ADP CollectAll Manager v2.4 User s Guide

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1 ADP CollectAll Manager v2.4 User s Guide

2 ADP CollectAll Manager Version 2.4 User s Guide 2007 Automatic Data Processing, Inc. ADP provides this publication as is without warranty of any kind, either express or implied, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. ADP is not responsible for any technical inaccuracies or typographical errors that may be contained in this publication. Changes are periodically made to the information herein, and such changes will be incorporated in new editions of this publication. ADP may make improvements and/or changes in the product and/or the programs described in this publication at any time without notice. Document Revision History Document Revision Product Version Changes Release Date A B C D ADP CollectAll Manager v ADP CollectAll Manager v ADP CollectAll Manager v ADP CollectAll Manager v2.4.x New Document February 2005 Update for v2.1 August 2005 Update for v2.3 July 2006 Update for v2.4 August 2007

3 Contents Conventions Used in this Guide...iii Chapter 1: Introduction and Setup...1 Setup Checklist...3 What is ADP CollectAll Manager?...5 Installing the ADP CollectAll Manager Software...7 Launching the ADP CollectAll Manager Software...7 Overview of the ADP CollectAll Manager Main Menu...12 The ADP CollectAll Manager Main Menu Bar...13 ADP CollectAll Manager Help Files...15 In Conclusion...15 Chapter 2: Clock Connections...17 Getting Started...19 Adding a Timeclock Connection...22 Using an Existing Timeclock Connection as a Template...28 Editing a Timeclock Connection...30 Deleting a Timeclock Connection...32 Chapter 3: Clock Functions...35 Getting Started...37 Basic Options...39 Assigning Languages to the Timeclock...41 Department/Job Transfers...43 Tips and Receipts...47 Door/Bell Options...51 Daylight Saving Time...57 Proximity Reader...59 Custom Messages...61 Finishing Up...63 Applying Settings to All Timeclocks...64 Applying Existing Settings to Another Timeclock...66 Editing Timeclock Settings...68 Chapter 4: Collection Schedule...69 Creating a Collection Schedule...71 Editing the Collection Schedule...73 Deleting a Collection Time...75

4 ii Chapter 5: Test/Initialize...77 Testing and Initializing the Timeclock...79 Finishing Up...84 Chapter 6: Sending Punches...85 Sending Punches Manually...87 Progress Window...88 ADP Scheduler...90 Punch Upload Errors...92 Chapter 7: Troubleshooting...93 Direct Connect Timeclock...95 Modem Connect Timeclock...97 Ethernet Connect Timeclock...98 Index User s Guide ADP CollectAll Manager v2.4

5 Conventions Used in this Guide This User s Guide assumes that you are comfortable using a computer and are familiar with standard Windows operating system conventions. Readers should be able to open and close windows, use menu commands, buttons, check boxes, drop down menus and selection lists, and enter information in text boxes. For consistency, this manual uses the following conventions: Menu choices use a notation like this: Select Menu Name Menu Topic from Name of Window. Example: Select Options Edit Client Configuration from the ADP CollectAll Manager main menu bar. This opens the Client Information window for editing. Button choices and dialog box entry options are in boldface and use a notation like this: Click Button Name. Examples: Click Exit. In the Clock Name text box, type the desired name for the timeclock. Click means a single click of the left mouse button. Right click means a single click of the right mouse button. Double click means two successive quick clicks of the left mouse button. Ctrl click means to select multiple items from a list when those items are not listed together by holding down the Ctrl key on your keyboard and clicking on the items that you wish to select. In this way, each item that you click on will be selected. Shift click means to select multiple items from a list when those items are listed together by holding down the Shift key on your keyboard and clicking on the first and then the last item of the group that you wish to select. In this way, every item between and including the first and last item that you click on will be selected. When you select a choice, it is highlighted.

6 iv Conventions Used in this Guide User s Guide ADP CollectAll Manager v2.4

7 Chapter 1 Introduction and Setup In This Chapter: Setup Checklist What is ADP CollectAll Manager? Installing the ADP CollectAll Manager Software Launching the ADP CollectAll Manager Software Overview of the ADP CollectAll Manager Main Menu The ADP CollectAll Manager Main Menu Bar ADP CollectAll Manager Help Files In Conclusion Note: Instructions in the ADP CollectAll Manager User s Guide work under the assumption that the reader has successfully completed and understood the instructions in the ADP Timeclock 2000 Series Quick Installation Guide, including setup of both the hardware and the software required for use with ADP CollectAll Manager. Please be sure that this has been accomplished before proceeding with the ADP CollectAll Manager User s Guide.

8 2 Chapter 1: Introduction and Setup User s Guide ADP CollectAll Manager v2.4

9 Setup Checklist 3 Setup Checklist Use the following checklist to set up your ADP CollectAll Manager system. Perform the tasks in the order listed. When you have completed each task, use the first column to check off that task. Done # Task Description and Location of Instructions Verify that your computer meets hardware and software requirements. (See the ADP Timeclock Series Quick Installation Guide. ) Install each timeclock. (See the ADP Timeclock Series Quick Installation Guide. ) Check that all connections at the timeclocks are tightly secured and that the power cord is plugged into an outlet. Make sure that all employees who will be using the timeclocks are enrolled in ezlabormanager. Install the ADP CollectAll Manager software on the computer that runs ezlabormanager. (See the ADP Timeclock Series Quick Installation Guide. ) Launch the ADP CollectAll Manager software. (See Launching the ADP CollectAll Manager Software on page 7.) Set up all timeclock connections. (See Clock Connections on page 17.) Set up basic punch options at the timeclocks. (See Basic Options on page 39.) Assign languages for the timeclock display. (See Assigning Languages to the Timeclock on page 41.) Set up department and/or job transfers if you wish to use them at the timeclocks. (See Department/Job Transfers on page 43.) Set up tips and/or receipts entry if you wish to use them at the timeclocks. (See Tips and Receipts on page 47). Set up door access or a bell ringing schedule (modem and Ethernet timeclocks only) if you wish to use one or the other. (See Door/Bell Options on page 51.) Update your Daylight Saving Time settings, if required. (See Daylight Saving Time on page 57.) (Continued on next page.) ADP CollectAll Manager v2.4 User s Guide

10 4 Chapter 1: Introduction and Setup Done # Task Description and Location of Instructions (Canada only) Set up proximity reader settings (modem and Ethernet timeclocks only) if you wish to use a proximity reader. (See Proximity Reader on page 59.) Create a custom welcome message and/or designate message display time if you wish to assign them. (See Custom Messages on page 61.) Set up times for timeclock punch collection. (See Creating a Collection Schedule on page 71.) Test and initialize your timeclock connections. (See Testing and Initializing the Timeclock on page 79.) 18 Train employees on how to use the timeclock(s). Once you have completed the setup checklist, you are ready to begin collecting and sending punches to ezlabormanager. (See Sending Punches on page 85.) User s Guide ADP CollectAll Manager v2.4

11 What is ADP CollectAll Manager? 5 What is ADP CollectAll Manager? ADP CollectAll Manager is a PC timeclock configuration and data management application that is designed to manage communications between your computer and timeclocks, and to send punches via the Internet directly to your ezlabormanager Web hosted time and attendance system. In simple terms, it is an electronic replacement for mechanical timeclocks utilizing paper timecards. The main components and features of the ADP CollectAll Manager system are listed below. Timeclocks Timeclocks are the devices at which employees punch in or out of the office or plant. The timeclock accepts punches for work in and out, lunch out, department and job transfers, and tips and receipts entry. Punches can be made by swiping a badge, or by manually entering a personal identification number (PIN). A proximity reader may be attached to the timeclock (modem and Ethernet connect/canada only). You may select the language in which prompts and messages are displayed. The timeclock can also display messages in a secondary language upon request. A custom welcome message may be configured, as may the length of display time for confirmation and informational messages. Each timeclock is assigned a name according to its location, or other identifying information. Each timeclock can be configured within ADP CollectAll Manager according to the needs for its location. All of the timeclocks are connected through the ADP CollectAll Manager system, which allows for collection of the time and attendance information from each timeclock without physically visiting each location. Punch Collection On a routine basis, at times of your choosing, ADP CollectAll Manager collects employee punches from the timeclocks, connects to the Internet, and sends the punch information directly to the ezlabormanager Web site. You may also collect and send punches manually at any time. ADP CollectAll Manager v2.4 User s Guide

12 6 Chapter 1: Introduction and Setup Door Access or Bell Ringing (Modem/Ethernet Connect Only) In addition to collecting information about employee punches, ADP Collect All Manager can be used for door access. This means that a timeclock can be configured to open an entry door at the timeclock location as a punch is made. ADP CollectAll Manager can also be configured to ring a bell to announce time markers throughout the day, such as start/end work or start/end break. Note: You may use only one of these functions at a time. Door access and bell ringing cannot operate concurrently on the ADP CollectAll Manager system. Employee Identification Within the ADP CollectAll Manager system, employees are represented by their badge or PIN numbers. Punches made at the timeclock are identified by the employee badge or PIN number. When ADP CollectAll Manager sends punch information to ezlabormanager, ezlabormanager recognizes the employee ID numbers and processes the information for each employee. Before you can begin to use ADP CollectAll Manager, employees must be enrolled in ezlabormanager. Note: If an employee is assigned to two or more company codes in ezlabor Manager, the employee must have a separate badge/id number for each company code. The employee will then use the badge/id number at the timeclock that is assigned to the company code the punch applies to. User s Guide ADP CollectAll Manager v2.4

13 Installing the ADP CollectAll Manager Software 7 Installing the ADP CollectAll Manager Software Install ADP CollectAll Manager on the computer that runs ezlabormanager to begin setup of the on site portion of your time and attendance communications system. Refer to the ADP Timeclock 2000 Series Quick Installation Guide for instructions on installation of your software. Launching the ADP CollectAll Manager Software To launch the ADP CollectAll Manager software, select Start Programs ADP CollectAll Manager CollectAll Manager from the Windows Start menu Or Double click the ADP CollectAll Manager shortcut icon on your Windows desktop. The Client Information window opens. Figure 1-1: Client Information window The Client Information window keeps a record of your company s basic identification information. This allows for easy and consistent communication of your company data when working with your ADP TLM representative. 1. Fill in the text boxes in the Client Information window as follows: Company Name The full name of your company. Administrator Name The name of the person with assigned capability to perform ADP CollectAll Manager software configuration. Area Code, Telephone Number The contact telephone number for your company. Type your 3 digit area code in the first smaller box, and your 7 digit telephone number in the second larger box. Address The contact e mail address for your company. ADP CollectAll Manager v2.4 User s Guide

14 8 Chapter 1: Introduction and Setup ADP Company Code The ADP designated code for your company. This code is available from your ADP TLM representative. 2. Click OK to save your company information and open the ADP Collect All Manager main menu (see Overview of the ADP CollectAll Manager Main Menu on page 12). Notes on the Client Information Window All information in the Client Information window must be filled in before you can run and begin to configure your ADP CollectAll Manager software. You will not be able to open the ADP CollectAll Manager program unless the Client Information has been entered. As a fail safe device, the OK button will remain inactive until all of the text boxes in the Client Information window have been filled in. Once all of the text boxes have been filled in, the OK button will become active and you may save your information. If you click Cancel in the Client Information window, you will receive a warning message, stating that the company information must be entered before proceeding with the ADP CollectAll Manager setup. Figure 1-2: Client Information Missing warning Click OK. The Client Information window will close without saving any entered information, and the ADP CollectAll Manager program will terminate. To reopen the Client Information window and begin setup of your software, reopen ADP CollectAll Manager (see Launching the ADP CollectAll Manager Software on page 7). Once you have saved the completed Client Information, you will not be able to change it until you have run through a complete configuration cycle for your newly installed ADP CollectAll Manager software (see Overview of the ADP CollectAll Manager Main Menu on page 12). Once ADP CollectAll Manager has been configured, you may open the Client Information window by selecting Options Edit Client Configuration from the ADP CollectAll Manager main menu bar. Follow instructions under Launching the ADP CollectAll Manager Software on page 7 for editing the Client Information Window. User s Guide ADP CollectAll Manager v2.4

15 Launching the ADP CollectAll Manager Software 9 Timeclock Firmware Update After you have configured your timeclock connections (see Clock Connections on page 17 and Test/Initialize on page 77), launching ADP Collect All Manager from your computer desktop will initiate a check of the version of firmware (internal software) running in each of your timeclocks. As Daylight Saving Time changes are determined from within the timeclock firmware, each timeclock must contain a version of firmware that includes updated Daylight Saving Time programming which reflects the date changes mandated by the U.S. Energy Policy Act of This Act extends Daylight Saving Time (effective 2007) to start on the second Sunday in March and end on the first Sunday in November. Newer model timeclocks have been updated to include the 2007 date changes. Older model timeclocks must be updated through ADP CollectAll Manager. To ensure that all of your timeclocks are updated with the proper firmware, ADP CollectAll Manager will automatically check the firmware version of all configured timeclock connections prior to the running of numerous processes. If no updates need to be made to timeclock firmware, you will not be notified of the version check. If updates need to be made, you will be prompted prior to the running of the process. You will be given the choice to update at that time or to run the update later. If you choose to run the update later, you will continue to be prompted about the necessary updates each time one of the processes associated with the firmware check is run. New timeclocks will be checked for firmware version as they are added to your ADP CollectAll Manager program. The firmware check is run at the initiation of the following events. Refer to the appropriate section in this guide for information. Timeclock initialization (see Testing and Initializing the Timeclock on page 79) Manual punch collection (see Sending Punches Manually on page 87) Automated punch collection events (see Creating a Collection Schedule on page 71) Launching of ADP CollectAll Manager (see Updating Timeclock Firmware at Launch of ADP CollectAll Manager on page 10) You may also manually check and update firmware of selected timeclocks from the Clock Functions window (see Daylight Saving Time on page 57). The update process takes approximately 5 minutes for direct and Ethernet timeclocks, and approximately 30 minutes for modem connect timeclocks. ADP CollectAll Manager v2.4 User s Guide

16 10 Chapter 1: Introduction and Setup Updating Timeclock Firmware at Launch of ADP CollectAll Manager If any of your configured timeclocks need firmware updating, you will be notified after launching ADP CollectAll Manager: 1. A warning message will display, listing the timeclocks that need firmware updating. Figure 1-3: Firmware Mismatch warning Warning: It is recommended that a manual collect and send event be run immediately prior to updating timeclock firmware, as the update process will erase all collected/unsent punch transaction information. (Refer to Sending Punches Manually on page 87.) 2. If you are ready to update the firmware, click on Yes. The Firmware Reload Utility window will display. Figure 1-4: Firmware Reload Utility User s Guide ADP CollectAll Manager v2.4

17 Launching the ADP CollectAll Manager Software You may update all timeclocks at once (recommended) by clicking Check Firmware Version All Clocks or you may select one timeclock to update by clicking it in the Select Clock pane, then clicking Check Firmware Version Selected Clock. 4. Follow the series of displayed instructions to reload the firmware. Note: All timeclocks that have had a firmware update will need to be reinitialized. Follow the instructions under Testing and Initializing the Timeclock on page 79. ADP CollectAll Manager v2.4 User s Guide

18 12 Chapter 1: Introduction and Setup Overview of the ADP CollectAll Manager Main Menu Main menu bar Red text means configuration is incomplete Steps are inactive until previous step is configured Click button to open step configuration window Figure 1-5: ADP CollectAll Manager main menu Click to close ADP Collect- All Manager The ADP CollectAll Manager main menu allows for quick and easy setup of your timeclock system. ADP CollectAll Manager is designed with some unique fail safe devices to best ensure complete and accurate configuration of your system: The four steps in the ADP CollectAll Manager main menu must be performed in order. You will not be allowed to move on to the next step until the previous step has been completed. When ADP CollectAll Manager is first opened, only the Step 1 button will be active. The other main menu buttons will remain inactive until the preceding step has been completed. When a step is active, but not yet performed or accessed, the step text in the main menu will display in red. In general, step text in the main menu will display in black once the step has been accessed and the step window closed. If step text is displaying in black, your timeclock system will operate correctly. However, it is possible to close a step window without having modified the default configurations. Therefore it is best to confirm that all desired settings have been configured before closing the step window. Some of the step configuration windows contain fail safe devices of their own. These will be described in the corresponding chapters of your ADP CollectAll Manager User s Guide. User s Guide ADP CollectAll Manager v2.4

19 The ADP CollectAll Manager Main Menu Bar 13 You will not be able to access the Options on the main menu bar until configuration of ADP CollectAll Manager has been successfully completed (see Options under The ADP CollectAll Manager Main Menu Bar on page 13). All steps must be successfully completed before ADP CollectAll Manager will run on your system. When ADP CollectAll Manager configuration is complete, all step buttons and menu bar items in the main menu will be active, and all step text in the main menu will display in black. If a new timeclock connection is added or an existing timeclock configuration is edited after successful setup and configuration of ADP CollectAll Manager, the Test/Initialize button in the main menu will display in bright yellow as a reminder to complete setup for the timeclock. Figure 1-6: Warning to set up new timeclock Once setup of the timeclock has been successfully completed, the Test/ Initialize button will return to normal. The ADP CollectAll Manager Main Menu Bar The ADP CollectAll Manager main menu bar has two items, that function as described below: Figure 1-7: Main menu bar Help About Click Help About to open the About CollectAll Manager window, which displays trademark and copyright information, as well as the version number of your software. Note: Your ADP TLM representative may need the build number of your software during technical assistance. The build number is displayed at the end of the version number in the Help About window. (The build number in Figure 1 8 is 1. ) Figure 1-8: Version and Build ADP CollectAll Manager v2.4 User s Guide

20 14 Chapter 1: Introduction and Setup Options The Options menu will be inactive until you have successfully completed configuration of your ADP CollectAll Manager software, as instructed in this User s Guide. Once your configuration is complete, the Options menu will become active and available for use. The following commands are included in the Options menu: Figure 1-9: Options menu commands Manually collect punches from the Timeclocks This item is reserved for use by your ADP TLM representative. To manually collect punches from the timeclocks, follow the instructions under Sending Punches Manually on page 87. Send Punches to ezlabormanager Sends previously collected (but unsent) punch information from the timeclocks to ezlabormanager (see Sending Punches on page 85). Edit Client Configuration Opens the Client Information window for editing (see Notes on the Client Information Window on page 8). Clear INI Settings for Clean Re Install This item is reserved for use by your ADP TLM representative and is password protected. If you accidentally select this item, click Continue in the password window, then OK to return to the ADP CollectAll Manager main menu. Change ezlabormanager Cookie Domain This item is reserved for use by your ADP TLM representative and is password protected. If you accidentally select this item, click Continue in the password window, then OK to return to the ADP CollectAll Manager main menu. Change ezlabormanager URL This item is reserved for use by your ADP TLM representative and is password protected. If you accidentally select this item, click Continue in the password window, then OK to return to the ADP CollectAll Manager main menu. Disable Punch Collection Scheduler Temporarily suspends ADP Scheduler from running your automated collection schedule (See Disabling ADP Scheduler on page 91). User s Guide ADP CollectAll Manager v2.4

21 ADP CollectAll Manager Help Files 15 ADP CollectAll Manager Help Files While there is no central Help option on the ADP CollectAll Manager main menu bar, there is a Help file available within each of the step configuration windows, as well as many of the dialog boxes that open from the step windows, with information specific to the needs of each particular window. The Help window may be opened by clicking the Help button. ADP CollectAll Manager also displays basic information about a window using flyover bars. Flyover bars appear when your mouse pointer is held over certain buttons, text boxes, etc. They provide basic information on the purpose or content of the selected window area. Flyover bars display automatically, and disappear after a few seconds. Figure 1-10: Flyover bar Flyover bar In Conclusion You are now ready to begin configuration of your timeclock system with ADP CollectAll Manager. The chapters that follow will provide instructions for setting up the various ADP CollectAll Manager options, as well as instructions for day to day operations. ADP CollectAll Manager v2.4 User s Guide

22 16 Chapter 1: Introduction and Setup User s Guide ADP CollectAll Manager v2.4

23 Chapter 2 Clock Connections In This Chapter: Getting Started Adding a Timeclock Connection Using an Existing Timeclock Connection as a Template Editing a Timeclock Connection Deleting a Timeclock Connection

24 18 Chapter 2: Clock Connections User s Guide ADP CollectAll Manager v2.4

25 Getting Started 19 Getting Started For each timeclock that you will be using, you will need to set up the connection information in ADP CollectAll Manager. ADP CollectAll Manager can help you identify all of the possible connections available for your timeclocks, including using a direct connection to your computer, a modem, or an Ethernet interface. 1. Click the Clock Connections button from the ADP CollectAll Manager main menu. ADP CollectAll Manager automatically begins searching for the available timeclock connections for your system. Figure 2-1: Searching for timeclocks 2. When the search is complete, a window displays all of the available options for timeclock connection. This includes direct, modem and Ethernet connections. Figure 2-2: Available timeclock connections ADP CollectAll Manager v2.4 User s Guide

26 20 Chapter 2: Clock Connections 3. Click Continue. A window displays a summary of the available timeclock connections for your computer. From this window, you may decide which connection options you would like to use. Figure 2-3: Available timeclock connections summary Note: If you wish to repeat the search process, click Re test COM Ports. ADP CollectAll Manager will again search your system for available timeclock connections. Repeat Steps 2 and 3. Click OK after reviewing the search results. 4. The Clock Connections configuration window opens. Connection type tabs Connection type screen Figure 2-4: Clock Connections configuration window In this window you can set up your timeclock connections, as well as edit or delete an existing connection. Note: ADP CollectAll Manager requires that at least one timeclock connection be set up before closing the Clock Connections configuration window. The OK button remains inactive until a clock connection has been added. User s Guide ADP CollectAll Manager v2.4

27 Getting Started 21 Information on the Clock Connections Configuration Window From the Clock Connections configuration window you may repeat the search for available timeclock connections (by clicking Test COM Ports), or view the summary list of available timeclock connections (by clicking View Connections) at any time. Once you have completed the initial configuration of your clock connections, the Clock Connections configuration window can be opened by clicking the Clock Connections button in the ADP CollectAll Manager main menu. (The Clock Connections button will only initiate the automatic search for timeclock connections the first time that it is selected.) ADP CollectAll Manager v2.4 User s Guide

28 22 Chapter 2: Clock Connections Adding a Timeclock Connection For each timeclock that you will be using, you will need to configure the connection information in ADP CollectAll Manager. 1. From the Clock Connections configuration window (see step 4 on page 20) select Add from the menu bar. The Add New Clock dialog box opens. Figure 2-5: Add New Clock dialog box 2. In the Clock Name text box, type the name you would like to assign to the timeclock. The name can reflect the timeclock s location or other identifying information (e.g., Front Office ). 3. In the Clock ID text box, type a six character unique abbreviation for the timeclock. The Clock ID should be easily identifiable with the Clock Name it is representing (e.g., a Clock ID of FrOffc for a Clock Name of Front Office ). Note: The Clock ID is an identification code that will be associated with punch information sent to ezlabormanager. Punch and time reports in ezlabormanager will refer to the source timeclock by the designated Clock ID. The Clock Name is not used in ezlabormanager, but exists to provide clarity when using ADP CollectAll Manager. 4. Click the arrow on the Connection Type drop down box, and select the type of connection that you will be using for the timeclock (direct, modem or Ethernet). Figure 2-6: Connection Type drop-down box User s Guide ADP CollectAll Manager v2.4

29 Adding a Timeclock Connection 23 The Add New Clock dialog box will display a message below the Connection text box if the connection type you have selected does not have an available timeclock connection for your system. Figure 2-7: No connections message Note: The Add New Clock dialog box defaults to settings for direct connect. If you select modem or Ethernet connect at this time, the options in the Add New Clock dialog box will change to reflect the requirements for the type of connection you have chosen. 5. If you will be configuring a direct connection to the timeclock, see To Set Up a Direct Connection on page 23. If you will be configuring a modem connection to the timeclock, see To Set Up a Modem Connection on page 24. If you will be configuring an Ethernet interface, see To Set Up an Ethernet Connection on page 26. To Set Up a Direct Connection 1. Click the arrow on the Connection drop down box, and select the COM port on your computer to which you will be connecting your timeclock. Figure 2-8: Connection drop-down box The Connection drop down menu will display only the COM ports which are available for direct connect on your computer. (Once a device is attached to a COM port, that COM port will no longer appear as an available option in the Connection drop down menu.) Note: The time zone drop down box will be an inactive option for direct connect setup. This information will automatically correspond to the time settings on your computer, including Daylight Saving Time adjustment, which will be displayed below the time zone. Figure 2-9: Time zone drop-down box Inactive for direct connect Daylight Saving Time indicator 2. Click OK to save your timeclock configuration and return to the Clock Connections configuration window. An icon for the new timeclock connection will appear in the appropriate connection type screen. The ADP CollectAll Manager v2.4 User s Guide

30 24 Chapter 2: Clock Connections name of the timeclock will display in red to indicate that the timeclock has not yet been initialized (see Test/Initialize on page 77). Note: The OK button will be inactive until all options in the Clock Connections configuration window have been set up. This reduces the possibility of errors or incomplete settings for your timeclock connection. 3. If you wish to configure another timeclock connection, follow the instructions under Adding a Timeclock Connection on page When you are finished, click OK to return to the ADP CollectAll Manager main menu. To Set Up a Modem Connection If you have selected a modem connection, the Add New Clock dialog box will change the settings options to reflect modem connect. Figure 2-10: Add New Clock dialog box - modem connect 1. Click the arrow on the Connection drop down box, and select the COM port for your computer s modem. Figure 2-11: Connection drop-down box The Connection drop down menu will display only the COM ports which are available for modem connect on your computer. (Once a device is attached to a COM port, that COM port will no longer appear as an available option in the Connection drop down menu.) User s Guide ADP CollectAll Manager v2.4

31 Adding a Timeclock Connection In the Clock Phone Number text box, type the 7 or 10 digit telephone number of the timeclock modem. (It is not necessary to use hyphens. You may use an extension number if applicable.) Figure 2-12: Clock Phone Number text box 3. Click the arrow on the time zone drop down box, and select the time zone in which the timeclock is being used. Figure 2-13: Time zone drop-down box The Add New Clock dialog box will automatically enable Daylight Saving Time changes if applicable to your chosen time zone. This information will be displayed beneath the time zone drop down box. Figure 2-14: Daylight Saving Time indicator 4. Click OK to save your timeclock configuration and return to the Clock Connections configuration window. An icon for the new timeclock connection will appear in the appropriate connection type screen. The name of the timeclock will display in red to indicate that the timeclock has not yet been initialized (see Test/Initialize on page 77). Note: The OK button will be inactive until all options in the Clock Connections configuration window have been set up. This reduces the possibility of errors or incomplete settings for your timeclock connection. 5. If you wish to configure another timeclock connection, follow the instructions under Adding a Timeclock Connection on page When you are finished, click OK to return to the ADP CollectAll Manager main menu. ADP CollectAll Manager v2.4 User s Guide

32 26 Chapter 2: Clock Connections To Set Up an Ethernet Connection If you have selected an Ethernet connection, the Add New Clock dialog box will change the settings options to reflect Ethernet connect. Figure 2-15: Add New Clock dialog box - Ethernet connect 1. Click the arrow on the Connection drop down box, and select the Ethernet connection which you will be using with the timeclock. Figure 2-16: Connection drop-down box 2. In the Clock IP Address text box, type the Internet Protocol address of the timeclock. Figure 2-17: Clock IP Address text box 3. In the Subnet Mask text box, type the Subnet Mask for the timeclock address. Figure 2-18: Subnet Mask text box User s Guide ADP CollectAll Manager v2.4

33 Adding a Timeclock Connection Click the arrow on the time zone drop down box, and select the time zone in which the timeclock is being used. Figure 2-19: Time zone drop-down box The Add New Clock dialog box will automatically enable Daylight Saving Time changes if applicable to your chosen time zone. This information will be displayed beneath the time zone drop down box. Figure 2-20: Daylight Saving Time indicator 5. Click OK to save your timeclock configuration and return to the Clock Connections configuration window. An icon for the new timeclock connection will appear in the appropriate connection type screen. The name of the timeclock will display in red to indicate that the timeclock has not yet been initialized (see Test/Initialize on page 77). Note: The OK button will be inactive until all options in the Clock Connections configuration window have been set up. This reduces the possibility of errors or incomplete settings for your timeclock connection. 6. If you wish to configure another timeclock connection, follow the instructions under Adding a Timeclock Connection on page When you are finished, click OK to return to the ADP CollectAll Manager main menu. ADP CollectAll Manager v2.4 User s Guide

34 28 Chapter 2: Clock Connections Using an Existing Timeclock Connection as a Template You may wish to create a new timeclock connection that is similar to an existing one. In this case, you can use an existing timeclock connection as a template for the new one. This allows you to simply change the items that are different and save as a separate timeclock connection. To us an existing timeclock connection as a template for another timeclock connection: 1. Click the Clock Connections button from the ADP CollectAll Manager main menu to open the Clock Connections configuration window. Figure 2-21: Clock Connections configuration window 2. *Select Copy from the menu bar. The Choose a Clock dialog box opens. Figure 2-22: Choose a Clock dialog box 3. Click the + button next to the connection type (direct, modem or Ethernet) of the timeclock that you with to use as a template to reveal the timeclock names. Click to select the timeclock that you wish to use as a template, then click Select. User s Guide ADP CollectAll Manager v2.4

35 Using an Existing Timeclock Connection as a Template The Add New Clock dialog box opens, displaying the basic configuration information of the timeclock you wish to use as a template. Some items will be incomplete. Edit the settings as you would like to apply them to the new timeclock (see Adding a Timeclock Connection on page 22). Be sure that settings have been configured for every option in the Add New Clock dialog box. 5. Click OK to save your new timeclock configuration and return to the Clock Connections configuration window. An icon for the new timeclock connection will appear in the appropriate connection type screen. The name of the timeclock will display in red to indicate that the timeclock has not yet been initialized (see Test/Initialize on page 77). Note: The OK button will be inactive until all options in the Clock Connections configuration window have been set up. This reduces the possibility of errors or incomplete settings for your timeclock connection. 6. If you wish to configure another timeclock connection using an existing timeclock connection as a template, repeat steps 2 through When you are finished, click OK to return to the ADP CollectAll Manager main menu. *Note: In place of performing steps 2 and 3, you may open the Add New Clock dialog box with the timeclock template information by rightclicking on the icon for the desired timeclock and selecting Copy. Figure 2-23: Right-click to copy timeclock The timeclock icons can be viewed by clicking on the appropriate connection type tab. Figure 2-24: Connection type tabs If you choose to follow steps 2 and 3, you will be able to see a display of all of your timeclock connections at one time in the Choose a Clock dialog box. ADP CollectAll Manager v2.4 User s Guide

36 30 Chapter 2: Clock Connections Editing a Timeclock Connection If settings have changed for a timeclock connection or you wish to change the identification information for a timeclock connection, you must update the connection information in ADP CollectAll Manager. To edit a timeclock connection: 1. Click the Clock Connections button from the ADP CollectAll Manager main menu to open the Clock Connections configuration window. Figure 2-25: Clock Connections configuration window 2. *Select Edit from the menu bar. The Choose a Clock dialog box opens. Figure 2-26: Choose a Clock dialog box 3. Click the + button next to the connection type (direct, modem or Ethernet) of the timeclock that you with to edit to reveal the timeclock names. Click to select the timeclock that you wish to edit, then click Select. 4. The Clock Connections edit window opens, displaying the configuration information of the timeclock you have selected. (The settings information options in the edit window will be different for each connection type, reflecting the requirements for direct, modem or Ethernet connect.) User s Guide ADP CollectAll Manager v2.4

37 Editing a Timeclock Connection Make the desired changes in the settings text boxes to reflect the updated configuration (see Adding a Timeclock Connection on page 22). 6. Click OK to save your updated timeclock configuration and return to the Clock Connections configuration window. The icon for the edited timeclock connection will appear in the appropriate connection type screen. The name of the timeclock will display in red to indicate that the timeclock needs to be initialized in order to update your changes in ADP CollectAll Manager (see Test/Initialize on page 77). 7. If you wish to edit another timeclock connection, repeat steps 2 through When you are finished, click OK to return to the ADP CollectAll Manager main menu. *Note: In place of performing steps 2 and 3, you may open the Clock Connections edit window by right clicking on the icon for the desired timeclock and selecting Edit. Figure 2-27: Right-click to edit timeclock The timeclock icons can be viewed by clicking on the appropriate connection type tab. Figure 2-28: Connection type tabs If you choose to follow steps 2 and 3, you will be able to see a display of all of your timeclock connections at one time in the Choose a Clock dialog box. ADP CollectAll Manager v2.4 User s Guide

38 32 Chapter 2: Clock Connections Deleting a Timeclock Connection To delete a timeclock connection from ADP CollectAll Manager that you are no longer using: 1. Click the Clock Connections button from the ADP CollectAll Manager main menu to open the Clock Connections configuration window. Figure 2-29: Clock Connections configuration window 2. *Select Delete from the menu bar. The Choose a Clock dialog box opens. Figure 2-30: Choose a Clock dialog box 3. Click the + button next to the connection type (direct, modem or Ethernet) of the timeclock that you wish to delete to reveal the timeclock names. Click to select the timeclock that you wish to delete, then click Select. User s Guide ADP CollectAll Manager v2.4

39 Deleting a Timeclock Connection A confirmation message displays, asking if you are certain that you want to delete the timeclock. Figure 2-31: Delete clock confirmation 5. Click Yes to delete the timeclock connection. You are returned to the Clock Connections configuration window. The timeclock icon will have been removed. 6. If you wish to delete another timeclock connection, repeat steps 2 through When you are finished, click OK to return to the ADP CollectAll Manager main menu. *Note: In place of performing steps 2 and 3, you may select the timeclock that you wish to delete by right clicking on the icon for the desired timeclock and selecting Delete. Figure 2-32: Right-click to delete timeclock The timeclock icons can be viewed by clicking on the appropriate connection type tab. Figure 2-33: Connection type tabs If you choose to follow steps 2 and 3, you will be able to see a display of all of your timeclock connections at one time in the Choose a Clock dialog box. ADP CollectAll Manager v2.4 User s Guide

40 34 Chapter 2: Clock Connections User s Guide ADP CollectAll Manager v2.4

41 Chapter 3 Clock Functions In This Chapter: Getting Started Basic Options Assigning Languages to the Timeclock Department/Job Transfers Tips and Receipts Door/Bell Options Daylight Saving Time Proximity Reader Custom Messages Finishing Up Applying Settings to All Timeclocks Applying Existing Settings to Another Timeclock Editing Timeclock Settings

42 36 Chapter 3: Clock Functions User s Guide ADP CollectAll Manager v2.4

43 Getting Started 37 Getting Started For each timeclock connection that you have set up in ADP CollectAll Manager, you will need to assign the functions that you would like available at the timeclock. Available punch options include PIN entry, restricted repunching, punch review, lunch out, department/job transfers and tips and receipts entry. Display options include language usage and custom messages. You may set up a proximity reader (Canada only), as well as door access or bell ringing with modem and Ethernet timeclocks. You may also need to update your Daylight Saving Time settings in the timeclock(s). 1. Click the Clock Functions button from the ADP CollectAll Manager main menu. The Clock Functions window opens. Setting options in the window will be inactive until a timeclock is selected for configuration. Figure 3-1: Clock Functions window 2. In the Select Clock pane, click the + button next to the connection type (direct, modem or Ethernet) of the timeclock that you wish to configure to reveal the timeclock names. Select a timeclock to configure by clicking the timeclock name. Figure 3-2: Select a timeclock to configure ADP CollectAll Manager v2.4 User s Guide

44 38 Chapter 3: Clock Functions The settings options in the Clock Functions window are now active and you may begin to assign functions to the timeclock. The Clock Functions window will display the name of the selected timeclock in the title bar. The window status bar will display the timeclock name, initialization status and connection type. User s Guide ADP CollectAll Manager v2.4

45 Basic Options 39 Basic Options The Basic Options screen is displayed by default in the Clock Functions window. Here you may select the basic punch options that you would like available for use at the timeclock. Selected functions will have a check mark next to them. If there is no check mark next to an option, that function will not be active at the selected timeclock. Figure 3-3: Basic Options screen PIN Entry By default, employees must swipe their badges to use the timeclock. If you would like to give employees the option of entering a PIN number (generally the employee badge number) at the timeclock, or if your company does not use employee badges, click the PIN Entry button. A check mark will appear next to the button and the PIN Entry function will be activated at the timeclock. This will allow employees to manually enter their designated ID numbers at the timeclock. Re punching After 3 Minutes This button is selected by default. If selected, an employee will not be able to re punch at the timeclock until three minutes have passed since the previous punch. (For example, an employee may need to re punch if an entry error was made.) If you wish to allow re punching without an interim waiting period, click the Re punching After 3 Minutes button. The check mark next to the button will disappear and the button will read Re punching Allowed. Employees may now re punch at the timeclock without waiting. ADP CollectAll Manager v2.4 User s Guide

46 40 Chapter 3: Clock Functions If you wish to change the waiting time period between punches, doubleclick on the Re punching After 3 Minutes button, or single click if the button reads Re punching Allowed. The Re punching drop down box opens. Figure 3-4: Re-punching drop-down box Click the arrow to reveal the waiting time period options. (Waiting time period options range in minutes from one to five.) Select the waiting time desired between punches. You may also select to allow re punching without a waiting period (select Allow Re punching). Click OK to save your selection and return to the Basic Options screen. Punch Review The Punch Review option allows employees to review their previous punch made at the timeclock by pressing the Last Punch key. This option is selected by default. If you do not wish to allow punch review at the timeclock, click the Punch Review button. The check mark will disappear and punch review will not be available at the timeclock. Lunch Out You may configure your timeclock to allow employees to punch out for lunch breaks by pressing the Lunch Out key. The Lunch Out option will designate punches for lunch break as lunch out instead of as punch out. This option is inactive by default. To activate the Lunch Out option at the timeclock, click the Lunch Out button in the Basic Options group box. A check mark will appear next to the button to indicate Lunch Out activation at the timeclock. Saving Your Basic Options Settings When you have finished configuring the Basic Options for your timeclock, click Save Changes. Your Basic Options settings will be saved to your timeclock. If you do not wish to save your changes to the timeclock settings, click Undo Changes. This will restore all unsaved Clock Functions settings to their status at the beginning of your configuration session and save them as the assigned settings for the timeclock. User s Guide ADP CollectAll Manager v2.4

47 Assigning Languages to the Timeclock 41 Assigning Languages to the Timeclock Click the Languages tab to open the Languages screen. ADP CollectAll Manager allows you to determine in what language you wish your timeclock to display its messages (text prompts). You may also designate a secondary language for the timeclock display, which may be selected by pressing the Second Language key at the timeclock. If the secondary language option is chosen while at the timeclock, the display will return to using the primary language at the completion of the punch activity. Figure 3-5: Languages screen Assigning a Primary Language The default for the primary language at the timeclock is set at English in the Languages group box. If English is your choice for the primary language at the timeclock, no action is necessary for the primary language setting. If you wish to change the primary language: 1. Click the arrow in the Primary Language drop down box to display a list of available languages. Figure 3-6: Primary Language drop-down box 2. Select your choice of primary language to be displayed at the timeclock. 3. If you do not wish to assign a secondary language to the timeclock, click Save Changes to save your language settings to the timeclock. If you do not wish to save your changes to the timeclock settings, click Undo Changes. This will restore all unsaved Clock Functions settings to their status at the beginning of your configuration session and save them as the assigned settings for the timeclock. ADP CollectAll Manager v2.4 User s Guide

48 42 Chapter 3: Clock Functions If you wish to assign a secondary language to the timeclock, follow the instructions as listed below. Assigning a Secondary Language The default for the secondary language at the timeclock is set at None in the Languages group box. If you do not wish to assign a secondary language at the timeclock, no further action is necessary in the Languages screen. If you wish to assign a secondary language: 1. Click the arrow in the Secondary Language drop down box to display a list of available languages. Figure 3-7: Secondary Language drop-down box 2. Select your choice of secondary language to be displayed at the timeclock. 3. If you are finished making changes in the Languages screen, click Save Changes to save your language settings to the timeclock. If you do not wish to save your changes to the timeclock settings, click Undo Changes. This will restore all unsaved Clock Functions settings to their status at the beginning of your configuration session and save them as the assigned settings for the timeclock. User s Guide ADP CollectAll Manager v2.4

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