Contents. Quick Start Steps 1. Welcome to PayClock 3. Product Overview 8. Routine Operations Guide 17

Transcription

1 User's Guide

2

3 Contents Quick Start Steps 1 Verify the Contents...1 Mount the Terminal (PC600 and FaceIN Only)...1 Verify the System Requirements...1 Install the PayClock Software...2 Open PayClock...2 Configure the PayClock Software...2 Add Employees...2 Update the Terminal (PC600 and FaceIN Only)...2 Welcome to PayClock 3 System Requirements...5 Install the PayClock Software...6 Standard Install (Required)...6 Client Installation in a Multi-User System...7 Product Overview 8 How does PayClock calculate employee punches?...8 Logging In...8 How Do I Login?...8 How do I change my password?...8 Converting Old Version PayClock Data...9 How do I convert the old version PayClock data...9 Navigating using the Ribbon Bar...10 Getting Started Setting up PayClock...10 Using the PayClock orb button...12 Backup/Restore...12 Backing up the database...12 Restore a database backup...12 Scheduled database backup...13 Upgrading PayClock Features...13 Activating additional features...14 Support Assistant...15 System Information...15 Send Database...15 Logging Out and Closing PayClock...16 Routine Operations Guide 17 Logging In...17 How Do I Log In?...17 How do I change my password?...17 Navigating the PayClock user interface...18 How do I navigate using the Ribbon Bar?...18 PayClock User's Guide Contents iii

4 Maintaining your Employees...18 Adding an employee...18 How do I edit an employee?...19 How do I terminate an employee?...19 Assigning Shifts to an employee...19 Assigning Shifts to a group of employees...23 Updating the Terminal...28 Polling the Terminal...28 Managing the Employee Timecards...29 Filtering the Employee List...30 How do I use the Quick Search in the Employee List?...30 How do I Select an Employee?...31 How do I Select a Pay Period?...31 How do I Add a Punch?...31 How do I Edit a Punch?...32 How do I Delete a Punch?...32 How do I Add Non-Work Time?...32 How do I Edit Non-Work Time?...33 How do I Delete Non-Work Time?...33 How do I Find Exceptions in the Timecard?...33 Running Reports...34 Viewing a report that includes all employees...34 Viewing a report that includes certain employees...34 How do I select the pay period for a report?...34 How do I select a date range for a report?...34 Exporting payroll data...35 How do I generate an export file?...35 How do I generate an export file for a custom date range?...35 Closing out your pay period...35 How do I close the pay period?...35 How do I re-open a closed pay period?...36 PayClock Set Up 37 Company...37 How do I set up my Company Information?...37 Pay Class...38 Pay Class - General Tab...38 Pay Class - Overtime Tab...41 Pay Class - Break Tab...42 Pay Class - Advanced Tab...44 Pay Codes...47 Pre-defined pay codes...47 How do I edit a pay code?...48 Departments...48 How do I create a department?...48 How do I edit a department?...48 How do I delete a department?...49 Breaks...49 Shifts...54 Shift Type...54 Breaks...55 Advanced...56 Shift Definition...57 Lockouts...57 How do I set up a fixed shift?...58 iv Contents PayClock User's Guide

5 How do I set up a flexible shift?...59 How do I restrict employees from punching too early or late?...59 How do I copy a shift to make a new shift?...59 How do I delete a shift?...60 Employees...60 Employees - General Tab...60 Employees - Overrides Tab...65 Employees - Schedules Tab...67 Employees - Benefit Time Tab...75 Employees - Departments Tab...76 Employees - Personal Tab...78 Employees - Messages Tab...79 Employees - Terminals Tab...83 Employees - Advanced Tab...84 Exports...85 Which payroll service export formats are available?...86 How do create an export definition?...86 How do I generate an export file for payroll?...86 Users...86 How do I create a user login?...87 How do I edit a user login?...87 How do I delete a user login?...88 Preferences...88 General...88 Date/Time Format...89 Non-Work Defaults...90 Custom Fields...90 Department Transfers...91 QuickBooks Integration...92 Shift Options...92 Understanding the Terminal Manager Tab 95 Using the Terminal Manager Ribbon Bar...95 Maintenance...95 Refresh...97 Poll...97 Update...98 Import (FaceIN Only)...99 Sync (FaceIN Only) Terminal Properties - PC Connection Tab - PC Employees Tab - PC Settings Tab - PC Audio Tab - PC Info Tab - PC Update/Poll Schedule Tab - PC Recovery Tab - PC How do I change the properties for a PC600 terminal? Terminal Properties - FaceIN Connection Tab - FaceIN Employees Tab - FaceIN Settings Tab - FaceIN Update/Poll Schedule Tab - FaceIN Recovery Tab - FaceIN How do I change the properties for a FaceIN terminal? PayClock User's Guide Contents v

6 Terminal Properties - TS Connection Tab - TS Employees Tab - TS Settings Tab - TS Terminal Properties - PC50/ Connection Tab - PC50/ Audio Tab - PC50/ Terminal Properties - PC50/60 w/ TSWFS Connection Tab - PC50/60 w/ TSWFS Audio Tab - PC50/60 w/ TSWFS Settings Tab - PC50/60 w/ TSWFS Terminal Properties - TSRFS Maintaining the PayClock Terminals 111 Adding Terminals to PayClock How do I add a FaceIN terminal? How do I search for and add a PC600 terminal? How do I add a PC600 terminal? How do I delete a terminal? Polling the PayClock Terminals How do I poll a terminal? How do I poll all terminals? What is the Terminal Settings Conflict message? Updating the PayClock Terminals How do I update a single terminal? How do I update all terminals? Activating Live Sync in the PC600 Terminals How do I enable live sync from the PayClock software? How do I enable live sync from the PC600 terminal? Auto - Polling the PayClock Terminals How do I set up a FaceIN terminal to automatically poll? How do I set up a PC600 terminal to automatically poll? Troubleshooting the PayClock Terminals General Troubleshooting FaceIN Troubleshooting PC600 Troubleshooting Using the PayClock Terminals 119 PC600 - Using the Terminal Employee Transactions using Badges Employee Transactions using a PIN Supervisor Transactions Administrator Functions FaceIN - Using the Terminal Set up the FaceIN Administrator Enroll Employees at the FaceIN Terminal Punching In / Out at the FaceIN TS100 - Using the Terminal Enroll Employees at the TS100 Terminal Punching at the TS PC50/60 - Using the Terminal PC50/60 w/ TSWFS - Using the Terminal Enroll Employees at the PC50/60 w/tswfs Punching at the PC50/60 w/tswfs using a badge vi Contents PayClock User's Guide

7 Punching at the PC50/60 w/tswfs using a finger TSRFS - Using the Biometric Sensor Enroll Employees at the TSRFS Punching at the TSRFS Global Scheduling 143 Scheduling Summary How do I view the summary data? How do I view the labor coverage chart? Global Shift Assignments Filtering the Employees Methods to Assign Shifts Managing Employees 155 Filtering the Employee List Basic Employee Maintenance How do I add an employee? How do I edit an employee? How do I delete an employee? What is an Inactive employee? How do I make an employee Inactive? What is a Terminated employee? How do I make an employee Terminated? How do I make an Inactive/Terminated employee active again? Overriding Break Settings for an Employee How do I set up a punched break override for an employee? How do I set up an auto deducted break for an employee? How do I set up an individual employee s break? Maintaining Employee Schedules How do I assign a shift to a single date? How do I assign a shift to multiple dates? How do I assign a recurring shift to a single day? How do I assign a recurring shift to multiple days? How do I create a one-time shift to a single date? How do I change a shift assignment? How do I delete a shift assignment from a schedule? How do I add non-work time to the schedule? How do I view labor coverage? Managing Employee Benefit Time How do I set up an employees benefit time? How do I reset an employee s benefit time? Maintaining Department Assignments How do I assign a department to an employee? How do I edit the pay rate for an assigned department? How do I un-assign a department from an employee? How do I un-assign ALL departments from an employee? Maintaining Personal Data How do I set up an employee s personal information? Assigning Employee Messages How do I set up messages for employee In punches? How do I set up messages for employee Out punches? How do I set up custom text messages? How do I set up messages for certain times of the day? Assigning Employees to Terminals PayClock User's Guide Contents vii

8 How do I assign an employee to the terminal(s)? How do I remove an employee s terminal assignment? How do I update the terminal with the employee assignments? Advanced Employee Maintenance How do I set the Maximum Hours Out for one employee? How do I set the maximum work day for one employee? Understanding the Timecards Tab 175 How do I get more viewing area in the Timecard? Using the Timecard Ribbon Bar Status Bar Data Recalculate Refresh Global Layout Pay Class Period Export Close Help Employee List and Toolbar Filter Quick Search Approved Option Group By Columns - Employee List Employee Timecard and Toolbar Timecard and List Tabs Timecard Table Color Legend Insert Exception Notes Columns - Timecard Settings - Timecard Timecard Timeline Hiding the Timeline Expanding/Collapsing Timeline Open Shift Assigned Shift Rule Flexible Shift Rule Maintaining Employee Timecards 190 Filtering the Employee List How do I show all employees in the Employee List area? How do I show certain employees in the Employee List area? How do I show terminated employees in the Employee List area? How do I show inactive employees in the Employee List area? Quick Search How do I use the Quick Search in the Employee List? Grouping Employees in the Employee List Selecting an employee How do I select an employee? Selecting the Pay Period viii Contents PayClock User's Guide

9 How do I select a pay period? Punches - Adding, Editing or Deleting How do I add a punch in the Timecard table? How do I add a punch with the Insert button? How do I edit a punch? How do I delete a punch? Non-Work Time - Adding, Editing or Deleting How do I add non-work time in the Timecard table? How do I add non-work time with the Insert button? How do I edit non-work time? How do I delete non-work time? Department Transfers - Adding, Editing or Deleting How do I add a Department Transfer? How do I edit a Department Transfer? How do I delete a Department Transfer? Department Changes Making a One-Time Department Change How do I make a one-time department change? How do I make a one-time department change for an interval? Shift Changes Making a One-Time Shift Change How do I make a one-time shift change? How do I make a new shift for a one-time change? Amounts - Adding, Editing or Deleting How do I add an amount with the Insert button? How do I add non-work time in the Timecard table? How do I edit an Amount? How do I delete an Amount? Timecard Notes - Adding, Editing or Deleting How do I add a Timecard Note? How do I edit a Timecard Note? How do I delete a Timecard Note? Using the Exception Filter How do I select exceptions? How do I search for exceptions? Timecard Table Quick Action Menu How do I use the Quick Action Menu? How do I force a punch to the previous day? How do I force a punch to be the starting punch on the next day? Using the List Tab of the Timecard Table How do I view photos of employees punching? Manually recalculating timecard data How do I recalculate a timecard for a single employee? How do I recalculate the timecards for all employees? Making Global Edits How do I add a punch to a group of employees? How do I add non-work time to a group of employees? How do I change the pay class assignment for employees? How do I change the home department assignment for employees? How do I change the terminal message for employees? How do I enable or disable shift locking for employees? How do I delete a punch for a group of employees? How do I remove the timecard approval for employees? Approved Option How do I approve an employee s timecard? Employee List Quick Action Menu How do I use the Quick Action Menu? Exporting Data PayClock User's Guide Contents ix

10 How do I generate an export file? How do I generate an export file for a custom date range? Closing the Pay Period How do I close the pay period? How do I re-open a closed pay period? Viewing Reports 211 Available Reports Access Profile Report Audit Trail Report Benefit Time Report Department Totals Report Employee Absentee Report Employee Attendance Report Employee Custom Fields Report Employee Details Report Employee Emergency Contact Report Employee Information Report Employee Monthly Activity Report Employee Non-Work Report Employee Pay Rate Report Employee Personal Report Employee Schedule Report Employee Tardy Report Employee Timecard Report Employee Totals Report Exception Report Fingerprint Enrollment Report Future Non-Work Report Missing Punch Report Period Totals Report Terminal Information Report Weekly Schedule Report Running Reports How do I include all employees in the report? How do I select certain employees for the report? How do I select the pay period for a report? How do I select a date range for a report? How do I select a single date for a report? Reports that Drill Down Using the Reports Ribbon Bar Status Bar Export Print Settings Refresh Navigation Pay Class Pay Period Grouping Help Report Category List How do I select a report? What reports fall under All Reports? What reports fall under Most Recently Used? x Contents PayClock User's Guide

11 What reports fall under My Reports? What reports fall under Payroll Reports? What reports fall under Attendance Reports? What reports fall under List Reports? What reports fall under Schedule Reports? What reports fall under Management Reports? What reports fall under Administrator Reports? What are Custom Reports? Report Toolbar and Viewer Personalized Reports How can I change the employees that display on a report? How can I select employees from certain departments? How can I include terminated employees on reports? How can I include inactive employees on reports? How do I personalize a report and save it as a new report? How do I delete a saved personalized report? Running Reports Viewing a report that includes all employees Viewing a report that includes certain employees How do I select the pay period for a report? How do I select a date range for a report? How do I select a single date for a report? Viewing Reports that Drill Down Welcome to License Manager 237 Feature Wizard What Features are available? Recovery Running a Recovery FaceIN and PC600 Manuals 239 FaceIN Terminal Package Contents Install the FaceIN Terminal Terminal Startup Terminal Setup Add the Terminal in PayClock Updating the FaceIN Terminal Enrolling Employee Faces Using the FaceIN Terminal Polling the FaceIN Terminal Auto - Polling the PayClock Terminals Troubleshooting the FaceIN Appendix A - Enrollment Guide Appendix B - Exporting Punches to a USB Drive Appendix C - Add Employees at the Terminal Appendix D - Record Management Appendix E - System Information Appendix F - Terminal Specifications PC600 Terminal Package Contents Install the PC600 Terminal Add the Terminal from PayClock Add the terminal from the PC PayClock User's Guide Contents xi

12 Terminal Setup Changing settings at the PayClock Software Using Live Sync Maintaining the PC600 Terminal Polling the PC600 Terminal Auto - Polling the PayClock Terminals Using the PC600 Terminal Supervisor Transactions Administrator Functions Troubleshooting the PC Appendix A - PC600 WAN Installation PC600 WAN Installation Glossary of Terms 287 Index 299 xii Contents PayClock User's Guide

13 Quick Start Steps Carefully follow each step of these instructions for a trouble-free experience. Verify the Contents Please verify that your package includes ALL of the items. If your package is missing an item, please call the help desk at (404) PayClock Terminal & Accessories (See you Terminal Manual for specifics) Installation & User s Guide Software CD Mount the Terminal (PC600 and FaceIN Only) Select a location that will be convenient to employees punching In/Out. Also keep in mind that an 115vAC power outlet should be within 6 feet as well as a connection to the network (LAN). Note: It is recommended to install and mount the PayClock terminal before installing the PayClock software. Mount and install the PayClock Terminal (See your Terminal Guide for specifics) Verify the System Requirements You must verify that your system meets ALL of the minimum requirements listed below in order to run PayClock on your computer. If your system does not meet these minimum requirements, do not install the software! Processor: 1 GHz Operating System: Microsoft Windows 32-Bit or 64-Bit XP - SP2 or later Vista Windows 7 Server 2003 or 2008 (Standard or Enterprise Edition) Memory: 1 GB of RAM or higher Hard Disk Space: Up to 450 MB free space; up to 1 GB if.net not installed PayClock User's Guide Quick Start Steps 1

14 Display: 1024x768 or higher resolution CD-ROM Drive: Required Internet: 56 Kbps (broadband recommended for online features/services Printer: Any printer compatible with Windows XP SP2 or later Network Interface: Network adaptor configured for TCP/IP connected to a switch on LAN network. Additional Software: Microsoft.Net 3.5 SP1 (included in the installer) Internet Explorer 7.0 or later Install the PayClock Software Please follow the steps in the Install the PayClock Software section. Important Notes Make sure your screen saver is not showing before inserting the installation CD. Open and close the CD-ROM drawer if the CD is not recognized when inserted. Open PayClock Open the PayClock software by clicking on the PayClock icon. Important Note The default password is lathem. Configure the PayClock Software After opening the PayClock software, click Setup Now from the Get Started window to configure PayClock. Add Employees Add employees using the Employees button under the Setup tab. Click New and then enter the employee data. Update the Terminal (PC600 and FaceIN Only) After adding the employees, update your terminal(s). Select the Terminal Manager tab and click the Update All Terminals button. 2 Quick Start Steps PayClock User's Guide

15 Welcome to PayClock The PayClock software utilizes a sleek user interface that allows you to get more out of the functions you use most. The interface provides centralized navigation to all parts and functions within the software. Navigation panes allow you to quickly manage payroll rules, employees, payroll data and reports. Simply click on a button to open the pane and associated window. The PayClock Ribbon Bar has replaced the typical menus and toolbars. This new bar allows PayClock to present the functions you need on a set of organized tabs. The tabs are; Home, Timecards, Scheduling, Reports, Terminal Manager and Setup. Upgrades If you find that you need to accommodate more employees in your system or if you would like enhanced software capabilities, consider purchasing a software upgrade for your system. The following enhanced features are offered. Increased employee capacity (up to 1000) Customized reporting options Customized export options Multi-user capabilities Upgrading is as easy as visiting or click on the PayClock orb and selecting Upgrade PayClock. Then select the options you would like to purchase and download your software upgrade. Options are instantly activated upon receipt of online payment. Accessories A number of accessories are offered to further enhance your PayClock system. Visit to purchase additional accessories like the ones listed below. Badges Badge Racks Annual Support Agreements Getting Help You can access the help desk and answers to your issues in a number of different ways. In addition to resources within the PayClock software, assistance may be accessed online, via , via telephone, or through your dealer. Don t forget that annual support contracts are also offered. PayClock Help The Online Help allows you to search through an index of help topics to locate the answer you need. To launch the Help, click the Help button on the ribbon bar. Troubleshooting PayClock User's Guide Welcome to PayClock 3

16 For answers to Frequently Asked Questions, refer to the Troubleshooting section of this User Guide. Online and Support The online knowledge base provides access to numerous support resources that will allow you maximize your use of PayClock. Help may be accessed by visiting the following link: On the Support page, you may also submit a question through our online knowledgebase and one of our technicians will respond to your inquiry within 24 hours. support is free to all registered users. Telephone Support The help desk offers technical support between the hours of 8am and 7pm Monday through Friday. Please call (800) to speak with our help desk. You will receive free technical support for the first 30 days after your initial call. After that period, you may purchase an Annual Support Agreement, which will cover all calls for one year, or you may pay a per-call fee. Annual Support Agreements Support contracts are designed to keep your terminal and PayClock software working seamlessly. For a single annual fee, your Support Agreement offers the following advantages: Unlimited toll-free telephone support (versus a per-call fee) and priority status for calls Unlimited access to the extensive library of web-based tips and FAQs Free software updates and version upgrades during the Support Period, giving you free access to the most current software features Quick exchanges for damaged or broken terminal, thereby reducing downtime Extended parts and labor warranty helps you to save money on repairs needed after the regular product warranty has expired To learn more about annual support contracts and to make a purchase, contact us at (800) or visit 4 Welcome to PayClock PayClock User's Guide

17 System Requirements You must verify that your system meets ALL of the minimum requirements listed below in order to run PayClock on your computer. If your system does not meet these minimum requirements, do not install the software! Processor: 1 GHz Operating System: Microsoft Windows 32-Bit or 64-Bit XP - SP2 or later Vista Windows 7 Server 2003 or 2008 (Standard or Enterprise Edition) Memory: 1 GB of RAM or higher Hard Disk Space: Up to 450 MB free space; up to 1 GB if.net not installed Display: 1024x768 or higher resolution CD-ROM Drive: Required Internet: 56 Kbps (broadband recommended for online features/services Printer: Any printer compatible with Windows XP SP2 or later Network Interface: Network adaptor configured for TCP/IP connected to a switch on LAN network. Additional Software: Microsoft.Net 3.5 SP1 (included in the installer) Internet Explorer 7.0 or later PayClock User's Guide Welcome to PayClock 5

18 Install the PayClock Software Standard Install (Required) Follow these instructions for these scenarios whether it is a new install or an upgrade: You want PayClock to only run on one computer -or- You want to install the PayClock Server in a multi-user system (The multi-user license must be activated if you wish to access the PayClock software from different computers on your network. Additional license fees may apply) Run the PayClock Setup Program Go to the computer where you want to install PayClock. Make sure your screen saver is not showing before inserting the PayClock CD. Insert the PayClock CD-ROM in the CD-ROM drive. Note: If you are installing on Windows Vista or Windows 7 you may have to click Allow, Continue or Yes at the User Account Control confirmation window. The Setup program should run automatically. If not, follow the steps below. Windows XP - Click Start Run from the Windows task bar. Windows Vista or 7 - Click Start All Programs Accessories Run from the Windows task bar. At the command line, type D:\SETUP.EXE where D: is, enter the letter of the drive for your CD-ROM. To determine the letter of your CD-ROM click Start>My Computer. Click OK. Follow the Setup Steps It may take the install a few minutes to start, please be patient. From the Install PayClock window click on Next. Read the License Agreement and select I accept the terms of the license agreement and Next to move forward. The Standard Install (Recommended) will be selected, click Next to continue. At the Ready to Install screen, click Next. At the Server Summary screen click the Print button, this data may be needed at a later time. Click Next to move forward. At the PC600 Clock Setup, click Start Discovery, the searching animation will start. When the terminal is found, the searching animation turns green and will stop, click Next. At the Installation Complete screen, click Finished. Open PayClock After installing, you can run PayClock by clicking its icon. The default log in is Admin with the password lathem. PayClock Product Registration From the Getting Started windows, register PayClock via the Internet or phone. You must register with 30 days of when you install the software. Note: You cannot activate the multi-user license until you register PayClock. 6 Welcome to PayClock PayClock User's Guide

19 Purchase Features Contact the help desk by calling or visit to purchase accessories and software modules. Options include employee capacity upgrades, multi-user, long-reach cables, additional badges, badge racks and more. Client Installation in a Multi-User System Follow these instructions when you want to run PayClock on more than 1 computer. These client instructions apply whether this is a new install or an upgrade. (The multi-user license must be activated if you wish to access the PayClock software from different computers on your network. Additional license fees may apply.) Important: The PayClock Standard Install MUST be installed before installing the Client software. Run the PayClock Setup Program Go to the computer where you want to install PayClock. Make sure your screen saver is not showing before inserting the PayClock CD. Insert the PayClock CD-ROM in the CD-ROM drive. Note: If you are installing on Windows Vista or Windows 7 you may have to click Allow, Continue or Yes at the User Account Control confirmation window. The Setup program should run automatically. If not, follow the steps below. Windows XP - Click Start Run from the Windows task bar. Windows Vista or 7 - Click Start All Programs Accessories Run from the Windows task bar. At the command line, type D:\SETUP.EXE where D: is, enter the letter of the drive for your CD-ROM. To determine the letter of your CD-ROM click Start>My Computer. Click OK. Follow the Setup Steps It may take the install a few minutes to start, please be patient. From the Install PayClock window click on Next. Read the License Agreement and select I accept the terms of the license agreement and Next to move forward. Select the Custom option and click Next to continue. At the Install on Single PC or Network window, select I need multiple computers that can run PayClock and click Next to continue. At the Install Client Only or Client & Server window, select Client Only and click Next to continue. At the Ready to Install screen, click Next. At the Installation Complete screen click Finished. PayClock User's Guide Welcome to PayClock 7

20 Product Overview How does PayClock calculate employee punches? PayClock uses an open shift to define the start and end of the workday. An employee s open shift starts with his/her first punch of the day and continues for 14 hours which is PayClock s default work day length. An exception will be flagged if an out punch happens after the 14 hours. Example: The beginning of day setting is 12:00 midnight and the maximum work day length is set to 14 hours. Jane Doe's first punch this morning was at 7:30 am. Using the settings above, PayClock defines Jane's open shift to start at 7:30 am and is expected to end by 9:30 pm. An exception will be generated if Jane punches out any time after 9:30 pm, which would be greater than 14 hours from her first punch of 7:30am. Logging In The PayClock software is password protected; this ensures only authorized personnel are able to access your confidential data. There is one default user account in PayClock, Administrator. The Administrator account gives the user full access to PayClock. Additional users can be configured; users can be set up with either the Administrator or Limited user access profile. The Administrator user access profile gives the user full access to PayClock while the Limited user access profile has restricted access. TIP - The default password for the Administrator account is "lathem", all lower case. It s recommended to change the default password the first time you log into PayClock. Passwords can be up to 15 characters and are case sensitive. How Do I Login? Launch PayClock, you can do this by double clicking the PayClock icon on your desktop. As PayClock opens, a Log In window appears waiting for you to select a user and enter your password. Choose your login from the User List. Type in your password and click OK. How do I change my password? Follow these steps to change your password: Launch PayClock. At the Log In window select a user from the list. 8 Product Overview PayClock User's Guide

21 Click the Change button. Type in the current password at Old Password. Type in a new password at New Password and in Confirm New. Note: Passwords are case sensitive. Click OK to save your new password Log into PayClock using the new password. Converting Old Version PayClock Data PayClock Version 6 allows you to convert data from an older version of PayClock. This will allow you to get up and running quicker with the new PayClock Version 6. The following old version PayClock data will be converted: Punch Data - The two open pay periods (current and next) will be converted and available in PayClock Version 6. Note: Closed or historical data will not be converted. Use the older version of PayClock to access the historical data. Employees - Active employees will be converted and available in PayClock Version 6. You can also choose to convert inactive and terminated employees. Payroll Rules - The pay period and overtime rules will be converted and available in PayClock Version 6. Departments - Departments will be converted and available in PayClock Version 6. Company Information - The company name and address will be converted and available in PayClock Version 6. Important: The conversion process empties the PayClock Version 6 database, it is not recommended to run the process more than once. How do I convert the old version PayClock data Open PayClock Version 6. Click the Convert Data button on the Get Started window, the Data Migration wizard will open. Click the Important: Running this wizard will delete all existing data in the PayClock V6 data. Click this checkbox to continue. option and click Next. Click Browse and navigate to the old version PayClock application folder, typically C:\Payclock. Select the data options you wish to migrate and click Next to continue. When the data migration process has completed, click Finish. Open PayClock Version 6, verify the data conversion and make any needed adjustments. Note: The data conversion will make every attempt to covert the older version data. After the conversion finishes it s recommended to verify the data and make any needed adjustments. PayClock User's Guide Product Overview 9

22 Navigating using the Ribbon Bar PayClock utilizes a sleek user interface that allows you to get more out of the functions you use most. The interface provides centralized navigation to all parts and functions within the software. Navigation panes allow you to quickly manage payroll rules, employees, payroll data and reports. Simply click on a button to open the pane and associated window. The PayClock Ribbon Bar has replaced the typical menus and toolbars. This new bar allows PayClock to present the functions you need on a set of organized tabs. The tabs are; Home, Timecards, Scheduling, Reports, Terminal Manager and Setup. This new ribbon bar makes using PayClock easier. Because of the way that the tabs are organized, you get to the functions quicker. Getting Started Setting up PayClock Before you begin using PayClock you should define such things as your company, payroll policies, departments, employees, shifts, etc. The Setup tab of the ribbon bar contains the items that you will need to configure prior to using PayClock. Simply click on the desired button from the Setup tab. These are the minimum set up requirements: Define the Pay Class and Pay Period Select the Setup tab on the ribbon bar and click the Pay Class button. The Pay Class window will display. By default the Standard pay class is added when PayClock is installed and should be used if you only have one pay class. Click on Standard in the upper left list, when it is highlighted the properties will display on the right in a set of tabs, General, Overtime, Break and Advanced. From the General tab, set your Pay Period Type by clicking on the desired option. Choose Weekly, Bi-Weekly, Semi-Monthly, Monthly or Custom. Under Current Pay Period Starts on, enter the date your current pay period begins. Semi-Monthly Pay Period Note: If you chose Semi-Monthly, you will set the date that the current and next pay period starts on. For example, your current pay period might start on the 1 st and the next pay period might start on the 16 th. Custom Pay Period Note: If you chose Custom, you will set the date that the current pay period starts and ends as well as the date the next pay period will end. For example, your current pay period might start on the 1 st and end on the 18 th and your next pay period will start on the 19 th and end on the 31 st. Continue to the Overtime, Break, Advanced tabs or click Save to keep your changes. When Save is clicked the Pay Period Change window will open, select I want to manually adjust my pay period start and end dates and click OK. Helpful Hints o This icon identifies that a required field was not set up or an invalid setting was entered into a field. o Available hot keys, Ctrl n for New, Ctrl s to Save and Ctrl z to Undo. Add the Employees 10 Product Overview PayClock User's Guide

23 Select the Setup tab on the ribbon bar and click the Employees button. The Employees window will display. Click the New button. Type in the employee's last name, first name and middle initial under Last Name, First Name and M.I. Enter the employee's badge number under Badge Number. If your company uses an Employee Number, enter it here. Usually, payroll services require an employee number for exports. Enter the employee s PIN if desired. Enter the employee's hourly base pay under Base Pay. From the list under Type of Employee, choose whether this person is Regular, Temporary, Seasonal or Contract. At Pay Class, select the pay class to use for the employee. This setting determines which pay period and overtime rules will be applied. At Home Department, select the employee s home department. You must set up departments in the Departments button at the Setup tab before you can assign them. When you select a home department, this employee is automatically added to that department. At Do Not Include in Exports, check this box if you do not want to include this employee in the file you export for payroll. Example: You may want to use this option for temporary employees where you need to track their time, but the temp agency pays them. Check the Allow Supervisor Functions box if this employee can perform supervisor functions at the terminal, such as edits (hardware dependent). Check the Enable Lockouts box if this employee will have a fixed shift assigned and you wish to restrict when the employee from punching In too early or out too late. Note: The lockout option will have to be enabled on the shift in order for the lockouts to be applied. Enter the employee's hire date under Date of Hire. Click Save to keep your changes. Important! When you change or add employee information, you should update your terminal. You can do this by clicking the Update Terminal button at the Terminal Manager tab on the ribbon bar. Helpful Hints o This icon identifies that a required field was not set up or an invalid setting was entered into a field. o Available hot keys, Ctrl n for New, Ctrl s to Save and Ctrl z to Undo. Update the Terminal (Only needed if using a PC600 or FaceIN terminal) Select the Terminal Manager tab on the ribbon bar, the Terminal Manager window will open. Select the desired terminal from the list and click Update Selected Terminal. Any changes will be sent to the selected terminal. Helpful Hints o A progress bar will display in the lower left corner displaying the status messages. PayClock User's Guide Product Overview 11

24 Using the PayClock orb button The PayClock orb button contains a menu that allows users to access certain functions, Backup / Restore Data, Upgrade PayClock, Check for Updates, Support Assistant or Exit the application. To use the PayClock orb button simply click on the round button and select the desired item from the menu. To quickly close PayClock double click on the PayClock orb button. Backup/Restore The Backup/Restore Data menu under the PayClock orb is used to manually create a backup of the database and also restore the database if needed. A scheduled backup has been predefined to happen at 3:00 AM everyday. This can be changed or disabled if needed. Note: You can only backup or restore from the computer where the PayClock database server is running. Backing up the database The Backup/Restore Data menu under the PayClock orb is used to manually create a backup of the database. To manually backup the data: Open PayClock and log in. Click on the PayClock orb and select Backup/Restore Data PayClock will close temporarily and the Database Assistant window will open. At the Backup section click the Save As button, select a location for the backup file to be created. Note: By default the file will be automatically named but can be changed if desired. With the name and location selected click Save. Click the Backup button, the backup will be created and a confirmation message will display. Click OK to the confirmation message, PayClock will re-open. Restore a database backup The Backup/Restore Data menu under the PayClock orb is used to restore a backup of the database. WARNING: Use caution when selecting this menu item. The restore function completely writes over your current database with the backed up database, restoring all data back to the time of the backup. To restore a backup of the database: 12 Product Overview PayClock User's Guide

25 Open PayClock and log in. Click on the PayClock orb and select Backup/Restore Data PayClock will close temporarily and the Database Assistant window will open. At the Restore section click the Open button, navigate to the location of the database backup file to be restored. With the name and location selected click Open. Click the Restore button, the restore process will begin, a confirmation message will display when complete. Click OK to the confirmation message, PayClock will re-open. Scheduled database backup A scheduled backup has been predefined to happen at 3:00 AM everyday. This can be changed or disabled if needed. The Backup/Restore Data menu under the PayClock orb is used to change or disable the scheduled backup of the database. To change the scheduled backup: Open PayClock and log in. Click on the PayClock orb and select Backup/Restore Data PayClock will close temporarily and the Database Assistant window will open. At the Backup section click the Schedule button, the Daily Backup Schedule window will open. Set the time for the scheduled backup. Note: The scheduled backup will happen every day at this time. To change the location, click the Browse button and navigate to the desired location. Note: By default the file will be copied to the C:\Program Files\Lathem Time Corporation\PayClock\Backup folder. Click Save to keep the changes. Click Close and PayClock will re-open. To disable the scheduled backup: Open PayClock and log in. Click on the PayClock orb and select Backup/Restore Data PayClock will close temporarily and the Database Assistant window will open. At the Backup section click the Schedule button, the Daily Backup Schedule window will open. Uncheck the Enable Daily Backups option. Click Save to keep the changes. Click Close and PayClock will re-open. Upgrading PayClock Features The Upgrade PayClock menu under the PayClock orb is used to demo or purchase features. PayClock features include increased employee sizes and multi-user for running PayClock across the network. Note: PayClock must be registered before additional features can be demoed or purchased. PayClock User's Guide Product Overview 13

26 Activating additional features The Upgrade PayClock menu under the PayClock orb is used to demo or purchase additional features. To demo additional features: Open PayClock and log in. Click on the PayClock orb and select Upgrade PayClock The Feature Wizard window will open, click Next. Select the desired feature(s) and click Next. With the Demo option set, verify the desired features to demo display in the Selected Features list. Click Finish and OK to the confirmation message. The selected features will now be active for the 30 day demo period. To purchase additional features using a license key: Open PayClock and log in. Click on the PayClock orb and select Upgrade PayClock The Feature Wizard window will open, click Next. Select the desired feature(s) and click Next. Verify the desired features display in the Selected Features list and click the Purchase the selected features option. Contact the help desk with the indicated purchase code. After receiving the license key, click the Enter License key button. The Enter License Key window will open, type in the license key. Click OK, and OK again to the confirmation message. The features will be unlocked for permanent use. To purchase additional features over the internet using a credit card: Open PayClock and log in. Click on the PayClock orb and select Upgrade PayClock The Feature Wizard window will open, click Next. Select the desired feature(s) and click Next. Verify the desired features display in the Selected Features list and click the Purchase the selected features option. Click Next, the credit card entry window will display. Enter the credit card and billing information in the window. Click Process Payment and OK to the confirmation message. A receipt will be sent to the address entered. The features will be unlocked for permanent use. 14 Product Overview PayClock User's Guide

27 Support Assistant The Support Assistant menu under the PayClock orb provides computer hardware information, what PayClock features are licensed, information on your computers NIC and also provides a way to send a copy of your database to the help desk. Note: The help desk will provide you with the log in and password when sending a copy of your database. System Information The System Information area provides information specific to your computer, such as the computer name and the operating system. Typically the help desk will ask you to provide this information. To open the Support Assistant: Open PayClock and log in. Click on the PayClock orb and select Support Assistant PayClock will close temporarily and the Support Assistant window will open. When finished, click Close, PayClock will re-open. More Information (button) When you click the More Information button, the Windows System Information window will open. The System Information displays details for your computers hardware set up, different components and software including the drivers. Note: This data is typically used by the help desk for troubleshooting. License (button) When you click the License button the License Information window will open. The License Information window displays what features are active and whether the feature is purchased or in demo mode. Note: This data is typically used by the help desk for troubleshooting. Connection Info (button) When you click the Connection Info button a text file will open that shows the Computer Name, Database Server Name and Network Interface Card information. Note: This data is typically used by the help desk for troubleshooting. Send Database The Send Database area allows you to save a zipped copy of your database and send it to the help desk for troubleshooting. Note: This data is typically used by the help desk for troubleshooting. To send a copy of your database over the internet: Open PayClock and log in. Click on the PayClock orb and select Support Assistant PayClock will close temporarily and the Support Assistant window will open. Enter a name for the copy of your database and click Send. Enter the User Name, Password and click OK. Note: The User Name and Password will be provided by the help desk. Click OK to the confirmation message. When finished, click Close, PayClock will re-open. PayClock User's Guide Product Overview 15

28 To save a zipped copy locally of your database: Open PayClock and log in. Click on the PayClock orb and select Support Assistant PayClock will close temporarily and the Support Assistant window will open. Enter a name for the copy of your database and click Save As Navigate to the location to save the zipped file and click Save. Click OK to the confirmation message. When finished, click Close, PayClock will re-open. Logging Out and Closing PayClock Clicking the PayClock Orb Button and selecting Close from the menu or double clicking on the PayClock Orb Button logs you out and closes the PayClock program. You can also click on the X in the upper right hand corner of the screen. 16 Product Overview PayClock User's Guide

29 Routine Operations Guide Welcome to PayClock Guide to Routine Operations. This guide will help you in your daily operation of the PayClock software. Some of the typical day to day functions are, maintaining your employees, polling the terminal, editing the employee timecards and obtaining reports. Some of the functions you will perform at the end of the pay period are, creating exports and closing the pay period. After setting up your company, clock communications, departments and payroll policies, you ll be ready to start using the PayClock software. To start the software, double click on the PayClock icon on your desktop and you ll be ready to begin. Logging In The PayClock software is password protected; this ensures only authorized personnel are able to access your confidential data. There is one default user account in PayClock, Administrator. The Administrator account gives the user full access to PayClock. Additional users can be configured; users can be set up with either the Administrator or Limited user access profile. The Administrator user access profile gives the user full access to PayClock while the Limited user access profile has restricted access. TIP - The default password for the Administrator account is "lathem", all lower case. It s recommended to change the default password the first time you log into PayClock. Passwords can be up to 15 characters and are case sensitive. How Do I Log In? Launch PayClock, you can do this by double clicking the PayClock icon on your desktop. As PayClock opens, a Log In window appears waiting for you to select a user and enter your password. Choose your log in from the User List. Type in your password and click OK. How do I change my password? Follow these steps to change your password: Launch PayClock. At the Log In window select a user from the list. Click the Change button. Type in the current password at Old Password. Type in a new password at New Password and in Confirm New. Note: Passwords are case sensitive. PayClock User's Guide Routine Operations Guide 17