Installation, Setup, & Uninstall Guide Virtual TimeClock 15 Pro Edition for Windows

Transcription

1 Virtual TimeClock Installation, Setup, & Uninstall Guide Virtual TimeClock 15 Pro Edition for Windows Overview This guide will help you quickly install, configure, and if needed, uninstall Virtual TimeClock Pro Edition from your Windows computer. Virtual TimeClock Pro provides advanced time clock features and unlimited employee access from a single computer. Need help getting started? Contact us at (888) or visit us online at In This Guide: Installation & Setup...1 Create Your Company File...1 Add Your Users...2 Configure Overtime Rules & Create Display Groups...4 Set Up Activities & Enter Payroll Settings...5 Confirm Time Settings & Verify Security...6 Schedule Backups & Start Using Your TimeClock...7 Uninstall Instructions...8 I. Installation 1. Review the minimum system requirements: Windows XP, Vista, 7, Download and run Virtual TimeClock Pro installer for Windows from virtual-timeclock-pro/windows or insert the CD. During the installation, you will need to select Yes to allow the time clock to make changes to your computer and Unblock/Allow program firewall access. II. Setup A. Create Your Company File. 1. After successful installation of the software, the Welcome window will automatically open. Click New Company to begin the setup of your time clock. Click Open Sample Company to explore what your TimeClock reports and features will look and feel like. After exploring the sample company, you can return to the Welcome window by quitting and relaunching the program. If you re upgrading your time clock or your company file doesn t open automatically, click Open Company If you re moving your time clock from another computer or reinstalling from a backup, click Restore Company. 1

2 2. After clicking New Company, the New Company Data File window will appear and you ll be prompted to enter your company name and create a time clock administrator. A password hint is helpful if the administrative password is forgotten or misplaced. 3. After creating a new company file, you ll be prompted to add users. If you choose not to add users at this time, you ll be brought back to this screen the next time the program opens. Users can be added manually or imported from a.csv or QuickBooks.IIF file. B. Add Your Users 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 needs a first & last name. 2

3 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. 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. 3

4 C. 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, click 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 clicking Edit. D. 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 select the Display Groups icon from the Configure window. Each Display Group s settings will only apply to that group. A user 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 actions User and Manager Actions, you can customize access to many program features. 4

5 E. 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 or business locations. Employees can change Activities as often as needed during their shift. F. 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. 5

6 G. Confirm Time Settings 1. To set how total hours should be calculated and displayed on timecards, choose Configure > Payroll 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 your 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. H. 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. 6

7 I. Backup 1. To schedule a regular time clock database backup, choose Configure > Backup Schedule from the menu bar or choose the Backup Schedule icon from the Configure 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 or move your time clock data. Congratulations! Virtual TimeClock Pro is now set up and ready to use. Need more help with the topics covered in this guide? Now that you ve installed the program, you can check out the Administrator Quick Reference under the Help menu for details on any program function. J. Start Using Your TimeClock 1. After saving any changes, close the Configure Backup Schedule window and you ll be brought to the Virtual TimeClock Pro 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. Click Backup to create a copy of your database. Always Turn Administration Off before allowing users to clock in/out. your time Need to show employees how to use the time clock? Print the User Quick Reference under the Help menu. 7

8 III. Uninstall Instructions 1. Quit the Virtual TimeClock Pro program. 2. Navigate to Start > Control Panel > Programs. (Win 8.1 requires a right-click on the Start button to enter Programs) 3. Locate Virtual TimeClock Pro and select Uninstall. 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