Company Login and Employee List Login Styles
We offer two styles of logins, the Company Login and the Employee List login. All the employee needs to do is login using either style login page to get into the time card then with a click of the mouse select the clock in or out button to register their time then logout. The Company Login screen is used to access both login style pages. [How to create a shortcut to your desktop for quick login access]
For the Company Login style, 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 Employee List Style 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.
To access the Employee List Style login, you will need to click on the Company Login link to login as Admin then logout to the Company Login page then click on the Create Employee List Login link. This step is a one time only step to configure your location to access the employee list. Save the 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]
Reports Menu
See Setup Instructions[Click Here]
Printing 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.
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.
To view the daily out of office notes in the Time Card Detailed Report, go to Time Card Maintenance | Page Display 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]
Printing 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 Time Card Maintenance | Page Display 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]
Printing 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]
Printing 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 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.
See Setup Instructions[Click Here]
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 | Page Display 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.
Report Configuration | Report Setup
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.
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.
Select the options and click the Update button at the bottom of the page to save changes.
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.
Time Card Maintenance Menu
How do I edit an employee's time card?
[Click Here for the PDF Instructions]
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.
Time Card Approval 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 top of the time
card stating 'This time card has employee approval' or located at the top stating 'Employee has not approved'.
Once an employee has clicked on the 'Approve Time Card' button, there will be an 'Approve Time Card'
button available for Supervisor/Administrator to select to approve the employee's
time card for final payroll processing. If the employee has not selected the Approve
Time Card button, the statement 'Employee has not approved' will be posted in the time card edit
page. [Setup Time Card Approval - Go to Main Menu | Report Configuration | Optional Column Display]
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
This administrator time card approval will lock all time card updates from the time card edit page for the pay period selected for final approval for payroll processing.
This is normally used where there are supervisors with time card update access.
In this case, 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 Time Cards 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 time card approval, select the pay period and click on the "Remove Approval" button. The button will change back to Approve Time Card.
Then supervisors with edit access can make changes to the employees' time cards.
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 Whos 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.
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 did not clock in during the billing cycle.
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 405-225-8489.
See Setup Instructions[Click Here]
This is the Automatic Lunch Entry Deduction 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]
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.
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.
See Setup Instructions[Click Here]
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.
Site Maintenance Menu
See Setup Instructions[Click Here]
The Site Setup page will let you create and manage your site locations when using the Time Card Generator. Create location/site 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 site 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 "How To" 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.
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. You can select the button size.
Then select "Save Changes" button.
PROJECT SETUP – Create Project Names
• 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.
• 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
Assign Project Clock In Buttons
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 How To 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 Time Clock Maintenance | Page Display 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.
Shift Maintenance Menu
See Setup Instructions[Click Here]
IMPORTANT: Select the box to activate the Shifts created to Clock In or Out.
The Shift Maintenance page will let you configure when an employee can clock in or out. There is no limit to the number of shifts you can create.
Create a shift by entering the time of day (example: 7:55 AM and 5:05 PM) you want the employees to access the time clock for each day of the week.
The employee will not be allowed to clock in or out during a blocked time, but they will only be allowed to see their time card and enter things like paid time off and mileage. 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.
Once you have created your shift(s) you must assign each employee a shift. Go to Assign Shift page to assign the shift to your employees. Click the "Save Changes" button.
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 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".
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 page.
2. Select the Accrual Type for each PTO category according to your company’s benefit handbook. If Accrual Type is set to none, the employee can use PTO hours, but there will be nothing added automatically.
3. Type in the number of Accrual Hours to be earned according to the accrual type set for that PTO category. For example, Bob earns 25 hours of holiday every year. Earns .13 Sick hours every two weeks and earns .333 Vacation hours every two weeks.
4. Type in the Minimum Weekly Hours Required for the employee to earn PTO hours. For example: An employee must work over 32 hours weekly to earn paid time off hours.
5. Type the Maximum PTO Hours Allowed according to the accrual type selected. When an employee has reached the maximum hours the time clock will not accrue over the max hours allowed.
6. Type in the Employed Minimum Months before accrue hours begin. For example: If an employee starts receiving accrual PTO hours after one year employment upon hired date, type in the 12 months. On the 13 month, the time clock will start accruing the hours earned according to the increment type. PTO earned based on the hired date anniversary, the time clock will accrue the hours to that employee’s PTO. IMPORTANT: Type in the hired date in Employee Maintenance | Payroll page.
7. Type in the Employed Maximum Months – Enter the maximum months at the set accruing rate. The time clock will stop accruing when the employee has past the max months allowed. If an employee earns a higher rate of PTO after working 3 or 5 years with the company, type in the number of months for the higher rate to start. Create a new PTO category (Vac-3 = vacation 3 years) to assign it minimum months of 36 months(3years) to start accruing hours set at the higher rate.
8. Save Changes.
The PTO Balances page is where you enter the beginning available Paid Time Off hours and as the start date accruing PTO hours.
To start automatic accruing of earned PTO, setup this year's start date and available PTO hours before the start date.1. Each Assigned PTO Category's has a column named 'This Year's Start Date'. This column tells the time clock when to start adding up the earned, used, and available balances. Every year this date will automatically increment to keep everything current.
When this date increments, the new before amount will be the sum of the old before amount plus earned between old start date and new start date minus used between old start date and new start date.
After the start date and before amount are updated, the available amount will be the same amount as it was before the increment of the start date.
2. The “Available Before Start Date” balance. Available Before Start Date is the beginning balance or available earned hours the employee has as of today.
3. “Earned After Start Date” column will display the total hours accrued or earned after the This Year Start Date listed.
4. “Used After Start Date” column will display the total PTO hours used during the year after the date listed.
5. “Available” column will display the paid time off hours available for the employee to use for the year. The employee will not be allowed to enter more PTO hours than what is available when entering their own PTO in their time card.
Note: The administrator can override this restriction and elect to give the employee more than what is available as an exception to the rule. A warning popup will be displayed when the administrator tries to enter more PTO hours than what is available but the administrator can elect to override warning.
6. “Edit Hours Earned” column links will display a log of the earned PTO hours for each category during the year. It is for viewing and editing if needed. This page is not used to enter PTO hours used. Enter PTO hours used in the Time Card Edit page.
Time Clock Maintenance Menu
Time Clock Setup - Global Settings
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
site 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.
The Time Zone option will let you select the time zone for your company 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.
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 DayTo 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.
The Limit Access 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]
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 Browser Settings to Setup For a Dedicated Computer. (Optional)
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 the Copper Browser Program on Each Computer
• EasyTimeClock.exe 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 (do not change file name)
o File type - Application
o Click ‘Save’ button
• Download Completed - You then will see the download to your desktop has been completed.
• Close
• Click on the Icon to access the time clock browser and select run. The Company Login 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.
3. 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]
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.
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 screen 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
Employee 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]
This page lets you select what columns and options you want displayed in your 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 Screen.
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 screen 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 screen.
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.
Employee's Login - This gives employees access from their Login Screen to the following options in the time clock. Check in the box next to the options that you want available.
The mileage, per diem, travel menus are used for tracking reimbursements in number format.
To communicate with your administrator or supervisor, the note menu allows the employee to type in messages that can be viewed in the Detailed and Individual Reports.
To create out buttons is helpful to know where your employees are during the day. For example, "Out to Lunch","Doc Apt." etc.
Report Column Title Configuration- 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.
Activate the columns to display in the reports and employee time card go to the Main Menu | Time Clock Maintenance Menu | Page Display page and select the columns in the Employee Time Card.
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.
Company
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.
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.
Payment Maintenance Menu
See Setup Instructions[Click Here]
The Invoice 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.
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.
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.