any computer.
b. Create more than one password to be assigned to multiple people if you have multiple locations for added security.
c. Create individual password for each employee’s login to be downloaded to one computer for greater security. That assigned computer will only accept one employee login.
Create Password(s):
This option is requires a password to manage the setup. You can restrict the browser to only allow one employee name for that computer.
• Password - In the New Password field, type the password. It is case sensitive and can have numeric or letters or both included. Use caps and lower case letters for added security.
• Allow Login - Select the name of the person assigned to that password.
• Description - In the description, type the name of the person assigned to that password or the name of the location.
• Save Changes - Click the ‘Update’ button to save.
Edit or Change a Browser Password:
• View the Password - The ‘
’ button covers the created password so no one can view it looking over your shoulder. To view the password assigned to the individual or location, click on the ‘Edit Password’ button.
• Change or Remove Password - Delete the old password and type in the new password in the same field
• Save Changes - Click the ‘'Update’ button to save changes.
Step 3. Download Easy Time Clock Copper Browser Program on Each Computer
• Easy Time Clock link – To download the program to your computers, click on the Easy Time Clock link.
• Save To Desktop – Save the file to your desktop to create an Icon for quick access
• Save As – Keep the file name the same and save to the desktop.
o File Name - EasyTimeClock
o File type - Application
o Click ‘Save’ button
• Download Completed - You then will see the download to your desktop has been completed.
• Close
• Click on the Icon to access the time clock browser and select run.
The Company Login will appear with the prefilled information already filled in.
**ERROR MESSAGE HELP - If you get an error when running the Easy Time Clock Copper Browser program, it means that the Microsoft .NET Framework 3.5 program has not been installed. This is a prerequisite to running the Copper program. You can install it with the Microsoft Update program by selecting optional updates or with this link:
http://www.microsoft.com/downloads/details.aspx?FamilyID=ab99342f-5d1a-413d-8319-81da479ab0d7&displaylang=en
• The Standard Login page will appear with your Company Login prefilled and your Employee Name prefilled. You can log in now and start using the new browser.
To Setup For A Dedicated Computer(s) - The default is setup for “Application” which allows internet access to other websites and applications to run. If you want a dedicated computer for just a time clock application, you can setup a computer to run only the time clock Copper browser. No other application will run on the computer. Follow the setup instructions below.
1. In the Easy Time Clock Browser uppper left hand corner, click on File | Setup
2. Type in the Computer Password for managing the Copper Browser and click the ‘Setup’ button. (The copper password is created by the Admin and the Admin assigns the password. Contact your Administrator for the password.)
Operating Mode:
Application - Allows the computer to be used for other applications.
Dedicated Computer - The computer will only run the Easy Time Clock Copper Browser to access the time clock. No other software applications are able to run on that computer.
Program Access - Click ‘Remove’ to turn off the Copper program so the computer will regain access to the time clock using any of the other location access limit setting. Exit setup. When you click on the Icon again the Copper Login page will appear to type in the password to change the setup.
3. Select your Operating Mode and Exit Setup to activate your option.
4. For dedicated computers, reboot the computer to save setting changes. Now your computer will only run the Easy Time Clock program unless you remove the option in the File | Setup | Program Access.
Setup Browser Instructions[PDF] and
Download Browser To Individual Computers Help[PDF]
MAIN MENU | COMPANY MAINTENENCE | FINGERPRINT AND BADGE READERS
BIOMETRIC FINGERPRINT AND CARD READERS
TheNew Easy Time Clock US100C Fingerprint and/or Card Reader is now available to purchase.
The US100C is a standalone wall mount reader that will interface directly into the Easy Time Clock program through a secure Ethernet 10/100M connection. No software to download or maintain and no computer required. US100C has unparalleled performance, ease-of-use, precision and fastest matching speed. The stand alone reader does not require being plugged into a computer since it has an Ethernet 10/100M, WIFI, and GPRS connection capability built directly into the unit.
The fingerprint and/or card reader will automatically transfer the clock in and/or clock out time stamp directly into the Easy Time Clock program without having to go to a computer to login into the time card to clock in or out. All reports and time card information is available in real-time online from your secured login account.
US100C Fingerprint and/or Card Reader.
There are two types of reader configurations available. 1) Biometric Fingerprint 2) Card Readers You can decide which type of reader best suits your company.
US100C Information Brochure
Easy Time Clock's US100C directly interfaces with Easy Time Clock program.
MAIN MENU | COMPANY MAINTENENCE | COLOR SETUP
The Colors Setup page will customize the colors in your time clock program.
There are five different categories that can change colors. The preview "Sample Area" will display the selected color
before you save changes.
To change the colors, first select the category you want to work with and then
click on the color pallet grid box. You will instantly see the colors change in the "Sample Area".
When you are happy with the colors, click the "Update" button and everyone will begin
seeing the new colors.
If you change the colors to something that is unreadable and you have not click
the "Update" button, you can click on another menu link and return or close your browser and restart it
and your old colors will come back.
How can I change the time clock colors?
1. Login as Admin and click on the Main Menu link
2. Click on the Company Maintenance Menu link located on the left
3. Click on the Color Setup link located on the right
4. To change the colors, first select the category you want to work with and then
click on the color grid. You will instantly see the colors change in the sample area.
5. When you are happy with the colors, click the "Update" button and everyone will begin
seeing the new colors.
MAIN MENU | COMPANY MAINTENENCE | MENU FAVORITES SETUP
How to setup the administrator's favorite links in the top banner?
Favorite Setup page. Save time navigating the Main Menu. Select the favorite links you want to display in the Administrator's top banner next to the Time Card Edit link. Save changes. See Sample:
MAIN MENU | COMPANY MAINTENENCE | MESSAGE CENTER
The Message Center page is like an internal secure email system that will let you send and receive messages to or from your employees and our Technical Support Department.
Send a message to Easy Time Clock Technical Support: Select Easy Time Clock Support from the drop down list and type in the message and click the Send Message button. You will receive a response via message center and email within the same business day.
Send a message to multiple names: Highlight employee names by holding the control key (Ctrl) and clicking on the name with your cursor.
Send a message to "All": Click on the "Select All" link located next to the employee drop down list and type message then click the Send Message button to send.
Unread messages: When you have an unread message, it with automatically go to the Message Center page so you can read
your new messages before going to the time card reports.
Read messages: Once you have read your message, the status on your message will show that it has been read.
Delete messages: Read messages can be deleted. Click on the trash can icon to remove or delete the messages.
How can I send a message to technical support and/or employees in my time clock?
1. Login as Admin and click on the Main Menu link located at the
upper right corner
2. Click on the Company Maintenance Menu located on the left
3. Click on the Message Center link located on the right
4. With your cursor select the name(s) from the drop down list.
**If you want to select multiple
employee names, hold down the control (Ctrl) key and click the employee's name to
highlight the names. Select all employee's by clicking on the "select all" link located next to
the employee's drop down list.
5. Type in your subject line and message.
Note: If you are sending a message to technical support, send your email address if you want technical
support to respond with email. If no email address is listed, your response will be
through the message center.
6. Click "Send Message" button to send the message.
How do I view or remove the messages?
1. Login as Admin.
2. Click on the Company Maintenance Menu link
3. Click on the Message Center link
6. Click on the links to view the messages. Once you have read the message, the trash can will appear.
7. Click on the trash can icon 
to remove the message.
8. Click the "Update" button.
NOTE: When the employee or administrator logs in and there are unread messages, the message center will pop up first to notify you that you have unread messages. Once you have read your messages, the message center will not appear unless you click on the "Message" link to send a message. You may remove messages at any time.
MAIN MENU | COMPANY MAINTENENCE | CHANGE PASSWORD
The Change Password page will let you change the Administrator's password only.
How do I change the Administrative password?
1. Click on the "Company Maintenance" Menu link located on the left side.
2. Click on the "Change Password" link located on the right.
3. Type in the old password. (the password is case sensitive)
4. Type in the new password and confirm by retyping the password.
5. Click on save changes button.
MAIN MENU | REPORTS MENU
MAIN MENU | REPORTS | TIME CARD DETAILED REPORT
The Time Card Detailed Report will show detailed time punch entries, employee notes, reimbursement, mileage totals.
The report columns will display daily totals, a running total for the week and a running total for the pay period.
Project tracking is available in all of the reports. This report will display an asterisk (*) to indicate an entry has been changed.
* PAY PERIOD DATES: The time clock system will display the current pay period. You may select any pay period date from the
drop down list.
You can set the first day of the week in the Main Menu | Location Maintenance | Report Setup page
link. Select the Automatic Pay Period Type and type in the Pay Period Start date field and select the first day of the work
week and click on the "Update" button to save changes. The time clock will automatically create your new pay periods going forward.
* CLOCK IN AND OUT COLUMNS: The detailed report shows all of the daily time punches. The total hour format can be in hours and minutes, hours, hundredths of an
hour, or 24-hour clock formats. The time clock default is hours and minutes. The time format can be changed at anytime
and the time clock will automatically change to the new format. Go to Main Menu | Location Maintenance | Report Setup
scroll down to the Time Total Format option and select the format desired and click on the "Update" button to save changes.
* WEEK COLUMN: The daily time total is carried forward in the week column so you can easily see how many hours a week
the employee worked. The background color will change in the week column as each week changes to help
you know when a new week starts within the pay period. This will help to visually see the weekly totals
for each week.
* PAY PERIOD COLUMN: The daily time total is carried forward in the Pay Period column so you can easily
see how many hours a per pay period the employee worked on each project or hours type. Overtime and Double Time is not calculated in this column.
* PAYROLL HOURS COLUMN: The daily time total is carried forward in the Payroll Hours column so you can easily
see how many hours a per pay period the employee worked. Overtime and Double Time is calculated and displayed in this column.
* OUT OF OFFICE NOTE: To view the daily out of office notes in the Time Card Detailed Report, go to Main Menu | Location Maintenance | Optional Column Setup
link and select Display Out of Office Note. (Optional)
* NOTES and ADDITIONAL REIMBURSEMENT OR EXPENSE COLUMNS: Go to Main Menu | Time Card Maintenance | Note Category Setup to create
Note, Mileage, Reimbursement Expense columns for tracking additional information and expenses. (Optional)
* APPROVAL COLUMN: If Time Card Approval option is selected, in the Detailed and Summary Reports, you will see an Approval column that will show if
an employee's time card is approved for payroll by the Employee, Supervisor or the Administrator. Go to Main Menu | Location Maintenance | Optional Column Setup and scroll down
to Employee Time Card to activate the approval feature.(Optional)
None = Employee has not selected the approval button.
Employee = Employee has selected the approval button and is waiting for Supervisor approval.
Supervisor = Supervisor/Manager or Admin has approved for final payroll processing.
* ACTION COLUMN: on the right has an "Edit" link. The Edit link will allow
you make changes to the employee's time card entries or to create a new time card entry quickly.
Only the Administrator and the Supervisor with edit access is authorized to edit an employee's time
card.
How to read the report totals?
Here is a brief explaination of how to read the report totals in all of the reports.
The report shows two columns of numbers: Pay Period and Pay Rate.
The Pay Period column displays the hours worked in each category, Reg=regular hours, Vac=vacation,
Sic=sick, Hol=holiday and each Project Name (if any) with a total of hours worked, Tot=Total.
The Payroll Hours column displays the total hours listed by pay types, RR= regular rate, PTO=paid time
off, OT=overtime and DT= double time. And then the total of all the hours worked, Tot=Total.
How do I view all of the reports?
1. Login as Admin.
2. Click on the Reports Menu Link to view all of
the reports options available in the time clock.
MAIN MENU | REPORTS | TIME CARD SUMMARY REPORT
The Time Card Summary Report page will give you the employee's total payroll hours and
reimbursement column totals for the pay period selected from the drop down menu. Filter by individual Employee or All. Filter by Department and/or Project name. Easy print or export employee's time and attendance totals. Easy export capability to fit any file type, such as, Export to Excel, Export to Text or Export to any Payroll Software option is available.
The Summary Report has customizable display options available in the Main Menu | Location Maintenance | Optional Column Setup link. Select the options you desire and save changes.
The Main Menu | Time Card Maintenance | Note Category Setup is where you create the reimbursment columns.
The Hours column will show totals for regular working hours, individual project
hours and each paid time off catagory.
The Pay Rate column will show the grand total for the
regular work hours, overtime and double time hours worked and total PTO hours. The total hour format will be
displayed in hours and hundredths of an hour clock format.
If the Time Card Approval option is selected, in the Detailed and Summary Reports, you will see an Approval column that will show if
an employee's time card is approved for payroll.
None = Employee has not selected the approval button.
Employee = Employee has selected the approval button and is waiting for Supervisor approval.
Supervisor = Supervisor/Manager or Admin has approved for final payroll processing.
MAIN MENU | REPORTS | TIME CARD INDIVIDUAL REPORT
The Time Card Individual Report will give you an individual employee's full payroll information and detailed time card entries. The Individual Report has all of the same format options as the Detailed Report. Project tracking is available in all of the report. Gross pay totals are displayed at the end of the report. Only the Administrator and Assigned Supervisors will have access to this report.
How to view the Individual Report?
1. Login as Admin.
2. Click on the Reports Menu located on the left.
3. Click on the Time Card Individual page located on the right.
4. Select pay period or enter manual date range and click submit.
5. Select filter options to view all or one individual.
This individual report is formated to print in bulk. You can view all of your employee's the individual reports with a page break showing you that each page will print separately. You can select print preview to see the individual reports before printing.
How to bulk print Individual Reports?
1. Login as Admin.
2. Click on the Reports Menu located on the left.
3. Click on the Individual or Workweek Report page located on the right.
4. Select filter option "All" to display all of the employee's time cards with page breaks so each timecard prints on a separate page.
5. Click on the "Print Report" link. Each employee's individual report
will print on a separate page.
MAIN MENU | REPORTS | TIME SHEET AUTHORIZATION
Time Sheet Authorization - Bulk or select print employee's time sheet authorization form for client signature. This feature is used for clients that need to sign off work performed. Each individual is printed on a separate page. Your company address information and logo (if uploaded) will display on each authorization form. See sample below.
How to view and print the Time Sheet Authorization Form?
1. Login as Admin.
2. Click on the Reports Menu located on the left.
3. Click on the Time Card Autorization page located on the right.
4. Select pay period or enter manual date range and click submit.
5. Select filter options to display all or one individual, department or project name.
6. Select browser print option to preview or click on the Print Report link.
MAIN MENU | REPORTS | TIME CARD WORKWEEK REPORT
The Time Card Workweek Report will display daily summary totals for each week to include pay period hour totals for each employee. The tardy report is included. All of the employees are displayed with the ability to bulk print. An signature line for payroll approval is available for each time card. Bulk printing individual time card is available using your browser print option.
MAIN MENU | REPORTS | PTO USAGE REPORT
For quick reference, this PTO Usage report will show the individual employee's
Paid Time Off used per pay period without all of the other time card entries.
If you need a PTO Usage Report for the quarter or for the year, you can enter a manual
pay period date range for the dates you need to display. Also, the individual employee can view their
PTO Usage (read only) report within their time card.
Click on the manual date range link to type in new dates and then click on the "Create Report" link. The
report will display the date range.
MAIN MENU | REPORTS | WHOS IN
The Who's In page will show the full list of employees showing who have clocked
in and who have clocked out. It will also display the Out of Office Note from the employee's
time card.
This page was designed so everyone can quickly tell who is in the office and
if someone is out of the office, and where they went.
There are three options to choose from to configure your "Who's In" page.
1. Not to view The Who's In Page - turns off the link to view the page.
2. View The Who's In Page according to the clock in and out status - The employee
has clocked out shows in red "Out". When the employee returns and clocks back
in the red "Out" will change to green "In". When the employee clocks out and
types in an Out of Office Note, it will display to note his/her location.
3. View The Who's In Page according to out of office note status - The employee
is still clocked in but not in the office. For example, the Employee posts
an out of office note that he/she is in a meeting at a different location.
Out of Office Notes can be used to track daily events.
4. Display the project column - To view the project or locations name that each employee is working on in real time.
NOT CLOCKED IN - If the employee has not clocked in yet today, the status box will show an empty
box.
NOT IN TODAY - If you want to indicate that the employee is not at the office today, go to Time Card Edit
select hours and type in zero hours then in the Out of Office Note field type in "Not In Today" and Save
Changes. The whos in page out of office note column will display a RED "Out" and a note "Not In Today"
SCHEDULED TIME OUT OF THE OFFICE - To show the person as out when they have vacation time entered and the out of note will be displayed.
To view the daily out of office notes in the Time Card Detailed Report, go to
Location Maintenance | Optional Column Setup link and select Display Out of Office Note and save changes.
How to view out of office notes in the Detailed and/or Individual Reports and Whos In page?
1. Login as Admin.
2. Click on the Location Maintenance Menu link
3. Click on the Optional Column Setup link
4. Check which reports you want to display out of office notes appear.
5. Click on the Update button to save changes.
MAIN MENU | REPORTS | TIME CLOCK ACCESS REPORT
Easy Time Clock is a DCAA complaint system. Easy Time Clock is password protected and has a complete audit trail of each time card entry. The employee can lock their time card so no further edits can be made.
The time clock access report is for the Administrator only and can not be accessed by any supervisor or employee. This report is a complete audit trail of all access activity within your account.
This report can not be edited or changed. It is an access log for checking access and verifying time entry changes.
The Time Clock Access Report will show you everyone that has accessed the time
clock. The report time stamps the date and time of access to the time clock account.
The report page will display who logged in and which page was accessed and what action, edit or change
was executed. The IP address of the location is displayed.
This report is useful if you are trying to understand how
the entries are being created and general security checking. The report can be sorted
the number of weeks and filtered by employee for quicker viewing. The Time Clock Access Report
can be exported to excel.
MAIN MENU | REPORTS | PAYROLL REPORT
This report will list each employee and how many months the employee has worked with the company since the hired date. The status change column is for documenting when an employee got their last promotion or pay increase.
MAIN MENU | TIME CARD MAINTENANCE | TIME CARD EDIT
How do I edit an employee's time card?
In the Detailed Report on the right hand side, you will see an Edit link. The Edit link will let you make changes to the time card entries.
1. Login as Admin or Supervisor with edit access.
2. Click on the Report Menu link located on the left.
3. Click on the Detailed Report link located on the right.
4. The Action column on the right has an Edit link. Click on the Edit link.
5. This will take you to the Time Card Edit page. Type in a new entry at the bottom of the table or update the time in the open fields.
6. Click the Save Changes button.
How do I create a time card entry if my employees forget to clock in or out?
1. Login as Admin.
2. Click on the Time Card Maintenance Menu link located on the top row of links.
3. Click on the Time Card Edit link located on the second row of links.
This allows the administrator the ability to manually type in selected employee's time entry in a previous pay period.
4. Type in the date and select the employee desired and input the time (am and/or pm) then click the "Save Changes" button or select Entry Type as Hours and type in the hours and minutes then "Save Changes".
5. After you create an entry, the employee's Time Card Detailed Report will show the new entry created.
How do I create an new time entry for an employee from a previous pay period?
1. Login as Admin.
2. Click on the Report Menu located on the left.
3. Click on the Time Card Edit link located on the right.
4. Select the current or previous pay period.
5. Select the employee's name, date.
6. Type in the time indicating AM and/or PM.
7. Select the pay type as regular hours, vacation, sick, holiday or holiday overtime. If you have project tracking, select the project name. Type in reimbursement number with or without decimal. The time clock adds the column numbers. Do not type in words with the numbers otherwise the time clock will not add the numbers. Use the note column to type in explainations.
8. Click on the Save Changes button.
How do I delete a time card entry?
If you want to delete an entry, clear the "In" time box and click the Update button. The time entry will be deleted.
MAIN MENU | TIME CARD MAINTENANCE | TIME CARD EDIT BY DATE
This page will allow you to easily view and edit time card entries by date.
How can view and edit time card entries by date?
1. Select Time Card Maintenance Menu link
2. Select Time Card Edit by Date link
3. Select Date - View time entries of all the employee's time entries for that date.
4. Edit time entries, notes or reimbursement columns or create new time entry by selecting the employee name
5. Type time entry (AM and/or PM)
6. Type in notes if needed
7. Save Changes
MAIN MENU | TIME CARD MAINTENANCE | TIME CARD GENERATOR
How do I use the Time Card Generator?
Use the Time Card Generator to input paid holiday for the entire year?
This page will allow you to type in one time card entry and select multiple employees to automatically add to their individual time cards. This is great way to quickly enter paid holiday hours for all of your employees. At the bottom of the page, check for duplicate entries.
1. Click on Time Card Maintenance Menu link
2. Click on Time Card Generator link
3. Type in the date
4. Type in the time entry AM and PM. There needs to be a clock in and out time.
5. Select the project name or type from the drop down list.
6. Select employees by putting a check in the box next to the employee's name.
7. Check for duplicate entires by selecting to "Skip employees that already have an entry on the same day.
8. Save Changes (button located at the bottom of the employee list)
9. In the Time Card Edit by Date, you will see all of the time entries that were generated for all of the employees selected.
MAIN MENU | TIME CARD MAINTENANCE | TIME CARD CHANGE REQUEST
Administrator and Supervisors click on the time card change request link to process all of the time card change requests that the
employees have entered with just a click of a button. Supervisors and administrators can approve or disapprove employee’s time card change requests without having to type in the changes
manually. Employees can easily request a change for the supervisor to review for approval. When the change request has been approved
the change will automatically populate into the employee’s time card. No more editing time cards.
See attached pdf for instructions on how to activate the Time Card Change Request feature.
1. Go to Main Menu | Employee Maintenance | Employee Access
2. Under Time Card Edit column select Change Req. for each employee
3. Save changes
MAIN MENU | TIME CARD MAINTENANCE | TIME CARD APPROVAL
When the pay period has ended and all of the time card entries are approved, the administrator can lock down all of the time cards within the select pay period so that no time card changes can be made without administrator's approval by clicking on the approval button. Once the pay period has been approved, the administrator and supervisors will not have edit access. All employee's time cards will not have the clock in or out button available for employees to clock in for that pay periiod.
To remove approval click on the removal button for the pay period desired. Edit access will be restored so updates can be made.
MAIN MENU | TIME CARD MAINTENANCE | NOTE CATEGORY SETUP
Create as many types of project notes and expense columns you want to track various project expenses, for example, mileage, travel, per diem, notes,
reimbursement, postage, project.
New Note Category:
1. Type in the short title of the category on the left
field.
2. Type in the complete description on the right.
3. Select the "Style" option from the following drop down list.
* Text Only -used for typing notes only
* Number Only - with no text to calculate totals
* Number & Text - Type in the number and description for notes.
* Dollar Only - displays as a dollar amount for reimbursement. Keeps a running Total.
* Dollar & Text - displays dollar amount and description.
* Mileage Only - calculates the mileage total based on the number of miles entered.
* Mileage & Text - displays the number of miles and description.
4. Save Changes
The category will display in all of your reports. In this case it is in individual columns. You can make several categories for any type of expense tracking. Type in the Export Code for exporting your totals for payroll.
Employee Time Card – When a category is created, the employee will see a new 
link in their time card. Click on this
link
to select the category and enter in the reimbursement expenses and type in amount
and/or description and save changes.
MAIN MENU | TIME CARD MAINTENANCE | EXPORT FILE SETUP
How to export employee hours to import into your payroll software?.
In the Summary Report you will find an export to text and export to excel links set as a default. Go to Main Menu | Time Card Maintenance | Export File Setup to
configure your export file to match your payroll software specifications.
Either select from our current templates that are available or contact support@easytimeclock.com with the name of your software and export file specifications. We can customize
your export link to match any payroll software that have import capabilties.
If you need assistance with getting that information, feel free to contact us for further assistance.
MAIN MENU | EMPLOYEE MAINTENANCE
MAIN MENU | EMPLOYEE MAINTENANCE | EMPLOYEE SETUP
When you first create an account and log in as Admin, you will automatically, you will then go to the “Employee Setup” page. From there you type in your employee’s names and password in the New Employee field at the bottom of the page. The password can be number(s), letter(s) or both in upper or lower case. The password is case sensitive.
How can an employee change their password?
Employee Access To Change Their Password: Go to the Main Menu | Employee Maintenance | Employee Access page
Put a check in the box next to "Change Password Menu Accessible" and save changes
** The employee can change the password after they first login by clicking on the "Change Password" link located in their
employee time card.
Disable or Remove Employee's Change Password Link: If you do not want your employee to have access to change their password go to
Main Menu | Employee Maintenance | Employee Access and uncheck the box and save changes.
**You can now start using the time clock using the time clock default settings or you can
set up your time clock configuration to match your pay period and add features that will
better fit your company needs.
MAIN MENU | EMPLOYEE MAINTENANCE | EMPLOYEE SETUP
Once the employee's name and password is saved into the time clock the employee can login and start accessing their time card. In the New Entry field type in the name of the employee how you want it to be displayed and password. The employee can change the password after they first login by clicking on the "Change Password" link located in their employee time card. The password is case sensitive. ***If you do not want your employee to have access to change their password go to Main Menu | Employee Maintenance| Employee Access and uncheck access to change password and save changes.
The Employee Maintenance menu has the basic configuration pages. This includes creating new employees, setting employee passwords, changing the employee status between active and disabled, displaying the employees last login time, and removing an employee altogether. To remove an employee, click on the Remove box and save changes. Once you have removed an employee, all of the employee's data will be deleted.
1. Login as Admin.
2. Click on the Employee Maintenance Menu link located on the top row of links.
3. Click on the Employee Setup link
4. At the bottom of the table. Type in the new employee's name, password (number or letter or both)
5. Click on Save Changes button.
MAIN MENU | EMPLOYEE MAINTENANCE | EMPLOYEE RESTORE
How to restore an employee that has been removed or deleted?
If you accidently remove or delete an employee from the system and need their information restored. Put a check in the box and click Save Changes. The employee's information and login as been restored. You will see the employee's time card information in the reports.
MAIN MENU | EMPLOYEE MAINTENANCE | EMPLOYEE IMPORT
How to import the employee's names into Easy Time Clock?
For quicker employee setup, this page will import Employee names from a text file (.txt and .csv). If your payroll software has an export employee name feature, export the list in a text format (.txt or .csv). The import file should contain one Employee name per line. Additionally, you can have a separator charactor (comma) and the password. If a password is not supplied the password will be blank.
Sample: John Doe, jd
Select the options available.
Import action:
* Import all Employee names
(This will import name listed in the import file without deleting any employees that are currently listed in the time clock.)
* Delete Employee names that are not in the import and then import the rest.
(This will delete the employees from the time clock that are not listed in the import file. If you accidently delete an employee, we can restore the employee upon request.)
Select delimiter used:
* Tab
* Semicolon
* Comma
Click the"Browse" button to find the import file on your computer. Select file and click the "Upload" button to import your list. Go to "EMPLOYEE SETUP" page to view your uploaded list.
MAIN MENU | EMPLOYEE MAINTENANCE | AUTOMATIC LUNCH ENTRY
This is the Automatic Lunch Deduction Entry that is available for each employee. Select which employee you want to have a daily automatic lunch deduction taken from their daily time entry. Select the number of hours daily to exceed and then select the lunch time to be deducted from the drop down menu and save changes. The time clock will now automatically deduct for that day the lunch time if the employee exceeds the hours selected. If an employee does not exceed the set hours for that day, the lunch deduction will not be deducted.
How to setup Automatic Lunch Deduction for each Employee?
If your employees are unable to access the time clock daily to clock in and out for lunch, the automatic lunch break deduction is what you need. Follow these steps:
1. Login as Admin.
2. Click on the Employee Maintenance Menu link
3. Click on the Automatic Lunch Entry link
4. You will see the employee list. Select which employee you would like to have the lunch break. Select the number of hours to exceed from the drop down list.
5. Select from the drop down menu the lunch break time.
6. Save Changes
The automatic time punch buttons are required for this feature. The lunch break time selected will be automatically deducted from the employee's daily total when the employee clocks out and if they exceed the hours allowed. If the employee works less than the hours selected the lunch break will not be deducted. The words 15 minutes, 1/2 hour or 1 hour will be listed in the daily report so you can see that it was deducted from the time card.
MAIN MENU | EMPLOYEE MAINTENANCE | PAYROLL SETUP
The Payroll Setup Page is where you input their payroll information. The list of employees will appear and all you need to do is input the date hired, employee number (optional), tax status, exemptions, hourly or salary status, pay rate either hourly or salary earnings, and the information column that can be used for anything you wish. Click on the "Save Changes" button.
How do I setup the Payroll Setup page?
The Payroll Setup page is where you input their payroll information. Only the assigned Administrator Access can view and edit the payroll setup page.
1. Login as Admin.
2. Click on the Employee Maintenance Menu link
3. Click on the Payroll Setup link
4. Type in the Employee ID Number. This field is optional depending on your payroll software needs for exporting employees hours into your payroll software.
5. Type in the hired date.
NOTE: An automatic email will be sent to the contact email address listed in the company information
page notifying the administrator of the employee's anniversary of their hired date. This reminder is used for annual employee evaluation.
Also, Paid Time Off accruing maybe based on employee's hired date which will require this field to be completed.
6. Select the employee's pay status as hourly or salary.
***Salary employees can track their time in the time clock. In the Summary Report,
the salary employees will have the words "Salary" next to their name in the
total hours column. Salary hours do not export for payroll.
8. Input the hourly pay rate. Overtime is automatically calculated within the system as time and half. The summary report and individual report will display the gross pay when activated in the Main Menu | Location Maintenance | Optional Column Setup page.
9. For salary employees type in the gross pay for the pay period. In the Summary Report the gross pay for the salary will show the flat amount not hourly. If no gross pay is listed the words "Salary" will appear in the Summary Report.
How to display the gross pay for the salary and hourly employees?
1. Login as Admin.
2. Click on the Location Maintenance link
3. Click on the Optional Column Setup link
4. In the Summary Report and/or Individual Report select Display Gross Pay and Display Hourly/Salary Status.
5. Click the Update button to save changes.
MAIN MENU | EMPLOYEE MAINTENANCE | EMPLOYEE MONITOR
Companies can better manage their staff when supervisors are able to monitor their employee’s time and attendance habits in real-time.
Tracking time and attendance data is essential for documenting your employee’s time at work so
supervisors can make better management decisions to assist in resolving any problems that need to
be addressed. Easy Time Clock’s advance features include employee monitoring in the Full Feature
Account. Managers can be immediately notified by email in real-time so they can quickly identify and
address any staff management issues.
Notify Email – Type in the email address that you want the notification sent to. If the field is left blank, the administrator contact email address will be used. (You can send the email to your phone by typing in the phone email address)
Notify Clock In - The system will send an email when an employee clocks in each day.
Notify Clock Out – The system will send an email when an employee clocks out each day.
Notify Close To OT (Overtime)- Receive an email alert when an employee’s work week hours are close to earning overtime. The program will alert when employees clock in 6 hours before overtime is earned. For example if you have OT set at over 40 hours in a work week, the system will alert when an employee clocks in at 34 hours.
Anniversary Reminder – The system will send an email on the employee’s anniversary date and lists how many years that employee has been with the company. Go to Main Menu | Employee Maintenance | Payroll Setup page to enter hired date.
Exempt From Limit by Location – If you have an employee that needs to get access to the time clock outside the office location, you can remove the limit access by location restriction for that employee’s login.
Include on Who’s In Page - This employee’s name and login status will be displayed in the Who’s In page. See sample
How to give an employee login remote access?
Exempt Limit by Location - This is where you can remove the limit access by location restriction from the employee's login. To allow an employee to access the time clock from remote location outside the office. If you check the box next the employee name, that employee can access the time clock from any location. Note: This is an option.
MAIN MENU | EMPLOYEE MAINTENANCE | EMPLOYEE ACCESS
How to give employees access to assigned selected features?
Customizing your time clock account is easy. You can give users access to selected features and options with just a click of the mouse. Your time saving options are listed below with a brief explanation.
The Employee Access page allows you to add or remove links to the individual employee’s time card. Main Menu | Employee Maintenance | Employee Access
Settings For All: When you select these items, all of the employees will have a link in their time card
to give them access to the pages selected.
* Out Button Menu Access - Enables employees to create an Out Button name for the Who's Page to indicate if they
left the office or not and display the out note of where they are. Example: Out to lunch, Doc Apt, Gone for the Day.
* Change Password - Enables employees to change their password for added security.
* Message Center - Enables employees to communicate with eachother and the administrator. Sending messages to selected employees.
Settings for Each Employee: Assign each employee pages you want them to have access to.
The employee only has access to their individual time card information only and can not view any other employee's information.
* PTO Usage Report - Gives access to view only that employee's PTO Usage Report.
* Time Sheet Authorization - Allows employees to print their individual time sheet authorization form for client signature. This feature is used for clients that need to sign off work performed. Company logo will display if uploaded in the
Company Maintenance | Login Setup page. See sample below.
* Time Card Edit - We offer four levels of edit access.
1. Notes - Will give an employee access to just enter notes into their time card for the supervisor and administrator to view in the reports.
2. Add Entry - Add time entry only. No access to edit, change or remove time card entries.
3. Change Req. - Time card change request page allows users to request a change to their time card without editing their time card directly. The supervisor and administrator can approve the request with a click of a button. The approved time entries will then automatically populate into the employee’s time card. Saving data entry time.
2. Edit - Full edit access to make changes to the individual’s time card.
Note: If an employee needs the ability to manually enter their own time card hours instead of using the
automatic clock in and out feature, select the "Edit" box next to the employee's name and save changes.
The employee's time card will have the Time Card Edit link available to manually enter their time.
The employee can either select type in clock in and out time or select hours and type in their
hours and minutes. The employee will only have access to his time card edit page.
MAIN MENU | EMPLOYEE MAINTENANCE | ADMINISTRATIVE ACCESS
This is where you assign manager/supervisor(s) access to selected administrative pages.
Check the box next to the pages you want your supervisor to have access to administrative pages. Save Changes.
The manager's time card will have a Main Menu link available to access only the pages assigned.
MAIN MENU | DEPARTMENT MAINTENANCE
MAIN MENU | DEPARTMENT MAINTENANCE | DEPARTMENT SETUP
The Department Setup page allows you to sort your employee list by department or location name. Supervisors are allowed to view
time card details of only the employees that are assigned as a member "M" of the department they supervise "S".
1. Create the department/location name in the Department Setup page
2. Assign the employees as a member of a department in the Assign Department page.
* Department Column - Type the department name or location. Recommended: Make the name short (2 to 4 letters)so that the reports are not too wide.
* Internal Note Column - This column you can type in the full name or information about the department name. (Optional use only)
1. Login as Admin.
2. Click on the Main Menu and select Department Maintenance Menu link located on the left side.
3. Click on the Department Setup link located on the right side.
4. This is where you create the department. Type in the department name, short version. Type in the description if needed.
5. Click on Save Changes button. You can create as many departments as needed.
6. Now you need to assign the employees to a department. Follow the next step.
MAIN MENU | DEPARTMENT MAINTENANCE | ASSIGN DEPARTMENTS
This page is where you assign each employee as a member of a department(s) and/or supervisor with edit access.
How do I assign an employee to a department?
Setting an employee to be a member of a department will include them in any reports that are displayed for the supervisor of the department. When you create a department, make sure all employees are assign as a member of a department.
1. Login as Admin.
2. Click on Department Maintenance Menu link
3. Click on the Assign Department link
4. Put a check in the "M" box to assign the employee to be a member of a department. An employee can be a member of multiple departments.
If no department is assigned to an employee, the employee will not appear on the supervisors report. The Administrator will only view the employee's time card.
5. Put a check in the "S" box to assign supervisors to the department they supervise only. Put a check in the "E" box to allow edit access if needed.
6. Click Save Changes button.
What if no departments are created?
If no departments are created, none is the default. If no department is assigned to an employee as a member or supervisor, no supervisor will be able to view the employee's time card except for the Administrator.
How can a supervisor view only their department's employee time cards?
If an employee is configured to be a supervisor of a department, they will only have access to the Time Card Detailed and Summary Report with all of the employees that are members of the department they supervise. (The supervisor does not have full administrative privileges.)
1. Login as Admin
2. Click on Department Maintenance Menu link
3. Clock on the Assign Department link
4. Select the employee as a supervisor "S" to the department
5. Click the Save Changes button
How can a supervisor have edit access in their department's employee time cards?
There is also an option where the employee, as a supervisor, can be configured to be able to only "View" the Time Card Detailed and Summary Reports and/or to "Edit" the Time Card Detailed and Summary Reports.
1. Login as Admin
2. Click on Department Maintenance link
3. Clock on the Assign Department link
4. Select the employee as a supervisor "S" and edit "E" to the department
5. Click the Save Changes button
Some companies do not want their Supervisors to have full edit access to their personal time card. You can now assign supervisors time card edit options for their personal time card without giving them full edit access to their time card.
Supervisor’s Personal Time Card with Full Edit Access – If you want your supervisors to have full edit control for their personal time card, assign the supervisor as a member of the same department they supervise with edit access. See office as an example.
To restrict Supervisors from having full edit access to their personal time card by giving them access to request time card change request page or add entry page, and still keep the full edit access for only their supervised department employees. In other words, not giving supervisors full edit access to their personal time card. Assign the supervisor as a member of a department that they do not supervise with edit access then assign in the Employee Maintenance | Employee Access to make your Time Card Edit page selection. The administrator or assigned supervisor with edit access can approve the supervisor’s time card request.
1. Go to Department Maintenance | Assign Department to assign the supervisor as a member of a different department than the one they supervise.
1. Go to Department Maintenance | Assign Department to assign the supervisor as a member of a different department than the one they supervise.
2. Go to Employee Maintenance | Employee Access page to select either the time card change request or add entry page then save changes.
Employee Login Department List
Use the Department List to in the List Login for quicker name selection. If you create a department name as a company location, create a shortcut to the desktop and check "remember the department name" when logging in the first time. Then the List Login will default to that department/location name. The employee list will only display the employees that are assigned to that department/location.
Display in the List Login page the Department/Location Employee List to for quicker name selection.
1. Go to Main Menu | Company Maintenance | Login Setup.
2. Check in the List Login to display department name.
3. Save changes.
This will display the department names created in
the List Login page.
MAIN MENU | SHIFT MAINENANCE MENU
MAIN MENU | SHIFT MAINTENANCE | SHIFT SETUP
Overview: Scheduling and assigning a shift, allows employers to monitor attendance for each employee. This feature
can help limit overtime hours or monitor work habits to identify any problems or
concerns before it becomes an issue in the work force. The break and lunch buttons can
be assigned to display according to the assigned shift.
1. Limit Clock In or Out Time – Restricting overtime. If your wanting to not allow an
employee to work more than the daily limit, setup the shift limits and assign the employees
to the shift.
2. Track Tardy Reporting - Monitor and report attendance habits to see if your employees
is working a full shift. In the reports, there is a “T” next to each clock in or out that is
considered tardy for late in or late out and "E" for Early in or out.
How do I monitor and track employees who are late and/or early?
"Online Manual" or "Setup Help" instructions are available in the upper right hand corner or the Shift Setup (PDF)
How to create a shift?
1. Create the Shift Name - Type in the short name and full description of the shift for easy reference.
a. In the New Shift fields area create the shift.
b. In the Shift column, type in the shift “Shift Name”. The shift name should be short for easy indentification.
c. In the Description type in the full name of the shift description. (For example: AM Shift 7AM-5PM or "PM Shift 2-10PM )
2. In the Times column type in the o’clock time schedule for the shift for “In”, “First Break”,” Lunch”, “Second Break”,” Out”. (For Example: 10:00AM or 7:00pm). The break/lunch buttons will display in the employee’s time card according to the time of day it is scheduled. Go to Project Break Button Setup to create the lunch/break buttons to be added to the shift.
3. Time Limits – Monitoring and restricting overtime. If your wanting to not allow an employee to work more than the shift scheduled, setup the shift limits and assign the employees to the shift.
a. Select Check the box to set Time Limits.(Optional)
b. Set the Late/Early Margins allows the staff to clock in early or clock out late a few minutes without being restricted from clocking in/out.
4. Tracking - Monitor and report attendance habits to see if your employees is working a full shift. In the reports, there is a “T” next to each clock in or out that is considered tardy or early out.
a. In the Tracking column select one or more options- (E)for Early In, Early Out,(T) Tardy In and Tardy Out.
b. Indicate the minutes allowed for the Late/Early Margin ( For example: 5 minutes or more is considered tardy (9:05 AM) Optional
c. Check the box for activating the Email Notify and type in the supervisor’s email address to receive the email notifications.
**Entering multiple email addresses separated by a semi-colon(;).
d. Save Changes. You can now create more than one shift by following the same instructions.
The detailed report will display next to clock in and out time the flag for tracking tardy. Mouse over the letters to get the full descripton.
4. After you create a shift, go to the Assign Shift page to assign each employee to the shift. You can select the shift style to be a single shift or week of the month (5 weeks) then assign each employee the shift scheduled for the week. DON’T FORGET TO ASSIGN THE SHIFT and Save Changes.
MAIN MENU | SHIFT MAINTENANCE | ASSIGN SHIFT
Shift Setup Instructions (PDF)
How do I assign an employee to a shift?
1. Login as Admin.
2. Click on the Shift Maintenance Menu link
3. Click on the Assign Shifts link
4. Assign a shift from the drop down menu. If an employee is not assigned a shift, the employee will have no time limits.
5. Click on Save Changes button.
Can an employee login during the blocked hours?
The employee will not be allowed to clock in or out. A reminder will be displayed at the bottom of their time card to let them know that they are being blocked from clocking in or out. The employee will still be allowed to login during a blocked time, but they will only be allowed to see their time card and enter things like paid time off and mileage.
MAIN MENU | WORKSITE MAINTENANCE
MAIN MENU | WORKSITE MAINTENANCE | WORKSITE SETUP
This page is used in conjuction with the Time Card Generator page only. Site mantenance is used for employers that need to manually type in the time at which site/location the employees worked for the day. This tracks where the employees worked for the day without using the project button feature. NOTE: To track the time totals for the pay period at separate locations, use the project button feature.
How to use the time card generator?
1. Go to Location Maintenance and select Optional Column Setup to activate the Site Column to display in the detailed report.
2. Type in the site name and description in the reference field and save changes.
3. Go to Time Card Maintenance
4. Select site location from the drop down menu.
5. Select the date
6. Type in the time (example: 8:00 AM and/or 5:00 PM)
7. Select project button name from the drop down menu
8. Save Changes
9. Go to Time Card Detailed Report to see the site column listed where the employee worked that day.
10. Go to Time Card Edit By Date to filter by site column and date where the employee worked that day. You can edit the time card and save changes.
MAIN MENU | PROJECT MAINENANCE MENU
MAIN MENU | PROJECT MAINTENANCE | PROJECT CLOCK IN BUTTON SETUP
Overview: When figuring multiple Project/Job cost, it is important to be able to track and report how much time is spent working each job. Easy Time Clock project tracking feature will track and report time spent working on multiple tasks.
All of the reports will sort by project name to display the total hours worked on an individual project or all projects together.
All reports can filter to display by project, department or employee.
The project maintenance feature will allow you to track time and cost on separate projects, jobs or locations.
Create multiple project button names to track time on specific projects plus assign the project buttons
to only the employees that will be using that project button. When that project button is no longer
needed, all you do is unchecked the box next to the employee's name and the button is no long available
to use.
See our Easy
Project Setup Instructions[PDF]
1. Login as Admin.
2. Click on the Project Maintenance Menu link.
3. Click on the Projects Setup link
4. Put a check mark in the box to "Use The Project Buttons To Clock In". This will activate the project clock in buttons to be displayed in the employee's time card.
5. Type in the short abbreviation for the project name, full name and description if needed. You can control the size of the project button so they are not too big.
6. Select the Pay Type. Regular Pay Rate, Overtime Pay Rate, Double Time Pay Rate, Exempt Rate (Pay Rate - Not included in calculating overtime), Break (Paid Time), Lunch (Unpaid Time).
7. Pay Rate. If you have a different pay rate for each project, type in the pay rate. If the pay rate for your projects are the same, leave it as N/A or zero. To activate the pay rate column, go to Optional Column Setup page and in the Summary Report select "Display Pay Rate Column" and save changes to activate the project's pay rate column. (optional)
8. Select the button width. This will make all of the buttons uniform in size. (optional)
9. Status of the project button.
Active - Current projects will appear in the employee's login page only.
Disabled - Old projects not being used. Disabled project buttons will not appear in the Employee's login page. The reports will show time for each project wheither active or inactive. To reactivate the project button, select active. NOT DELETE projects if they have been used in the system.
10. Click on the Save Changes button.
11. Now you need to assign the project buttons to the employees.
11MAIN MENU | PROJECT MAINTENANCE | PROJECT BREAK BUTTON SETUP
How do I monitor my employees paid break or unpaid lunch time?
How do I receive and alert email when my employee returns late from Lunch/Break?
Easy Time Clock monitoring features save managers time by identify problems quickly.
Supervisor/Managers can monitor the time your employees take for unpaid Lunch
and/or paid Break plus send an email notification if an employee is taking too
long for lunch or break.
Break – paid work time - that is an optional benefit
Some companies offer a benefit of paid break time in the morning and in the
afternoon for employees to take care of personal needs, such as a refreshment
break. This benefit is not mandatory but a benefit given to employees at the
discretion of the company.
How does Break Time work within the Easy Time Clock program?
The break is a paid benefit and can only be recorded for the time allowed by the
company. Anytime past the allow break minutes is considered unpaid time. For
example, if an employee takes 15 minutes for break when the company allows only
10 minutes, the time clock will only record 10 minutes paid time and clock in at the
time they returned from break to clock in for work. The employer is not paying for
more break time than allowed.
Lunch-unpaid benefit
Most companies give employees a scheduled block of time set for mandatory lunch breaks. A lunch break is usually an unpaid block of time set by the company most commonly 30 minutes to 1 hour. Most companies do not allow employees to clock back in early to work during their scheduled lunch break to earn extra work time that at times puts them into earning unneeded overtime. This monitoring feature will save companies hundreds of dollars of unneeded overtime payments to their employees.
How does Lunch Break Monitoring work within the Easy Time Clock program?
Easy Time Clock program will inform Managers of their employee’s work habits by monitoring the time & attendance at work. If an employee is taking too long of a lunch break, the manager is email notified immediately to identify any attendance problems so it can be addressed quickly. (The email address listed in the Employee Maintenance | Employee Monitor page is the email address that the system will use. If the field is blank, the Admin contact email address is used.)
Within the Easy Time Clock program, you set the time allowed for the employee’s lunch break. The system will not allow an employee to clock back in until 90% of the break time has passed so that employees are not allowed to work during lunch break, thus keeping unwanted overtime earnings under control.
How to setup the Lunch Break Feature:
After you enable the Break and Lunch buttons option, the time cards will add a new Break/Lunch column to display how much time your employees take for each lunch and break. The unpaid lunch hours tracked is not included in payroll hours. The paid break time is included in the payroll hours as a company benefit. The following are instructions on how to setup the Lunch and Break clock out buttons.
The following are instructions on how to setup the Break and Lunch clock out buttons.
See our Easy Lunch/Break Instructions[PDF]
1. Go to Employee Maintenance | Employee Monitor page to select the option to receive email notifcations by typing in the email address of the manager that you want to receive the email notification for each employee. If left blank, the administrator email will receive the email notifications. Save changes.
2. Go to Project Maintenance | Project Break Button Setup
3. Check the box to enable the Break and Lunch Time Tracking and Save Changes
4. Create a project name for Break and/or for Lunch and Work.
5. Assign Pay Type as Regular Rate for Work.
6. Assign Pay Type for Break and Lunch as Break Or Lunch.
7. Assign the Break Time allowed in Minutes and Work as N/A
8. Go to Assign Project Clock In Button by Employee – Uncheck the box if you want all of the employees to have the project button.
The employee’s time card will have a lunch break clock out button available. See sample below.
• Click 
to begin work.
• Click 
button to clock out for Lunch or Break
• Click
return from Lunch or Break.
• Click 
return from Lunch or Break.
See Time Card Sample:
MAIN MENU | PROJECT MAINTENANCE | ASSIGN PROJECT CLOCK IN BUTTON
Assign each employee which project button you want to appear in their time card.
How do you assign the project clockin buttons to each employee?
1. Login as Admin.
2. Check the box at the top of the page to Assign Project Clock In, Lunch, and Break buttons by employee.
3. Check by each employee the name of the project button they are needing access to. If no buttons as assigned there will be no clock in button available. There needs to be a clock in button for all categories.
4. Save Changes.
MAIN MENU | PROJECT MAINTENANCE | CLOCK OUT BUTTON SETUP
Create a clock out button to add time for errands, like going to the bank or postoffice. You can setup as many out buttons as needed and assign them to the employees that are authorized to use them.
How do I add a block of time and track for errands, projects or services?
The employee clocks out leaving the office using the Clock Out Button-Add ## minutes to their time card. When the employee comes back to the office from running the errand, he/she will clock back in showing that he/she have returned to work.
1. Login as Admin
2. Select Project Maintenance link
3. Select Project Setup link
4. Create a new project name to track travel time separately. (optional)
5. Save Changes and go to next step to display the Out of Office Note
6. Select Location Maintenance menu link
7. Select Optional Column Setup link
8. Select the Employee Login and Detailed Report "Display Out Of Office Note Column" (IMPORTANT)
9. Save Changes and go to the next step to assign the clock out button
10. Select Clock Out Button Setup link
11. This is where you create the button name and assign it as a project to track added time separately. Save Changes
MAIN MENU | PROJECT MAINTENENCE | ASSIGN OUT BUTTONS
1. Select Main Menu Link to take you back and select Assign Clock Out Button
2. Check the box to assign the clock out button to the employees then put a check in the box to display the buttons for that employee.
3. Save Changes
**Now the employee will have access to the Clock Out-Add Time button.
The report will show the description of the button in the Out of
Office Note Column.
Click the Mail or Bank button to clock out when you are leaving to run an errand.
The time clock will automatically clock you out of the current project and add time for the errand in the project it was assigned to.
MAIN MENU | PTO MAINENANCE MENU
MAIN MENU | PTO MAINTENANCE | PTO CATEGORY SETUP
Create your paid time off categories that match your company's.
How do I setup the time clock to track and accrual Paid Time Off?
Create PTO Categories
1. Login as Admin
2. Click on the PTO Maintenance Menu link
3. Click on the PTO Category Setup link
4. Create the Paid Time Off categories that your company uses. (For example: vacation, holiday and sick.) Only create what you need. You can create as many categories as needed.
Short Name – 2 to 4 letter abbreviation. This is displayed in all of the reports.
Full Name – Is displayed in the PTO Type drop down menus.
Internal Note – notes on what the category is for.
5. “Export Code” is where you enter your payroll software PTO category code. This is used when you export from the Summary Report to process payroll.
6. “Group PTO Payroll Hours” is where you customize the reports to list one grand PTO total hours or list each separate PTO category total hours.
Group PTO Payroll Hours - We use Paid Time Off (PTO) as a general term for paid time away from work. Some employers' plans
offer a specific amount of days for each category of PTO, while others, particularly in the healthcare
and financial industries, provide one set amount of paid days off that can be used for various reasons
at the employee's discretion. Additionally, some employer's will combine sick and vacation together,
and then separate Holiday. To accommodate any combination that your companies used, you can select
weather to combine or separate each PTO Category.
7. “Status” is where you can change the status of the category. Active is available in the drop down list. Inactive is not available in the drop down list. Do not delete the categories if they have been used.
(Optional) Put a check in the box to give employees access to a “Paid Time Off” link in their time card. This will enable employees to type in their own PTO hours during the pay period. Grouped or Not Grouped totals in the Summary Report.
Assign and Setting Accrual Increments To PTO Categories
FIRST: Make sure the PTO categories are created by selecting the PTO Setup link located Main Menu \ PTO Maintenance Menu.
This page is where you assign the increment hours to be earned for each employee according to the increment type setup.
( For example: Bob will earn 25 hours of Holiday annually on 1/1/08 and will automatically earn 25 Holiday hours on 1/1/09.
Sick earns .13 hours every pay period. Vacation earns .333 hours every pay period.) If you leave it blank it will not accrue
anything but will show usage. If you put in a zero, it will accrue the number listed. Displayed are the number of hours earned, used and available for each employee.
1. Assign the PTO category to the employee to allow them to use PTO hours from this category......
that earns paid time off by putting a check in the box next to each employee then click “Save Changes”
button to activate the accrual type column. If no PTO is assigned to an employee, the time clock will
not track accrual or usage for that employee.
For example: If you have a part-time employee that does not earn PTO benefits then you do not
check the box for any of the categories.
If you have a new employee that starts earning PTO after
one year of work, then you will check the paid time off category box, save changes, then select annual
increment type, then type in the increment amount in hours per year, then type in the min months worked (12)one year, then click save changes. Setup the initial
start date click on the edit link for the PTO initial start date would be the hired aniversary date with the hours earned as zero. When your employee has worked 12
months the accrual amount will be added. Do not forget to type in their hired date
anniversary in the Employee Maintenance | Payroll page.
2. Select the Accrual Type for each PTO category according to your company’s benefit handbook.
If Accrual Type is set to none, the employee can use PTO hours, but there will be nothing added
automatically.
3. Type in the number of Accrual Hours to be earned according to the accrual type set for that PTO category.
For example, Bob earns 25 hours of holiday every year. Earns .13 Sick hours every two weeks and earns .333
Vacation hours every two weeks.
4. Type in the Minimum Weekly Hours Required for the employee to earn PTO hours. For example:
An employee must work over 32 hours weekly to earn paid time off hours.
5. Type the Maximum PTO Hours Allowed according to the accrual type selected. When an employee
has reached the maximum hours the time clock will not accrue over the max hours allowed.
6. Type in the Employed Minimum Months before accrue hours begin. For example: If an employee starts
receiving accrual PTO hours after one year employment upon hired date, type in the 12 months. On the
13 month, the time clock will start accruing the hours earned according to the increment type.
PTO earned based on the hired date anniversary, the time clock will accrue the hours to that
employee’s PTO. IMPORTANT: Type in the hired date in Employee Maintenance | Payroll page.
7. Type in the Employed Maximum Months – Enter the maximum months at the set accruing rate. The time
clock will stop accruing when the employee has past the max months allowed. If an employee earns a
higher rate of PTO after working 3 or 5 years with the company, type in the number of months for the
higher rate to start. Create a new PTO category (Vac-3 = vacation 3 years) to assign it minimum
months of 36 months(3years) to start accruing hours set at the higher rate.
8. Save Changes.
The PTO Balances page is where you enter the beginning available Paid Time Off hours and
as the start date accruing PTO hours.
To start automatic accruing of earned PTO, setup this year's start date and available PTO hours before the start date.
1. Each Assigned PTO Category's has a column named 'This Year's Start Date'. This column tells the time clock when to start adding up the earned, used, and available balances. Every year this date will automatically increment to keep everything current.
When this date increments, the new before amount will be the sum of the old before amount plus earned between old start date and new start date minus used between old start date and new start date.
After the start date and before amount are updated, the available amount will be the same amount as it was before the increment of the start date.
2. The “Available Before Start Date” balance. Available Before Start Date is the beginning balance or available earned hours the employee has as of today.
3. “Earned After Start Date” column will display the total hours accrued or earned after the This Year Start Date listed.
4. “Used After Start Date” column will display the total PTO hours used during the year after the date listed.
5. “Available” column will display the paid time off hours available for the employee to use for the year. The employee will not be allowed to enter more PTO hours than what is available when entering their own PTO in their time card.
Note: The administrator can override this restriction and elect to give the employee more than what is available as an exception to the rule. A warning popup will be displayed when the administrator tries to enter more PTO hours than what is available but the administrator can elect to override warning.
6. “Edit Hours Earned” column links will display a log of the earned PTO hours for each category during the year. It is for viewing and editing if needed. This page is not used to enter PTO hours used. Enter PTO hours used in the Time Card Edit page.
Note: If there are no entries yet, the next automatic accrual will be based on the
date in "This Year's Start Date" column from the PTO Balances page. To have an
Available balance, at least one entry is needed here. See the PTO Balances page
for the Earned, Used, and Available numbers.
MAIN MENU | PAYMENT INFORMATION
MAIN MENU | PAYMENT INFORMATION | ACCOUNT HISTORY
The Account History page will let you see all your invoices and payments in your account. Invoices and Payments will have a link so you can display and print using your browser button. When an invoice is posted to your account, an email notification is sent to the email address typed in the company setup page.
How can I view my account history?
1. Login as Admin.
2. Click on the Payment Information Menu link
3. Click on the Account History link
The Account History page will let you see all your invoices and your payments with
the current account balance due.
4. To view your Invoices click on the link to view a printable copy of the invoice.
Use your browser print button to printout your invoice.
5. We have provided for your convenience at no additional charge an online credit card payment or Paypal.
Any advance payments will show as a credit balance in your account and will be
applied to your monthly invoices.
How to make a credit card payment online?
We accept all major credit cards, check or paypal payments. Go to Payment Information and select one of the payment optons on the right. Advance payments are accepted at anytime. Please remember to make your payments in a timely manner when the balance is due so that your services will not be interrupted.
If you have a Paypal account, you can login into your Paypal account to make a payment. Type in the information required. A receipt will be emailed to you when the payment is completed.
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