Click on the links in the table of contents.
How do I login using the Company Login?
How do I login using the Employee List Login?
How do I setup the Employee List Login?
How do I just show the employee list for just my department?
How can an employee change their password?
How to setup the maximum hours in a work day?
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?
How can I change the time clock colors?
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 can I view my account history?
How to make a credit card payment online?
How to print from browser? (in PDF format)
How to print using word document?(in PDF format)
How to print using Export to Excel link? (in PDF format)
How to read the report totals?
How do I view all of the reports?
How to view the Individual Report?
How to view out of office notes in the Detailed and/or Individual Reports and Whos In page?
How do I set the pay period date?
The First Day Of The Work Week
The Overtime and Double time settings.
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 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?
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 exempt an employee login from restriction of limit by location?
How to give employees or supervisors access to assigned administrative pages?
How to use the time card generator?
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 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 do I setup the time clock to track and accrual Paid Time Off?
How to Setup Increments To The PTO Categories?
Export File To Import Into Your Payroll Software
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 Free 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 are available in PDF format.
1. Once you have created an account you will automatically go to a login screen called “Company Login” that has your company login name and employee name 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 Employee Name", then click on the "Login" button. (See Example)
MAIN MENU | EMPLOYEE MAINTENANCE
MAIN MENU | EMPLOYEE MAINTENANCE | EMPLOYEE SETUP
2. 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?
In the Reports Menu | Column Setup page you can give employees access to the Change Password page.
Enable the employee to change their password: The employee can change the password after they first login by clicking on the "Change Password" link located in their employee time card.
Disable employee from changing their password: If you do not want your employee to have access to change their password go to Main Menu | Reports | Column Setup | Employee Time Card and uncheck access to change password and save changes.
3. 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.
Lets start your time clock configuration:
The Main Menu link has a group of menu links on the left and setup/configuration 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 little 
or select the “ How To “ links for
additional help.
MAIN MENU | TIME CLOCK MAINENANCE MENU
Click on the Time Clock Maintenance Menu link to start customizing your time clock.
MAIN MENU | TIME CLOCK MAINTENENCE | TIME CLOCK
Click on the “Time Clock” link. This will take you to your global time clock configuration page. You can upload your company logo, setup your maximum hours for a work day, and setup the limit by location feature. Go to all of the features and select the settings you want. After selecting your time clock configuration, select the “Update” button to save.
How to upload a picture? With your mouse curser, select the "Picture" circle and click the "Browse" button to find the logo from your computer. Double click on the company logo in JPG or GIF picture format only and click on the "Upload" button to view what the picture will look like. 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.
After you have the company logo size you want, then click on the "Update" button at the bottom of the page to save the picture to our server. Now in the login page, your logo will be displayed.
What is the Login Message? The login message is located in the Company Login and Employee List Login screens. 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".
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 do I setup limit by location?
The Location Access Setup stops employees from accessing the time clock from unauthorized locations. The limit access
feature has several options to choose from. You can select one or more options at each location depending on your needs.
1. By Address - access is based on the IP address from your router (Static IP address is recommended)
2. By Subnet - access is based on the subnet from your router (Static IP address is recommended)
3. By Computer - saves an authorization ID on the computer to grant access
4. By Browser - download a copper browser program to the desktop on the computer as a shortcut to grant access (Recommended)
Limit access 'By 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 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 home
or anywhere else. 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 Computer option is available. The time clock can be accessed only from the computer(s)that have been granted access.
The limit by computer program stores the authorization in a cookie on each computer so it can identify it when accessing the system.
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.
**To activate limit access by computer, select the 'By Computer' then assign a password for the manager at the location to beable
grant access or remove access and click the 'Update' button and then click on the 'Grant Access' button to send the ID
to the computer. If you want to remove the limit by computer, click on the Remove Access button and click the 'Update' button.
Limit Access By Browser option is available. (Highly Recommended, Windows Application)
Step by Step Instructions[PDF] and Download Browser File Instructions [PDF]
Limit access to Easy Time Clock by using the Copper browser program. This 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.)
Below are instructions on how to setup each computer to use the Copper Browser to access the time clock.
If an employee attempts to access the time clock using a different browser, the employee will receive an error
message and an email notification will be sent to the administrator.
Go to Main Menu | Time Clock Maintenance | Location Access Setup page.
There are three steps to follow for setup:
1. Create Password,
2. Download Program to Desktop,
3. Change Icon Name and Copper Setup ,
4. Change Browser Settings to Setup For a Dedicated Computer.
1. Grant Access by Browser Passwords:
This option is requires a password to manage the setup. There is the option to assign more than one password to be
assigned to multiple people if you have multiple locations. Each office location can have their unique password for
greater security. The administrator assigns the password to the manager for setup access. Do not create a password
for each employee. Only the Administrator or Manager should have the password.
Create a New Browser Password:
• 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.
• 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 ‘Edit Password’ 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.
2. Download Copper Program on Each Computer
• Copper link – To download the program to your computers, click on the Copper link.
• Save To Desktop – Save the file to your desktop to create an Icon for quick access
• Save As –
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
3. Change Icon Name and Setup Copper - You can rename the Icon to your personal time clock name.
• Right Click on the Copper Icon
• Select Rename
• Type in the New Name – Easy Time Clock
• Click on the Icon to access the time clock browser and select run. The Company Login page will appear with the prefilled information already filled in.
**ERROR MESSAGE HELP - If you get an error when running the Copper 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 company login page will appear with your company login name prefilled and your employee name prefilled. You can log in now and start using the new browser.
4. To Setup For A Dedicated Computers - 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.
• Click on File | Setup
• 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 browsers will only run copper 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.
• Select your Operating Mode and Exit Setup to activate your option.
Step by Step Instructions[PDF]
MAIN MENU | TIME CLOCK MAINTENENCE | FAVORITE SETUP
Favorite Setup page. Select the favorite links you want to display in the Administrator's web pages. Save changes. See Samples:
MAIN MENU | TIME CLOCK MAINTENENCE | COMPANY
Sample of Company Info Page Filled Out:
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 | TIME CLOCK MAINTENENCE | COLORS
The Colors Configuration page will let you select the colors you want for your time clock. There are five different color categories and a sample area so you can experiment without affecting what the employees see.
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". When you are happy with the colors, click the "Update" button and everyone will begin using the 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 Time Clock Maintenance Menu link located on the left
3. Click on the Colors 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 using the colors.
<NOTE: If you change the colors to something that is unreadable and you havent click the Update button, you can close your browser and restart it and your old colors will come back.
MAIN MENU | TIME CLOCK MAINTENENCE | MESSAGE CENTER
The Message Center page will let you send and receive messages to and from your employees and our Technical Support Department. If you send a message to our staff, you will receive a response promptly during business hours. To send a message to your employee, highlight the employee's name from the drop down list. Multiple names can be highlighted by holding the control key (Ctrl) and clicking on the name. To select all of the employee's names, click on the "Select All" link located next to the employee drop down list.
When you have a new message that has not been read, the Admin or employee login with automatically go to the Message Center page so you can read your new messages before going to the time card reports. Once you have read your message, the status on your message will show that it has been read. 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 Time Clock Maintenance Menu located on the left
3. Click on the Message link located on the right
4. Select the employee's name from the drop down list or technical support. 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.
Type in your subject line and message. 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.
5. Click send button to send message.
How do I view or remove the messages?
1. Login as Admin.
2. Click on the Time Clock Maintenance Menu link
3. Click on the Message 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 | TIME CLOCK MAINTENENCE | 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 Time Clock Maintenance Menu link located on the left side.
2. Click on the 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 | PAYMENT INFORMATION
MAIN MENU | PAYMENT INFORMATION | INVOICE HISTORY
The Invoice History page will let you see all your invoices and your current account balance. Invoices will have a link so you can display and print the invoice. Payments are simple shown as a transaction. An email notification is sent to the email address typed in the company information when an invoice was posted to your account.
How can I view my account history?
1. Login as Admin.
2. Click on the Payment Information Menu link
3. Click on the Invoice History link
The Invoice 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.
Payments are shown as a transaction.
5. We have provided for your convenience at no additional charge an online credit card payment link through our merchant account, Paypal. We have a $10 minimum for online credit card payment. 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?
Make a credit card payment by clicking on the credit card icons at the bottom of the page and that will take you directly to our credit card merchant account named "Paypal" and select the "continue" link under Do Not Have A Paypal Account to take you to the credit card payment screen. Fill in the billing information and you will receive an email receipt when the payment has been completed.
If you would like to make an advance payment, type the amount in the advance payment box and then click on the credit card icon to make your credit card payment. The advance payment amount will be displayed in bold letters showing you how much the card will be charged before you proceed.
Click on the "Continue" button to make a payment by credit card. 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.
MAIN MENU | REPORTS MENU
MAIN MENU | REPORTS | TIME CARD DETAILED REPORT
The Time Card Detailed Report will show all of your employee's time card entries. 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 the report.
The background color will change in the week column as each week changes to help you know when a new week starts. This will help to visually see the weekly totals for each week.
You can set the first day of the week in the Reports | Report Configuration menu link. Type the date 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 track your workweek and create your new pay periods.
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.
Change the hour format by clicking on the Reports | Report Configuration menu link. Scroll down to the Time Total Format option and select the format desired and click on the "Update" button to save changes.
The 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. Only the Administrator and the Supervisor with edit access is authorized to edit an employee's time card. Employees that have menu access for editing their time card is allowed to make changes.
To view the daily out of office notes in the Time Card Detailed Report, go to Time Card Maintenance | Column Setup link and select Display Out of Office Note.
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 Supervisor/Administrator.
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.
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= Doubletime. 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 Report Menu Link to view all of the reports 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 hours and reimbursement column totals for the pay period selected from the drop down menu. The Summary Report has customizable display options available in the Reports | Column Setup link. Select the options you desire and save changes.
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.
MAIN MENU | REPORTS | TIME CARD INDIVIDUAL FOR ALL
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 Report?
1. Login as Admin.
2. Click on the Reports Menu located on the left.
3. Click on the Time Card Individual For All page located on the right.
4. Click on the browser print to either preview to see all of the pages or print directly. Each employee's individual report will print on a separate page.
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.
Go to the Reports | Report Configuration page and type in the manual pay period dates and save changes. In the pay period drop down menu you will see the manual pay periods listed at the top of the list in a different color. Select the date desired and the time clock will report the paid time off usage during the date range selected.
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.
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.
If the employee has not clocked in yet today, the status box will show an empty box.
To view the daily out of office notes in the Time Card Detailed Report, go to Time Clock Maintenance | 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 Time Clock Maintenance Menu link
3. Click on the Page 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
The Time Clock Access Report will show you everyone that has accessed the time clock. It shows the time of access, the page they looked at, what they did, and the IP addresse location. 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 by 1,2,3 or 4 weeks by employee for quicker viewing. The Time Clock Access Report can be exported to excel.
MAIN MENU | REPORT CONFIGURATION|
Report Configuration is where you setup the reports set the pay period dates, overtime and double time, time rounding and formats. Column setup and column title setup are available for you to customize the reports to display only what you want.
MAIN MENU | REPORT CONFIGURATION| 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 Reports Menu link located on the left.
3. Click on the Report Configuration 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.
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.
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.
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 Report Configuration 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 Reports Menu link located on the top row of links.
3. Click on the Report Configuration 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 CONFIGURATION | COLUMN SETUP
Select"Column Setup" link. This page allows you to select the features you want to display in the reports, employee time cards, and login screens. See Sample:
Employee 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. Gross Pay is viewed only by the Administrator only. The supervisors can not view the 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:
Group In/Out page. Quick clock in / out login screen 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:
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:
Employee Login page. Select the links you want to display in the employee's time card page. See Samples:
MAIN MENU | REPORT CONFIGURATION | COLUMN TITLE SETUP
Column Title Setup page. Customize the column titles to fit your needs. Change the default names and save changes.
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?
This screen 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 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 | EMPLOYEE MAINTENANCE MENU
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 | Reports| Column Setup | Employee Time Card and uncheck access to change password and save changes.
The Employee Maintenance page will let you do basic employee actions. 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 IMPORT
For quicker employee setup, this page will import Employee names from a text file (.txt and .csv). If you 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 DEDUCTION
This is the Automatic Lunch Entry Deduction option 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 lunch break time selected will be automatically deducted from the employee's daily total 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
The Employee Payroll 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, regular pay rate, overtime pay rate and the information column that can be used for anything you wish. Click on the "Save Changes" button. Note: Only the Administrator can view and edit the Employee Payroll Page.
How do I setup Employee Payroll Maintenance?
The Employee Payroll Maintenance Page is where you input their payroll information. Only the Administrator can view and edit the Employee Payroll Maintenance Page.
1. Login as Admin.
2. Click on the Employee Maintenance Menu link
3. Click on the Payroll link
4. This will take you to the Employee Payroll info page.
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. Type in the Employee ID Number. This field is optional depending on your payroll software needs for exporting employees hours into your payroll software.
7. 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 so that they will not have to report their hours to payroll.
8. In put the hourly pay rate for regular and overtime (time and a half). The summary report and individual report will display the gross pay when activated in the Page Display 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 Report Configuration 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
How to setup Email Notification when my employees clock in and/or out?
If you would prefer to have an email notify you when your employee(s) clock in
and out, you will want to set this up.
Email Notify - Type in the manager's email address that you want to receive an email. If you leave it blank,
only the Administrator will receive the email.
Notify Clock In and/or Out - select if you want to receive an email each time the employee clocks in or out.
Anniversary Reminder - check the box for who you want to receive emails. If you see 'No Hired Date' listed,
go to Employee Mainteneance | Payroll Setup to enter the hired date.
Exempt Limit by Location - This is where you can remove the employee's access restriction from the time clock. 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
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.
PTO Usage Report - Gives access to view only that employee's PTO Usage Report.
Time Card Edit - 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 Time Card 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.
MAIN MENU | SITE MAINTENANCE
MAIN MENU | SITE MAINTENANCE | SITE 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 Time Clock Maintenance and select 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 | 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 to their department.
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 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.
Display the Department List to in the Employee List Login page for quicker name selection. First go to Reports | Column Setup and check in the Employee List Login to display department name and save changes. This will display the department names created in the Employee List Login page.
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 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 Reports Menu link
3. Clock on the Report Configuration link
4. Select the employee as a supervisor "S" and edit "E" to the department
5. Click the Save Changes button
Employee Login Department List
Use the Department List to in the Employee 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 employee list login will default to that department/location name. The employee list will only display the employees that are assigned to that department/location.
MAIN MENU | PROJECT MAINENANCE MENU
MAIN MENU | PROJECT MAINTENANCE | PROJECT SETUP
The project maintenance feature will allow you to track time on separate projects, jobs or locations.
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 button width. This will make all of the buttons uniform in size. (optional)
7. Status of the project button.
Active-Current Projects will appear in the Employee's Login screen 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.
8. Click on the Save Changes button.
9. Now you need to assign the project buttons to the employees.
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 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 the next step
6. Select Reports Menu link
7. Select Column Setup link
8. Select Employee Login "Show Out Of Office Note Column" (IMPORTANT)
9. Save Changes and go to the next step
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 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.
MAIN MENU | SHIFT MAINENANCE MENU
MAIN MENU | SHIFT MAINTENANCE | SHIFT SETUP
Shift Maintenance allows the employer to restrict access by time for each employee. The employee will not be able to clock in or out outside the time limits set in the shift. Employers can now monitor how many hours employee work during the day to help manage workers overtime without approval. You can create as many shifts as needed. Also the shift maintenance feature will track time attendance to monitor if an employee clocks in late or clocks out early. Tardy totals are included in all of the reports.
1. Login as Admin.
2. Select the Shift Maintenance Menu link
3. Click on the Shift Setup link- This will take you to the Shift Setup page.
4. Put a dot in the circle at the top to select which attendance tracking you prefer either "Limit Clock In/Out Time" or "Track Late In Or Early Out".
5. Shift Column: Type in the name of the shift and short description.
6. Limits Column: Type in the time of day the employees can access the time clock. Make sure your AM and PMs are displayed. The time clock will
block employees from clocking in and out outside the shift hours. They can still access their time card but
they will not beable to clock in or out. If you leave the day of the week blank with
no time limits, the employee will have no time limits.
7. Tracking Column: If you select "Track Late In Or Early Out" the Tracking column will appear.
Late/Early Margin - If you select Alert For Late or Early Out, a new column will appear for you to enter how many minutes past their shift time is considered tardy or early out. (For example, Clocking In 10 minutes past 9:00am is considered tardy.)
Email Notify - Check the box to send a monitor email. Type in the email address(s) to receive the monitor email. For listing multiple email addresses separate with a semi-colon(;).
If left blank, the email address listed in the company information page will receive the monitor email.
8. Click on Save Changes button. Now you need to assign the shift to the employees. Go to the next set of instructions.
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.
How do I monitor employees who clock in late and clock out early?
Now Supervisors and Administrators can monitor their employee's tardy or early clock out easily. An email notfication will be sent whenever an employee clocks in late or clocks out early. The email notificiation will be sent to the email address listed in the Company Information page. If you need to add additional email addresses, type in the email address separated by a comma and save changes.
1. Login as Admin and click on the main menu link.
2. Click on the Shift Maintenance Menu link
3. Click on the Shift Setup link
4. Put a dot in the circle to "Alert For Late In or Early Out and click Save Changes to activate the feature.
5. Type in the alert minutes. The default is 5 minutes. For example: if an employee clocks in 5 minutes or more late, an email will be sent to the supervisor or administrator and a "T" will appear in the detailed report to indicate that the clock in or out time is Tardy.
6. Email Notify box is selected if you want an email sent to the email addresses listed in the Main Menu | Time Clock Maintenance | Company page. Uncheck the box to turn off the email notifications.
7. Go to Main Menu | Shift Maintenance | Assign Shift to assign the shift to the employees that you want to monitor.
8. Click on Save Changes button.
Add additional email addresses to be notified of late clock in and early clock out. The detailed report will display a (T) next to the employee's time.
1. Login as Admin and click on the Main Menu link.
2. Click on the Time Clock Maintenance Menu link
3. Click on the Company link
4. Type in the email addresses of the supervisors and administrator that would like to receive the email notifications.
5. Click on Save Changes button.
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.
Administrator Reference – 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
The Paid Time Off (PTO)Accrual Setting page is where you type in the hours to be earned for each employee according to the increment type selected.
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. Type in the date you want to start counting used PTO at the top of the page.
2. 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 box type in the min 12 months to earn PTO.
3. 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.
4. 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.
5. 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.
6. 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.
7. 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.
8. 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.
9. Save Changes.
The Accrual Edit column is where you edit the accrual hours and initial start amount.
10. Click on the Accrual Edit link to enter the initial start amount.
11. Type in the initial start date and the number of PTO hours that the employee has available as of the date you type in.
12. Check the Populate Automatic Accrual. The time clock will automatically populate the accrual earned for each increment type. The hours and date can be edited.
13. Save Changes.
The Earned column is the number of PTO hours the employee has earned according to the increment setup.
The Used column is the number of PTO hours the employee has used since the date typed in the "Date To Start Counting PTO" field.
The Available column is the number of PTO hours left after taking their Starting Amount, adding in the Increment Amount times the number of increments that have happened, and then subtracting the number of hours used.
COMPANY LOGIN
How to login into your time clock account?
How do I login using the Company Login?
The Company Login is used on both login pages. For the Company Login, you will need the Company Login Name, Employee name, and Employee password.
1. Go to our website at www.easytimeclock.com and select the Company Login link at the top of the page.
2. Type in the company login name when you created your account.
3. Type in the employee name 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. The password is case sensitive.
5. Select remember name and department if needed.
6. Select login button. This will take the employee to the login page or for the Admin the time clock maintenance pages.
How do I login using the Employee List Login?
After logging in using the company login screen, click on the Employee List link located at the bottom of the Company login page. This will take you directly to the Employee List 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. Login using the Employee List Login that has the list of employees from a drop down menu.
2. Select the department name from the drop down menu. This allows you only the view the employees names that belong to the selected department only.
3. Select Remember Department Name
4. Type in your password.
5. Click the login button. When you logout the employee list will only show your department only.
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. Click on the "export to text" link to save the file as the file type needed for your payroll software. If you need a different file type, contact support@easytimeclock.com and request the file type needed for your payroll software. We can add the file type needed to match your software requirements.
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 curser 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 Company Login page 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 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.
Contact us by phone at 405-314-2436 or email at services@easytimeclock.com.
THE END