1 by User s Guide (For TimeClock Pearl, Version 4) 2013 Affinity Systems, Inc. All Rights Reserved. Affinity Systems, Inc S. Bur Oak, Suite 100 Sioux Falls, SD TimeClock Pearl documentation is copyrighted. You are not authorized to make additional copies or distribute this documentation without written permission from Affinity Systems, Inc. This documentation may be used to evaluate TimeClock Pearl prior to purchase and to use with a valid TimeClock Pearl License Key. v
2 Table of Contents Overview 6 TimeClock Pearl Kiosk Solution 6 TimeClock Pearl Network Solution 6 TimeClock Pearl Cloud Solution 6 Time Clock (Home) Screen 7 Clock IN 8 Clock OUT 8 My Timecard 8 Current Clock In 9 Send Message 9 Check Messages 9 Vacation 9 Sick Leave 9 Who s In 9 Exit 9 Help 9 About 10 Supervisor 10 Timekeeper 10 Admin 10 Admin Menu 11 Edit 11 Time Clock Entries 11 Employees 11 Adjustments to Timecards 11 Add Holiday Pay 11 Review Vacation & Sick Leave Requests 12 Reports and Timecards 12 Do Current Payroll 12 Timecards for Employees 12 Timecards for Employer 13 Reports Summary and Detail 13 Create Export File 13 Payroll Reports 13 Departmental Reports 13 Supervisor Reports 14 Vacation, Sick Leave, Holiday Reports (Combined) 14 Vacation, Sick Leave, Holiday Reports (Separate) 14 Previous Payroll 15 Set Up 16 System Preferences 16 First Day of Payroll Period 16 Inserting Your Logo 16 Selecting Color Theme of Your TimeClock Pearl Screens 16 Automatically Deduct Time for Lunch 17 Round Clock-Ins and Clock-Outs to Nearest 15 Minutes 17 Automatic Approval of Vacation and Sick Leave Requests
3 Auto Exit TimeClock Pearl After Clock In and Clock Out 18 Track Employee s Clock Out Status 18 Track IP Address of Clock In and Clock Out Location 18 Automatically Delete Messages After They re Read 18 Enable Who s In on the Time Clock screen 18 Updating Your Version of TimeClock Pearl 4 19 License Key Information 20 Business Name 20 Number of Employees 20 License Key 21 Changing Admin Password 21 Printer Set Up 21 Misc 21 Today's Clock-Ins 21 Who's In 21 Message Center 21 Backup 22 YTD Reports 22 Vacation 22 Sick Leave 22 Holidays 22 Employees 23 Employee Field Descriptions 23 Employee First Name 23 Employee Last Name 23 PIN 23 Payroll # 24 Department 24 Supervisor (First and Last Name) 24 Timekeeper (First and Last Name) 24 Vacation 24 Sick Leave 24 Holiday Pay 24 Holiday Hours 24 Enable Messages 25 Active Employee 25 Clock Out Status 25 Clock Out Memo 25 Additional Optional Employee Fields 25 SSN # 26 Title 26 Hire Date 26 Employee Picture 26 End Date 26 Memo
4 Employee Screen Button Functions 26 Add Employee 26 Create PIN 26 Find 27 Find All Active 27 Print 27 Help 27 Home 27 <Back 27 Time Clock Entries Screen 27 Time Clock Field Descriptions 27 PIN 27 Date 28 Employee 28 IN (time of clock-in) 28 OUT (time of clock-out) 28 NL (No Lunch) 28 Hours 28 ER (Clock-Out Error) 28 Type (Vacation, Sick Leave, Holiday) 28 Admin Memo 28 Timecard Memo 28 Pd 29 Paid Date (Last day of Payroll Period when entry is paid) 29 Supervisor Reviewed 29 IN (IP Address of clock-in workstation) 29 OUT (IP Address of clock-out workstation) 29 Time Clock Entries Screen Button Functions 29 New 29 New Same Employee 30 Find 30 Find All 30 Find Paid 30 Find Unpaid 30 Find Current Errors 30 Find All Errors 30 Find Timecard Memos 30 Unpaid Vac/Sick Leave 30 Print 30 Export 30 Unsort 30 Help 30 Who s In 30 Delete 31 Home 31 <Back 31 Navigating Time Clock Entries; First Prev Next Last Pg Up Pg Down 31 Time Clock Entry Screen 31 Round (to nearest 15 minute clock-in and clock-out) 31 Supervisor 32 Type (Vacation, Sick Leave, Holiday) 32 Time Clock Error Messages
5 Deployment Options 34 FileMaker Runtime 34 FileMaker Pro 34 FileMaker Server 35 FileMaker Server Advanced 35 TimeClock Pearl Kiosk Solution 35 Using the Kiosk Solution on Multiple Computers 35 Option 1 35 Option 2 36 Restrict System Date/Time Change 36 TimeClock Pearl Network Solution 38 Set up instructions 38 TimeClock Pearl Cloud Solution 38 Misc 39 Installation 38 Backing Up TimeClock Pearl 38 Help System 39 Displaying System Time 39 Changing the Size of TimeClock Pearl Screens 39 Technical Support 40 Recovering Damaged Files 40 System Requirements 40 Windows 40 Mac 40 FileMaker Requirements 40 TimeClock Pearl Kiosk Solution 40 TimeClock Pearl Network Solution 40 TimeClock Pearl Cloud Solution
6 Overview TimeClock Pearl is a tool to help you, as a business owner, manage one of your most important assets and one of your greatest expenses of doing business labor costs. TimeClock Pearl accurately adds time clock entries of every employee automatically. Accounting errors are avoided and time doing payroll is greatly reduced. Business owners and Supervisors have access to real time labor records. Supervisors can review timecards as part of the payroll process. Employees can submit vacation and sick leave requests. A preference can be set to automatically approve requests or set to require approval by their authorized Timekeeper or Payroll Administration. Payroll Administration can add holiday time to all employees designated as eligible and for the desired number of hours for each employee with a few clicks. The ability to send messages within TimeClock Pearl allows you to communicate your priorities to every employee when they clock in and out. Employees and Supervisors are also able to communicate with one another on projects on which they are collaborating. Messages are automatically displayed at clock in and clock out or can be checked at anytime. TimeClock Pearl helps manage the invariable clock-in/-out errors by employees. Employees are immediately notified of time clock errors so they can leave an explanation for the error in the memo of the time clock entry. Authorized Timekeepers and Payroll Administration can then correct errors. Employees can view, but not modify their own timecards. Timecards are generated for payroll and include weekly subtotals over multiple week payroll periods. Timecards and payroll reports include totals for Regular Hours, Vacation Hours, Sick Leave Hours, Holiday Pay and Overtime. Detailed and summary payroll reports can be selected for printing, as well as exported. Departmental, supervisor, vacation, sick leave, and holiday reports are also available. Additional features include options for rounding clock-ins and clock-outs to the nearest 15 minutes, auto-lunch deductions of 30 and 60 minutes, tracking employee clock-out status. And TimeClock Pearl fits seamlessly into your business environment by allowing you to customize the screens to fit your brand identity with the use of your business logo and name, as well as 39 different color themes from which to choose. You choose the deployment option that best suits your business and your budget. Here s a snapshot of your options (more detailed descriptions later in the User s Guide). TimeClock Pearl Kiosk Solution The Kiosk Solution is ideal for the business owner who wants all employees to clock in and out on one workstation. It s the most affordable option and installation requires no IT experience. TimeClock Pearl Network Solution The Network Solution, hosted on any workstation on your network, allows employees to clock in and out from their own workstations on your network using their web browser. TimeClock Pearl Cloud Solution Called cloud computing, Affinity Systems hosts your TimeClock Pearl securely on our servers for you. Your employees clock in/out via the Internet using their web browser. We set it up and back up your time clock daily. Cloud Solution includes on-going unlimited technical support
7 There are four main screens in TimeClock Pearl from which most user-initiated actions begin. Becoming familiar with these screens will enable you to both navigate and use TimeClock Pearl. The four screens are: Screen Who Has Access 1) Time Clock (Home) Employees, Supervisors, Timekeepers, Payroll Administration 2) Admin Menu Payroll Administration 3) Employees (to add and edit) Payroll Administration 4) Time Clock Entries Payroll Administration This User's Guide is organized around these four screens. Employees have access only to the Time Clock (Home) screen and the functions allowed from that screen. Restricted features are available to Supervisors and Timekeepers from the Time Clock (Home) screen using their respective buttons and their PIN. Payroll Administration, using the Admin button on the Time Clock (Home) screen and entering the admin password, has access to the other main screens. Time Clock (Home) Note: Hovering your cursor over the buttons on the Time Clock (Home) screen momentarily, without clicking on them, displays a Tool Tip description of that button s function
8 Clock IN An employee clicks the Clock IN button and then punches in their employee PIN. (See image below.) The date and time of the clock-in are recorded. Note: Payroll Administration must add employees (click the Employees button on the Admin screen) and assign a PIN for each employee before they can clock in and use TimeClock Pearl. Clock OUT Employees click the Clock OUT button when they stop working. If TimeClock Pearl encounters an error (e.g., an employee attempts to clock out but had forgotten to clock in), the employee is immediately notified of the clock-out error. They can enter a note in the memo field so their Timekeeper or Payroll Administration can correct the error. Note: Clock-out errors are listed later in the User s Guide. My Timecard Employees can view and print their current or a previous timecard to verify the accuracy of their current timecard entries and leave memos about any possible clock-in or clock-out errors. Note: Employees are not permitted to change their clock-in or clock-out times. Only the employee s authorized Timekeeper or Payroll Administration can add, modify or correct an employee s timecard entries. To ensure accurate time clock records, Timekeepers are only allowed to modify entries for the current payroll period, not entries from previous payroll periods
9 Current Clock-In Displays the time and date of an employee's current clock-in. Note: Employees can use this to verify whether or when they clocked in. Send Message Messages can be sent to a specific individual or individuals, members of a department, or to all message enabled employees. Only employees that Payroll Administration has enabled" can receive messages. Salaried employees can also send messages, but to do so, they must be added to the employee list, assigned a PIN number and message enabled. Check Messages Clicking the Check Messages button will display messages that have been sent to an employee. Note: Messages are displayed automatically when employees clock in and clock out. Vacation Displays the number of vacation hours an employee has used during the current calendar year and permits them to submit new vacation requests, if they have remaining vacation hours available. Employees are allowed to submit requests for 1 to 12 hours and fractional hours of 1/4 (15 min), 1/2 (30 min) and 3/4 (45 min). Depending on the system-wide preference set by Payroll Administration, requests are either automatically approved, or must be approved, by the employee s Timekeeper or by Payroll Administration. Hours are not added to the employee s timecard until the request has been approved. Sick Leave Displays the number of sick leave hours used during the current calendar year and permits employees to submit new sick leave requests, if they have remaining sick leave hours available. Employees are allowed to submit requests for 1 to 12 hours and fractional hours of 1/4 (15 min), 1/2 (30 min) and 3/4 (45 min). Depending on the system-wide preference set by Payroll Administration, requests are either automatically approved or must be approved by the employee s Timekeeper or by Payroll Administration. Hours are not added to the employee s timecard until the request has been approved. Who s In Employees can check to see whether a fellow employee or members of a department are currently clocked in. Clock-in times are not displayed. If the system-wide Track Clock-Out Status preference is set to On (see Preferences on the Admin Menu screen), the Clock-Out Status of employees (End of Shift, Out to Lunch, On Errand, etc.) will be displayed after the employee or members of the department who are clocked in has been displayed. When Who s In is clicked, employees are required to enter their own PIN before they can view the status of another employee or employees of a department. Exit Closes TimeClock Pearl on that workstation. Note: If a Network Solution of TimeClock Pearl is being closed on the computer or server that is hosting it and there are other users connected via FileMaker Pro at the time, there will be notification that other users are currently using TimeClock Pearl. Help Employees can quickly reference all the functions available to them on TimeClock Pearl's Time Clock (Home) screen. Note: Hovering the cursor over the buttons on the Time Clock (Home) screen momentarily, without clicking on them, will display a description of that button s function
10 About The About Screen displays the current version, number of employee licenses and the Solution type (Kiosk, Network, Cloud) being used. Supervisor This button permits Supervisors to view the current and previous timecards of employees for whom they are responsible. Supervisors are not permitted to add, adjust or modify time clock entries, but can review and stamp time clock entries as reviewed. The review stamps are printed on the Employer s copy of timecards. In addition, time clock entries reviewed by Supervisors display the Supervisor s initials and the date and time reviewed on the Time Clock Entries screen available to Payroll Administration. Supervisors must be entered as employees and assigned a PIN to enable them to view time clock entries of their employees. Their first and last employee name must exactly match the Supervisor name entered in the records of the employees they supervise. When the Supervisor button is clicked, the Supervisors enter their PIN; TimeClock Pearl displays a list of all the employees they supervise. The Supervisors then click the name of the employee whose time clock entries they d like to view. Then they are asked whether they want to view the employee s current timecard or a previous date range. Timekeeper Timekeepers are the individuals authorized to correct time clock entries, add and delete entries, approve vacation and sick leave requests of employees for whom they are responsible. This button permits Timekeepers to view the current and previous timecards of employees for whom they are responsible. Timekeepers can adjust, modify and add time clock entries to an employee s current timecard, but not previous timecards. Timekeepers must be entered as employees and assigned PIN s to enable them to view time clock entries of the employees for whom they are responsible. Their first and last employee name must exactly match the Timekeeper name entered in the records of the employees for whom they are Timekeeper. When the Timekeeper button is clicked, Timekeepers enter their PIN, TimeClock Pearl displays a list of all the employees for whom they are Timekeeper. The Timekeepers then click the name of the employee whose time clock entries they d like to view or modify. Then they are asked whether they want to view the employee s current timecard or a previous date range. Admin Only Payroll Administration will use this button and requires the admin password which you will create the first time you click the Admin button. Admin Menu functions (printing timecards, reports, setting system-wide preferences, backing up, adding/editing employee records, etc.) are covered in the next section. Note: The Admin functions are not available via web-browser, but must be accessed using FileMaker software provided by Affinity Systems
11 Admin Menu Edit Time Clock Entries This button takes you to the Time Clock Entries screen where payroll administration can add and/or edit the actual time clock data of every time clock record in TimeClock Pearl. Since the Time Clock Entries screen is one of the main screens, there is an entire section devoted to it later in this User's Guide. Employees Click this button to navigate to the Employee screen where employees are added and/or edited in your TimeClock Pearl system. Since the Employee screen is also one of the main screens, there is an entire section devoted to it later in this User's Guide. Adjustments Add Holiday to Timecards Holiday time can be added to all employee timecards with just a few clicks. Eligibility for holiday pay, as well as the number of hours each employee is to receive for holiday pay, is set for each employee on their employee record on the Employee screen. However, when this button is clicked,
12 all employees will be displayed and you are given the opportunity to review and edit who and how many hours will be added to each timecard. After reviewing and making any necessary changes, click the Continue button. Next, you ll enter the name of the holiday and the date of the holiday. When you click the Submit button, the holiday time will be added to each eligible employee s timecard. Review Vacation & Sick Leave Requests When the Review Vac. & Sick Leave Req. button is clicked, all vacation and sick leave requests submitted by employees, but not yet approved or denied, will be displayed. Each request should then be reviewed and approved or denied before clicking the Okay button. Note: If the systemwide preference for "Automatic Vacation and Sick Leave Approval" on the Set Up Preference screen is set to On, all vacation and sick leave requests submitted by employees are automatically approved. Submitted Vacation and Sick Leave request hours are not added to an employee s timecard until they have been approved. Additional Note: Timekeepers are also authorized to review and approve vacation and sick leave requests of the employees for whom they are the authorized Timekeeper by using the Timekeeper button on the Time Clock (Home) screen. Reports and Timecards Do Current Payroll When a payroll period has ended, use this button to print timecards and any desired accompanying payroll reports. Clicking the Do Current Payroll button takes you to a screen where you choose the items (timecards, exports and reports) you want. Timecards for Employees If you want to print a copy of timecards for your employees, select Timecards for Employees
13 Timecards for Employer Timecards for the Employer are nearly identical to the Timecard for Employees, but add the employee payroll number, supervisor review stamps and a signature line for supervisors to sign their approval. REPORTS Summary and Detail Summary reports display and print summarized totals, but not every time clock entry. Detail reports display and print each time clock entry along with totals. Create Export File This selection will create an export file in a variety of formats, including Tab-Separated Text, Comma-Separated Values, Merge, HMTL Table, XML, Excel Workbook and FileMaker Pro, which you can open in other applications, such as, Excel, for further analysis or for possibly importing into your accounting payroll system. The Create Export File Summary selection exports summarized totals for the following fields of the selected date range in this order: 1) Employee Payroll Number 2) Employee Last Name 3) Employee First Name 4) Department 5) Regular Work Hours 6) Vacation Hours 7) Sick Leave Hours 8) Holiday Hours 9) Hours at Regular Rate (total of 5, 6, 7 & 8 above) 10) Overtime Hours 11) Total Hours (total of all hours) The Create Export File Detail selection exports all individual time clock entries of the selected date range for the following fields in this order: 1) Employee Payroll Number 2) Employee Last Name 3) Employee First Name 4) Department 5) Date 6) Clock In (time of regular time clock entries; blank for vacation, sick leave or holidays) 7) Clock Out (time of regular time clock entries; blank for vacation, sick leave or holidays) 8) Hours 9) Blank for a regular time clock entry; Vacation, Sick Leave, Holiday 10) Blank for a regular time clock entry; Submitted, Approved or Denied for Vacation or Sick Leave 11) Memo Payroll Reports The Payroll Summary Report displays all employees and their total summarized hours (Regular, Vacation, Sick, Holiday and Overtime) worked during the payroll period. The Payroll Detail Report displays every time clock entry for every employee, as well as each of their summarized hours for each week (Regular, Vacation, Sick, Holiday and Overtime) worked during the payroll period and total hours (Regular, Vacation, Sick, Holiday and Overtime) for multiple week payroll periods. Departmental Reports The Departmental Summary Report displays the total summarized hours (Regular, Vacation, Sick, Holiday and Overtime) for each Department and by each employee in that Department during the payroll period. Note: Businesses with multiple locations could use the Department to segment payroll by location
14 The Departmental Detail Report displays not only the total summarized hours (Regular, Vacation, Sick, Holiday and Overtime) for each Department, by each employee in that Department during the payroll period, but includes every time clock entry for every employee. Supervisor Reports The Supervisor Summary Report displays the total summarized hours (Regular, Vacation, Sick, Holiday and Overtime) by employees for each Supervisor during the payroll period. The Supervisor Detail Report displays not only the total summarized hours (Regular, Vacation, Sick, Holiday and Overtime) by employees of each Supervisor during the payroll period, but includes every time clock entry for every employee. Vacation, Sick Leave, Holidays (Combined) Reports The Vacation, Sick Leave and Holidays (Combined) Summary Report displays the total hours of Vacation, Sick Leave requests submitted and approved and Holiday pay on one report. The Vacation, Sick Leave and Holidays (Combined) Detail Report displays each individual Vacation and Sick Leave request submitted and approved plus holiday hours and the total summarized hours all in one report. Vacation, Sick Leave, Holidays (Separate) Reports These reports are the same as above, but separates the Vacation, Sick Leave and Holiday reports. Continue Select the reports you want, then click Continue or click Cancel. (Clicking Cancel will return you to the Admin Menu screen.) When you click Continue, you ll be taken to the Current Payroll Period screen where you enter the first and last day of the payroll period for which you want to print timecards and payroll reports. After entering the payroll dates, click Continue or Cancel. (Clicking Cancel will return you to the Admin Menu screen.) When you click Continue, a screen preview of your first selection will display. Preview the screen, then click Continue, or hit the return key. Your computer operating system s Print Screen will appear giving you the option of printing or cancel printing. After each selection is completed, you ll receive the message below
15 This process of screen preview and print option will continue for each of the selections you made on the Current Payroll Print Options screen at the beginning of the Do Current Payroll process. After timecards and all the reports you ve selected have been run, the following message will appear: When you click Yes, the last day of the payroll period is automatically entered in the Paid Date field of each time clock entry, which keeps them from being displayed when the employee clocks in and ensuring those time clock records can no longer be modified by Timekeepers. Note: Prior to printing timecards, it is advisable that time clock entries be reviewed for errors, memos from employees, and vacation and sick leave requests. Payroll Administration can do this on the Time Clock Entries screen by using the Find Current Errors button and the Find Timecard Memos. If any holidays have occurred during the current payroll period, Holiday Pay should also be added prior to printing timecards by using the Add Holiday to Timecards button on the Admin Menu screen. Timekeepers can also correct errors and approve vacation and sick leave requests using the Timekeeper button on the Time Clock (Home) screen. Holiday Pay can only be added by Payroll Administration. Additional Note: When the preview of timecard(s) appears on the screen, if only one time clock entry appears (instead of an entire timecard of several time clock entries), someone has inadvertently selected Current Record instead of the default, Records Being Browsed, on your computer operating system s Print Dialogue Screen. To correct this, hit Continue and when you come to the Print Screen, look for Current Record, click on it, drop down and select Records Being Browsed. Previous Payroll The Previous Payroll button on the Admin Menu screen gives you all the same timecard and report options as the Do Current Payroll and adds the option of running a timecard for an individual employee, all of a Supervisor s employees, or all the employees of one Department. The Previous Payroll button can be used to print timecards and reports from the current payroll period because it doesn t differentiate between paid and unpaid time clock entries. Because the Previous Payroll button doesn t provide the option to mark the time clock entries as paid, it shouldn t be used to do the current payroll period. You could, however, use it to print the timecard for an individual employee, reprint timecards for the current payroll period, or reports for a Supervisor or for a Department. The Previous Payroll button can also be used to run reports over multiple payroll periods to get totals over longer periods of time
16 Set Up System Preferences Clicking the System Preference button takes you to two screens that allow you to set the systemwide preferences for TimeClock Pearl. First Day of Any Payroll Period Enter the first day of any payroll period in this field. TimeClock Pearl determines what day of the week that date is, and then uses it to calculate the hours (Regular Hours, Overtime Hours, Vacation Hours, Sick Leave Hours and Holiday Hours) for each employee for a 7-day period of your payroll periods beginning with that day of the week. If your payroll periods cover multiple weeks, the hours will be broken down by the week as well as a grand total. If your payroll periods run from Sunday through Saturday, enter any date that s a Sunday. If your payroll periods run from Wednesday through Tuesday, enter any date that s a Wednesday. Note: You only have to enter this date one time. It doesn t need to be changed every time you run timecards. You d only enter a different date if you change payroll periods, say from Monday through Sunday to Wednesday through Tuesday. Insert Your Logo Here Click the link, navigate through the folders on your computer to locate a graphic of your business logo and select it. TimeClock Pearl will insert and instantly display it, instead of the Affinity Systems logo on TimeClock Pearl screens, helping promote your business brand identity among your employees. Click the color theme you d like for your TimeClock Pearl screens. You can select from 39 different color themes to customize your TimeClock Pearl screens with your color preference or the one that fits your business brand. Your selection will be instantly applied system-wide
17 Click Next>> to go to the following screen Note: Hovering the cursor over each preference label displays expanded description of that preference. Automatically Deduct Time for Lunch If your business allows employees 30 or 60 minutes for lunch and you prefer they not have to clock out for lunch and clock back in after lunch, you can select 30- or 60-minute auto lunch deduct. When 30 or 60 minutes is selected, TimeClock Pearl will automatically deduct the selected amount of time from that time clock entry. The deduction will only apply when the employee has worked at least five hours. If this feature is set to On and an employee works through the lunch hour, they may take a No Lunch for that day by going to their timecard and clicking on the NL box of that day s time clock entry, in which case TimeClock Pearl will not deduct the time for lunch. They can only do so on the same day as the No Lunch is taken and are not allowed to enter a No Lunch for a previous day. Payroll Administration and Timekeepers are authorized to enter No Lunches on all time clock entries of the current payroll period on the respective screens to which they have access. Round Clock-Ins and Clock-Outs to Nearest 15 Minutes You can have TimeClock Pearl round each clock-in and clock-out to the nearest 15 minutes. Both clock in AND clock out times are rounded to the nearest 15 minutes. The actual clock in and clock out times are recorded and displayed on timecards, but the hours worked is rounded. Note: This feature can be used to assist employees to more precisely work the exact number of hours for which they ve been scheduled and authorized, but it has the potential for abuse by employees who would choose to regularly clock in up to seven minutes late and/or clock out seven minutes early. Any potential abuse can be monitored since the actual clock-in and clock-out times are recorded and displayed on the employee s timecard
18 Automatic Approval of Vacation and Sick Leave Requests If you set this preference to On, TimeClock Pearl will automatically approve all vacation and sick leave requests. If the preference is set to Off, all vacation and sick leave requests submitted by employees must be approved before those hours are added to the employee s timecard. All leave requests can be reviewed, approved or denied by Payroll Administration prior to printing timecards using the Review Vac. & Sick Leave Req. button under Adjustments on the Admin Menu screen. Timekeepers can also review and approve or deny leave requests using the Timekeeper button on the Time Clock (Home) screen. Auto Exit TimeClock Pearl After Clock In and Clock Out This preference is provided to allow more efficient use of your business computer resources and the TimeClock Pearl deployment option you ve chosen. For more detail see the TimeClock Pearl Deployment Options section of this User s Guide. When Auto Exit is set to On, the TimeClock Pearl application will be exited or the TimeClock Pearl web session on the employee s workstation will be ended immediately after an employee clocks in or out. Track Employees Clock-Out Status If this option is set to On employees, when clocking out, are asked to indicate their Clock-Out Status. The default clock-out status is End of Shift, but they can select Out to Lunch, On Vacation, etc. and leave a note to assist fellow employees about when they could be expected back. When this option is set to On, and the Who s In button is clicked, the Clock-Out status of employees is displayed as well as Who s In. Track IP Address of Clock-In and Clock-Out Location When this option is set to On and an employee is accessing TimeClock Pearl using FileMaker Pro (not via web browser), a list of the IP addresses of all active NIC (Network Interface Controller) cards connected to TimeClock Pearl (separated by carriage returns), including the IP address of the workstation used by the employee, will be recorded when employees clock in and out. This feature does not track the IP addresses when employees use a web browser to access TimeClock Pearl. You can use this to monitor what workstation(s) employees use to clock in and out. Note 1: Because TimeClock Pearl has to wait for the response of all the NIC cards, this may affect performance. If there is an unacceptable delay on clock in and out, you may want to test performance with this setting to both On and Off to determine if tracking the IP address is causing the delay and if so, whether the trade off is worth it. Note 2: If you choose to deploy the TimeClock Pearl Network Solution and you host TimeClock Pearl using FileMaker Pro, you can restrict the IP addresses from which employees are allowed to access TimeClock Pearl via web browser. Note 3: Affinity Systems provides Cloud Solution clients the option of restricting the IP addresses from which employees can clock in and out. Automatically Delete Messages After They re Read When this option is set to On, TimeClock Pearl will automatically delete messages after the employee has read them. When this option is set to Off, all messages sent within TimeClock Pearl are retained in the Message Center and can be reviewed and deleted by Payroll Administration. When the message was sent and when it was read are also recorded. Enable Who s In on the Time Clock screen This system preference allows you to control whether or not your employees are able to check and see who is clocked in. Click here for info on updating TimeClock Pearl 4 Clicking this link will take you to the following screen. Read the screen below carefully and thoroughly before proceeding to update or restore fromtimeclock Pearl BackUp
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20 License Key When you purchase a License Key at you ll receive an from Affinity Systems with your License Key. Click the License Key button on the Admin Menu screen and enter the License Key Information from that into the appropriate fields. After entering the information, click the Okay button to have TimeClock Pearl validate your License Key Information. The only time you ll need to return to this screen, after initial validation, is if you add more employees to your License Key. Note: TimeClock Pearl Cloud Solution clients do not need to enter any License Key Information. Business Name The Business Name you enter in this field will be displayed in the header of every TimeClock Pearl screen as well as on timecards and payroll reports, helping TimeClock Pearl fit into your business environment. In Free Trial mode, you can enter any Business Name you choose, but when entering your License Key Information for validation, the Business Name you enter must match the name used when purchasing your License Key. Number of Employees Enter the number of employees for whom you purchased your License Key. The number is included in the we sent you when making your License Key purchase. License Key License Keys are purchased online at Enter your License Key from the Affinity Systems sends you into this field
21 Change Password Admin Passwords must be a minimum of three characters in length, though for security, we recommend longer passwords using both alpha and numeric characters. Note: If you forget or lose your Admin Password, the only way it can be retrieved is for you to your TimeClock Pearl data file to Affinity Systems. To maintain the security of your time clock data, Affinity Systems will only retrieve an Admin Password when at least one of the following conditions are met: 1) You provide use the User Account and Password of your Client Account on our web site. 2) The TimeClock Pearl data file is sent from the address used when making the original TimeClock Pearl purchase. 3) An request from the person who made the original purchase sent from the same address used when the original TimeClock Pearl purchase was made. 4) A signed request by the person who made the initial purchase. 5) If you are not able to meet any of the above conditions, call for instructions. This password retrieval service is available to clients who purchase the Annual Support Plan. Printer Set up Use the Printer Set Up button to select printer settings, paper size and orientation for printing timecards and payroll reports. Misc Today's Clock-Ins This button displays all clock-ins for the current day. Note: Employees who have clocked in and out will be included with those who are currently clocked in. Who's In You can view all employees who are currently clocked in. Note: The "Who's In" button on the Time Clock (Home) screen can be used to see if one individual employee is clocked in or if the members of one department are clocked in, but it only displays employee names, not date nor time of clock-in. Message Center The Message Center provides a record of messages sent within TimeClock Pearl. The message records include when messages were sent, if and when they were read. Note: You can use the Message Center to confirm reception of sent messages. Backup You should regularly backup your TimeClock Pearl data file. When you click this button, the following message appears:
22 If you want to keep archive copies of your time clock data after creating a backup file, go to the TimeClock Pearl Folder, find the TCPearlBackUp file, move it into another folder and rename the file, perhaps adding the date of the backup to the file name. YTD Vacation Provides a year-to-date report of all vacation requests, submitted, approved and denied. Sick Leave Provides a year-to-date report of all sick leave requests, submitted, approved and denied. Holidays Provides a year-to-date report of all holiday pay granted
23 Employees Employee Field Descriptions Taking a few minutes to read about the employee field descriptions will help you understand and use TimeClock Pearl. All the fields marked with asterisks (*) are required. Employee First* Enter the employee s first name in this field. Employee Last* Enter the employee s last name in this field. If you have two employees with the exact same name, you ll need to alter either the first or last name slightly. When TimeClock Pearl prints timecards, it creates a timecard for each employee and summarizes time clock records based on the combined first and last names. Note: You could use this feature in the following manner for an employee who works in more than one Department. You could create two employee records for the same employee (using the exact same first and last names), but assign them a different PIN for each department (you could even use the same PIN, but a different decimal for each department). They would use the PIN for whichever department in which they are working. When timecards are printed, TimeClock Pearl will put all of their time clock entries on one timecard, but you could use the Departmental Report, which would separate their time for accounting purposes. The one limitation of this arrangement is that since hours are summarized by the different PIN s, overtime hours may not calculate correctly. PIN* This is the employee s personal identification number (PIN) they use to clock in and out, submit vacation and sick leave, check their timecard, send and check messages, etc. Employees should keep their PIN confidential. A PIN must be entered for every employee and it must be unique. The PIN must be a number and can include decimals. You can enter a PIN of your choice or use the Create PIN button to have TimeClock Pearl create a random four-digit PIN. If employees work in more than one department and you want to track their time accordingly, as stated in the paragraph above, you can create two employee records for an employee, assigning two different PINs (e.g., you could use the same whole number with a different decimal) using the appropriate PIN when working in each department. The times will be combined for the timecard (if the first and last names are identical in both employee records), but the time will be divided on the departmental and supervisor reports. Supervisors and Timekeepers must be added as employees so they can access the time clock entries of the employees for whom they are responsible
24 Payroll# If your payroll accounting system has a payroll number for each employee, you may enter it here. This number is only printed on the Employer copy of timecards for your reference, not on the Employee copy of timecards. Entering a value in this field is optional. Department* Enter the Department in which the employee works. This information is used to produce Departmental Payroll Reports. When you tab to or click in the Departments field, a pop-up list will appear, which you can edit and customize for your business. Note: Every employee must be assigned a Department. If your company doesn't have Departments, you can select "General" from the pop-up list. Supervisor First and Last* Enter the first and last names of the employee s Supervisor in these two fields. This information is used to produce Supervisor s Payroll Reports and allows Supervisors to view, but not modify, the timecards of the employees for whom they are Supervisor. Note: Every employee must be assigned a Supervisor. Additional Note: If you want Supervisors to be able to view (not modify) and review/stamp the timecards of the employees they supervise, Supervisors must be added as employees, even if they are not hourly employees and don t need to clock in or out. When Supervisors click the Supervisor button on the Time Clock (Home) screen, they are asked to enter their PIN. TimeClock Pearl verifies that it s a valid employee PIN, then compares their Employee First and Last Names with the Supervisor s first and last names of all the employee records. If it finds matches, a list of the names of those employees is displayed. Supervisors click on the employee whose current or previous timecard they want to view. Timekeeper First and Last* Enter the first and last name of the employee s Timekeeper in these two fields. A Timekeeper is the person authorized to view and edit the current time clock entries of an employee. They can also add or approve vacation and sick leave requests. They can view, but not modify previous timecards. Note: For Timekeepers to be able to carry out their responsibilities, they must be added as employees, even if they are not hourly employees and don t need to clock in or out. When Timekeepers click the Timekeeper button on the Time Clock (Home) screen, they are asked to enter their PIN. TimeClock Pearl verifies that it s a valid employee PIN, then compares their Employee First & Last Name with Timekeeper s first and last name of all the employee records. If it finds matches, a list of the names of those employees is displayed. Timekeepers click on the employee whose current or previous timecard they want to view. They can modify time clock entries for the current payroll period, but can only view (not modify) previous payroll period time clock entries. Vacation Enter the number of annual vacation hours an employee is allowed on a calendar year basis. If a value is not entered in this field, the employee will not be permitted to submit vacation requests. Sick Leave Enter the number of annual sick leave hours an employee is allowed on a calendar year basis. If a value is not entered in this field, the employee will not be permitted to submit sick leave requests. Holiday Pay Check this box if an employee is to receive pay for holidays. All employees with this box checked will have their Holiday Hours added to their Timecards when you Add Holiday to Timecards from the Admin Menu. You ll be given an opportunity to review and modify eligibility and hours when you add holiday hours to employees timecards. Holiday Hrs Enter the number of hours the employee is to be paid for a holiday. You ll be given an opportunity to review and modify this number when you are actually adding holiday hours to employee timecards
25 Enable Messages When this box is checked, an employee can receive messages. Messages sent to an employee are automatically displayed when the employee clocks in or out or when the Check Messages link is clicked. Note: Salaried employees (perhaps Supervisors) who are Message Enabled, who aren t required to clock in or out, will need to regularly check to see if messages have been sent to them. Active Employee All current employees using TimeClock Pearl must be checked [x] as active. TimeClock Pearl will not allow inactive employees access to any functions from the Time Clock (Home) screen. All active employees count toward the total number of employees allowed with your License Key. If an employee is no longer working for your business, you can uncheck [ ] the box, thus disabling their ability to use TimeClock Pearl and reducing the total number of employees being counted toward your License Key maximum. Clock-Out Status If the Track Employee s Clock-Out Status preference is set to On, this field will display the current clock-out status of the employee, e.g., End of Shift, Out to Lunch, etc. Clock-Out Memo If the Track Employee s Clock-Out Status preference is set to On, this field will display any notes an employee may have entered when they clocked out. Additional Employee Fields Additional optional employee fields are available by clicking the right tab in the header of the Employees screen. That tab will take you to the following screen
26 These other optional fields are provided on the Employee screen above to store additional employee information, however, entering any data in them is entirely optional and is not required for the operation of TimeClock Pearl. SSN# An employee s Social Security Number can be entered in this field, but again, it's entirely optional. It s provided only as a convenient place to store it. The data in this field is not displayed anywhere else in TimeClock Pearl and is not printed on timecards or reports. Only individuals with the admin password have access to this screen, but if you have concerns about security, you could just leave this field blank. Title You can enter the employee s job title in this field. Hire Date This field can be used to store the date the employee was hired. Picture You can, if you choose, store the employee s picture in this field. Just click on the link, locate the employee s picture and select it. End Date If an employee leaves your business, you can enter the date they left employment. Note: Don't forget to [ ] uncheck the active box. Doing so not only disables that employee s ability to use TimeClock Pearl, it reduces the total number of employees that count toward your employee license total. Memo This field can be used to store any pertinent information or notes regarding the employee. Employees Screen Button Functions Add Employee Clicking this button creates a new employee record. Create PIN You can either enter or assign a PIN of your choice for each employee, but if you d like TimeClock Pearl to create a PIN for an employee, clicking this button will create a random, 4-digit PIN
27 Find Use this button to do a query for the employee or group of employees you d like to view. Click it once, enter your query data, then click enter. Find All Active Clicking this button will display all active employees and sort them by employee last and first names. Print You can print your employee list by clicking this button. Help The Help button gives you immediate access to all the employee field descriptions. Home Takes you to the Time Clock screen (Home). <Back Takes you back to the Admin Menu screen. Time Clock Entries Clicking the Time Clock Entries button on the Admin Menu screen takes you to the following screen. The descriptions of the fields (left to right) used for time clock records are below: PIN The employee s Personal Identification Number is displayed in this field. If you need to create a new time clock entry for an employee, you ll click the New button at the bottom of the screen and then enter the employee s PIN. Doing so will automatically bring over their name as well as the other information associated with their employee record e.g., Supervisor, Timekeeper, Department. Another way to add a time clock entry for an employee is to find an existing time clock entry for that employee, put your cursor in any field of that record, then click the New Same Employee button at the bottom of the screen, which creates a new time entry for that employee
28 Date You can modify the date of an existing entry or enter the date for a new time clock entry. Clicking the little calendar icon on the right side of the field will display a pop-up calendar allowing quick entry of the date. Employee This field displays the employee s name (last, first). You re not allowed to modify this, as it s brought over from the employee file based on the PIN. IN Existing regular time clock entry records will display the time the employee clocked in. The field will be blank for Vacation, Sick Leave and Holiday records. (Do not enter IN or OUT times if the record is a Vacation, Sick Leave or Holiday record.) If you re creating a new regular time clock entry for an employee, enter the time the employee began working (hh:mm am or pm). If you want to create a Vacation or Sick Leave entry, use the tab at the top left of the screen, directly under the company logo. OUT Existing regular time clock entry records will display the time the employee clocked out. (Do not enter IN or OUT times if the record is a Vacation, Sick Leave or Holiday record). If you re creating a new regular time clock entry for an employee, you enter the time the employee stopped working (hh:mm am or pm). If you want to create a Vacation or Sick Leave entry, use the tab at the top left of the screen, directly under the company logo. NL NL is an abbreviation for No Lunch. This only comes into play if the system-wide preference for Automatically Deduct Time for Lunch is set to 30 or 60 which allows employees to take 30 or 60 minutes for lunch without having to clock out for lunch and then clocking back in after lunch. TimeClock Pearl automatically deducts the time from the hours worked. Taking a No Lunch means the employee worked through the lunch hour. Clicking the NL field toggles NL, i.e., if there isn t an NL in the field, clicking the field will insert an NL. If an NL is in the field, clicking the field will remove the NL. Hours This displays the hours for which the employee will be paid. Because it s based on calculations, you are not allowed to modify it. ER "ER" is an abbreviation for Error. There is an [x] in this field when a clock-out error has occurred and the words Clock-Out Error are displayed on the time clock entry. When you fix the error, simply uncheck [ ] this field. Status This field will be blank for regular time clock entries and will contain the word approved, denied, or submitted for vacation and sick leave requests. Admin Memo When employees enter information in a Timecard Memo or submit vacation or sick leave requests, a time and date stamp is inserted in this field to provide Payroll Administration with a record of when the employee submitted the request. Note: This field is also a place for Payroll Administration to record personal notes about any action taken on that time clock entry. The information in this field is not printed on timecards or reports. Timecard Memo Employees can enter a Timecard Memo on any time clock entry in the current payroll period. Generally, they will do this when a clock-out error has been generated, e.g., they forgot to clock out. Note: The Timecard Memos should be reviewed before printing timecards. All the Timecard Memos for the current payroll period can be found and displayed by simply clicking the "Find Timecard Memos" button at the bottom of the screen
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