Reference Guide

Table of Contents
Getting Started.........................................................................................................................................................2 Add Employees...................................................................................................................................................2 Add Jobs..............................................................................................................................................................4 Clocking In and Out.................................................................................................................................................5 Clock In...............................................................................................................................................................5 Clock Out............................................................................................................................................................6 Clock Errors........................................................................................................................................................6 Time Edit/Report.....................................................................................................................................................7 View the Time Report.........................................................................................................................................7 Print the Time Report..........................................................................................................................................8 Export the Time Report.......................................................................................................................................8 Edit Clock/Job Details.........................................................................................................................................9 Customer Support..................................................................................................................................................10

Time Clock Small Business Edition

Manual v1.0 092906

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Getting Started
Use the following sections to help you quickly get your Time Clock up and running .

Add Employees
1. Click on the button. 2. The password screen will appear.

3. Enter the Administration password (created when the program was installed). NOTE: This password is used to manage employees, correct time and retrieve time reports. Users with this password will be able to review and edit all employee's personnel information and hours.
Lost passwords may be recovered for a $29.00 password recovery fee. Call 316-264-1600 for assistance.

4. The Management menu will open.

5. Click on the Employees icon.

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6. The Employee Management window will open.

7. Click on the

button.

8. A blank employee information record will appear.

Required Fields: First Name, Last Name, Badge ID

9. Enter the employee's personnel information. NOTE: The employee's badge ID may contain up to 5 alphanumeric characters and must be unique for each employee. 10. Click on the button to enter additional employees.

TIP: Employees will appear in the order they were entered on the Employee Management screen. Employee details can be sorted on any field by clicking on the Organize file menu and choosing Sort, or by clicking on the Sort (A-Z) icon.

REMINDER: All employee data can be viewed, added or changed by anyone who is given the Administrator password.

TIP: The Alternate ID field can be used to match an employee to their identifier in another program, such as Quickbooks. The Alternate ID field is included in Time Report exports. TIP: Uncheck the box next to Active to deactivate employees who are no longer employed. 11. After all employees have been added, click on the Management window. button to exit the Employee

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Add Jobs
Job management allows you to track time worked on specific jobs and projects. When clocking in, employees can indicate which job they spent their time on during their work period. 1. On the Management menu, click on the Jobs icon. 2. The Jobs management screen will open.

3. Click on the

button.

4. A blank Job information record will appear.

Required Fields: Job Name, Job Code

5. Enter the Job details. NOTE: The Job Code may contain up to 7 alphanumeric characters. The Job Name may contain up to 14 alphanumeric characters. 6. Click on the button to enter additional jobs.

TIP: Jobs will appear in the order they were entered. Job details can be sorted on any field by clicking on the Organize file menu and choosing Sort, or by clicking on the Sort (A-Z) icon.

Manager, Control Number and GL Number are for your internal reference only. These fields are not exported in Time Report exports.

7. Click on the

button to exit the Job Management window.

NOTE: Once all employees and jobs (if applicable) are entered into the system, employees can begin clocking in and out.

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Clocking In and Out

The following section explains how to use the Time Clock system to record employee hours.

Clock In
1. To clock in, click on the 2. The Clock In window will open. button.

3. In the Employee ID field, enter your Employee Badge Number. If applicable, enter a job number in the Job Number field. TIP: The Job Number field can act as a memo field. Employees can type up to 7 alphanumeric characters in the Job Number field, even if the job number does not exist. The data entered will appear in the Job # field on the Time Report but will not display on the Employees Clocked In screen. Please note, however, adding a non-existent job number (or memo) when clocking in will not create a new job, and it will not appear on the Job management screen. 4. Click on the Clock In button. 5. A message will appear to acknowledge that you have successfully clocked in.

6. Click OK to close. 7. Your name and, if applicable, the Job name will appear on the Employees Clocked In screen, along with the date and time you clocked in.

Clocked in employees appear in alphabetical order by first name.

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Clock Out
1. To clock out, click on the 2. The Clock Out window will open. button.

3. Enter your Employee Badge Number in the Employee ID field. 4. Click on the Clock Out button. 5. A message will appear to acknowledge that you have successfully clocked out.

6. Click OK to close.

Clock Errors
Clock errors occur when an employee attempts to clock in when they are already clocked in. EXAMPLE: Employee Donna J. Delta clocked in at 10:30AM and then realized she forgot to include the job number. Donna clicked on Clock In again, this time indicating the job number. Time Clock generated the following message:

Time Clock displays error message and clocks Donna out.

After Donna acknowledged the above error message by clicking on OK, she received the following message:

Time Clock displays acknowledge message and clocks Donna in.

The Employees Clocked In screen shows Donna clocked in at 10:31:51AM on the specified job.

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Time Edit/Report
View, print or export employee time reports and edit or add employee punches.

View the Time Report

1. On the Management menu, click on the Time Edit/Report icon. 2. Enter the beginning and ending date for the period you want your report to include.

3. Click the OK button. 4. The Time Report window will open.

TIP: Employees will appear in the order they were entered on the Employee Management screen. Employee clock details can be sorted on any field by clicking on the Organize file menu and choosing Sort, by clicking on the Sort (A-Z) icon, or by clicking on the white background inside any column (except Clock In and Clock Out). TIP: You can hide a single record by clicking on the desired row and then clicking on the Organize file menu and choosing Hide Record, or clicking on the Hide Record icon. Hide multiple records by clicking on the Organize file menu and choosing Omit Multiple or by clicking on the Omit Multiple icon. TIP: After hiding records, you can view only the hidden records by clicking the Organize file menu and choosing Show Hidden Only or by clicking on the Show Hidden Only icon. TIP: Choose Organize, Show All Records or click the Show All Records icon to display all.

NOTE: Rows where ERROR is noted in the Clock Error? column indicate that the employee clocked in a second time while they were already clocked in. The time is still recorded accurately, but the second clock time is flagged as a possible error.
Second clock time flagged as possible clock error.

In the example shown above, Donna Delta clocked in at 11:35AM on 09/27/06, then clocked in again at 11:38AM on the same day. Time Clock automatically clocked Donna out at 11:37AM and then clocked her back in at 11:38AM, but flagged the second clock time as a possible error.
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Print the Time Report

1. To print the Time Report, click on the File menu option and choose Print or click on the Reports menu option and choose Print Time Report or click on the printer icon. 2. In the Print options window, select the records you wish to print by clicking on the Print drop-down button and choosing Records being browsed, Current record, or Blank record, showing fields. 3. Select the desired printer. The printed report will display one employee per page and will show total hours worked for the selected period.

NOTE: The Total Hours Worked for employees who are still clocked in may not total correctly. For accurate totals, these records should be hidden so they are not included in the time report. TIP: You can hide a single record or omit multiple records that you do not want to print on your report. See tips for how to hide/omit records in the View Time Report section above. If any record is hidden prior to printing: In order for the Total Hours Worked to appear on your report you must sort by Emp ID prior to printing. You can do this quickly by clicking anywhere on the white background of the Emp ID column. After sorting, your printed report will include total hours worked per employee.

Export the Time Report

1. To export the Time Report, click on the Reports menu option and choose Export Time Report. 2. The Time Report will open in Excel.

TIP: Exported records will appear in the same order as they appeared on the Time Report screen. Sort and/or hide any records prior to exporting if you would like to display the same information in your spreadsheet. NOTE: The exported Time Report includes Pay Rate and Alt Employee Number, which is not included on the screen-only version of the Time Report. These columns can be hidden or deleted after export, if not needed. 3. Click on the button to exit the Time Report window.

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Edit Clock/Job Details

1. To edit an employee's In or Out time, or to add or change the Job number, click on the button and enter the Administrator password when prompted. 2. Click on Time Edit/Report. 3. Click on the Clock In or Clock Out time for the employee's time you wish to edit. 4. The Edit Time window will open.

NOTE: The date, time, and AM or PM designation must all be included in order to properly edit the employee's time. (Seconds can also be included, but are not required.) 5. Click the OK button to finish editing. Your changes will display on the Time Report immediately. 6. Click on the button to exit the Time Edit/Report window.

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Customer Support

Time Clock software is offered without technical support. Check our website at support.timeclock1.com for additional help documentation. Limited e-mail support is available at no charge by emailing support@timeclock1.com. Not all technical support questions can be answered via e-mail. Customer phone support is available on a feeonly basis. Call 316-264-1600 for more information. Passwords, if lost, can be recovered by sending us your data file and paying a $29.00 password recovery fee.

Time Clock Software (SBE) 3522 N. Comotara Wichita, KS 67226 (316) 264-1600 (fee-based support only) support@timeclock1.com (e-mail based support)

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