Installation, Setup, & Uninstall Guide Virtual TimeClock 15 Network Edition for Mac

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1 Virtual TimeClock Installation, Setup, & Uninstall Guide Virtual TimeClock 15 Network Edition for Mac Overview This guide will help you quickly install, configure, and if needed, uninstall Virtual TimeClock Network Edition from your Mac computer. Virtual TimeClock Network provides advanced time clock features and unlimited employee access from multiple computers. Need help getting started? Contact us at (888) or visit us online at In This Guide: Server Installation & Create Your Company File...1 Client Installation & Add Your Users...2 Configure Overtime Rules...4 Create Display Groups & Set Up Activities...5 Enter Payroll Settings & Confirm Time Settings...6 Verify Security & Start Using Your TimeClock...7 Schedule Backups & Uninstall Instructions...8 I. Installation A. Install Virtual TimeClock Server 1. Review the minimum system requirements: Mac OS X 10.6 Snow Leopard Yosemite 2. Download Virtual TimeClock Server for Mac from or insert the CD. In order to install the software you ll be prompted for the computer s administrative password. Note: To help ensure that the TimeClock Server is always accessible to the TimeClock Clients, we recommend keeping the server computer powered on and the energy-saver settings set to never sleep. B. Create Your Company File 1. After successful installation of the TimeClock Server software, you ll be prompted to create a New Company Data File by entering your company name and creating a time clock administrator. A password hint is helpful if the administrative password is forgotten or misplaced. After creating your company, the Status panel should show all server functions with green checkmarks. The Server Manager program doesn t have to be open for clients to connect, but the computer does have to be turned on. If you re moving your time clock server from another computer or reinstalling from a backup, click Cancel and choose Restore Database from the File menu. 1

2 C. Install Virtual TimeClock Clients 1. Review the minimum system requirements: Mac OS X 10.6 Snow Leopard Yosemite 2. Download Virtual TimeClock Pro Client or User Client for Mac from virtual-timeclock-network/mac or insert the CD. At least one Pro Client is required for administration of your TimeClock. The User Client allows for clocking in and out but does not provide administrative access. In order to install the client software you ll be prompted for the computer s administrative password. 3. When the client software has finished installing, click Connect to Server from the Welcome window, then locate and select your server. A running TimeClock Server will display a green checkmark. If no servers are listed, you may need to add port exceptions to the firewall on your time clock server computer for TCP port and UDP port To connect to a server at a different location over the Internet, you ll need to open TCP port on the router at the server location. This is called port forwarding. You can manually add a new server connection by clicking the Add button. II. Setup 4. The default group is TimeClock Users and will already be selected. Enter the time clock administrator s password and click Login. After logging in to the TimeClock Server, you ll be prompted to add users. A. Add Users 1. Once you ve connected a Pro Client to your time clock server, you ll need to add users to your TimeClock. If you choose to wait and not enter users at this time, the TimeClock will return to this screen the next time you open the Pro Client program. Users can be added manually or imported from a.csv or QuickBooks.IIF file. 2

3 1. To create users, simply enter their first name, last name, and any other personal information you would like stored in the time clock. After entering each user click Save & Next or, when done, click Save & Close. To start using the time clock right away, each user will only need a first & last name. 2. After adding users you ll be brought to the Configure Users window. To add more users, click New in the bottom left corner. When you re done adding new users or editing existing user information, click Show All in the toolbar to complete the setup of your time clock. Change the status of a User to Manager, Administrator, or Inactive by selecting the desired option under the Access tab. Create a password for new users or they will be prompted to create one the first time they clock in. Select the Employment tab to input hire dates, wage rates, assign overtime rules and more. Caution: Deleting a user permanently removes that user and all their records from the time clock. 3

4 Click the corresponding icon in the Configure Virtual TimeClock window to view and set up some remaining key features of your time clock. You can also access these features directly through the program menu bar by clicking Configure. You don t have to complete the remaining tasks to start using the time clock, but they may apply to your business so it s a good idea to look them over. B. Configure Overtime Rules 1. To set employee overtime calculations on timecards, choose Configure > Overtime from the menu bar or click the Overtime icon from the Configure window. To create additional overtime rules or remove those not being used, select Add or Delete. Click Modify Rule to customize the overtime rule name, set overtime rates, and assign weekly and daily thresholds. If you didn t assign overtime rules when adding new users, you can assign them now by choosing Edit. 4

5 C. Create Display Groups 1. To set what program rules are in use for your time clock, including what interface employees will use to clock in and out, choose Configure > Display Groups from the menu bar or click the Display Groups icon from the Configure window. Each display group s settings will only apply to that group. Users and managers can be assigned to more than one display group. When using the PIN interface, a numeric password will need to be assigned to each user before they can clock in. Although most administrators accept the default User and Manager Actions, you can customize access to many program features. D. Set Up Activities 1. If you need to track time spent on different tasks, jobs, or projects when clocking in, choose Configure > Activities from the menu bar or click the Activities icon from the Configure window. Administrators can determine if an activity is paid, paid with a limit of hours, or unpaid. Use activities to assign hours to different cost centers, departments, or locations. Employees can change activities as often as needed during their shift. 5

6 E. Enter Payroll Settings 1. To set how often your employees get paid, enable electronic timecard approval, and set up payroll integration with a compatible payroll service, choose Configure > Payroll Settings from the program menu or click the Payroll Settings icon from the Configure window. Click Reopen Prior Period if you need to edit historical timecard records. Click Payroll Approval from the administration toolbar to process timecards and close the current payroll period. F. Confirm Time Settings 1. To set how total hours should be calculated and displayed on timecards, choose Configure > Time Settings from the menu bar or click the Time Settings icon from the Configure window. If tampering with the computer s clock is a concern, choose an Internet Time Server as the timestamp source. Setting your workweek start day doesn t affect your payroll period but will affect how weekly totals are displayed on reports. Rounding is applied to start and stop times, not the total hours. With quarter hour rounding, 8:07 would round down to 8:00 and 8:08 would round up to 8:15. Need more help with the topics covered in this guide? Check out the Administrator Quick Reference under the Help menu for details on any program function. 6

7 G. Verify Security 1. To set more advanced password rules, choose Configure > Security from the menu bar or click the Security icon from the Configure window. Requiring a password to turn on Administration is recommended and is enabled by default. PIN interface users are only affected by the minimum password length rule. H. Start Using Your TimeClock 1. After saving any changes, close the Configure Security window and you ll be brought to the Virtual TimeClock Pro Client Administration window. You can use the toolbar to perform common administrative functions or you can put the time clock into use by navigating to the program menu bar and selecting File > Turn Administration Off. In order to return to Administration Mode, return to the program menu bar and select File > Turn Administration On. Always Turn Administration Off before allowing users to clock in/out. Congratulations! Virtual TimeClock Network Edition is now set up and ready to use. Need to show employees how to use the time clock? Print the User Quick Reference under the Help menu. 7

8 I. Schedule Backups 1. To schedule a regular time clock database backup, open the Server Manager program and choose View > Backup from the menu bar or click the Backup tab within the Server Manager window. Don t store backup files on the same computer as your time clock or a single disaster can wipe out all of your data. Use an inexpensive USB flash drive to quickly backup your time clock data. III. Uninstall Instructions A. Server 1. Open the Server Manager, select File > Remove Daemon from the program menu bar. 2. The Status tab should now show all server functions offline (red X ), quit the Server Manager program. 3. Open the Applications folder and move Virtual TimeClock Server Manager to the trash. 4. Empty trash. B. Client(s) 1. Quit the Virtual TimeClock Pro Client or User Client program. 2. Open the Applications folder and locate the Virtual TimeClock Pro Client or User Client program. 3. Move the Virtual TimeClock Pro Client or User Client program to the trash. 4. Empty trash. Copyright Redcort Software Inc. All Rights Reserved. Virtual TimeClock and Virtual TimeClock Pro are registered trademarks of Redcort Software Inc. All other names mentioned are trademarks or registered trademarks of their respective holders in the United States and other countries. Version 15.1!!!!!!!! Revised

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