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(released August, 2010)

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1. minus key to clock out Clicking the View button will show the employee his or her Current Transactions Clocking in with an iButton If you ve set up the system to work with iButtons and the Blue Dot Receptor here s how to clock in 26 Tap your iButton to the Blue Dot Receptor Your name will appear on the TimePilot PC screen Click the In or the Out button on the screen Or Press the plus key on the computer s numeric keypad to clock in or the key on the keypad to clock out un minus TimePilot time and attendance systems TimePilot Central In earlier sections you learned about the hardware part of your TimePilot time and attendance system Now it s time to learn about the other half the TimePilot software The essential functions of the TimePilot software setting up employees in the system checking or correcting their clock in and clock out data generating reports are the same no matter which time clock system you use The first step is to install the software Installing the software 1 Place the CD into your computer s CD drive The installation program should start up automatically Click TimePilot Time and Attendance Systems E uu LII IE NEL 1 Few ut no umm the Install TimePilot nies oen Tinan Tult Wt inel cd wat d amen cp ice Software button Shown at right E Purchase Timeflct Acceiories E intal TimePigt Drtewry n eee Doel ae i J le er ee F
2. 2 The program will check e metro Carney al Sato your system to see if it already contains the Welcome to the Prerequisites appropriate drivers If Wizard e you re missing any drivers P The setop hua delermned that some of the you ll be offered the peteequesdtes mended ba run Thes progim ma rudi Thr miad ani a you e getan and opportunity to install them myang thoes prerequades Cock Newt ts now Shown at right eS pipa Chck Finis at avy tima to comqpietaly skip ie wetstzbon of parequadas and jump to the insiaiizbon of the mam program Click Cancel to cancel the matalation acd aod the Sete Vea TimePilot time and attendance systems 27 Peele Eonrral Serie H u n 1 3 Click Next to see a list e of the missing drivers Thebit prag ard and rete or fw applicatur run Vk on ow dpi pax resi ipa Dreregug de be RTA or natali or 39 gig A Shown at right iru vida icd O TNA upra Dec Geguredi amy Pou accept oper Tug D r pia hiph Renanead Dee Ao decorar a Foo ku ao emen DE E Testis St UB Prom Bendh Lir higher Pour nothing wal a ropi die E DOOM PP AN OC Temp et Press fa hal pe Pup Er iem 4 Click the Next button to install the drivers When you re done click Finish 5 Continue with the installation as guided by the on screen instructions When you see the screen at right click Exit Bus Installation complete You can rum Ehe Tire Pies lmtallation Wizid From bhin
3. Minimize Minimizes the virtual clock to the taskbar and keeps it running About Gives information about the product including e To whom it is licensed e The software serial number e The software version and build number e The application path the location of the software on your hard drive e The data path the location of the clock in and clock out data Exit Quits program Clocking in and out Basic method 1 Using your mouse to click the keys on the virtual clock enter your employee ID number Employee ID numbers can be found by double clicking the employee s name in TimePilot Central 2 Theemployee s name will appear on the TimePilot PC screen and the In Out View and Clear buttons will appear down the right side of the clock 3 Click the In or Out button to clock in or out Clicking the View button will show the employee his or her Current Transactions TimePilot time and attendance systems 25 Keyboard method virtual clock with or without keypad 1 Click the virtual clock on your screen to make it active then enter your employee ID number using either the number keys across the top of the computer keyboard or the keypad at the right side of most full sized keyboards Employee ID numbers can be found by double clicking the employee s name in TimePilot Central The employee s name will appear on the TimePilot PC screen Press the plus key to clock in or the
4. condition it was received This includes damaged packaging manuals accessories or cable e Credit card purchases can be refunded to the original credit card number only e Purchases made with checks will be refunded by check Please allow 2 3 weeks for processing of all refunds e Before you return the product to TimePilot make sure to back up any data in the device s memory if applicable and on any other storage device accessory USB drive etc TimePilot is not responsible for any confidential proprietary or personal information lost or corrupted data or damaged or lost removable media that may be included with your return e ssuance of a Return Merchandise Authorization does not bind TimePilot Corporation to accept the return Final decision shall be made after TimePilot has inspected the returned product e n no event will TimePilot Corporation be liable for any special incidental indirect or consequential damages whatsoever arising out of the inability to use the product Product Warranty For one year after you purchase a TimePilot product we will repair or replace at our discretion any malfunctioning hardware The purchaser pays only the shipping to return the malfunctioning part to us See below for the Warranty Repairs Replacement Procedure This warranty is void if the product is returned in a damaged state for any reason including damage that occurs because of failure to follow installation instructions If you cho
5. dish ab avv theme bp natal or unienad ary ol Ehe Tiree ip m 6 The TimePilot software has been installed and you ll see the TimePilot Central icon shown at right on your desktop TrraPilat Setting up the TimePilot Software Once the software and drivers are installed on your PC you can start setting up your software To do so double click on the TimePilot Central icon on your desktop The first time you start the software you ll be asked if you want to create or open a TimePilot database Shown at right Click the Create a new TimePilot database 28 TimePilot time and attendance systems button In the TimePilot system the database is where all employee transactions are stored Generally the database is not kept with the TimePilot software files much like a letter that you write with word processing software generally is not saved in the same folder as the word processing program By keeping the data in a separate location you can uninstall or install the TimePilot software without affecting the data that the system has collected Note If you re re installing the software you may see an existing database listed if you wish to use that database click it to highlight it and then click Open The software will suggest a location for the new database You can accept that location or change it to any location you want Once you create your database you ll set up your company using the TimePilot Setup Wiza
6. e Defective items covered under the one year manufacturer s warranty will be repaired or replaced Our manufacturer s warranty is one year after the date of purchase See the Product Warranty section later in this chapter for details Return Procedure e Please request a Return Merchandise Authorization RMA number before sending your product back To do so please call 630 879 6400 x104 or e mail returns timepilot com Our returns department is open business days from 9 a m to 4 30 p m Central time e Any product returned to us without prior authorization from TimePilot will be considered an unauthorized return the customer will not receive credit for the product TimePilot time and attendance systems 39 and TimePilot will not ship the product back to you e Mail your product to Returns Department TimePilot Corporation 340 McKee St Batavia IL 60510 The RMA number must appear on all packages and paperwork in connection with the return or your shipment may be refused Note You must ship the product to TimePilot within 5 days of the date that TimePilot issues the Return Merchandise Authorization number e Any costs incurred while shipping returns are the purchaser s responsibility e Unless the product is defective or the return is a direct result of a TimePilot error a minimum restocking fee of 2596 of the purchase price paid plus any applicable sales tax will be imposed on any item not returned in the original
7. i 1 04PM Mounting the stations TimePilot stations may be mounted on a wall or on any other flat surface e fyou wish to have the time clock sit on a desk simply swing out the stand from the back of the clock e To mount the clock on a wall use four screws to attach the clock to the wall The recommended placement on a wall is to have the top of the station 5 feet off the floor At this level it s easiest for employees of all heights to see the LCD screen The yellow Communications Cable runs from the clock to the USB adaptor It plugs into either of the two jacks on the back of the clock and into the single jack at the black end of the USB adaptor You have a choice when running the cable through your facility it can approach the clock from the top or bottom use the channels molded into the back of the clock to route the cable or emerge from the wall directly behind the clock We suggest having the cable emerge from the wall directly behind the clock to discourage employees from tampering with the cable Plug the power supply cable into the silver rounded end of the USB adaptor and the other end of the power supply into a power outlet As with all electronic equipment we suggest using a surge protector to protect your equipment Next plug the USB cable into the USB adaptor You ll hear a faint click when the connection is made Do not plug the other end of the cable into your computer s USB port until instructed to do so later
8. in this section TimePilot time and attendance systems 17 Installing the TimePilot software Follow the instructions for installing and setting up your software on Page 27 then return here There are two more quick steps to get your TimePilot Standard system up and running Plug in the USB cable Plug the USB cable from the adaptor into a USB port on your computer The drivers will install Start Hardware Manager and keep the PC running The final step is to start a small program called Hardware Manager that was installed when you installed the TimePilot software Hardware Manager acts as the go between between the PC and the time clock and must be running in order for the TimePilot system to operate In other words if the computer that s cabled to the time clock is turned off the time clock system will not work To start Hardware Manager click the Windows Start Button gt All Programs gt TimePilot IV gt Hardware Manager Note TimePilot Central doesn t need to be running just Hardware Manager Hardware Manager can run in the background allowing you to perform other tasks on your PC To do this simply click the Hardware Manager s Hide button The Hardware Manager will keep running but the only sign of it will be the icon in your computer s system tray as seen at right Congratulations You ve completed the setup for TimePilot Standard Clocking in and out Clocking in with the iButton 1 Gent
9. like any other copyrighted material You may not copy the printed materials accompanying the Licensed Material Dual Media Licensed Material You may receive the Licensed Material in more than one medium Regardless of the type or size of medium you receive you may use only one medium that is appropriate for your computer You may not use or install the other medium on another computer You may not loan rent lease or otherwise transfer the other medium to another use Intended beneficiary TimePilot Corporation its suppliers and Licensors are the intended beneficiaries of this Agreement and shall have the right to enforce it on their own behalf and in their name U S GOVERNMENT RESTRICTED RIGHTS The Licensed Material and documentation are provided with RESTRICTED RIGHTS Use duplication or disclosure by the Government is subject to restrictions as set forth in subparagraph c 1 ii of the Rights in Technical Data and Computer Software clause at DFARS 252 227 7013 or subparagraphs c 1 and 2 of the commercial Computer Software Restricted Rights at 48 CFR 52 227 19 as applicable Manufacturer is TimePilot Corporation Illinois USA LIMITED WARRANTY TimePilot Corporation warrants that a the Licensed Material will perform substantially in accordance with the accompanying written materials for a period of thirty 30 days from the date of receipt and b any Support Services provided by TimePilot Corporation shall be substantial
10. our products TimePilot Extreme TimePilot Standard and TimePilot PC can work together creating one custom system So for instance you can run TimePilot PC in the front office TimePilot Standard in the back shop and TimePilot Extreme at the job site or on the trucks with all three systems feeding time and attendance data into one folder on your PC or server By including all these choices on your disk we give our customers the greatest flexibility to install the software they want By the way if you d like to try TimePilot PC for free for 30 days you can install it by clicking TimePilot Tip For more detailed instructions and definitions of many of the terms in this manual check out the Help files in the TimePilot software You can view the help files by clicking the Help menu in TimePilot Central Emei T TRIB Winder METAM Explorer EO C prayaan Shee Tanpi ippa boa Crest Cent pang pies Im Be Eo fee Fete fom Hel 2p Faut E Treti fi hin UP To hee pratect your securit 4 eei Fii bas resincted faa eeopage om nang spi or Act TimePilow Help m E If you don t Glick this bar and Se a series of choose Allow links here blocked content Check out our be Time Pilot TimePilot time and attendance systems Yes when you re asked Do you want employees to clock in and out at this computer using the TimePilot PC clock After it s installed you ll see a registration screen simpl
11. the TimePilot Central screen Note For a detailed explanation of each item please see the Help system in TimePilot Central You ll find it in the menu bar at the top of the TimePilot Central screen Menus Quick Buttons a a miu Rum y ar quum fee ise et 2 is ink Egt Fais aA Vane rmn m ire E Gi Te a S gau Eur un P mar i amb om adm eee eda F ko Omi See Ebt H E FIL E L us LL e t on mmm i EE EE m m 257531 I L i T 5 b i eme Fee Ll THERE IMenus Across the top of TimePilot Central are eight drop down menus e File Allows you to export your payroll information to a payroll software package or service see Page 34 for details and exit the program 30 TimePilot time and attendance systems e View Lets you customize how your employees and their transactions are displayed in TimePilot Central TimePilot Tip e Periods This is where you extract a Green or yellow pay period open Current Transactions or a past pay period How can you know instantly whether e Setup This is where you set up the you re looking at a list of Current software to match the work policies Transactions or at a Past Time Period your company has You also add Look at the header in the Transaction delete and modify employees here List It will be green in Current e Edit The items in the Edit menu Transactions and yellow in a Past Time are used to manipulate employee Period t
12. would be used at construction sites where the clock is exposed to the elements The clock is locked down to prevent theft but can be moved easily to another site when necessary e TimePilot Standard This system is intended to replace old fashioned punch clocks It consists of a wall mounted time clock with cable running from the clock to a personal computer or server Employee clock ins are transmitted immediately to the computer or server and supervisors can see at a glance who is in and who is not e TimePilot PC This is our completely software based time and attendance system Employees click on the image of a time clock on their computer screens to clock in and out The basic software package includes licenses that allow the program to be installed on up to five computers Just like its big brothers TimePilot Extreme and Standard TimePilot PC can accommodate up to 2 000 users TimePilot PC gives a company lots of options It could have all of its employees clock in at any of the five PCs running the software or it could with the purchase of additional inexpensive licenses have hundreds of employees clock in at the PCs on their desks All three systems use the same core software TimePilot Central This means that you can combine our products to create the perfect system for your business for instance TimePilot Extremes at your worksites TimePilot Standard in your shop and TimePilot PC in your office and if you hav
13. 0 day money back guarantee and a one year warranty against hardware defects on all of its systems purchased directly from TimePilot except TimePilot PC See below for special rules regarding TimePilot PC Return Policy If you purchased your product directly from TimePilot less than 30 days ago You may return the system to us for a full refund If you purchased your product from one of our resellers Please contact the store where you purchased your item for their return If you purchased your product directly from TimePilot more than 30 days ago The product cannot be returned for a refund If See below for the Return Procedure Note Special rules apply to TimePilot PC see below If there is a problem with your system please contact our Technical Support Specialists at the telephone number or e mail address listed above there is a problem with your system please contact our Technical Support Specialists at the telephone number or e mail address listed above policy If there is a problem with your system please contact our Technical Support Specialists at the telephone number or e mail address listed above e Because TimePilot PC consists of software only we will not accept returns on that product We strongly suggest you take advantage of the 30 day trial of TimePilot PC that is available for download on our web site By doing so you will be able to see if the system meets your needs before purchasing it
14. NOT APPLY TO YOU MISCELLANEOUS This Agreement is governed by the laws of the State of Illinois Should you have any questions concerning this Agreement please contact TimePilot Corporation TimePilot time and attendance systems 47 2010 TimePilot Corporation all rights reserved Part No 01023080 48 TimePilot time and attendance systems
15. NS Assignment Neither this Agreement nor any rights hereunder may be assigned sublicensed or otherwise transferred in whole or in part by you Limitation on Reverse Engineering Decompilation and Disassembly You may not reverse engineer decompile or disassemble the Licensed Material Rental You may not rent lease lend or otherwise transfer the Licensed Material whether for value or not Support Services TimePilot Corporation may provide you with support services related to the TimePilot time and attendance systems 45 Licensed Material Support Services Use of Support Services is governed by the TimePilot Corporation policies and programs described on its web site in online documentation and or in other TimePilot Corporation provided materials Any supplemental Licensed Material provided to you as part of the Support Services shall be considered part of the Licensed Material and subject to the terms and conditions of this Agreement With respect to technical information you provide to TimePilot Corporation as part of the Support Services TimePilot Corporation may use such information for its business purposes including but not limited to product support and development TimePilot Corporation shall not be obligated to provide Support Services during any period during which an annual fee is not paid by Licensee or offered by TimePilot Corporation Termination Without prejudice to any other rights TimePilot Corporation may termin
16. TimePilot TimePilot Extreme TimePilot PC PF TimePito P TimePilot Standard gt l TimePilot time and attendance systems a sor mmm gt ee E TimePilot Time and Attendance Systems Instruction Manual TimePilot Corporation 340 McKee Street Batavia Illinois 60510 630 879 6400 www TimePilot com m 1 TimePilot time and attendance systems TimePilot Time and Attendance Systems Table of contents Introduction TimePilot Extreme TimePilot Standard TimePilot PC TimePilot Central TimePilot Supplies and Services Returns Replacements Money Back Guarantee Technical Support TimePilot End User License Agreement TimePilot Corporation 340 McKee St Batavia Illinois 60510 www TimePilot com 630 879 6400 All contents copyright 2010 TimePilot Corporation TimePilot time and attendance systems TimePilot time and attendance systems Introduction Congratulations and thank you for purchasing a TimePilot time and attendance system We ve worked hard to make it a thorough and easy to use system and we re sure it will cut your payroll processing time by hours and virtually eliminate mistakes TimePilot offers three different time and attendance systems each designed for a different environment e TimePilot Extreme Our weatherproof battery powered system is designed for outdoor use although it can be used inside too It commonly
17. TimePilot PC The core of TimePilot PC is the virtual timeclock shown at right This clock appears on your employees computer desktop allowing them to clock in and out right at their PC The clock in and clock out data is collected on the PC or at your server and can be manipulated by supervisors using TimePilot Central TimePilot PC ships with five licenses which means the virtual clock can be installed on up to five employee PCs Any number of employees can clock in and out at those PCs Additional licenses are inexpensive so you could have dozens of employees clocking in and out right at their desks Need more licenses You can order them at the TimePilot web site www TimePilot com Marsh Douglas Hours 2 00 Setting Up TimePilot PC Users of TimePilot PC have a few extra steps to perform to get their system up and running First like any TimePilot user you ll install TimePilot Central on the PC that a supervisor will use to work with the time and attendance data collected by the system Then you ll install the virtual timeclock on the PC s that employees use to clock in and clock out If the supervisor s computer will also be used to clock in and out you ll perform both installations on that PC Here s how to install the virtual timeclocks 1 Install and set up TimePilot Central on the supervisor s PC as described on Page 27 2 Place the CD in the CD drive of the first PC that will run
18. UDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY FITNESS FOR A PARTICULAR PURPOSE TITLE AND NON INFRINGEMENT WITH REGARD TO THE LICENSED MATERIAL AND THE PROVISION OF OR FAILURE TO PROVIDE SUPPORT SERVICES THIS LIMITED WARRANTY GIVES YOU SPECIFIC LEGAL RIGHTS YOU MAY HAVE OTHERS WHICH VARY FROM STATE JURISDICTION TO STATE JURISDICTION LIMITATION OF LIABILITY TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW IN NO EVENT SHALL TIMEPILOT CORPORATION OR ITS SUPPLIERS BE LIABLE FOR ANY SPECIAL INCIDENTAL INDIRECT OR CONSEQUENTIAL DAMAGES WHATSOEVER INCLUDING WITHOUT LIMITATION DAMAGES FOR LOSS OF BUSINESS PROFITS BUSINESS INTERRUPTION LOSS OF BUSINESS INFORMATION OR ANY OTHER PECUNIARY LOSS ARISING OUT OF THE USE OF OR INABILITY TO USE THE LICENSED MATERIAL OR THE PROVISION OF OR FAILURE TO PROVIDE SUPPORT SERVICES EVEN IF TIMEPILOT CORPORATION HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES IN ANY CASE TIMEPILOT CORPORATION S ENTIRE LIABILITY UNDER ANY PROVISION OF THIS AGREEMENT SHALL BE LIMITED TO THE GREATER OF THE AMOUNT ACTUALLY PAID BY YOU FOR THE LICENSED MATERIAL OR U S 5 00 PROVIDED HOWEVER IF YOU HAVE ENTERED INTO A TIMEPILOT CORPORATION SUPPORT SERVICES AGREEMENT TIMEPILOT CORPORATION S ENTIRE LIABILITY REGARDING SUPPORT SERVICES SHALL BE GOVERNED BY THE TERMS OF THAT AGREEMENT BECAUSE SOME STATES AND JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY THE ABOVE LIMITATION MAY
19. Wednesday morning but clocks out Wednesday night the TimePilot software sees a clock in followed by a clock out and will not flag the error unless you set the Alerts feature to flag excessive amounts of time 5 Insert transactions for vacations sick days paid time off and bereavement time if necessary This is done manually The simplest way to do this is to click on the employee s name then on the Edit menu and choose Insert Amount of Time Enter the date and amount of time the employee is entitled to and click OK 6 Generate a report Click Reports in the menu bar then choose your report Summary Report is the most common choice If you want a printed copy of the report click the Print button on the left side of the Reports screen If you want an electronic copy of the report that can be saved or e mailed click the Export button at the left side of the screen and choose your file format You can choose from six different formats Crystal Reports rpt Adobe Acrobat pdf Microsoft Excel xls Microsoft Excel Data Only xls Microsoft Word doc or Rich Text Format rtf When you re done close the Reports screen to return to TimePilot Central 7 Optional Export your data to your payroll software or service The TimePilot com web site has available for download many exports that will convert 34 TimePilot time and attendance systems TimePilot data into a format that can be read by leading payroll servi
20. ake a correction easily by inserting an Out transaction with the Quick Buttons see below Quick Buttons The Quick Buttons are shortcuts that allow you to make changes to add or delete transactions change your view in TimePilot Central and open or extract pay periods You can use the Edit menu for all of these actions but the Quick Buttons are faster Here s how and when each button can be used see the help files in the TimePilot Central software for even more detail 32 View Profiles View Transactions Depending upon what s displayed in the Transaction List this button switches identities between View Profiles and View Transactions Clicking View Profiles brings up a summary of every employee s profile and changes the button to View Transactions clicking View Transactions shows all Current Transactions and changes the button to View Profiles All Transactions Displays all Current Transactions in the Transaction List If you click once on an employee s name in the Employee List you ll see just that employee s transactions to return to all Current Transactions click the All Transactions Quick Button Insert IN and Insert OUT These buttons are often used by supervisors to insert a transaction when an employee has forgotten to clock in or out see the example above You ll be able to specify the employee who owns the transaction and the date and time of the transaction In addit
21. all TimePilot systems e Additional iButtons These iButtons make it simple for you to add employees to your system iButtons are available in packs of 5 10 30 50 100 and 200 and in 12 different colors e Support contracts One year of telephone or e mail support in addition to the 30 days of free support that start at the time of your purchase e Blue Dot Receptors e QuickBooks Pro A discount is offered to TimePilot customers For TimePilot Standard e Cable Available both in our stock 50 foot lengths and in custom lengths For TimePilot PC e Upgrade to TimePilot Standard Includes necessary items clock cable iButtons etc to add TimePilot Standard functionality to TimePilot PC installations e Extra licenses They come in packs of 5 10 and 25 Larger installations are also available For TimePilot Extreme e Additional Extreme time clocks e Extreme mounting plates e USB drives Management iButtons e Extreme padlocks TimePilot time and attendance systems 37 38 TimePilot time and attendance systems Returns Replacements Money Back Guarantee If you have issues or concerns with items you ve purchased please contact our Technical Support Specialists by calling 630 879 6400 x104 or e mailing Support TimePilot com We often are able to solve problems over the phone quickly and for free All of our products include 30 days of free support from the time of purchase TimePilot Corporation has a 3
22. ate this Agreement if you fail to comply with the terms and conditions of this Agreement or fail to pay TimePilot Corporation s invoice for this Licensed Material In such event you must destroy all copies of the Licensed Material and all of its component parts Upgrades If the Licensed Material is labeled as an upgrade you must be properly licensed to use a product identified by TimePilot Corporation as being eligible for the upgrade in order to use the Licensed Material Licensed Material labeled as an upgrade replaces and or supplements the product that formed the basis for your eligibility for the upgrade You may use the resulting upgraded product only in accordance with the terms of this Agreement If the Licensed Material is an upgrade of a component of a package of software programs that you licensed as a single product the Licensed Material may be used and transferred only as part of that single product package and may not be separated for use on more than one computer Copyright All title and copyrights in and to the Licensed Material including but not limited to any images photographs animations video audio music text and applets incorporated into the Licensed Material the accompanying printed materials and any copies of the Licensed Material are owned by TimePilot Corporation and or its suppliers Copyright laws and international treaty provisions protect the Licensed Material Therefore you must treat the Licensed Material
23. ces and software packages like QuickBooks or ADP To see how to install the export for your service or software open the Help system in TimePilot Central in the Help menu at the top of the screen scroll down to Definitions and choose Exports To use an export after you ve downloaded and installed it here s the general procedure see the instructions that came with your particular export for details A Click File on the menu bar then Export to payroll software B Choose the format for your payroll or accounting program If that option doesn t appear in the menu you probably haven t installed any formats C Enter the required information available from your payroll service or software manual and click Export to create a file Employees clock in and out at their time clock s Collect time data with USB drive and transfer to PC or 160rver Time data stored on PC or server Pay period extracted Corrections etc made in TimePilot Central Reports created and printed that can be imported into your software or e mailed to your payroll service TimePilot time and attendance systems 35 36 TimePilot time and attendance systems TimePilot Supplies and Services To order supplies and extra services please visit the TimePilot web site www TimePilot com or call TimePilot at 630 879 6400 Available supplies and services include For
24. cting your data is a key procedure in the TimePilot system It s explained further in the next section lmuecrt ER Fraeactin x Profile Page Lal um zl Tramaction Date Tianaactian Tae E 415 u M eu Lacati n wa Grn gt i fica T Dr Lit ri Ch om el TT LEMI MP Corperat v Ration fyrion Closing out a pay period You ve set up your clocks and your software assigned your employees their iButtons and started collecting their clock ins and clock outs Now the pay period has ended and it s time to collect your data and get it ready for payroll This is where the TimePilot software really shines Here s how it works When your pay period is complete and it s time to process your payroll you use TimePilot Central to take or extract all the transactions that occurred during that time and place them in a separate file database If you need to make any corrections that weren t made during the pay period if for instance an employee forgot to clock in or out and add transactions for vacations holidays etc to create a complete record of each employee s workweek Then you can create and print reports for further review Optionally you can export the file to your payroll service or accounting software Note You can also export your data to a spreadsheet xls format commonly used by Microsoft Excel or word processing document doc commonly used by Microsoft Word or rtf Rich Text Fo
25. e a network all of them will work together seamlessly No matter which system s you use the principles behind them remains the same 1 Employee clock in and clock out data also known as transactions from all systems are collected in the TimePilot software s database which can be located on a network server or on a PC s hard drive 2 Atthe end of the pay period the transactions are extracted from that database and placed in a separate database where they are checked and corrected if necessary by supervisors 3 Supervisors use that information to create reports that indicate the exact number of hours each employee worked The extracted data can be archived on their hard drive TimePilot time and attendance systems 5 on a CD or DVD on an external hard drive or uploaded to storage on the Internet 4 The report can be printed saved as a spreadsheet or exported in a format that can be used by payroll software or a payroll service The diagram below illustrates how the system works TimePilot Extreme TimePilot Standard TimePilot PC Clock in and clock out data TimePilot Database Data from May 1 to May 14 Data from May 1 to Extracted pay period May 14 Reports spreadsheets or export to payroll software service 6 TimePilot time and attendance systems Why so many choices in installation We ve found that many of our customers use more than one TimePilot time and attendance product All of
26. ePilot Drivers C Click Blue Dot Receptor and follow the instructions that appear After the TimePilot software is installed you ll see A If you installed just the Virtual Clock Blue Dot Receptor A TimePilot PC icon on the computer s desktop shown at right Double click the icon to start the program B If you installed just TimePilot Central A TimePilot Central icon on the desktop shown at right GR Cc C If you installed both programs Both icons as TimeFilot PC TimePilot Central When you ve finished the installation double click the TimePilot PC icon The software will ask you to select the drive where the time and attendance data collected by this PC will be stored This should be the same location that you chose for the data when you set up TimePilot Central on the supervisor s computer Don t remember the location Start TimePilot Central and on the opening screen below the fields for your username and password the data location is listed Next you ll be asked to register your program The 5 Client TimePilot PC License Number is on a sticker on the inside cover of your user manual If you re just trying out TimePilot PC click the Evaluation button to get a 30 day tryout If you wish to purchase TimePilot PC at any time during the tryout call us at 630 879 6400 You will TimePilot time and attendance systems receive the registration code that converts the software from a trial version to
27. etails The supervisor uses TimePilot Central to make any necessary corrections or changes to the attendance data then uses the software to extract the pay period s data and generate reports or prepare the data for payroll TimePilot time and attendance systems 9 Clocking in and out To clock in or out just touch your iButton to the appropriate iButton probe You ll hear a beep and the light in the probe will flash The metal part of the iButton must touch both the inner flat surface of the probe as Flat well as the inner rim of the collar part of If you touch your iButton to the probe probe and nothing happens hold the iButton gently against the probe and slide the iButton slightly to the side so the iButton makes contact with the rim of the probe Collecting and retrieving data Here s an overview of the process you ll use to collect the time and attendance data from the Extreme time clock s and import the data into the TimePilot software First you ll have the time clock s download the time and attendance data onto the included USB drive Then you ll upload data from the USB drive to the PC running the TimePilot software Data can be collected from multiple clocks before returning to the PC and uploading the data The data can be also be collected as frequently as desired Even though your pay period may be weekly or biweekly you may collect the data every day if desired 10 Unlock the padlock securing
28. hange the pricing of any item at any time without prior notice As a protection to our customers when the shipping address differs from the billing address there may in some cases be a delay in the ship date until we can verify that the cardholder and buyer are the same TimePilot time and attendance systems 41 Errors on Our Web Sites We do our best to ensure that the information on our web sites is accurate thorough and up to date However there may be instances of inaccurate or incomplete data including availability and or price We make no warranty or guarantee that the information on our web site is current complete or free from errors We reserve the right to correct errors and or update our web site at any time without notice We reserve the right to refuse or cancel orders containing errors and or inaccuracies including those already submitted whether or not the order has been confirmed and or your credit card charged We will issue a full refund to the original pay type if your order is canceled after your payment has been processed Questions and comments If you have any questions or comments about any of the policies described above please contact us at 630 879 6400 or e mail us at Sales TimePilot com 42 TimePilot time and attendance systems Technical Support For technical support call us at 630 879 6400 or e mail us at Support TimePilot com When you contact a TimePilot Technical Support specialist please have
29. hut down the PC first then unplug the power supply from the USB Adaptor Neglecting to so do could damage your system TimePilot time and attendance systems 13 Planning the system Decide where to put the time clock Your first step should be to decide where the clock will be located Usually this will be either at a central location in your facility or at the employee entrance The TimePilot station should not be placed outdoors it is not designed to be exposed to the elements The station can be as far as 4 000 feet from the PC The system comes with 50 feet of cable but longer lengths of cable can be ordered by calling us at 630 879 6400 Choose the computer on which you ll be running the TimePilot software There are several points to remember when deciding which computer to use e TheTimePilot software on your PC must be running at all times to keep the entire system operating but the PC can still be used at the same time for other tasks such as word processing working with spreadsheets or browsing the Internet e The TimePilot data will be used by the person who processes payroll If you aren t on a computer network it s probably easiest to connect the TimePilot system to the computer that also runs your accounting package By doing that exporting the payroll data from TimePilot and importing it into your accounting program will be a breeze If you re on a network we suggest setting up a place on the server to co
30. ifferent set of criteria and payment rates 3 Add Edit Pay Types This is where you ll set up how your employees will be treated in terms of whether they get overtime vacation pay holiday pay etc You can have multiple pay types for instance one for salaried employees and another for hourly employees 4 Add Edit Departments You ll enter your company s departments here Later when you re using the system you can generate reports grouped by department 5 Add Edit Shifts This is where you create your employees shifts The system uses shift schedules to determine if an employee is early or late 6 Add Edit Holiday Schedules You ll set up your company holiday schedule here You can have more than one schedule 7 Add Edit Employee Profiles You ll add your employees here When you finish the process click OK and the TimePilot Central screen will appear Want to add or delete an employee modify an overtime policy or make other changes to your setup Click the Setup menu at the top of the TimePilot Central screen and all the categories mentioned above will be available Getting started in TimePilot Central TimePilot Central is the place you ll be spending most of your time when you use the TimePilot software In TimePilot Central which is password protected you can set up employees create or change your company s policies overtime holiday schedule etc monitor employee transactions and generate reports Let s take a look at
31. ion you can indicate the employee s location shift department and company as well as the time clock they used for that TimePilot time and attendance systems transaction as shown in the screenshot at right You also can add a note to the transaction for example Forgot to clock out To read the note double click the note icon DJ in TimePilot Central Please note that any changes you make to an employee s location shift department or company will appear only with that individual transaction they won t change the employee s profile e Delete To delete a transaction first click on it to highlight it then click the Delete button e Insert Time The TimePilot software also allows you to add time to an employee s work hours This might be done if an employee calls in sick and is paid for sick time You can also delete time by clicking the negative checkbox e Open Past Time Period Need to see a pay period that you ve already extracted Click this Quick Button then choose the company and the pay period and click OK You ll know you re in a past pay period by the yellow bar at the top of the screen Current Transactions those transactions that haven t been extracted yet have a green bar Extract Data Clicking this button allows you to extract or remove all the transactions for a specific company and time period from the Current Transactions and place them in a separate file database Extra
32. ly as described in applicable written materials provided to you by TimePilot Corporation and TimePilot Corporation support engineers will make commercially reasonable 46 TimePilot time and attendance systems efforts to solve any problem issues Some states and jurisdictions do not allow limitations on duration of an implied warranty so the above limitation may not apply to you To the extent allowed by applicable law implied warranties on the Licensed Material if any are limited to thirty 30 days CUSTOMER REMEDIES If a problem with the licensed material cannot be resolved by TimePilot Corporation s Limited Warranty above TimePilot Corporation and its suppliers entire liability and your exclusive remedy shall be the remedy provided in the Time Clock Limited Warranty found on the preceding pages of this manual This Limited Warranty is void if failure of the Licensed Material has resulted from accident abuse or misapplication Any replacement Licensed Material will be warranted for the remainder of the original warranty period or thirty 30 days whichever is longer Outside the United States neither these remedies nor any product support services offered by TimePilot Corporation are available without proof of purchase from an authorized source NO OTHER WARRANTIES TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW TIMEPILOT CORPORATION AND ITS SUPPLIERS DISCLAIM ALL OTHER WARRANTIES AND CONDITIONS EITHER EXPRESS OR IMPLIED INCL
33. ly touch the iButton to the receptor on the station until the station emits a beep The metal of the iButton should touch both the inner and outer rings of the receptor The screen will display your name and depending upon how the software is set up the hours Clock in you ve worked in this pay period Y Clock out or the date and time you last On site and clocked in Off site buttons 2 Toindicate that you re clocking in press the In button To indicate that you re clocking out press the Out button Clocking in with the keypad 1 Enter your four digit employee ID number on the keypad The station will emit a beep and the screen will display your name and the number of hours you ve worked in this 18 TimePilot time and attendance systems pay period 2 To indicate that you re clocking in press the In button To indicate that you re clocking out press the Out button TimePilot Tip Keeping accurate time TimePilot Standard and PC take their time from the computer where your TimePilot database is stored For example let s say you save your data to a server and use a local PC to process employee hours and run reports If the time on the server is incorrect it will be incorrect in TimePilot too even if the time on the local PC is correct To correct the problem make sure your server has the correct time TimePilot time and attendance systems 19 20 TimePilot time and attendance systems
34. ntain the data collected by TimePilot Make sure the server can be mapped to the computer used by the person handling payroll so they will have access to the data TimePilot Standard setup examples The situation A single time clock and a single PC The solution The TimePilot Standard time clock station is mounted where it s convenient for employees to clock in and out The cable from the station runs to a PC where the TimePilot software is installed This PC must be running at all times for people to be able to clock in and out The PC is used by the company s office manager who uses it to keep track of who s in and who s out When it s time to do the payroll the office manager uses the PC to prepare the time and attendance data for payroll processing USB cable and Adaptor m Yellow cable PC Power 50 feet TimePilot Standard 14 TimePilot time and attendance systems The situation A time clock and a single PC connected to a Local Area Network LAN The solution The TimePilot Standard time clocks are mounted where it s convenient for employees to clock in and out The cable from each station runs to a PC that is on the company s local area network The time and attendance information from each clock is fed from that PC to a mapped drive on the server When it s time to do the payroll the payroll manager uses TimePilot Central on his or her PC to prepare the time and attendance data for payroll proce
35. oading installing copying or otherwise using the Licensed Material you agree to be bound by the terms of this Agreement LICENSE FOR LICENSED MATERIAL Copyright laws and international copyright treaties as well as other intellectual property laws including without limitation those covering trade secrets and treaties protect the Licensed Material The Licensed Material is licensed not sold GRANT OF LICENSE This Agreement grants you the following rights Licensed Material You may install and use during the Term of this Agreement the Licensed Material on the number of computers identified by you when you purchased this Licensed Material License to use TimePilot Storage Network Use You may also store or install a copy of the Licensed Material on a storage device such as a network server used only to install or run the Licensed Material on your other computers over an internal network however you must acquire and dedicate a license for each separate computer on which the Licensed Material is installed or run from the storage device A license for the Licensed Material may be shared and used concurrently on different computers to the limit specified above Exclusion for Commercial Use Notwithstanding the foregoing you are not licensed to use the Licensed Material to provide services of any kind to others whether for a fee or not without TimePilot Corporation s express written consent DESCRIPTION OF OTHER RIGHTS AND LIMITATIO
36. or personal information lost or corrupted data or damaged or lost removable media that may be included with your return e TimePilot has an Advance Replacement program for customers who wish to reduce the amount of time it takes to get their system up and running again Here s how it works 1 Contact TimePilot s Returns Department at the telephone number listed above Request a WRMA number and tell the specialist you d like to take advantage of the Advance Replacement Program 2 The TimePilot specialist will take your credit card information and ship out a replacement part immediately 3 Ship us the defective part If we receive the defective part within 14 days of the date the WRMA number is issued we will not charge your credit card If we have not received the part within 14 days we will charge your credit card for the cost of the part Special Order Items Occasionally we ll offer for sale an item that is not necessarily part of our normal product line Such items are not stocked in our warehouse and are designated as a Special Order Item on our web site The following rules for these products apply e Orders may not be canceled after placement e Products cannot be returned unless defective e Defective items can be returned for exchange only e The products are usually drop shipped from the manufacturer within 2 3 weeks Terms of Sale TimePilot Corporation reserves the right to limit quantities on any item sold and to c
37. ose to use non TimePilot supplied cable to connect the Standard time clock to your PC you could damage your system and will void all guarantees and warranties express and implied Warranty Repair or Replacement Procedure e Please request a Warranty Return Merchandise Authorization WRMA number before sending your product back To do so please call 630 879 6400 x104 or e mail returns timepilot com Our warranty returns department is open business days from 9 a m to 4 30 p m Central time e Any product returned to us without prior authorization from TimePilot will be 40 TimePilot time and attendance systems considered an unauthorized return the customer will not receive credit for the product and TimePilot will not ship the product back to you e Mail your product to Warranty Returns Department TimePilot Corporation 340 McKee St Batavia IL 60510 The WRMA number must appear on all packages and paperwork in connection with the return or your shipment may be refused Note You must ship the product to TimePilot within 5 days of the date that TimePilot issues the Warranty Return Merchandise Authorization number e Any costs incurred while shipping returns are the purchaser s responsibility e Before you return the product to TimePilot make sure to back up any data in the device s memory if applicable and on any other storage device accessory USB drive etc TimePilot is not responsible for any confidential proprietary
38. r a clock in or a clock out To get the clock back on the screen quickly you are offered the chance to set a shortcut for instance by holding down the Alt key and pressing A Display Keypad Checking this box will display the virtual clock with a full keypad as shown on the previous page If you don t check this box the clock will appear as at the top of the next page Employees will be required to clock in and out with TimePilot time and attendance systems their keyboards See details later in this chapter They ll still need to use their mouse to click Jul28 10 56AM the Menu button When the smaller clock is displayed you can exit the program by either clicking Menu on the clock and choosing Exit or simply by pressing the Escape key on your keyboard e Restrictions tab Checking this box will allow employees to clock in and out with their ID number If the box is unchecked they ll have to clock in with iButtons and the Blue Dot Receptor Menu Change Data Location This allows you to change the location of the database where the data collected by this virtual clock is stored Check for Updates Checks for updates to the TimePilot PC virtual clock software not for TimePilot Central to check for updates to TimePilot Central click the Start button on your desktop click All Programs then TimePilot IV then TimePilot Utilities then TimePilot Update Utility
39. ransactions Generally you ll click on the transaction you want to work with in the Transaction List then click on an item in the Edit menu e Reports TimePilot s Reports function is extremely flexible You can generate printable reports on a single employee group of employees or Green headers indicate Current all employees and specify what data Transactions yellow headers you want included in each report indicate a Past Time Period x TILES IET Reports can be printed converted to PDF format within TimePilot Central or exported to Microsoft Excel spreadsheet format xls Microsoft Word format doc or Rich Text Format rtf e Administrative This is where you can change your password or time format from a m p m to military time as well as keep track of TimePilot PC licenses if you use that TimePilot product e Help Want to check to see if there s an update to the TimePilot software This is where to go It s also where you can find your software s serial number version and build number and where it s located on your computer In addition you can also find links to several relevant pages on the TimePilot web site as well as the very detailed online help system WEAR iene i Trt ren Employee List Down the left side of TimePilot Central is the list of all employees in the system no matter what company they work for e Click once on an employee s name to see just his or her transactions To retu
40. rd The TimePilot Setup Wizard After you set up your database you ll be taken to the TimePilot Setup Wizard which guides the first time user step by step through the process of setting up the system Simply follow the steps and when you complete a task the next task will become available a ay ae d s X Fa pregara Pee plam eee has ma up pee puc pbanmm bg pe eee go bhe ee Hap apat p emn Sl D Ps ide Brseha RO Sel PT bb A ee Gus Dd u Fl i odo ee a daz a aequas V rmi ote urhe mE 0 amr The seven step process includes 1 Add a Company Here s where you ll enter your company information including name your pay cycle weekly bi weekly etc whether you want to have rounding applied to your employees etc If you have more than one TimePilot Tip Keeping accurate time TimePilot Standard and PC take their time from the computer where your database is stored For example let s say you save your data to a server and use a local PC to process employee hours and run reports If the time on the server is incorrect it will be incorrect in TimePilot too even if the time on the local PC is correct To correct the problem make sure your server has the correct time TimePilot time and attendance systems 29 pay cycle you can create a second company with different settings 2 Add Edit Overtime Policy Do you pay overtime to your employees You can have multiple overtime policies each with a d
41. rmat In addition you can print your data or create a PDF version of the data with TimePilot time and attendance systems 33 TimePilot s built in tools For more see the page on Reports in the TimePilot Central help system Getting ready for payroll step by step 1 Start TimePilot Central 2 Extract your pay period Click on Periods in the Company Hame menu bar then select Spectrum Companies Extract Pay Period A You ll be asked if you want to back up your Current Transactions Click Yes and follow the instructions Monday B In drop down list at the top of the pay period extraction box right choose the company Date _ Mime whose pay period you 12010 LX 1 4 pm T want to extract C Choose the beginning and ending of the pay Lege Date 3 3 2010 Sunday period r p D Click Begin M BA Ee Extraction E Now you ll have the extracted pay period open look for the yellow bar across the top of the transaction window 3 Correct any employee transactions that are erroneous using the Quick Buttons across the top of the screen Names in red in the Employee List down the left side of the screen indicate possible trouble spots that the TimePilot software has identified 4 It s a good idea to also look over each employee s transactions to verify that they make sense For instance if an employee clocks in at 8 a m on Tuesday forgets to clock out that night and also forgets to clock in
42. rn to a complete listing click the All Transactions Quick Button e Double click an employee s name to view and edit their employee profile e If an employee s name is in red that indicates that there is an exception the TimePilot system has noticed that there is a clock in with no corresponding clock out or vice versa To correct the problem click the person s name to see just their transactions In the list of transactions clock ins are identified by a triangle to the TimePilot time and attendance systems 31 left of the employee s name clock outs are blank A perfect set of transactions for an employee will have lines with a red triangle alternating with blank lines EPO e AF iiaiai th id Pe b HUN TEBE VETH 3 08 FF Lene oP wrote pene IDA eGo oi PP Oe acre a HYTLODIO 05 a RoHS TIED air rome You can t see it here because her name is highlighted but Dawn Altman s name is in red indicating an exception When you click O Cierent rare ters Tee Profe prre FRET iii thie b Ie UEM DOE HO 3 04 Fi b HHIAEIDAT IRE 1250 1 b nim WF HR RED HiP b ETD ee A OPEL 1105 i ea pide A perfect set of transactions lines with a red triangle clock ins alternate with blank lines clock outs on her name you see two triangles in a row indicating two clock ins without a clock out between them In this case Dawn forgot to clock out for lunch on 10 9 10 A supervisor can m
43. ssing TimePilot Standard Local area network _ Clock in and Supervisor s PC clock out data stored on server Warning The Communications Cable is a custom cable Additional lengths and custom lengths must be ordered from TimePilot only See Page 37 Use of any other cable may damage the unit and will void the warranty The Communications Cable carries a small electrical current There is a risk of electric shock if you cut or tamper with the cable You should run the Communications Cable from the USB Adaptor to the TimePilot time clock station with both ends of the cable unplugged TimePilot time and attendance systems 15 The situation Multiple time clocks connected to multiple PCs on a Local Area Network The solution The TimePilot Standard time clocks are mounted where it s convenient for employees to clock in and out The cable from each station runs to a PC that is on the company s local area network The time and attendance information from each clock is fed from that PC to a mapped drive on the server When it s time to do the payroll the payroll manager uses TimePilot Central on his or her PC to prepare the time and attendance data for payroll processing TimePilat Standard Supervisor s PC Local area network PC TimePilot Standard Clock in and clock out data stored on server TimePilot Standard Running the cable Running the cable for the TimePilot sys
44. tem is the next step Essentially the cable runs from the time clock to the USB Adaptor Warning The TimePilot Standard time clock station is made for indoor use only Do NOT mount the station outdoors It MUST be mounted indoors and protected from outdoor elements It is NOT waterproof and should not be exposed to water rain or high amounts of moisture The time clock also should be protected from spills chemicals and dirt If you need an outdoor weatherproof time clock check out TimePilot Extreme at www TimePilot com 16 TimePilot time and attendance systems The following guidelines should be observed e Use the cable provided longer lengths and or additional cable are available For details see page 37 e The station can be as far as 4 000 feet from the PC e The cable can be run through walls over drop ceilings through attics etc When pulling through walls be careful not to damage the connectors at the ends of the cable or the cable itself e The cable should not be run through conduit that includes high voltage wiring or run over fluorescent lighting ballasts These may cause electrical interference and affect the transmission of data over the cable In most installations 2 cable will emerge from the wall behind the Recyde Bin Hardware Manager Icon station This is the most secure setup the cable is not visible to the user and thus there s less temptation to tamper with the system lt j Bl
45. the regular retail version a copy of the program on CD and a printed version of the manual The setup information entered into the trial version as well as the data collected will automatically be transferred to the permanent version of the software 12 Repeat steps 2 11 for each PC on which you ll install the virtual clock You can see which computers have the virtual clock installed as well as delete a license from a particular computer so it can be used on another computer by going to the TimePllot PC Administration item in the Administrative menu in TimePilot Central Using TimePilot PC When employees enter their ID number their name appears in the field at the top of the clock and the four buttons down the right side In Out View and Clear become active e In and Out are self explanatory click In to clock in and Out to clock out e View will show the employee their Current Transactions This function is optional See the Options menu below e Clear will erase a digit if the employee makes a mistake entering his or her ID number To close the program click the Exit button or press the Esc key on your keyboard At the bottom left of the screen is the Menu button Clicking the menu button will cause a list of items see screenshot at right to appear Options e View Options tab Jul 28 10 34AM Enable at Startup Clicking this bo
46. the virtual timeclock When the opening screen appears click Install TimePilot software 3 Onthe next screen click TimePilot Installation Wizard 4 Click No when the software asks if you ll manage TimePilot Data from this computer 5 Click No when asked if you want to install Hardware Manager and No again when asked if you want to install the Extreme Data Manager 6 Whenthe TimePilot PC Clock screen appears screenshot on next page click Yes 7 The Installation Wizard will start up Follow its instructions to install the clock on the PC 8 Will you have employees clock in and out by clicking the buttons on the screen with their mouse or with iButtons If they ll use their mouse continue to Step 9 If they will use iButtons to clock in and out you must install the drivers for the Blue Dot Receptor a device that plugs into a USB port and can read iButtons Here s how TimePilot time and attendance systems 21 22 10 11 TimePilot PC Clock Tele TZ alipe eee le be aeu ee eee PI pina eee Tisi F ace amd dor bz iai a nem Ray Douai kl Terwsd gt PI and peu ear elope d d nh in ard gut Cee vH DgRC Do you want employees to clock in and out at this a Ba computer using the TimePilot PC Clock ip oie MN E E RE PSL ae imir tiom bo bee tcp aeu The Fin sg E aries cl Tem ar Su aaa Men www TimePiiot oom A Return to the TimePilot software CD s main menu B Click Install Tim
47. the time clock to the mounting plate then insert the USB drive into the USB port on the bottom of the clock The clock can be removed from the mounting plate to make it easier Tap the included gray Management iButton to the In probe of the clock The lights on the two probes will begin flashing yellow in an alternating pattern while the clock readies the drive to write data to the USB drive When complete the probes lights will flash green as the clock writes the most recent data to the drive When the lights stop flashing a series of beeps will sound indicating that the data has been written successfully Remove the USB drive reattach the clock to the mounting plate if necessary and secure the clock with the padlock Repeat the above steps for each clock you own if desired Return to the PC and insert the USB drive into an available USB port on your PC Run the TimePilot software s Extreme Data Manager Click Start on the Windows desktop then All Programs Select TimePilot IV and then click TimePilot Extreme Extreme Data Manager will automatically detect the presence of the USB drive with the TimePilot data files Follow the screen prompts to import your data into the TimePilot database View and edit the transactions in TimePilot Central For more about TimePilot Central see Page 30 TimePilot time and attendance systems Setting the time on your Extreme time clock It s important that the time on your Extreme
48. time clock be accurate You can check the time on the clock when you import time and attendance data into TimePilot Central If the time on the clock is off here s how to correct it ro Insert the USB drive into the USB port on the PC running the TimePilot software Run the Extreme Data Manager Click Start on the Windows desktop then All Programs Select TimePilot IV and then click TimePilot Extreme Click the icon of the clock you want to change Click the Edit menu and choose Set Station Date and Time from the pop up menu The Set Date and Time box will appear The first option will set the date and time on your time clock to match your PC s clock Please note that if your time clock is far from the PC it may take a few minutes to reach the clock and the time will be off by that number of minutes If that s the case don t use this option use the second option 7 The second option allows you to manually set the date and time This is a better option if there will be a delay between the time you load the time on the USB drive and the time you get to the time clock 8 Choose one of the options and click OK 9 Remove your USB drive and bring it to the time clock 10 Remove the padlock plug the USB drive into the time clock and tap your gray Management iButton to the In probe 11 The lights will flash on the clock to indicate that it is being updated When the lights s
49. top flashing the process is complete Remove the USB drive and re lock the clock with the padlock p gx up aes TimePilot time and attendance systems 11 12 TimePilot time and attendance systems TimePilot Standard Hardware Installation USB cable and Adaptor Power Yellow cable 50 feet TimePilot Standard Installing the TimePilot system is a simple process not much different than installing a printer on your computer The following pages will describe the process in more detail but here is an overview of the process 1 Plan the TimePilot system Where will the time clock be located Where will the PC running the TimePilot software be located Will you store your data on your PC or ona server Run the yellow Communications Cable from the PC to the time clock Mount the time clock stations and attach the cable to them Install the TimePilot software Plug the power supply into an AC wall socket and the USB Adaptor Plug the cable from the time clock into the USB Adaptor then plug the USB cable into the adaptor 7 Plug the USB cable into the PC The software will find the time clock and start the setup process Note Please be sure you have installed the software before taking this step en ET SS TimePilot Tip Moving your system If you decide to move your PC or any part of the TimePilot system after completing your installation for instance moving the clock from one wall to another please s
50. x will cause the virtual clock to appear automatically when the computer is started Enable Users to View and Print Their Transactions If this box is checked employees can click the View button on About the virtual clock to see and print their transactions If the Options Change Data Location Check for Updates Minimize Exit TimePilot time and attendance systems 23 24 TimePilot Tip DE Terr Hi o PE Adminstration Below i a list of computers running licensed copies of TimePilot PC You can delete a license froma computer by clicking on the computer s name and then clicking the Remove button 00901 2705 00123 IV Enable Password Protection Passeord 2634time Password protect your TimePilot PC menu To keep employees from changing the settings on each virtual clock you can set a password to allow access to these menu items To do so go to TimePilot Central click the Administrative menu then TimePilot PC Administration Check the Enable Password Protection checkbox and enter a password box is unchecked the View button won t appear For the employee to see their transactions they should identify themselves to the system either with their 4 figit ID number or iButton then click the View button The employee cannot make any changes to the transactions Minimize Screen after Transaction Checking this box will cause the virtual clock to be minimized afte
51. y click the Evaluation box and you re good for the next 30 days If you wish to purchase TimePilot PC call us at 630 879 6400 You will receive the registration code that converts the software from a trial version to the regular retail version a copy of the program on CD and a printed version of the manual The setup information entered into the trial version as well as the data collected will automatically be transferred to the permanent version of the software For more on TimePilot PC please see Page 19 or visit our web site www TimePilot com 8 TimePilot time and attendance systems TimePilot Extreme TimePilot Extreme timeclock system a Mounting plate J I USB drive Management iButton gray Part eX ien TimePilot A KS au Loop for Loop for USB port RE padlock padlock hidden Padlock hidden How does the system work The mounting plate is screwed to a wall stud empty junction box or other flat surface The Extreme time clock is set up with the TimePilot USB drive as described in the Quick Start Guide placed on the mounting plate and locked in place with the padlock Employees clock in and out with their iButtons see Page 9 for details and the clock in and clock out data is saved in the clock s memory When it s time to do payroll a supervisor downloads the data onto the TimePilot USB drive and imports it into a PC running the TimePilot Central software See Page 11 for d
52. your registration number available The registration number can be found on a sticker on the inside cover of this manual TimePilot Tip Before you call or e mail for support you might be able to save some time by checking the help files in the TimePilot Central software Those files contain many details about our systems and definitions of terms that are used throughout this manual You can view the help files by clicking the Help menu in TimePilot Central TimePilot time and attendance systems 43 44 TimePilot time and attendance systems TimePilot End User License Agreement NOTICE TO USER THIS IS A CONTRACT READ IT CAREFULLY BY BREAKING THE SEAL ON THE DISK ENVELOPE YOU ACCEPT ALL THE TERMS AND CONDITIONS OF THIS AGREEMENT IF YOU DO NOT AGREE WITH THE TERMS AND CONDITIONS OF THIS AGREEMENT YOU WILL NOT BE ABLE TO USE THE SOFTWARE IF YOU DO NOT ACCEPT THIS AGREEMENT AND HAVE PROOF OF PURCHASE YOU SHOULD RETURN THE UNUSED SOFTWARE AND THE TIMEPILOT PRODUCT IN ITS ENTIRETY TO THE PLACE OF PURCHASE FOR A REFUND WITHIN THE TERMS OF THE RETAILER S RETURN POLICY This TimePilot Corporation License Agreement for TimePilot Agreement is a legal agreement between you either an individual or a single legal entity and TimePilot Corporation whose products include computer software and may include associated media firmware printed materials and online or electronic documentation Licensed Material By downl

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