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TimePilot Extreme Manual—Software version 2.92 and below

1. 2 current Trans File Periods Repor Insert In AN Transact Broaddus Ellen on Bit on Caie Erving TimePilot TimePilot Extreme Time and Attendance System Installation and Setup TimePilot Corporation 340 McKee Street Batavia Illinois 60510 www TimePilot com Copyright 2008 TimePilot Corporation All rights reserved Part No 807020 Table of Contents Introd uctiOn csccccssssssssccsscescessesecesccssesscescssssssersesssseneesesssseneesoss 3 TimePilot Extreme Installation and Use scsscccscssssscssseesseeee 5 Clocking In and Out ccsssscssssscsssscsssecsssscsssessssccscsssssssessssesesess 7 Collecting and Retrieving Data ssccssscsssscssssccssscsssssesssssseses 8 Resetting the Time on Extreme Clocks ssccsssscssssssssscsssecesseee 8 Configuration Manager sccsssccssssssssscssssscsssscssscscssscsssesssssecsssees 10 Transaction Manager ccsscssssscssssccsssscssssessscssssscsssscsssssssessssnes 22 Payroll Processing sisisssssedsscsccdssvesssstissensvesccss csgssevenconcetessanseesecedensessese 27 Keeping Your PC Clock Accurate ccssscssssccsssscsssscsssscsssesesscee 33 TimePilot Accessories and Upgrades cscssssscssssscssssessssssssecceess 31 Warranty and Technical Support ccsscssssscssssscsssccssssssssersesss 32 License AgTreeMe nt scccscccssssssssssssssscsssccsesccsssssss
2. Employee Setup screen shown at right in Configuration Manager This can be a daunting task because the 12 digit serial number which appears Ee on the face of the button can be hard to read That s why we have ae included the Blue Dot Receptor It reads the serial number of each Pu Tre oma iButton and enters it into the software for you Here s how to use it When yov re in the Employee Setup screen Sara anes snap the iButton into either of the blue probes on the receptor the PER click the Get iButton number button The iButton s serial pia oer number will appear or Coresi He Deaghay Nowe When you re done setting up employees return to Program Manager Step 5 Now you ll set up your TimePilot Extreme time clocks in the software This process adds the stations to the software and configures the date and time of each station s clock On the Program Manager screen click the Extreme Import Manager button When the Extreme Import Manager appears click the Add station menu item at the top of the screen Follow the screen prompts to set up your first station and repeat the process for each station you purchased Step 6 Mount your station s at the work site First screw the mounting plate into a protected surface where it is easily accessible for the employees but has some protection from the elements Then hang the clock on the mounting plate s hooks and use the included pad
3. In late Out early or Out late based on parameters you set Snap To Setup Among its functions allows employees to clock in early but not go on the clock until their scheduled starting time Ignore Transaction Setup An employee who is required to clock out for breaks will generate an extra set of transactions for each break To simplify matters you can set the TimePilot system to ignore transactions that are made within a designated period of time Bonus Penalty Setup This function allows you to set up systems of bonuses and penalties for time worked on various days Setup menu in detail Configuration Wizard What s the Configuration Wizard The Configuration Wizard leads users through the steps necessary to set up their TimePilot system software in a simple question and answer format While it is designed for first time users of the system it can be used at any time to set up or adjust software settings Here s how to run the Wizard 1 2 3 4 a 6 Make sure the TimePilot software has been installed Double click on the TimePilot icon on your desktop to start the Program Manager Click the Configuration Manager button You ll be asked for your password to enter the Configuration Manager If this is the first time you ve used the TimePilot software you can set your own password We strongly suggest changing your password to something unique to your company after you set up your system Click
4. Click Edit in the menu bar then Delete All Auto Lunch Transactions b Start Configuration Manager double click on the employee s name and click the Auto Lunch checkbox Click OK and close Configuration Manager c Return to your extracted pay period in Transaction Manager Click Edit on the menu bar then Update Company Employee Data d Insert the Auto Lunch transactions again as described above Insert holiday transactions if necessary Click Edit in the menu bar then Insert Holiday Time Oops A holiday was left out of the holiday list Now everyone s missing a paid holiday Here s how to correct this a Click Edit in the menu bar then Delete All Holiday Transactions b Start Configuration Manager click Setup on the menu bar and then Holiday Schedules c Make the changes in the holiday schedule Click OK and close Configuration Manager d Return to your extracted pay period in Transaction Manager Click Edit on the menu bar then Update Company Employee Data Insert the holiday transactions again Insert vacation or sick day transactions if necessary This is done manually by inserting transactions where needed Click Edit on the menu bar then Insert Time Generate a Summary Report Click Reports in the menu bar then Summary Report You can view or print out the employee transactions Export your data to your payroll software Click File on the menu bar then Export to
5. Click on Setup at the top of the screen then choose Auto Lunch Setup from the drop down menu 3 Enter the minimum number of hours an employee can be on the clock before triggering the Auto Lunch function 4 Click Save TimePilot Extreme Manual 18 The Auto Lunch function is used after a pay period is extracted To apply the function to an extracted pay period go to Transaction Manager view the extracted pay period click the Edit menu and choose Insert Auto Lunch Time See the chapter on Payroll Processing for details Example An employee works a 7 5 hour shift from 9 a m to 4 30 p m with a lunch scheduled for noon to 12 30 p m If Auto Lunch is set at 6 hours the employee is taken off the clock for his or her lunchtime If it is set at 8 hours the Auto Lunch feature is not triggered and no lunch will be recorded unless the employee clocks out and in on his or her own Set Up Excess Transactions What s Excess Transactions Everyone makes mistakes Sometimes an employee will clock in when he meant to clock out catch the error and clock out again all within a minute If that happens you ll end up with a clock in transaction immediately followed by a clock out TimePilot can eliminate transactions that occur within a determined time period This is where you specify that time When you apply Remove Excess Transactions in Transaction Manager start Transaction Manager click the Edit menu then choos
6. In the top row type the start and end times for the shift and for lunch 3 You can continue entering the shift times for each day or simply click the down arrow to fill in the times for the other days of the week 4 Click the checkbox on the left next to the days of the week that the shift is in effect 5 Click OK Set up departments What s a department A department is a group within your company Production Sales Accounting Maintenance and General Office are a few examples You may have up to 10 departments in each company When you begin adding employees to the TimePilot system each will need to belong to one of the departments that you set up here TimePilot Extreme Manual 15 To set up a department do the following 1 2 3 Start Configuration Manager Click on Setup at the top of the screen then choose Departments from the drop down menu To create a new department click on the Add Department button Give the new department a name in the popup box and click OK To edit a department click on the department you want to edit in the list of available departments click the Edit Department button and follow the instructions above To delete a department click on the department you want to delete in the list of available departments and click Delete Department Set up holiday schedules What s a holiday schedule The holiday schedule is a list of holidays recognized by your company The list is used by t
7. The employees can be grouped by pay type department or shift You ll be asked which information you want in the report and which pay period you wish to cover You can also specify a report that covers a user defined time span You must have run a report on each pay period in the time span otherwise you may get inaccurate results Tardy Report Creates a printable report on a group of employees listing the number of times during a pay period or time span that they were in early or late or out early or late as well as the number of minutes they were late or early Also gives a total of those minutes The employees can be grouped by pay type department or shift and the report can be displayed by pay period or by a time period of your choice You must have run a report on each pay period in the time span otherwise you may get inaccurate results Current Absentee Report Creates a printable report showing which employees were scheduled to work but were clocked out at the moment the report was generated Insert Allows you to add an In or an Out transaction for the employee selected Delete Allows you to delete a transaction for any employee You can also click on the transaction and press Delete on your keyboard Modify Allows you to make changes to a transaction Insert Time Allows you to insert transactions for employees who are on vacation sick excused etc To subtract time use a negative number Insert Pay Allows you to give empl
8. 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 LIMITATIONS 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 C
9. By M 7thDay Over fo hows Day box then enter the Saturday Over p hows number of hours that must be M Sunday Over 9 hows worked before overtime Over a0 hours in a Week begins The default is 8 hours 8 If you offer overtime for hours worked in a week make sure Enabled is checked in the By Week box then enter the number of hours TimePilot Extreme Manual 14 that must be worked before overtime begins The default is 40 hours 9 If your company has overtime rules for special days like holidays weekends or sixth or seventh days worked in a week complete the By Special Day category 10 Do the same as above for Pay Rate 2 if you have one 11 Click OK Set up pay types What s a pay type A pay type is a combination of the policies you ve set up in Configuration Manager For instance a pay type called Hourly might include an overtime policy that you called Overtime 1 as well as sick pay vacation pay and holiday pay A pay type called Salary might include sick pay vacation pay and holiday pay but no overtime pay When you set up each employee you ll assign him or her a pay type To create a pay type do the following 1 Start Configuration Manager 2 Click on Setup at the top of the screen then choose Pay types from the drop down menu 3 Click the appropriate button If you re adding a pay type click the Add Pay Type button Type a name for it at the top of the box that appears answ
10. Setup in the menu bar Click Configuration Wizard and follow the screen prompts Note the tips for each stage of the setup that appear at the left side of the Wizard Clicking the Help button on any screen in the wizard will give you even more detailed instructions and tips on how best to answer the questions TimePilot Extreme Manual 12 Set up pay periods What s a pay period A pay period is the period of time over which a company compiles an employee s hours worked for the purpose of financial compensation The most common pay periods are one week from Sunday to Saturday or two weeks from Sunday to Saturday To set up pay periods do the following o o a Start Configuration Manager Click on Setup at the top of the screen then choose Pay Periods from the drop down menu To create a new pay period click on the Add Pay Period Definition button Give the new pay period a name then click on the button that describes your pay cycle e Weekly means every seven days 52 pay periods a year e Biweekly means every two weeks 26 pay periods a year e Semimonthly means twice a month usually on the 1st and 15th days of the month 24 pay periods a year e Monthly means once a month 12 pay periods a year Note If the ending date of your pay periods varies each month use the semi monthly pay cycle and leave the Date Pay Period Starts at the first and 15 of the month yow ll be able to set th
11. Total number of hours worked in this pay period This space is blank on clock in transactions TimePilot Extreme Manual 26 Payroll processing Overview The TimePilot system makes processing payroll a snap Here s how it works When your pay period is complete and it s time to process your payroll you use Transaction Manager to take or extract all the transactions that occurred during that time and place them in a separate file Then you make any corrections necessary 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 Finally you export the file have the TimePilot software prepare all the information in the format your payroll program can handle Note If you re using a payroll service or payroll or accounting software that interfaces with the TimePilot software you can install the interface now Simply insert the TimePilot CD into your CD drive click Install Export Modules and choose your service or software from the list that appears You may choose as many interfaces as you wish Payroll processing step by step 1 Start Transaction Manager Back up your Current Transactions Click on Periods in the menu bar then select Back up Restore Current Transactions and follow the instructions to create a backup copy of the transactions 3 Extract your pay period Click on Periods in the menu bar
12. employee will receive for the day Choose one of the following options e Use Employee s Scheduled Hours Choosing this option credits an employee with the number of hours he or she would normally have worked if there had been no holiday For example if a holiday falls on a Friday and an employee normally works an 8 hour shift on Fridays he or she will be credited with 8 hours of holiday pay e Manually Input Hours This option allows specific control over the number of hours employees are credited with on holidays For instance if you give employees a half day off on Christmas Eve or New Year s Eve choose this option When you list all the holidays of the year you can also list the number of hours of holiday pay each employee will receive When you re done click OK Setting up or modifying employee profiles To add an employee to the TimePilot system start Configuration Manager click on the Setup menu then under Employees click Add The instructions below are keyed to the screenshot on the next page 1 oe Enter the employee s name in the box at the top The entry is limited to 15 characters because that s the width of the screen on the time clock station Entering the last name first ensures that employees names will appear in alphabetical order on reports Make sure the box next to Active is checked When this box is checked the employee is able to use the TimePilot system If it s not checked the employee cannot use t
13. not find a corresponding clock in and again will require a supervisor s intervention Setting the Out Buffer Zone to 61 minutes will move the employee s entire workday into the first pay period avoiding the split and giving the TimePilot software an accurate set of clock in and clock out transactions Note The Out Buffer Zone function does not affect clock in transactions TimePilot Extreme Manual 29 VW Keeping accurate time on your system and using the Atomic Clock feature It s essential to keep the clock accurate on the computer that holds the TimePilot data files The TimePilot system gets its date and time from the computer that holds the clock in and clock out data not necessarily the computer running the TimePilot program If you store your TimePilot data on your computer s local drive such as Drive C that PC s system clock will be used to keep accurate the date and time in the TimePilot software and the time clock If you have TimePilot collect your clock in and clock out data on a network drive the server s clock will control the date and time in the TimePilot software and time clock If you have access to the Internet Windows can automatically synchronize the date and time using the Atomic Clock which is run by NIST the U S government s National Institute of Standards and Technology The process of setting up Windows to automatically update the clock on your PC is quick and simple Those saving the dat
14. or call TimePilot at 630 879 6400 Available supplies include e Additional iButtons These iButtons make it simple for you to add employees to your system iButtons are available in packs of 10 30 50 100 and 200 and in black red green blue yellow purple and orange Additional Extreme time clocks You can have multiple clocks on your system Blue Dot Receptors Management iButtons QuickBooks Pro A discount is offered to TimePilot customers Support contracts One year of telephone or e mail support Extreme padlocks Extreme mounting plates Upgrades You can also upgrade your TimePilot Extreme system to include TimePilot PC our software only time and atten dance program To upgrade your software please call TimePilot at 630 879 6400 With TimePilot PC employees clock in and out right from their computer by clicking on the image of a time clock on their screens The software comes with licenses for installation on up to five computers and up to 2 000 em ployees and integrates with TimePilot Extreme TimePilot PC also has two upgrades that add security to your system e Biometric Fingerprint Reader Allows employees to identify themselves to the TimePilot PC system with a fingerprint e Blue Dot Receptor Allows employees to identify themselves to the TimePilot PC system with iButtons Of course if you have the TimePilot Extreme Starter Kit you already have this device TimePilot Extreme Manual 31 VW Warranty an
15. payroll software and choose the format for your payroll or accounting program If that option doesn t appear in the File menu you probably haven t installed any formats See the box on the previous page for details Enter the required information available from your payroll service or software manual and click Export to create a file that can be imported into your software or e mailed to your payroll service If you see an E mail button your payroll service supports direct e mailing of the file Instead of clicking Export click E mail To create your own export format for a customized report that can be loaded into a spreadsheet program for instance see the instructions for User Defined Export on page 23 of this manual and in the TimePilot software s on line help In Buffer Zone and Out Buffer Zone When you extract a pay period you ll be asked if you want to set an In Buffer Zone and or an Out Buffer TimePilot Extreme Manual 28 Zone Here s an explanation of these two useful functions In Buffer Zone The concept of the In Buffer Zone can best be described with an example Your company s pay period a week in this case starts at midnight Sunday and ends at 11 59 p m on the following Saturday You have an employee who starts his workday Saturday at 11 p m and ends it at 7 30 a m Sunday This splits one workday over two pay periods If you don t set an In Buffer Zone the TimePilot sof
16. s an overtime policy An overtime policy determines when employees will receive overtime pay The TimePilot software allows companies to have as many as 10 different overtime policies for various groups of employees To add edit or delete an overtime policy do the following 1 Start Configuration Manager Click on Setup at the top of the screen then choose Overtime from the drop down menu 3 Click the appropriate button If you re adding a policy click the Add Overtime Policy button and follow the instructions below If you re editing an existing policy click on the name of the policy in the list of existing policies and the click the Edit Overtime Policy button If you re deleting a policy click on the policy and then click the Delete Overtime Policy button 4 Type a name for the policy in the box at the top and answer the questions regarding your overtime policies 5 Click on the Pay Rate 1 tab Each overtime policy must For the by day or by week overtime policy to have at least one pay rate apply the Enabled checkbox must be checked whether you use the second rate is up to you 6 By default TimePilot uses a BAy Rate 1 Pay Rate 2 time and a half pay rate for overtime If your company s policy is different change the By Special Day rate to an appropriate amount 7 If you offer overtime for hours Holiday Over p hours worked in a day click the M 6thDay Over fo hous Enabled checkbox in the
17. such transactions based on the number of minutes between TimePilot Extreme Manual 24 transactions that you set up in the Excess Transactions part of Configuration Manager Administrator Offers three options o Update company employee data This function is most commonly used when customers first begin using the software After they extract a pay period and run a report they may realize that something has been set up incorrectly for instance they didn t set rounding exactly the way they wanted to In this case they would go to Configuration Manager and make their change in rounding then use this function to apply the new parameters to the extracted pay period o Repair Database Repairs the transaction database o Edit report dates This seldom used function allows supervisors to change the starting or ending date of a pay period that has been extracted This might be used if a supervisor wanted to include a transaction that occurred before or after the pay period ended for example if an employee clocked out later than usual and the clock out occurred after the pay period ended Help Calls up the on line help files TimePilot FAQ Opens the Frequently Asked Questions FAQ page on the TimePilot web site Requires an active connection to the Internet TimePilot Accessories Opens the Order Parts and Accessories page on the TimePilot web site www TimePilot com Requires an active connection to the Internet About Gives detail
18. the Ist for the first payday and the second payday such as the 15th If you chose a monthly pay period choose a day of the month for payday Click OK to return to the opening Pay Periods screen then click OK again to return to Configuration Manager To edit a pay period click on the period you want to edit in the list of available periods click the Edit Pay Period Definition button and follow the instructions above To delete a pay period click on the period you want to delete in the list of available periods and the click Delete Pay Period Definition TimePilot Extreme Manual 13 Set up a company profile What s a company profile A company profile is the record of details about your company The TimePilot software can accommodate as many as 3 separate companies each of which can have a different pay period To set up a company profile do the following 1 Start Configuration Manager Click on Setup at the top of the screen those choose Company Profile from the drop down menu 3 To create a new company profile click on the Add a Company Profile button Give the new company profile a name in the pop up box and choose a pay period to associate with it You can always change the pay period by using the Edit Company Profile function Click on the Address and Report Data tabs and fill in as much information as you like about the company 4 When you re done click OK Set up overtime policies What
19. E 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 LIMITA TION MAY 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 Corpora tion TimePilot Extreme Manual 34
20. a to a server should consult with their network administrator 1 Double click the time in the lower right corner of your screen see screenshot at right 2 Your computer s date and time properties box will appear In Windows Vista you ll see a calendar and a clock Under the clock will be the words Change time and date settings Click those words to call up the date and time properties box Date and Time Properties 3 Click the Internet Time tab Date amp Time Time Zone Internet Time 4 Check the box next to Automatically synchronize with Automatically synchronize with an Internet time server an internet time server Choose your server from the Server n a drop down menu either one will work and click 2 gt time nist gov Update now The time will be updated and as long The time has been i ly synchronized with time windows com on as you re connected to the Internet Windows will 1 30 2008 at 9 18 AM periodically check to make sure the clock in your computer is accurate Next synchronization 2 6 2008 at 9 18 AM Synchronization can occur only when your computer is connected to the Internet Learn more about time synchronization in Help and Support Center 5 Click OK Lox _cencet_ TimePilot Extreme Manual 30 VW TimePilot supplies and upgrades Supplies To order supplies please visit the TimePilot web site www TimePilot com
21. ansaction Setup from the drop down menu 3 Click the checkbox then insert the number of minutes within which transactions should not be counted when payroll is processed 4 Click OK Example Your company gives employees a 15 minute paid morning coffee break and the Ignore Transaction function is set at 15 minutes If an employee clocks out at 10 30 and clocks back in at 10 45 the transactions will show up in the Transaction Manager but will be ignored when payroll is processed If the employee clocks out at 10 30 and clocks in at 10 46 the transactions will not be ignored and the employee will lose 16 minutes of pay Set up Bonus Penalty What s Bonus Penalty This function allows you to set up systems of bonuses and penalties for time worked on various days They can be in the form of minutes added or subtracted to an employee s work hours or a fixed number of dollars added or subtracted for a certain number of minutes worked There can be more than one Bonus Penalty policy and up to two of the policies may be applied to an individual employee in their Employee Profile To set up Bonus Penalty do the following Start Configuration Manager Click on Setup at the top of the screen then choose Bonus Penalty Setup from the drop down menu To create a new policy click Add give the policy a name and click OK Choose the type of bonus penalty Bonus Penalty of Time or Bonus Penalty of Pay at the bottom of the
22. at number of minutes Step 6 Run the Extreme Data Manager by one of the two following methods e The second option allows you to manually set the date and time This is a better option if there will be a delay e Clicking the button in Program Manager between the time you load the time on e Clicking Start on the Windows desktop then All the USB drive and the time you get to Programs Select TimePilot and then click the time clock Extreme 6 Choose one of the options and click OK 7 Remove your USB drive and bring it to the time Step 7 Extreme Data Manager will automatically detect clock 8 Remove the padlock plug the USB drive into the time clock and tap your gray management iButton to one of the two probes the presence of the USB drive with the TimePilot data files Follow the screen prompts to import your data into the TimePilot database 9 The lights will flash on the clock to indicate that it is being updated When the lights stop flashing Step 8 the process is complete Remove the USB drive View and edit the transactions by selecting the View and re lock the clock with the padlock Transactions from the Extreme menu bar TimePilot Extreme Manual 8 Working with the data and processing payroll Once your transactions are uploaded into the TimePilot database you can manipulate and export them just as with any of TimePilot s time and attendance products Please refe
23. be checked if you are not planning to use iButtons The ID number is assigned by the TimePilot software when the employee is set up in the system To see an employee s ID number double click an employee s name to call up the Employee Setup information o Enable Messaging When this option is checked messages sent to the employee will appear on the screen when he or she clocks in or out Messages are created and sent using the In Out Manager For details on creating and sending messages see the section titled Using In Out Manager for details on retrieving messages see the section titled Using the TimePilot Station o Display Employee Hours When this option is checked employees will see their total hours worked for the pay period when they clock in if they have no messages e Identification Options Choose iButton Time Clock Station e Time Format Choose from a m p m format or 24 hour military time format e Rounding It s often desirable to round transactions to a round number for instance to avoid having to calculate or 2 minutes of overtime or penalizing an employee who starts work a minute late This is where you set the amount of rounding your company allows if any Rounding is explained in detail and illustrated with an example when you click on this menu choice Setup Detailed explanations of many of these functions follow this section TimePilot Extreme Manual 11 Configuration Wi
24. box 5 Choose the day s of the week the policy will be in effect by clicking the checkboxes then enter the amount of the bonus penalty in minutes or dollars depending upon your choice in step 4 and the number of minutes that must pass before the bonus penalty will take effect For penalties use a negative number 6 Click OK Ot Example One company that uses this function requires any employee who works more than an hour in a day to clock out and then shower before going home The company sets up a bonus of 15 minutes for each employee who works more than 60 minutes in a day the 15 minutes of extra pay means that employees get paid for their time showering TimePilot Extreme Manual 21 VW Using Transaction Manager What s a transaction A transaction occurs when the TimePilot software records a clock in or a clock out by an employee Transaction Manager is where the whole TimePilot system comes together In Transaction Manager you can e Correct clock in or clock out errors made by employees For instance if an employee forgets to clock in or out e Extract pay period data for payroll When you extract a pay period you tell the TimePilot software to create a separate file that contains just the data for a single company and single pay period e Create printable reports by employee by department or by shift e Prepare extracted pay periods for your accounting or payroll program To start Transaction Manager make sure the Ti
25. d Technical Support TimePilot Corporation guarantee During the first 30 days after you purchase a TimePilot system we will refund the purchase price if you return the system to us freight prepaid and insured for the value of the system If you choose this option we hope that you will take a few minutes to help us understand why Please be sure to call us for an RMA Return Merchandise Authorization number before returning the system We can be reached at 630 879 6400 or via e mail at info TimePilot com TimePilot software only products such as TimePilot PC can be exchanged if the disk is defective We cannot offer refunds on software TimePilot Corporation warranty For one year after you purchase a TimePilot System we will repair or replace at our discretion any malfunctioning hardware or software component The purchaser pays only the shipping to return the defective part to us Notes The money back guarantee and warranty are void if the system is returned in a damaged state for any reason including damage that occurs because of failure to follow installation instructions If you choose to use your own cable to connect the TimePilot Standard time clocks to your PC you could damage your system Please contact us first Failing to speak to one of our technical representatives before using your own cable voids all warranties express and implied Technical Support For technical support call us at 630 879 6400 or e mail us at Suppor
26. d that there is a clock in with no corresponding clock out or vice versa To check the problem click the person s name to see just their transactions In the list of transactions clock ins are identified by a red triangle to the 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 As a shortcut to using the menu bar and Quick buttons you can click on an employee s name to call up his or her transactions in the Transaction List then right click anywhere in that list to pick from a list of some of the most common functions Insert In Insert Out Modify Delete Insert Time Approve Mark Late Mark Early Toggle Snap To Schedule and Info The Transaction List On the right side of the screen is the transaction list The list is in chronological order with the earliest transactions at the top and the latest at the bottom When you open Transaction Manager you see all Current Transactions that is transactions that have not yet been extracted into a pay period The Current Transactions list always has a green bar across the top extracted pay periods list have a yellow bar When you re viewing the list of all employees click the List All button at the top of the Employee List the list consists of seven columns e First column This is where clock ins and clock outs are indicated A red triangle indicates a clock in a b
27. ded 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 disclo sure 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 Manu facturer 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 substantially as described in applicable writ ten materials provided to you by TimePilot Corporation and TimePilot Corporation support engineers will make commercially reasonable efforts to solve any TimePilot Extreme Manual 33 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 t
28. e Remove Excess Transactions the TimePilot software will remove all but the latest of the excess transactions To set up Excess Transactions do the following 1 Start Configuration Manager Click on Setup at the top of the screen then choose Excess Transactions Setup from the drop down menu 3 Enter the maximum number of minutes that can occur between transactions to trigger the Excess Transactions function 4 Click OK Example The Excess Transactions time is set at 5 minutes If an employee arrives at work and mistakenly clocks out at 8 a m realizes his mistake at 8 02 and clocks in the Excess Transactions function will be triggered and the erroneous 8 a m clock out will be erased If he realizes his mistake at 8 06 the Excess Transactions function would not be triggered and the employee s record will show both transactions These errors can be corrected in the Transaction Manager Set up Forced In Out What s Forced In Out This function restricts an employee s ability to clock in or clock out This feature is commonly used when the employer wants workers to see their supervisor when they are late to work or when an employer does not want workers to start work early This function may be applied to individual employees To set up Forced In Out do the following 1 Start Configuration Manager Click on Setup at the top of the screen then choose Forced In Out Setup from the drop down
29. e beginning and end of the pay period when you extract it Extracting a pay period is explained in detail in the chapter on the Transaction Manager Depending upon your pay cycle choice the following items may appear First Day of Week If you chose a weekly or biweekly pay period click on the day of the week your pay period starts If you chose semi monthly or monthly you won t have a choice here because your pay periods will start on different days Week Definition If you chose a semi monthly or monthly pay period and your company bases its overtime pay on the number of hours worked in a week you ll need to let the software know the day on which your workweek starts If you chose a semi monthly or monthly pay period and your company does not have an overtime policy based on the number of hours worked in a week choose any day it doesn t matter Time Pay Period Starts This entry tells the software when your pay period begins Be sure to give this some extra thought If you set the time of day to when your earliest employee starts work if he or she clocks in early it will be recorded in the previous pay period A much better idea is to choose a time that will safely cover all clock ins and clock outs in the period For example if your employees work Monday through Friday from 8 a m to 5 p m we suggest setting the time to 12 a m midnight Date Pay Period Starts If you chose a semi monthly pay period choose a day of the month such as
30. e the label to OK in Transaction Manager click on the transaction whose label you want to change then click the Approve button at the top of the screen Example In Early is checked and the minutes are set at 15 Result Any clock in within 15 minutes of an employee s start time will be labeled Early If an employee clocks in more than 15 minutes before his or her start time the transaction will be labeled Unscheduled Set up Snap To What s Snap To Having employees line up to clock in at the exact moment their shift starts is a very inefficient procedure TimePilot s Snap To function allows employees to clock in early and not go on the clock until their shift starts It also allows them to clock out late but go off the clock when their shift ends This function can be applied to individual employees in their Employee Profile The transaction will be recorded as the exact time the employee clocked in but for calculation purposes the TimePilot software will use the start or end of an employee s shift To set up Snap To do the following 1 Start Configuration Manager Click on Setup at the top of the screen then choose Snap To Setup from the drop down menu 3 You ll see two main sections IN OUT and Lunch OUT IN The IN OUT section will apply Snap To to an employee s start of shift and end of shift The Lunch OUT IN section is used so that employees don t have to line up to c
31. egin flashing yellow in an alter Setting the time on your Extreme time clock It s important that the time on your Extreme time nating pattern while the clock readies r clock be accurate You can check the time on the the drive to write data When com clock when you import time and attendance data into plete the probes lights will flash Management Transaction Manager If the time on the clock is off green as the clock writes the most iButton here s how to correct it recent data When the lights stop flashing a series of beeps will sound indicating that the 1 Insert the USB drive into the USB port on the PC data has been written successfully running the TimePilot software 2 Open Program Manager and start the Extreme Data Manager Step 3 Remove the USB drive reattach the clock to the 3 Click icon of the clock you want to change mounting plate if necessary and secure the clock with 4 Click the Edit menu and choose Set Station the lock Date and Time from the pop up menu 5 The Set Date and Time box will appear Step 4 Repeat the above steps for each clock available e The first option will set the date and if desired time on your time clock to match your PC s clock Please note that if your time Step 5 Return to the PC and insert the USB drive into clock is far from the PC it may take a an available USB port on your PC few minutes to reach the clock and the time will be off by th
32. er the questions then click OK If you re editing an existing pay type click on the name of the pay type in the list of existing types and then click the Edit Pay Type button If you re deleting a pay type click on the type and then click the Delete Pay Type button Note If you re setting up a pay type for salaried employees you Il be asked to choose between two options salaried pay based upon the number of hours in an employee s shift or based upon a specified number of hours in a pay period Most businesses will use option 1 those with semi monthly pay periods should use option 2 Set up shift schedules What s a shift schedule A shift is a period of time that an employee or group of employees works The TimePilot system has the ability to handle up to 10 different shift schedules To set up shift schedules do the following 1 Start Configuration Manager 2 Click on Setup at the top of the screen then choose Shift Schedules from the drop down menu 3 Click the appropriate button If you re adding a shift schedule click the Add Shift Schedule button and follow the instructions below If you re editing an existing shift schedule click on its name in the list of existing shift schedules and then click the Edit Shift Schedule button If you re deleting a shift schedule click on the type and then click the Delete Shift Schedule button To add a shift schedule 1 Give the shift a name in the Shift Name box 2
33. ese choices on your disk we give our customers the greatest flexibility to install only 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 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 simply click the Evaluation box and you re good for the next 30 days For more on TimePilot PC please visit our web site www TimePilot com The user manual is available here www TimePilot com supportcenter htm If you wish to purchase TimePilot PC call us at 630 879 6400 You will receive the registration code 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 TimePilot Extreme Manual 5 TimePilot software Double click the Program Manager icon to access the TimePilot programs Step 4 Click the Configuration Manager button in Program Manager to set up TimePilot with your company s pay policies and your employees Refer to the chapter on Configuration Manager for details on setting up your company and your employees mployee Please note To assign an iButton to an employee you will need Seed Ren ji to enter the iButton s serial number into the
34. he TimePilot software when employees are paid for holidays or if they are eligible for overtime pay when they work a scheduled holiday The software allows companies to have as many as 30 different holiday schedules for various groups of employees To set up holiday schedules do the following 1 2 3 8 TimePilot tip Entering dates Entering dates for each holiday can be very time consuming The TimePilot software has a feature that makes it easier and faster Start Configuration Manager because it allows you to use only Click on Setup at the top of the screen then choose Holiday the computer s keypad Schedule from the drop down menu Instead of entering December 25 To create a new holiday schedule for instance just enter the click the Add Holiday Schedule button To edit a holiday numbers only of the month and schedule click the holiday schedule you wish to edit in the list day in this case 1225 followed of schedules then click Edit Holiday Schedule To delete a by the Enter key The date will be automatically formatted by the holiday schedule click on the profile you want to delete in the TimePilot software list of available schedules and click Delete Holiday Schedule Give the new holiday schedule a name Click the calendar icon and choose your holiday date from the pop up calendar by clicking on the day you want to specify as a holiday Enter the number of hours pay an
35. he system and no transactions will be generated Inactive employees will not be a part of the current pay period and will not appear on reports Choose the Company name from the drop down box Choose the Department from the drop down box Choose the Pay Type from the drop down box TimePilot Extreme Manual 16 os 10 11 12 Employee Setup X 2 orcas Legu I oe Q Department Pres Room Sutton 000000000000 Pay Type Houhp supeevso 5 Shit Day chat 7 Ademate ID amp v Hobday Schedule Exeengt Qe m gD Choose the Shift from the drop down box Choose the Holiday Schedule from the drop down box Will this employee have the Auto Lunch function applied to his or her schedule If so make sure there s a check in the checkbox For more on Auto Lunch click the Explain button next to the checkbox or see the explanation later in this chapter Will this employee have the Snap To function applied to his or her schedule If so make sure there s a check in the checkbox For more on Snap To click the Explain button next to the checkbox or see the explanation later in this chapter The TimePilot software assigns a unique four digit ID number it s best to use this number but you can change it if necessary TimePilot uses this number to match all information within the system to this employee If you set up the TimePilot system to allow clock in with an employee s ID number
36. hirty 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 WARRAN TIES AND CONDITIONS EITHER EXPRESS OR IMPLIED INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY FIT NESS 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 B
37. intable summary of each employee s data that was entered when they were set up on the TimePilot system e Data Location Tells where the file is that holds employees clock in and clock out data This function might be used if for instance you move the TimePilot data files to another drive or folder e Exit Quits Configuration Manager but the TimePilot software continues to run Sort Arranges the list of employees by name their user ID alternate ID company department or shift Options There are several submenus here Station Options Identification Options Time Format and Rounding Choices made here apply to all employees and or all TimePilot stations e Station Options This menu controls what employees can do or see at each TimePilot time clock station o Enable In Out Buttons When this option is checked employees can clock in or out at the station s When it s not checked the buttons don t work Generally the box should be checked o Enable On Site Off Site Buttons When this option is checked employees can use the station to designate themselves off site or on site They will show up in the In Out Manager as available or not available This function is available whether or not an employee is clocked in o Enable Employees to Use Their Four Digit ID Number If you want to offer your employees a choice of using their iButton or a four digit ID number to clock in make sure this option is checked This option should also
38. l 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 Time Pilot Corporation and or its suppliers Copyright laws and international treaty provisions protect the Licensed Material Therefore you must treat the Licensed Material 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 Inten
39. lank space is a clock out a is a vacation Name The employee s name Day The day of the week the transaction occurred Date The date the transaction occurred Time The time the transaction occurred Ontime Snap Whether the employee was early late or unscheduled Transaction Type How the employee clocked in or out The options are iButton Keypad PC via the In Out Manager or Inserted by a supervisor If the transaction has been modified by a supervisor you ll see Mod next to the method of clocking in or out When you re viewing a single employee s transactions by clicking on the employee s name in the Employee List the list consists of nine columns e First column This is where clock ins and clock outs are indicated A red triangle indicates a clock in a blank space is a clock out and a indicates inserted or deleted time Day The day of the week the transaction occurred Date The date the transaction occurred Time The time the transaction occurred Ontime Snap Whether the employee was early late or unscheduled Transaction Type How the employee clocked in or out If the transaction has been modified by a supervisor you ll see Mod next to the method of clocking in or out e Trans Ttl Total number of hours between clock in and clock out This space is blank on clock in transactions e Week Ttl Total number of hours worked in this pay week This space is blank on clock in transactions e Running Ttl
40. ll you be using this computer to collect data from an Extreme time clock like the one shown e Do you want to connect a Blue Dot Receptor like the one shown to this computer Follow the screen prompts to complete the installation Your registration number is on the inside front cover of your user manual V Program Manager mo Program Manager Step 2 After installing the TimePilot Software plug the Blue Dot Receptor Me aai into a USB port on your computer Windows should detect the z Ais or dette employees medty thes persona infoemation vet up holidays overtime and other receptor You ll use it when it comes time to assign iButtons to employees in Step 4 Step 3 After the TimePilot software is installed an icon labeled Program Manager will be placed on your computer s desktop Program Manager shown at right is where you will find all the elements of the Cheek for Updates About bn 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 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 th
41. lock out at the exact moment their lunch period starts and clock in at the exact moment their lunch period is over 4 Choose the transactions to which you wish to apply Snap To and then type the number of minutes before or after the scheduled time you wish it to go into effect 5 Click OK Example In the IN OUT section clock in transactions that are within 30 minutes of an employee s start time are set to snap to the employee s shift start An employee s shift starts at 8 a m but he arrives at 7 40 clocks in and reads the TimePilot Extreme Manual 20 newspaper until 8 a m His clock in transaction will be recorded at 7 40 a m but for payroll calculation purposes the software will consider that he started work at 8 a m Set up Ignore Transaction What s Ignore Transaction This function is designed to accommodate workers breaks An employee who is required to clock out for breaks will generate an extra set of transactions for each break To simplify matters you can set the TimePilot system to ignore transactions that are made within a designated period of time The TimePilot system will record the employee s clock out and clock in but when it s time to process payroll the Ignore Transaction function will not count transactions that fall within that time frame To set up Ignore Transaction do the following 1 Start Configuration Manager Click on Setup at the top of the screen then choose Ignore Tr
42. lock to secure it Do not mount the clock horizontally or upside down with the lock on top Even though the clock is weatherproof the system will last longer if mounted properly and protected from the elements as much as possible That s it Your installation is complete Now that the software is installed you ll use Program Manager to control TimePilot s functions When you click on the Program Manager you ll get access to at least three modules more if you have other TimePilot products Transaction Manager This password protected module is used by supervisors to work with each employee s time and attendance data once it s imported into the software Here you can insert delete or correct clock ins and clock outs and prepare the data for payroll Configuration Manager You used this password protected module to set up your system you ll use it in the future to make changes to the setup and to add edit or delete employees from the system Extreme Import Manager This is used to import time and attendance data from the TimePilot USB drive to the TimePilot software See Page 8 for detailed instructions The Language Selection box allows you to change the program s text from English to Canadian French or Spanish or back again TimePilot Extreme Manual 6 VW Clocking in and out Flat part of probe Rim of probe Clocking in and out is a simple process To do so touch your iButton to the appropriate iButton pr
43. mePilot software has been installed then double click TimePilot Program Manager icon on your desktop and click the Transaction Manager button Type your password in the pop up box and Transaction Manager will start Transaction Manager opening screen Down the left side of the opening screen is a list of all employees in the TimePilot database On the right side of the screen are the Current Transactions in chronological order from oldest to newest This is a list of all the transactions clock ins clock outs etc that have been recorded since the last pay period was extracted If you set up several companies during the software setup process you ll notice that all the employees from all the companies are included To learn more about this screen the following pages guide you through each component of the Transaction Manager screen including The Menu Bar The Quick Buttons The Employee List The Transaction List Menu bar 23 Current Trapsaeee Quick buttons gt Carlson Erving Sun 10 03 04 10 Carlson Erving Carlson Marcia gt Carlson Marcia 11 sa Carlson Erving Transaction list 6 ata Carlson Marcia Sun 10 03 04 The Menu Bar Across the top of the screen are five drop down menus File Periods Reports Edit and Help Here s a summary of each menu s options note grayed out options on the screen are not available TimePilot Extreme Manual 22 File Periods J Reports View If yo
44. menu 3 Enter the number of minutes before and after an employee s scheduled start and finish time during which he or she can clock in or out The TimePilot software will not allow the employee to clock in or out before or after that time 4 Click OK TimePilot Extreme Manual 19 Example The Forced In Out is set at 5 minutes before and 5 minutes after An employee tries to clock in 6 minutes after his or her shift started The TimePilot software rejects the clock in and displays a Clock in refused message Set up On Time What s On Time This function will label certain transactions with one of the following terms early late unscheduled or OK It allows a supervisor to see at a glance which employees started or ended work early or late or worked when they were not scheduled The setup screen allows you to set the number of minutes of leeway for each term Supervisors can change the label to OK when they view or correct transactions For instance a supervisor might remove the Late label from a transaction posted by an employee who had permission to arrive late To set up On Time do the following 1 Start Configuration Manager Click on Setup at the top of the screen then choose On Time Setup from the drop down menu 3 Click the box next to any of the four parameters you wish to use then set the number of minutes for the transaction to occur to receive the label 4 Click OK To chang
45. nfiguration Manager follow these steps 1 Make sure the TimePilot software has been installed Click the Start button then go to All Programs gt TimePilot and click on Program Manager Program Manager is where all the elements of the TimePilot software can be accessed 3 Click the Configuration Manager button 4 You ll be asked to set a password Do so then click OK Note We strongly suggest setting your password to something unique to your company after you set up your system If necessary you can change the password later in Configuration Manager s Setup menu If you forget your password please contact technical support Now you re in Configuration Manager TimePilot Configuration Manager File Sort Options Setup Help Hanlon Pat With the Configuration Manager started you ll see a series of drop down menus across the top of the screen Here s a description of each menu item and its contents TimePilot Extreme Manual 10 Department Maintenance Administratior Editorial Editorial Administratio Broaddus Ellen Carlson Birgit Carlson Erving Chinoy Bill Cotter Jean TimePilot TimePilot TimePilot TimePilot TimePilot File e Transaction Manager A quick way to open Transaction Manager Configuration Manager remains open in a window on your screen that s behind Transaction Manager e View Print Employee Setup Gives a pr
46. obe 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 well as the inner rim of the col lar If you touch your iButton to the probe and nothing happens hold the iButton against the probe and slide the iButton slightly to the side so the iButton makes contact with the rim of the probe TimePilot Extreme Manual 7 VW Collecting and retrieving data Here s an overview of the process you ll use to collect the time and attendance data from the time clock s and import it 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 soft ware 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 llect the dat day if desired iweekly you may collect the data every day if desire z a Step 1 Unlock the padlock securing 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 USB drive the mounting plate to make it easier Step 2 Tap the included gray man E agement iButton to the IN probe of the clock The lights on the two probes will b
47. om the Active checkbox on the employee status screen See step 2 above Be sure to reset the employee s status to active just before extracting the pay period after the pay period is extracted you may delete their profile Any combination of 10 numbers or letters can be entered here The Alternate ID cannot be used to clock TimePilot Extreme Manual 17 in or out it is simply for your reference For example if your company already had employee ID numbers assigned before you began using TimePilot you can record them here 13 Click the Personal tab at the top of the box Personal information screen 1 Fill in as much or as little information on this screen as you wish All information here is optional W C Code is the Workman s Compensation code that applies to this employee s position This information is for your reference only For more information about Bonus Penalty policies see the explanation later in this chapter 2 Click OK Your employee has been set up Changing your password TimePilot s Configuration Manager and Transaction Manager are password protected When you first run the TimePilot software you ll be asked to set a password We strongly recommend you change the password to something unique to your company If you wish you can also turn off the password protection To change your password do the following 1 Start Configuration Manager 2 Click Setup at the top of the screen and cho
48. one See below for a full explanation of buffer zones d Click Begin Extraction Now you ll have the extracted pay period open look for the yellow bar across the top of the transaction window Correct any employee transactions that are erroneous using the Quick Buttons Names in red in the employee list down the left side of the screen indicate trouble spots that the TimePilot software has identified 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 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 To correct errors use the Quick Buttons or click Edit on the menu bar then choose an action Insert In Insert Out Delete Modify or Insert Time Insert transactions for vacations and sick days if necessary If you ve set up the Auto Lunch function in the Configuration Manager add Auto Lunch transactions Click Edit in the menu bar then Insert Auto Lunch Time When you add Auto Lunch transactions the TimePilot software checks each employee to see if they have Auto Lunch enabled if so it inserts the transactions Oops One employee was not set up for Auto Lunch and should have been Now everyone else has the Auto Lunch transaction inserted but him Here s how to correct this a
49. orporation may provide you with support services related to the 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 Corpora tion 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 devel opment 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 terminate 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 Mate rial 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 eligi ble for the upgrade in order to use the Licensed Materia
50. orrections or changes to the attendance data then uses the software to generate reports or prepare the data for payroll See Page 27 for details f 23 Current Transactions Pile Perods Reports Edt Hep Insert In Insert Out Oetete to Column 1 clockin clock out an added or subtracted block List AB Broaddut Elen Catsor Erving Mon 2006 10 16 7 40 am Inverted aton Bry Brosddur Elen Mon 2006 10 16 800 an Inserted Cason Ering Caison Dra Mon 2006 10 16 800 am Inverted Chey Ba Bioaddut E iori Men 20061016 1200pm Inserted Cotter Jaan Cateor Bapt Mon 2006 1016 1200 m Inserted Goldman Gordon Cahon Erving Mon 20061016 1200pm Inserted Manion Marcis Broadus Eien Mon 2006 10 16 1 00 om Inserted TimePilot Extreme Manual 4 N Installation and use Software Setup Step 1 Install the software using the CD that came with your TimePilot Extreme system To do so simply place the CD into your computer s CD drive and the installation program will start Click the Install TimePilot Software button and then the TimePilot Install Wizard button The wizard will ask a series of questions and based on your answers install the appropriate software modules If you re planning to use this computer to collect and work with the time and attendance data gathered by TimePilot Extreme you should answer Yes to the following questions e Are you going to manage the TimePilot data from this computer e Wi
51. ose Password then Set Password from the drop down menu 3 Type in the new password and press the Enter key on your keyboard 4 To ensure proper spelling you Il be asked to re type the new password When you re done press the Enter key on your keyboard If the two entries match your password will be changed if they don t match you ll get an error message and an opportunity to make a correction To disable your password do the following 1 Start Configuration Manager 2 Click Setup at the top of the screen and choose Password then Disable Password from the drop down menu Note If you forget your password please contact technical support at Support TimePilot com or 1 630 879 6400 Set up Auto Lunch What s Auto Lunch At many companies hourly employees are not paid for the time they take for lunch Without TimePilot s Auto Lunch employees would have to clock out for lunchtime then clock back in when they returned to work With Auto Lunch the TimePilot software assumes that if an employee is on the clock for a certain number of hours which you ll determine he or she has taken a lunch period and inserts a transaction based on the amount of lunch time you specified in each employee s shift schedule This eliminates the need for the employee to clock out for lunch and back in again when they return To set up Auto Lunch do the following 1 Start Configuration Manager 2
52. oyees a one time bonus Choose the employee from the list and enter the amount of the bonus Insert Bonus Penalty Policies Applies your existing bonus penalty polices to this pay period See the section on setting up a Bonus Penalty policy in the Configuration Manager chapter for more details Delete All Auto Lunch Transactions Allows you to delete the transactions added by TimePilot s Auto Lunch feature This might be used if for example you inserted Auto Lunch transactions then had second thoughts and wanted to remove them Delete All Holiday Transactions Allows you to delete transactions added by TimePilot s software based on the holiday schedule you set up This might be used if for example you inserted Holiday transactions for your employees then had second thoughts and wanted to remove them Delete All Bonus Penalty Transactions Allows you to delete transactions added by TimePilot s software based on the Bonus Penalty policy you set up This might be used if for example you inserted Bonus Penalty transactions then had second thoughts and wanted to remove them Insert Holiday Time Allows you to add holiday time transactions after a pay period is extracted Insert Auto Lunch Time Allows you to add Auto Lunch transactions after a pay period is extracted See the chapter on Payroll Processing for details Edit Late Early Transactions Allows you to change the entry in the Ontime Snap column of the Transaction List These allow a supe
53. r to the chapter on Transaction Manager Page 33 for detailed instructions TimePilot Extreme Manual 9 Using Configuration Manager Getting started Before the TimePilot software can begin tracking your employees work you must give it the information it needs to do the job The Configuration Manager is where this is done In this part of the program you ll let TimePilot know detailed information about your pay policies overtime policies vacation policies etc as well as set up each employee s information It s a straightforward step by step process but it needs to be completed before the TimePilot system can go to work During the process you ll be asked to set up e Pay Periods e Shift Schedules e Passwords e Company Profile e Departments e Auto Lunch function e Overtime Policies Holiday Schedules e On Time function e Pay Types e Employees e Snap To function Each of these tasks may be completed separately but probably the easiest way for a new or an experienced user to do it is to use the Configuration Wizard The wizard will lead you through each of the above tasks and offer extra advice and tips so you can make the best choices for your company The Configuration Wizard should start automatically the first time you run the software If it doesn t start Configuration Manager click on the Setup menu and then choose Configuration Wizard Details are below under the section about the Setup menu To start Co
54. rting open the file in Excel For details of the 100 categories see the on line help in the TimePilot software o Two important notes gt TimePilot exports data to the same filename each time If you want to save this data on your computer you must rename it so it s not erased the next time you export data gt Before running a User Defined Export please run any of the four reports listed under Reports in the Menu bar This prepares the database so that the User Defined Export operates correctly Data Location Tells the TimePilot software where the files are that contain the collected time and attendance data This function might be used if for instance you move the TimePilot data files to another drive The data must be kept in a folder called TimePilot in the root of a drive Exit Exits the Transaction Manager Open Current Transactions Brings you back to the Transaction Manager s opening screen Open Pay Period Opens a previously extracted pay period Extract Pay Period Extracts a pay period from the Current Transactions When you extract a pay period you tell the TimePilot software to create a separate file that contains just the data for a single company and single pay period Once you ve extracted a pay period you cannot undo the process Also after the extraction process is complete you l see just the transactions that occurred during that pay period To return to Current Transactions click on the Periods men
55. rvisor to enter the words OK Late Early or Unscheduled in an employee s transaction A supervisor might enter OK if an employee had been given permission to arrive late to work or enter Late to highlight the fact that an employee arrived late on that day There are two other options in this menu Determine on time status will take a transaction and apply the policy you set in Configuration Manager s On Time Setup function This is useful if you have changed a transaction several times have second thoughts and want to go back to the original OK early late or unscheduled label Determine all transactions applies the On Time Setup policy to all transactions Edit Snap To Transactions Allows you to turn Snap To status on or off Toggle Snap To Status or apply Snap To to all transactions Determine All Transactions Determine All Transactions is useful if you have changed a transaction several times have second thoughts and want to go back to the original Snap To label These functions work only when employees have Snap To enabled in their Employee Profile Remove Excess Transactions Allows you to remove excess transactions from the list of Current Transactions Sometimes employees will clock in when they meant to clock out catch their mistake and clock out within a minute or two This creates an excess transaction The Remove Excess Transactions function allows you to automatically remove
56. s about the TimePilot software as well as about your computer The Quick Buttons The Quick Buttons are the buttons across the top of the page below the menu bar and above the employee lists Each button has a specific function described below Insert In Allows you to insert a clock in transaction Click on the employee s name in the Employee List then click the Insert In Quick Button Enter the date and time you wish to record The date and time that appear at the start of this process are the current date and time There are two shortcut buttons in the pop up box IN and Lunch IN If you click the IN button the date will remain the same and the time will change to the employee s start time as specified in his or her shift schedule For example a supervisor would use this function in the event an employee forgot to clock in at the start of his or her shift Clicking the Lunch IN button will change the time to the end of his or her lunch period as specified in their shift schedule Insert Out Allows you to insert a clock out transaction See the instructions above for details A supervisor could use this function in the event an employee forgot to clock out at quitting time Delete To delete a transaction highlight the transaction you want to delete and click this button Modify Allows you to make changes to a transaction Insert Time Allows you to insert transactions for employees who are on vacation sick une
57. ssccsscsssssessssescsess 33 TimePilot Extreme Manual VW Introduction Congratulations and thank you for choosing TimePilot Extreme Please follow the following directions to get your system up and running For information on using the TimePilot software please consult the included TimePilot Instruction manual If you have questions about setting up and using your system please contact a TimePilot Support Specialist by e mail Support TimePilot com or by phone 630 879 6400 TimePilot Extreme time clock Mounting plate Time clock mounting hooks Extreme TimePilot Loop for lock USB port Loop for lock hidden hidden z Ke mero Management iButton gray USB drive TimePilot Extreme Manual 3 How does the system work 1 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 2 Employees clock in and out with their iButtons See Page 7 for details The clock in and clock out data is saved in the clock s memory 3 When it s time to do payroll a supervisor downloads the data onto the H CEE TimePilot USB drive and imports it into a PC running the TimePilot software See Page 8 for details 2 a g E 4 The supervisor uses TimePilot s Transaction Manager Page 22 to make any necessary c
58. t TimePilot com When you contact a TimePilot Technical Support specialist please have your registration number available TimePilot Extreme Manual 32 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 RE TURN 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 downloading 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
59. then select Extract Pay Period a Choose the company whose pay period you want to extract in the drop down list at the top of the box b Choose the beginning and ending of the pay period m TimePilot tip Things to look for when correcting employee transactions e When transactions are In this example TimePilot has spotted two clock highlighted in red this in transactions without a clock out between them indicates a trouble point in It flagged the problem for a supervisor to review the employee s transactions by showing the second clock in in red The red transaction may or may not be the one that s in error it s important to Hanlon Marcia check the transactions above T List All and below the red transaction 5 to determine which one is carson Erving ae a Carlson Marcia fue 027 03 05 1238p epee e Hanlon Julie Thu 02 03 05 12 39 pm E Hanlon Marcia Thu 02 24 05 10 29 am arrowhead in the first column of the transaction list if the space is blank it s a clock out e Duplicate transactions are often trouble spots e IN transactions that should be OUT and outs that should be ins e Transactions with excessive amounts of time between them for instance a clock in on Jan 10 at 8 a m followed immediately by a clock out on Jan 11 at 5 p m TimePilot Extreme Manual 27 A 13 14 c Choose the length of time of your buffer z
60. this is the number they ll use To change an employee s ID number click Setup in the menu bar and choose Enable User ID Edit in the drop down menu This will enable you to make changes to employees four digit ID numbers until you close Configuration Manager To change them later you must repeat the above steps Enter the serial number on the iButton to be assigned to the employee The number can be typed in directly from the iButton it s the 12 digit number on the metal face of the iButton or automatically entered by clicking the blue Get iButton number button on the screen and tapping the actual iButton to the installed TimePilot station or optional Blue Dot Receptor To avoid confusion if you re adding new employees to the system while current employees are clocking in we suggest that you type in the serial number manually Note If an employee leaves the company in the middle of a pay period and does not return his or her iButton you can disable it Simply delete the employee s iButton serial number When you click OK the number will change to 000000000000 12 zeroes This will disable the iButton but allow the employee s name to show up on all reports Once the employee is no longer a part of a pay period his or her profile can be deleted Please remember that this will not stop an employee from clocking in if you also allow them to clock in using the keypad and their four digit ID number To prevent that remove the check fr
61. tware records the 11 p m clock in transaction within the first week s pay period but with no accompanying clock out transaction This will result in an exception and will force a supervisor to manually make a correction Also when it comes time to process next week s payroll TimePilot will record the 7 30 a m clock out but will not find a corresponding clock in and again will require a supervisor s intervention Setting the In Buffer Zone to 60 minutes will move the employee s entire workday into the second pay period avoiding the split and giving the TimePilot software an accurate set of clock in and clock out transactions Note The In Buffer Zone function does not affect clock out transactions Out Buffer Zone Out Buffer Zone is essentially the reverse of In Buffer Zone Here s an example Your company s pay period a week in this case starts at midnight Sunday and ends at 11 59 p m on the following Saturday You have an employee who starts his workday Saturday at 4 30 p m and ends it at 1 a m on Sunday This splits one workday over two pay periods If you don t set an Out Buffer Zone the TimePilot software records the 4 30 p m clock in transaction within the first week s pay period but with no accompanying clock out transaction This will result in an exception and will force a supervisor to manually make a correction Also when it comes time to process next week s payroll TimePilot will record the 1 a m clock out but will
62. u and select Open Current Transactions Note The green bar across the top of the Transaction List indicates you re looking at Current Transactions If the bar is yellow you re looking at an Extracted Pay Period Back up Restore Current Transactions Creates a backup of your Current Transactions on a server floppy disk USB drive etc It s important to back up your Current Transactions because if data gets corrupted for any reason a hard drive crash for instance you ll have another copy to work from If that occurs you can use the Restore function here to take the backed up set of Current Transactions and restore it to active status Back up Restore Extracted Pay Periods Creates a backup of the Pay Period file on a server floppy disk USB drive etc You can also use this function to take a backed up pay period and restore it to active status If you ve backed up a pay period and want to get it back to make some changes in it for example use this function Employee Report Creates a printable report on an individual employee or all employees You ll be asked which information you want in the report what pay period you wish to cover and which employee You can also specify a report that covers a user defined time span You must have run a report on each pay TimePilot Extreme Manual 23 period in the time span otherwise you may get inaccurate results Summary Report Creates a printable report on a group of employees
63. u click on an employee s name then View a calendar showing the employee s worked hours will pop up Export to Payroll Software If you ve installed any of the export programs that came with the TimePilot software you ll find them here After you ve extracted your pay period and made any corrections or changes to the time and attendance data you Il use this function to convert the data to a format that your payroll software or service can understand To install an export format place the TimePilot CD in your CD drive and click the Install Export Formats button on the introductory screen You can also download the most up to date list at our web site http www timepilot com Import Export Transaction Data This function allows you to save TimePilot time and attendance data in a file export and e mail the file to another TimePilot user or receive a data file import and work with the data from another user User Defined Export If you know exactly what data you want to export use this to create your own export function You can then use this function to export the data to a spreadsheet like Microsoft Excel giving you a customized report on your employees You can name the export definition anything you want choose which of 100 categories of data is included and separate each individual piece of data by commas or tabs To export to an Excel file separate the data by commas and save the file as a CSV file After expo
64. xcused etc Info Clicking on a transaction and then on this button gives information about this transaction and how it s calculated Schedule Clicking on a transaction and then on this button shows the work schedule of the employee in the transaction Current Transactions If you re viewing a past pay period click this button to quickly return to your Current Transactions Note The yellow bar across the top of the Transaction List indicates you re looking at an Extracted Pay Period Last Pay Period If you re viewing your Current Transactions click this button to quickly go to your most recent Extracted Pay Period Note The yellow bar across the top of the Transaction List indicates you re looking at an Extracted Pay Period If the bar is green you re looking at Current Transactions The Employee List Down the left side of the screen is a list of all employees When you open Transaction Manager you see all employees you have entered into the TimePilot system no matter which company they work for If you open an TimePilot Extreme Manual 25 extracted Pay Period you ll see just the employees who are assigned to that pay period s company To see a single employee s transactions click his or her name To return to a complete listing click the List All button at the top of the list of employees If an employee s name is in red that indicates that there is an exception the TimePilot system has notice
65. zard Guides you through the setup process including all the items below Pay Periods Sets the period of time each paycheck covers weekly bi weekly semi monthly monthly Company Profile Sets up company information Overtime Sets up overtime policies Pay Types Sets up pay types which are used when you add employees to the system Shift Schedules Sets the schedules for various shifts Departments Sets up department information Holiday Schedules Sets up holiday schedules Employee Adding modifying and removing employees from the system Password Allows you to change your password or not use a password at all Note We strongly suggest setting a password to something unique to your company after you set up your system Auto Lunch Setup Sets up a function that adds an automatic lunch transaction so employees don t have to clock in and out for lunchtime Excess Transactions Setup Sets the period of time when all but the last in a series of transactions by an individual employee will be removed For instance if an employee clocks out when he or she meant to clock in realizes the mistake and clocks in a minute later the erroneous clock out will automatically be removed Forced In Out Restricts an employee s ability to clock in or clock out This feature is commonly used when the employer wants workers to report to their supervisor when they are late to work On Time Setup Allows you to label transactions as In early

TimePilot Extreme Manual—Software version 2.92 and below

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TimePilot Extreme Manual&mdash;Software version 2.92 and below

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TimePilot Extreme Manual—Software version 2.92 and below