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Easy Time Clock Help Center
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.
4 Login Page Options Available
Easy Time Clock offers four login page options, the Standard Login, List Login, Quick Punch and Group In/Out pages.
All the employee needs to do is login using either any login page to quickly track their time & attendance
at work.
[Read More]
The Standard Login page is used to access the List Login page. The List Login page is used to access the Quick Punch and Group In/Out login pages. [How to create a shortcut to your desktop for quick login access]
For theStandard Login page, you will need to type in the Company Login ,name, Employee name, and the Employee's password to log into the time card to clock in or out. The standard login page is perfect for individuals that will login from their computer at their desk. The standard login will require the company login name, employee name and password.
The List Login page is used to select the employee's name from the drop down list then typing in the password to login quicker into the time card, thus illiminating having to type in the employee's name.
To access the List Login page, 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. 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]
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.
To access the Group In/Out page is located in the List Login, 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]
LOCATION MAINTENANCE MENU
See Setup Instructions[Click Here]
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.
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 office 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
The Time Zone option will let you select the time zone for your
office location from
the drop down list.
** Select from the drop down list the time zone you are in and then click the 'Update' button at the bottom of
the page to save changes. The time clock will then display your time zone.
How to setup your time zone for each office location? If your company has multiple office locations in different time zones, create a location name for each office then select the location at the top from the drop down list and set the time zone then click the "Update" button to save changes. Do the same for each location.
The Daylight Saving Time option will let you select whether or not your
location uses Daylight Saving Time. If applicable, the time clock will automatically adjust to day light saving.
** Select either adjust automatically or don't use it then click the 'Update' button at the bottom of
the page to save changes.
The Maximum Hours In A Work Day will help employees manage the number of hours
worked for each work day, set the number of hours allowed in the work day. The default is 14 hours.
If an employee works past their maximum hours in the work day, 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.
**If you want to change the maximum hours, type in the number desired and click 'Update' button to
save changes.
See Setup Instructions[Click Here]
The Automatic Pay Period Type option will let you select the length
and style of the pay periods:
* Weekly (7-days)
* Bi-Weekly (14 Days or Every Two Weeks)
* Semi-Monthly (Twice A Month- 15th and the last day)
* Monthly
Select the options and click the Update button at the bottom of the page to save changes.
The Automatic Pay Period Start Date entry will set the first date of the first pay period. The time clock will automatically create a new pay period date depending your selected length.
The list of pay periods will be displayed at the top of the time card for the employee and the top of the detailed report for the administrator. Changing this date only affect the list that is displayed and thus the grouping of clock in and out times. It does not affect the actual clock in and out times.
If the list of pay periods gets too long, you can put in a later date to
reduce the number of pay periods listed. To keep on track with the same pay periods,
you can use any date listed as the start date on the pay periods drop down list. These
are all the pay period start dates since the pay period start date that you have in
your configuration.
Select the options and click the Update button at the bottom of the page to save changes.
The Manual Pay Periods is optional. If your pay periods are different than the automatic pay period selection,
you may enter your own pay period date range.
Also, the manual pay periods can be used to sort reports by date
for quarterly or annual reporting.
You can have both automatic and manual pay period dates active in your drop
down list. The manual dates are listed at the top in color to distinguish the two lists. The default in the time clock goes
automatic pay period dates so to view the manual pay period you will need to select the date desired. All of the
pay periods can be viewed from the drop down list selected.
Select the options and click the Update button at the bottom of the page to save changes.
The First Day of the Workweek
option will let you select the first day of the workweek. The Time Card and Time Card Detailed Report use this
to calculate the number of hours worked for the week. The Time Card Summary report
will give you the number of hours worked in the pay period.
Select the options and click the Update button at the bottom of the page to save changes.
From Department of Labor-the Definition of Workweek:A workweek is a fixed and regularly recurring period of 168 hours,
or seven consecutive 24-hour periods. The workweek does not have to coincide with
the calendar week, but instead it may begin on any day of the week and at any hour
of the day. The workweek is the basis on which determinations of employee coverage,
the application of most exemptions, and compliance with the wage payment requirements
of the FLSA are made. Once the beginning time of an employee’s workweek is established,
it remains fixed regardless of the hours the employee is scheduled to work. However,
the beginning of the workweek may be changed if the change is intended to be permanent
and is not designed to evade the overtime requirements.
The Overtime and Doubletime settings are based on a 7 day
workweek. You select the first day of your workweek and the time clock will automatically
calculate the overtime and/or doubletime based on the number of hours you select daily
and/or weekly. Here is the documentation on overtime
from U.S.
Department of Labor.
FLSA Overtime Calculator Advisor
Select the options and click the Update button at the bottom of the page to save changes.
What is the definition of 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.
Covered, nonexempt employees must be paid overtime pay at no less than one and one-half times the employee’s regular rate of pay for hours worked in excess of 40 in a workweek.
The regular rate on which overtime pay is calculated includes remuneration (or pay) for employment, and certain payments made in the form of goods or facilities customarily furnished by the employer. For example, where the employee’s wages include lodging customarily furnished by the employer, the reasonable cost or the fair value of the lodging furnished must be added to the employee’s earnings before determining the regular rate. The regular rate does not include certain payments excluded by the FLSA. Learn more about the statutory exclusions.
An employee’s earnings may be determined on a piece-rate, salary, commission, or some other basis, but in all cases the overtime pay that is due must be computed on the basis of the regular rate. The regular rate is the average hourly rate calculated by dividing the total pay for employment (except the statutory exclusions) in any workweek by the total number of hours actually worked.
In general, hours worked includes all time an employee must be on duty, or on the employer's premises or at any other prescribed place of work. Also included is any additional time the employee is suffered or permitted (i.e., allowed) to work. Review the definition of hours worked. To learn which work-related activities are considered hours worked, review the FLSA Hours Worked Advisor.
A workweek is a fixed and regularly recurring period of 168 hours, or seven consecutive 24-hour periods. It may begin on any day of the week and at any hour of the day. An employee’s frequency of pay (e.g., bi-weekly, semi-monthly, monthly) has no impact on this fixed workweek. Each workweek stands alone; averaging hours worked over two or more workweeks is not permitted by the FLSA.
More Information From The Department of Labor
- The overtime pay requirement may not be waived by agreement between the employer and the employee.
- The overtime pay requirement cannot be met through the use of compensatory time off (comp time) except under special circumstances applicable only to state and local government employees.
Interestingly, it is possible to pay overtime with piece work. You simple take the hours worked and the total earned to come up with the total pay.
For example, if your worked 50 hours in the workweek and your piece work pay was $1,000, you would have this:
Step 1) $1,000 divided by 50 hours worked = $20 per hour (hourly rate) Step 2) $20 x 0.5 x 10 overtime hours = $100 (total overtime dollars) Step 3) $1,000 + $100 = $1,100 total pay for piece work with overtime
The In/out Time Format option will let you select whether to display the clock in and clock out times in a 12 hour (1:00PM)
or 24 hour (13:00)clock format.
Select the options and click the Update button at the bottom of the page to save changes.
The Time Rounding option will let you round off either the clock in and clock out times, daily total, or pay period total to the nearest 6, 15 or 30 minutes. Click on the rounding option desired and select the rounding options. Here is the documentation on rounding from U.S. Department of Labor.
For example, if you set clock in/out rounding to 6 minutes, and someone clocks in at 2:02, the time clock will display 2:00. If they clock in at 2:04, it will say 2:06. Basically rounding to the nearest 6 minute increment. If you set the rounding to the day or pay period. Rounding is the same but at a higher level.
If you set the rounding for the pay period and they worked 40 hours and 2 minutes, it would say 40 hours. If they worked 40 hours and 4 minutes, it would say 40 hours and 6 minutes.
Some people like rounding because it is easier to manually compare the numbers. Other then that,
there is no advantage.
Select the options and click the Update button at the bottom of the page to save changes.
The Time Totals Formatoption will let you select
the format for the daily, weekly and pay period totals.
The following options are available:
* Hours and Minutes (2 and 1/2 hours = 2h 30m)
* Decimal Format (2 and 1/2 hours = 2.5 / Payroll Format)
* 24 hour clock (2 and 1/2 hours = 2:30)
Payroll hour totals are based on the decimal format of hundreds of an hour.
Select the options and click the Update button at the bottom of the page to save changes.
See Setup Instructions[Click Here]
This page lets you select what columns and options you want displayed in employee's time card and various reports.
Time Card Detailed Report - Select if you want mileage, hourly or salary status, department membership, out of office note and/or overtime tracking displayed in the report.
Time Card Summary Report- Select if you want to view the department membership, social security number, gross pay and/or overtime tracking displayed in the report.
Time Card Individual Report- Select if you want to view the Out of Office Note column. This column shows the out button and out of office posted notes to be viewed in the Who's In page.
Time Card Edit- Select if you want to view Pay Period or Payroll Hours Column in the time card edit page. The Pay Period column shows the total hours for each separate paid time off categories, and separate project hours. The Pay Rate Column displays the total hours for payroll processing. Pay Rate totals showing hours worked, paid time off, overtime and double time hours.
Who's In - Select which option you want to view.
Employee Time Card- Select the options that you want activated in the Employee's Time Card page.
1. Display Out Of Office Note column in the time card. Allows Employees to view the notes they post.
2. Display Out Of Office Post Note Button to enable the employee to type in "working out of office notes" while they are clocked in for the Who's In page. This note will be overwritten at the next clock out.
This allows the employee to communicate to the other office staff where they are while being out of office. For example, a manager meeting with department managers at the Corp Headquarters,which represent working out of office instead of being clocked out.
3. Activate the Automatic Logout Time for the employee's time card page to limit employees from clocking in or out for each other. When the time card times out, the employee will need to log back in to clock in or out. From the drop down menu list select the "time out" time for the employees time card page.
4. Activate the Time Card Approval Button - This system is a way for the employee to tell you that everything in their time card is correct and the time card is ready for management approval for payroll processing. This will help avoid those panic request for a second check because the employee forgot to clock in or out one day.
See Setup Instructions[Click Here]
This page allows you to type in a different titles for the columns available other than the default name listed, for example "Employee". For example type in "Volunteer" or "Student". Click the "Update" button to save changes.
COMPANY MAINTENANCE MENU
See Setup Instructions[Click Here]
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.
See Setup Instructions[Click Here]
The Login Page Banner gives you two options of what to display on your login page either your company logo or text.
Text will display faster, but a logo always looks great and shows company spirit.
NOTE: The text option will use the company name from the Company Setup page.
You will also have a chance to put in a Web address that your employees can go to after they clock in. This could be your companies Web
worksite or an Intranet location for their job.
** To upload a company logo (jpg or gif)select the picture option, click the browse button to locate the picture from your computer then click on the
upload button to view the image. Picture logo can be no bigger than 25KB in gif or jpg format to fit on the page correctly.
If the picture size is what you want, then click the 'Update' button at the bottom of the page to save changes. You can resize your image if it is too big.
The Login Page Message option will let you setup a message of the day for
all of the login pages. It will display just below your name or logo on the login page.
** To upload a message, type the message in the field box and then click the 'Update' button at the bottom of
the page to save changes. The message will appear on the login page.
Company Login Name - This is the login name that is used to access your account. You can change the Company Login Name if needed. Besure to notify your employees of the new login name so they can access your account. All shortcuts will need to be updated also.
Employee List Login - is used to select the employee's name from the drop down list then
typing in the password to login quicker into the time card, thus illiminating having to type in the
employee's name.
Display department list during login will only display the employees assigned to the department name.
This allows you only the view the employees names that belong to the selected department only.
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 - This is a custom page for fast clock in and clock out. The time is registered in the employee's time
card. Everything is run from one page without the need for passwords. This is great if you want to make it quick
and easy for the employees to clock in and clock out. You can even set it up on a touch screen.
Once you have activated the Group In/Out Page, you will see in the employee list an employee name called Group In/Out. This group name will appear in the
List Login drop down list.
To remove the Group In/Out login option, delete the Group In/Out login uncheck the box and click the
'Update' button to save changes. Removing the login will not delete any employee time entries.
See Setup Instructions[Click Here]
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 - access is based on the IP address from your router (Static IP address is recommended)
2. By Subnet Group - 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
Overview - The Location Access Setup option stops employees from accessing the time clock from unauthorized locations.
One option that is available is to grant access by a IP address. Use this option if you have a static IP address in your router.
How it works - Access is only granted when the computers in your office are used to get to the time clock.
Technical Details - An IP address uniquely identifies your router on the Internet. It is made up of four groups of numbers
separated by periods or dots. This is called dotted-decimal notation. When the computers in your office go to the Internet, they
use the IP address of the router. This way, all the computers in the office can be granted access with just the one IP address entry.
Setup - To setup this option, put a check in the By IP Address box at the top, click the Get "IP Address" button and it will put the IP address of your router in the New Address
box. You can enter a description to help you know which office this is.
And, finally, click the "Update" button at the bottom.
Grant Access by Subnet Group
Overview - The Location Access Setup option stops employees from accessing the time clock from unauthorized locations.
One option that is available is to grand access by a subnet group. Use this option if you don't have a static IP address and
one of the by browser options would require too much effort. Please note that using a static IP address or using a by browser
option is the best. Only use the by subnet group when none of the other options will work for you.
How it works - Access is based on a network portion of the IP address that your router is using and the configured
subnet mask. In simpler terms, you are using wild cards when matching your IP address.
Technical Details - An IP address uniquely identifies your router on the Internet. It is made up of four groups of numbers separated by periods or dots.
This is called dotted-decimal notation. Within those four groups of numbers, there is a magic center point with the left side being used
to represent a group of IP addresses close to you. This is called the network portion. The right side of that magic center
point is used to identify an individual router. The is called the host portion. The magic center is identified by the use of a
subnet mask. Anywhere there is a number in the subnet mask, it requires that part of the IP address to match. Wherever there is a zero
in the subnet mask, it acts like a wild card and any number will be granted access. The tricky part is the number matching happens
based on the binary representation of the numbers, but the numbers are displayed as a decimal number. To make it easy, a 255 in the subnet mask
means the numbers have to match and a 0 in the subnet mask means that any number will be granted access.
If your IP address is dynamic you might get a different IP address every so often or when the router reboots. When this happens, normally the
number on the left side of the IP address will remain the same while the number of the right side will change. Now you can see
how setting required matching left side would allow a group of IP addresses access to the time clock.
*** The problem that could come up is that the Internet Service Provider (ISP) that you are connected to could be used by your employees.
If that is the case, employees at home could be given and IP address that matches your subnet and therefore would be granted access to the time clock from home.
For more information then you would ever want to know, take a look at this Host and Subnet Quantities page at Cisco. They are experts at networking.
Setup - To setup this option, click the "Get Network" button and it will put a ""Class C"" network address of your router in the New Network
box and a ""Class C"" subnet mask in the Subnet Mask box. You can enter a description to help you know which office this is. Then, put a check in
the By Subnet Group box at the top. And, finally, click the "Update" button at the bottom.
Limit Access by Standard Browser - (Internet Explorer, Firefox, Chrome, Apple Safari, etc)
Overview - The Location Access Setup option stops employees from accessing the time clock from unauthorized locations.
One option that is available is to grant access by a standard browser. Use this option if you want to grant access to individual
computers and you don't want to download the Easy Time Clock browser. The advantage to this option is that you don't have to
download anything. The disadvantage is that when the browser cookies are deleted, the browser will have to be granted access
again by the administrator or a manager with grant access rights.
How it works - Access is granted only to the browsers you select on individual computers. If you want to use
Internet Explorer, Firefox, Chrome, or Apple Safari, you can give that browser access. No other computer will have
normal access.
Setup:
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 computer, click on the Remove Access 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.
Standard Browser Setup[PDF]
Grant Access By Easy Time Clock Browser option is available. (Highly Recommended, Windows Application)
Overview - The Location Access Setup option stops employees from accessing the time clock from unauthorized locations.
One option that is available is to grand access by the Easy Time Clock browser. Use this option if you want the highest level
of control and reliability. This is the best option if you have a dynamic IP address and are running a Windows OS.
Apple or MAC computers will need to use the By IP Address or By Standard Browser options.
How it works - The Easy Time Clock browser program is downloaded to each individual computer that you want the employees
to use to access the Easy Time Clock program. The first time the browser is run, it will ask you for the Company Login and Password.
This activates the browser for use with Easy Time Clock.
Setup:
By Easy Time Clock browser configuration setup instructions [PDF]
Easy Time Clock browser download at the computer instructions [PDF]
FINGERPRINT AND BADGE READER TERMINALS
See Setup Instructions[Click Here]
US100C Fingerprint and/or Card Reader.
The US100C is a standalone wall mount terminal reader that will interface directly into the Easy Time Clock program through a secure Ethernet 10/100M connection. No software to download or maintain. No computer required. Easy Time Clock's US100C has unparalleled performance, ease-of-use, precision and fastest matching speed. The stand alone terminal 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 terminal 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.
The US100C is also priced well-below competing readers in the market. Our sale price starting at $395.00 + shipping.
If you are interested in our New Easy Time Clock Biometric Fingerprint or Card Reader, talk to our technical support staff to receive more information or to make a purchase at 405-314-2436.
US100C Information Brochure
US100C Setup Instructions
See Setup Instructions[Click Here]
The Favorite Setup is like the add favorite links feature in your browser. Select the most common time clock pages that you use most often and save changes. The links selected will appear on every administrator web page for quicker access within the time clock.
See Setup Instructions[Click Here]
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.
See Setup Instructions[Click Here]
The Message Center page will let you send and receive messages to and from our Technical Support Department. You will receive a response from our staff promptly during business hours.
If you have a new message, the Admin login with automatically go to the Message Center page so you can read your new messages. 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.
See Setup Instructions[Click Here]
The Change Password page will let you change the Administrator's password only.
REPORTS MENU
See Setup Instructions[Click Here]
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 totals is available in the report. This report will display an asterisk (*) to indicate an entry has been changed.
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 Location Maintenance | Report Setup 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 Location Maintenance | Report Setup 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.
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.
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.
See Setup Instructions[Click Here]
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. 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 Hours column will show totals for regular working hours, individual project hours and each paid time off catagory.
The Payroll Hours 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.
Employee = Employee has selected the approval button and is waiting for Supervisor approval.
Supervisor = Supervisor/Manager or Admin has approved for final payroll processing.
See Setup Instructions[Click Here]
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 the Individual Report. Gross pay totals are displayed at the end of the report. Only the Administrator will have access to this report.
See Setup Instructions[Click Here]
The time card authorization with time approval signature line. This page is for individuals that need to get their time card approved from an outside vendor for billing their time on the job. This page can be printed in bulk or individual. You can also assign employees to have access to their individual time card authorization form to print out at the job site in the Employee Maintenance | Employee Access page.
See Setup Instructions[Click Here]
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.
See Setup Instructions[Click Here]
For quick reference, this PTO Usage report will show the individual employee's Paid Time Off used per pay period selected 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.
Go to the Main Menu | Location Maintenance | Report Setup 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.
See Setup Instructions[Click Here]
The Who's In page will show the full list of employees showing who has clocked in and who has clocked out. It will also display the Out of Office Note from the employee's time card. Out of Office Notes can be used to track daily events.
This page was designed so everyone can quickly tell who is in the office or out of the office with the option to type in a communication note for the staff to view.
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.
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.
If the employee has not clocked in yet today, the status box will show an empty box.
Scheduled Time Off Displayed: If you would like to note to display when an employee is scheduled to be out of the office, the out of office note
will display in the Who's In Out of Office Note column the schedule time off.
For the vacation time, it will show the person as out when they have vacation time
entered in advance.
Scheduled Business Event Out Of The Office: If an employee is clocked in at work but is out of the office for a business appointment,
create a time card entry with 0 hours, the "Out Of Office Note" will display as it used to with the note.
Viewing Out Of Office Notes In Reports: 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 and save changes.
4. Display Project Column - When an employee has several projects or locations that they are working on,
the supervisor can see what projects or location the employee is currently working on at a glance.
This will display the projects or locations name next to the employee's name.
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 and save changes.
See Setup Instructions[Click Here]
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.
See Setup Instructions[Click Here]
All individual's job status change showing hire dates and status change dates. This will keep track of how long an employee has worked for the company and when their last promotion was given.
TIME CARD MAINTENANCE MENU
How do I edit an employee's time card?
Time Card Edit Page has more options available when editing time cards using the number of hours and minutes
or the In/Out Time format for in and out.
A note for the administrator will display the date first day of the work week if the first day of the work week is on the previous pay period.
The time clock automatically calculates overtime based on the work week not the pay period start date.
Approval For Payroll Option is also available for employees, supervisors and administrator.
In the Time Clock Edit page, the Supervisor or Administrator will see a notification at the bottom of the page
in place of the “Save Changes” button
stating “This time card has employee approval, so no updates are allowed” or at the top stating “Employee has not approved for payroll.”
Once an employee has clicked on the “Approve For Payroll” button, there will be an “Approve For Payroll”
button available for Supervisor/Administrator to select to approve the employee's
time card for final payroll processing. If the employee has not clicked the “Approve For Payroll”
button, the statement “Employee has not approved for payroll” will be posted in the Time Card Edit
page. [Setup Time Card Approval - Go to Main Menu | Location Maintenance | Optional Column Setup]
Easier Project Time Tracking - If you would like your employees to type in their own project time tracking
instead of using the clock in and out button feature, create a department name as the employee’s name and assign
the department to the employee as a supervisor of their own department with edit access. The employee then will
have edit access to their own time card. Instructions are in the Manual Project Tracking document.
In / Out Time Format - Create a new entry. Select from the Entry Type column In/Out for the clock time format.
(This format is the default.) Type in the clock time format as Hour : Minutes AM or PM (example: 8:05AM or 12:00PM). Check that the AM and PM is correct then select the Project /PTO Type and Save Changes.
Hour and Minute Time Format - Create a new entry. Select from the Entry Type column drop down list Hours to
view the fields for hours and minutes. Then type in the number, select the Project/PTO type and Save Changes.
Add a Time Entry - Create a new entry. Go to the New Entry Field and select the Entry Type then type in the hours and minutes then save changes.
Edit a Time Entry - If an employee forgets to clock in or out and, for example, worked 3 hours and 55 minutes,
you can change the entry type to Hours or type in the clock format.
Edit Time - In the field next to the “Clock In” time, type in the “Clock Out” time using AM or PM.
There needs to be a “Clock Out” time for every “Clock In” time for the time clock to calculate the time for that day.
If there is a missing “Clock Out” time, no time will be added for that day.
Change the Entry Type from In/Out Time Format to Hours Format. If an employee forgets to clock out, but tells
you he/she worked 3 hours and 55 minutes, you can change the Entry Type from In/Out to Hours. From the Entry Type
column drop down list select Hours.
Delete a Time Entry - Put a check in the “Remove” column box next to the time entry that you want to have
removed and click the save changes button. The time will be deleted from the time card.
See Setup Instructions[Click Here]
This page will allow you to easily view and edit time card entries by date plus create a new entry by selecting the employee's name.
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
See Setup Instructions[Click Here]
We have several time card edit pages that will help you save time entering data.
Use the Time Card Generator for entering duplicating time card entries for multiple employees quickly.
This sreen will allow you to type in the time card
entry and select the employees that you want to have that time entry added to their time card. This is great way
to quickly enter in advance paid holiday hours for all of your employees.
1. Select the date.
2. Type in the in and out time as AM and PM (8 hours is set as default).
3. Check the box next the employees' name.
4. Select one of the three options.
a. Skip employees that already have an entry on the same day (recommended)
b. Create entries without checking for existing entries
c. Check for existing entries only
5. Save changes. Go to Time Card Edit by Date to view entries created.
ADMINISTRATOR TIME CARD APPROVAL
See Setup Instructions[Click Here]
This Administrator Approval For Payroll page will lock all time card updates from the Time Card Edit page for the pay period selected as a final approval for payroll processing.
The administrator can lock all the time card so payroll can be run without any changes being made
to the time cards. This will stop time card changes after payroll has been processed.
Click the "Approve For Payroll" button to lock all of the time cards for the pay period selected. Wait until after the pay period ends before approving so that your employees or
supervisors can request adjustments to their time card if needed. Once the time cards are locked no one except the Admin can remove the lock.
To "Remove the Approval for Payroll", select the pay period and click on the "Remove Approval For Payroll" button. The button will change back to "Approve For Payroll."
Then, supervisors with edit access can make changes to the employees' time cards.
See Setup Instructions[Click Here]
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
See Setup Instructions[Click Here]
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.
See Setup Instructions[Click Here]
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.
EMPLOYEE MAINTENANCE MENU
See Setup Instructions[Click Here]
The Employee Setup page will let you do basic employee actions. This includes
creating new employees, setting employee passwords, changing the employee status between
active and inactive, displaying the employees last login time, and removing an employee
altogether.
New Employee - Enter the name of the employee in the new employee name column. Type the name exactly as your
payroll software setup for exporting employee hours.
Password - Type in a generic password or leave it blank. When you save the password is encrypted so no one can
view it. The password can be cap or lower case letters, numberic or combination. The password is case sensitive. Then save changes.
Employee Forgets Password - The password can be reset by just by deleting the old password and typing in the new. The display is encrypted. The employee
can log in and change the reset password to their personal password.
Employee Status - The Employee Status has two settings: Active and Inactive.
Active is for employees that are currently clocking in and out.
Inactive is for employees that no longer have access to the time clock.
If an employee's status is set to inactive, that employee will not
be allowed to login into their time card and their name will not show up in the
drop down list of employees or the Who's In list. The administrator will still have access
to view that employee's time card entries to be able to process payroll, no data is lost.
In addition, if an employee's status is inactive, you will not be charged for
them 30 days after their last login. This way you can keep their time card history
without having to pay the service fee. The time card history will remain unless you
remove the employee.
Remove - 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
from the time clock.
See Setup Instructions[Click Here]
If you accidentally delete an employee, you can easily restore that employee's data.
* Check the box in the restore column next to the name of the employee you want to recover.
* Click the Save Changes button to move the employee's name to the Employee Setup page.
* Now click on the Employee Setup page to view the restored employee.
The name will need to be in active status to view their data
in reports for processing payroll. You can change the status to inactive to keep the information available for
viewing at a later time. There is no charge for employees in inactive status and not using the system during the
billing cycle.
See Setup Instructions[Click Here]
For companies that have a large number of employees to enter into our system, we have an import capability
to add employee's name and passwords thus saving you time in your setup.
This page will import Employee names from a text file (.txt and .csv).
The import file should contain one Employee name per line. You can also set the password.
Just add a delimiter character between the name and password, and select the radio button next to the
delimiter you used. If a password is not supplied the password will be blank
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 'Open'
Click the 'Upload' button
The list of employees to be uploaded will be displayed. Click 'Process' button to upload list
Upload Completed message will appear with a link Go to 'EMPLOYEE SETUP' page to view your uploaded list.
Example using your Notepad
1. Type or copy employee list from your payroll software or other program.
2. Type in a generic password for each employee or leave blank.
Comma Example: Last name-space-first name-comma-space-password
Smith John, sj
Doe John, jd
Tab Example: Last name-comma-space-first name-tab-password
smith, robert sr
paul, john pj
Semicolon Example: Last name-comma- space-first name-semicolon (blank password)
Smith, John;
Paul, John;
Doe, John;
Smith, Robert;
Semicolon Example: Last name-comma- space-first name-semicolon-tab-password
Smith, John; sj
Paul, John; pj
Doe, John; dj
Smith, Robert; sr
Spreadsheet Example: First column type in the name as you want it to be displayed, second column type in the password.
Save as Tab Text file or highlight the names and password copy and past to your NOTEPAD located in the Start/Programs/Accessories/Notepad.
* Browse click on file then open
* Click on the upload button. The list of employees will appear
* Click on the 'Process' button to upload. Upload Completed message will appear.
If your spreadsheet will not convert to .cvs file format save as a .txt file, highlight the list and copy into your NOTEPAD then save as a text file.
If you need assistance, please call us at 405-314-2436.
See Setup Instructions[Click Here]
This is the Automatic Lunch Deduction Entry option that is available 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. This is optional.
* Select which employee you want to have a daily automatic lunch deduction taken from
their daily time entry.
* If Hours Exceed - Select the number of hours daily to exceed.
* Add A Lunch Break - Select the lunch time to be deducted from the drop down menu. The lunch break time selected will be automatically deducted from the employee's daily total
if the employee 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.
* 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.
Note: The automatic lunch deduction only runs in the employee's time card when the Clock Out button
is selected. The lunch deduction does not run in the time card edit page when making changes to an employee's
time card.
See Setup Instructions[Click Here]
The Employee Payroll Page is where you input their payroll information for creating reports.
Employee ID Number - Employee ID number for exporting employee's hours to import into your payroll software.
Hired Date - Type in the hired date of each employee. The time clock automatically will send an annual reminder of the
employee's anniversary. Also, Paid Time Off accruing maybe based on employee's hired date which will require this field to be completed.
Status Change Date - This tracks when a raise in pay or promotion was given to an employee. There is a new report to show each employee's
last status change.
Tax Status - Informational Only
Exemptions - Informational Only
Pay Type - Salary or hourly pay rate.
Pay Rate - Type in the employee pay according to your selection. Salary is one lump some per month and hourly is $ per hour.
Information - Can be used for Status Change notes or phone number. Anything that you want to use that column for.
• Click on the 'Save Changes' button.
Note: Only the Administrator or assigned supervisor can view and edit the Employee Payroll
Page.
See Setup Instructions[Click Here]
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.
Employee Monitor Instructions in PDF
Notify Email – Type in the email address that you want the notification sent to. If the field is left blank, the administrator 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 12 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 28 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.
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
See Setup Instructions[Click Here]
Settings For All Employees: 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 Card Authorization - Allows employees to print their individual time card 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 two levels of edit access.
1. Add Entry - Add time entry only. No access to edit, change or remove time card entries.
2. Edit - Full time card edit abilbility to add, change or remove time card entries.
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.
See Setup Instructions[Click Here]
Assign Manager/Supervisor(s) access to selected administrative pages. Check the box to give your supervisors access to selected administrative pages. Save Changes.
WORKSITE MAINTENANCE MENU
See Setup Instructions[Click Here]
The Worksite Setup page will let you create and manage your worksite locations when using the Time Card Generator. Create worksite names to sort/filter the employees in the Time Card Detailed Report and the Time Card Summary Report.
In the Time Card Generator, you select the worksite and date then type in the hours and then select the employee name. Save changes.
Use the Project Maintenance feature if you are wanting to track employee's hours worked at separate locations. Follow the "Setup Help" instructions for setup in the Project Maintenance Menu.
DEPARTMENT MAINTENANCE MENU
See Setup Instructions[Click Here]
The Department Setup page will let you create and manage your departments or locations.
These departments are used to allow your supervisor(s) to have access to view only
their department employees.
To Create a New Department or Location Name - In the 'New Department' field by typing in the department name (short name) and description fields
then click the "Save Changes" button.
To Delete a Department - Clear the Department field and click the save changes
button.
See Setup Instructions[Click Here]
Once you have created a department name. The Assign Department page will let
you assign the employee to be a member of any department selected.
The department list is configured in the Department Maintenance | Department Setup
and Assign Departments page.
Member 'M' - Assigning an employee to be a member of a department(s) will include them in any
department selected report that are displayed for the supervisor of that department. When you create
a department, make sure all of the employees are assigned as a member of a department.
If an employee is not assigned to a department, the employee will not appear in
any of the department reports. Only the administrator will be able to view
that employee's time card.
Supervisor 'S' - Setting an employee to supervise a department, gives the supervisor access to view the department
employees Time Card Detailed Report and the Time Card Summary Reports to view and/or
edit only the members of their department.
Edit Access 'E' - This will give the supervisor edit access for his department employees.
Note: If you do not want your supervisor to have full edit to his own personal time card, do not make the supervisor a member "M" of the department he supervises. You can create
a new Supervisor Department to assign all of the supervisors as a member of the supervisor department or do not have the supervisor assigned
to a department and have the admin be the supervisor to the managers. The administrator has access to view all of the employee's.
Go to Employee Maintenance | Employee Access page to select which Edit page you want the supervisor to have access to for updating or requesting
changes to their personal time card.
PROJECT MAINTENANCE MENU
See Setup Instructions [Click Here]
The Project Setup page gives the ability to create "project clock in buttons"
for your employees to use when they clock in to track the time spent on individual
projects.
There is no limit to the number of project buttons you can create. Type in the
project name that will be displayed on the clock in button. Type in the short name
that will be diplayed in your time card reports. Letter abreviations are the best.
Then type in a description of details about the job. Select the pay type per project. Then select the button size
and click the "Save Changes" button. See our Easy Project Setup Instructions[PDF]
• Log in as Admin
• Click on Main Menu link in the upper right corner
• Click on Project Maintenance on the left and Project Setup on the right
• Report Short Name – Type in an abbreviation for the project name. This name will be viewed in the reports. It is best to use 2-4 letter abbreviations if possible.
• Button Full Name – Type in the full name of the project. Your employees will see the full project name in their time card. (Example: Johnson Project-Clock In)
• Administrator Reference - description of project for history or reference.
• Pay Type - Regular Pay Rate, Overtime Pay Rate (time and a half), Double Time Pay Rate, Exempt Rate (Project Pay Not Included In Overtime Calculation), Break (Paid Time) and Lunch (UnPaid Time).
• Button Width - Automatic will pick the width that fits the description. You can shorten or lengthen the button to match all of the other project buttons so they are lined up the same. This option is for display only.
• Button Status - Active = the project button is available to be assigned to an employee or available for all of the employees. Disable=removes the project button from the time clock so it cannot be used by any of the employees.
• Save Changes to save updates
See Setup Instructions [Click Here]
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.
Use the Project Setup feature to monitor your employees time on break and lunch.
Track the paid Break Time and/or unpaid time your employees take for Lunch. The unpaid lunch break hours
tracked is not included in payroll hours.
The following are instructions on how to setup the Break and Lunch clock out buttons.
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. Then 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 and assign the Break Time allowed.
7. 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:
See Setup Instructions[Click Here]
Assign Project Clock In Buttons to each employee.
• To assign one or more project clock in buttons to your employee's time cards, put
a check mark in the box "Assign Project Buttons By Employee".
• Uncheck the box to display all of the projects for all employees.
• Save Changes
If no project buttons are assigned to an employee, there will be no clock in buttons
available.
See Setup Instructions[Click Here]
The Clock Out Button is used to add a selected amount of time (10 to 30 minutes) to the employee's time card for running errands. For example: Mail Pickup or Purchase Supplies. The employee has access to the clock out button in their time card. The added time will be displayed in all of the reports as a separate entry to easy tracking. The Notes Column is used to type in information where they went or you can name the button for the type of errand used.
The out button can be assigned to a special project name so that the added time can be tracked separately from their regular work time if needed.
How to setup this feature is listed in the Setup Manual page by clicking on the link located in the Out Button Maintenance page.
Type in the short name of what will appear on the button then select the minutes to be added and assign the clock out button to a project name or regular time. Then type in the "Out of Office Note" that will show up in the reports to note the added time. You can select the width of the button if desired for uniform appearance.
IMPORTANT: Activate to display the "Out of Office Note" in the Location Maintenance | Optional Column Setup page. If the "Out of Office Note" is not activated, the note will not appear in the reports. The next step is to Assign Clock Out Button to the employee.
See Setup Instructions[Click Here]
After creating the clock out button, now you will assign the clock out button to any
of your employees. The clock out button will only appear if it is assigned to an employee. When
the employee leaves the office to run an errand, the employee will click on the clock out
button to add the time expected for the errand and then the employee clocks back in when he/she
has returned to the office.
How the Clock Out Button works: 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.
SHIFT MAINTENANCE MENU
See Setup Instructions[Click Here]
Overview: 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.
You can create more than one shift.
"Online Manual" or "Setup Help" instructions are available in the upper right hand corner or the Shift Setup (PDF)
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 )
d. 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.
2. Time Limits – 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.
3. 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- Early In (EI) Early Out (EO), Late In (T), Late Out (TO).
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 tracking. 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. Only one shift can be assign at a time. DON’T FORGET TO ASSIGN THE SHIFT and Save Changes.
See Setup Instructions[Click Here]
The Employee Shift page allows you to assign the shifts that were created in the Shift Setup page to each employee. Select the shift from the drop down menu. If "None" is assigned, the employee will have no limits set.
PTO MAINTENANCE MENU
See Setup Instructions[Click Here]
The Main Menu | PTO Maintenance | PTO Setup page is where you create the PTO categories that your company uses. You can add more at any time.
IMPORTANT: Put a check mark in the box next to "PTO Menu Accessible To Employees". This will give Employee's access to a PTO link in their time card to allow employees to type in their PTO hours for vacation, sick or holiday. Uncheck if you do not want your employees to input their own PTO hours.
Short Name - In the fields below titled New Paid Time Off Type, you will type in a abbreviation of one to three letters for the short name. (For example, Vac for Vacation, Sic for Sick or Hol for Holiday) Then you will type the full name.
Administrative Reference - Details for earnings, for example " Annual by Hired Date" or "Per Pay Period"..
Export Code - This Export Code column will display if you setup the Export File Setup feature to export your employee's hours to import into your payroll software.
Enter the software code for that PTO category.
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.
Grouped is where you customize the reports to list one grand PTO total hours.
Not Groupedwill list each separate PTO category total hours.
Status - Status is active unless you disable. Disabled PTO will appear gray color and add the word “disabled” to the PTO name. The PTO categories that are disabled will appear gray and display the word "disabled".
PTO ASSIGNMENT AND ACCRUAL SETTINGS
See Setup Instructions[Click Here]
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 Setup 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 Setup 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.
See Setup Instructions[Click Here]
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.
See Setup Instructions[Click Here]
The Account History page will let you see all your invoices and your payments with the current account balance due.
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. An email notification is sent to the email address typed in the company information that an invoice was posted to your account.
PAY BY CREDIT CARD, CHECK OR PAYPAL
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.
We have several payment options, such as, pay by check, pay by credit card and pay by Paypal. Select which option you prefer and follow instructions on the page.
Advance payments are accepted at any time. If you would like to make an advance payment, type the amount in the advance payment box to make your credit card or Paypal payment. The advance payment amount will be displayed.