TimeClock Plus Training Manual

Hardware
Basic Product
Training
OSD, 03.15.2021
Basic Product Training
Welcome to Training! ................................................................................................................................................................... 3

Packaging ..................................................................................................................................................................................... 26
Technical Basics .......................................................................................................................................................................... 34
Job Codes ..................................................................................................................................................................................... 42
Employees .................................................................................................................................................................................... 53
Users ............................................................................................................................................................................................. 79
Import and Export Features ...................................................................................................................................................... 88
Breaks ........................................................................................................................................................................................... 98
Managing Hours ........................................................................................................................................................................ 109
WebClock................................................................................................................................................................................... 124
Managing Schedules ................................................................................................................................................................ 129
Filters and Exceptions .............................................................................................................................................................. 137
Employee Status ....................................................................................................................................................................... 148
Accruals ...................................................................................................................................................................................... 154
Requests..................................................................................................................................................................................... 175
Company Defaults .................................................................................................................................................................... 182
Additional Tools ........................................................................................................................................................................ 193
Reports ....................................................................................................................................................................................... 200
Add-On Packages ..................................................................................................................................................................... 208
Hardware ................................................................................................................................................................................... 238
Organizational & Staff Development – Basic Product Training
© TimeClock Plus, LLC. All Rights Reserved. This document is confidential and shall not be duplicated, published or disclosed, in whole or in part,
without prior written permission of TimeClock Plus, LLC. This documentation is subject to change without notice.
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Introduction
Introduction
Welcome to Training! Commented [BM1]: Use the introduction
PowerPoint located in S:OSD\Training\Basic Product
Training Expectations Training\Modularization Project
Welcome to TimeClock Plus Basic Product Training! The purpose of this training is to provide you with a
foundation of the company, our software, and our customer in which to build on.
In Basic Product Training, you will:
• Learn about the value of our software and how it works
• Leverage a variety of resources including this book to help you solve problems
Throughout the training, we’ll be evaluating your knowledge of the software, attitude, and work habits
through a variety of methods. This will allow us to determine if you have met the learning outcomes for each
section. Quizzes, tests, and lab exercises will be used to determine if you know and can apply the knowledge
you gain during training.
Here are five quick tips for training:
Tip #1: Use your resources
Whether you’re doing an exercise, working on a lab, or in the middle of a quiz, make sure that you’re using
this book. It shows that you’re engaged and thorough. The book is yours, so feel free to write in it and
highlight information.
Tip #2: Ask a lot of questions

We want to prepare you as much as possible before you hit the floor, so ask a lot of questions. If it’s more
comfortable, make a list and show it to your trainer during the study hour. The more questions you ask in
here, the fewer questions you’ll ask out there. People are afraid that their questions will make them look silly
or slow things down. If something doesn’t make sense, you need to ask.
Tip #3: Take plenty of notes

You have been given a spiral notebook, and it’s extremely important that you fill it up with notes. If you have
a great memory or strong technical background, that’s great, and that will certainly help, but:
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Introduction
• There is going to be so much information in this training and beyond. At some point, you will have a
hard time keeping it all straight in your mind. The notes will help you organize it all.
• Taking notes is not just for training, but a long-term investment. You might remember a concept
tomorrow and maybe even next week, but will you remember it in several months?
Studies have shown that students forget 47% after 20 minutes and 62% after one day. Taking
notes and reviewing them for at least 10 minutes improves retention by 80 percent! Taking
notes will help you process and organize the information, but it will also help you stay
focused.
Tip #4: Don’t rush
We all move at different speeds. There will always be someone who finishes last, and that isn’t a negative
thing. If you see someone finish, you might think that you’re moving too slow, but they might be going too
fast. The worst thing you can do is rush. If you start falling behind, we’ll tell you.
Tip #5: Be Patient

You will click on everything in the software, but not everything will click in your brain. There will be things
that make sense later in the training and things that make sense later in your position. We have found that it
takes, on average, six months before you know what you’re doing and one year before you feel like an expert.
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Introduction
Our Company
Learning Objectives
At the end of this section, you will be able to:

▪ Identify the company and the product.
▪ Explain the product lifecycle and the different roles involved.
▪ Identify and verbalize the value propositions of having a time and attendance software system.
▪ Identify and verbalize the value propositions of TimeClock Plus as the time and attendance software
system.
Who We Are:
Founded in 1988 by Jorge Ellis, TimeClock Plus started with five employees and now employees over 400
people. As of September 1st, 2019, TCP officially became partners with Providence Equity Partners
(“Providence”). This partnership serves as an additional financial source to help fuel the growth and
sophistication of the company. As of December 2nd, 2020 TCP, purchased Humanity. Humanity is a
scheduling software that has fantastic scheduling capabilities and a top-rated mobile app.
For over 30 years, we built relationships with customers based on the understanding of what they need and
by providing a robust product and an unparalleled quality of customer service. TimeClock Plus provides
technology solutions that aid over 60,000 public and private sector businesses worldwide manage complex
timekeeping, employee scheduling, leave management and other workforce needs. The Company’s products
are tailored to comply with the specific HR requirements of many industries including education, government,
retail, health systems and manufacturing.
TCP products are offered as Software-as-a-Service (SaaS) solutions hosted in the TCP Cloud and are
available to customers through purpose-built web applications, application programming interfaces (APIs),
hardware terminals, and mobile applications. The Company’s products are also integrated with more than
500 payroll software vendors, Enterprise Resource Planning (ERP) and Human Capital Management (HCM)
systems that enable customers to pay their people accurately and on time.
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Introduction
We built a robust, best-in-class technology solution, and fine-tuned our implementation and service over 30
years, going above and beyond for our customers. We do what no one else will do because we care. Our
customers are like family, and we do whatever it takes to make sure their needs are met.
Core Values:
• We Empower our Customers.

We invest in our customers, internally and externally, by listening, anticipating needs, and delivering high
quality products and services.
TCP Core Values:
• We Strive to Innovate.
We are passionate about developing solutions that ensure both the company’s growth and personal growth.
• We Cultivate Success.
We aim to practice accountability, improve processes, support one another, and achieve excellence in all
interactions, tasks, and goals.
• We Embrace ‘One Team’.

We are a collaborative community that unites around common goals, communicates honestly, and listens
with humility and respect.
The Lifecycle and Roles within the Organization
Development
The Development department is creating or enhancing TimeClock Plus. They also
develop modules to add customer-specific functionality to the software.
Testing
QA (Quality Assurance) department works with Development, testing the software to
ensure
stability, functionality, usability, and the highest level of quality.
Sales
The Sales department builds a relationship with each customer, an understanding of
their needs, and then helps them find the right TimeClock Plus solution.
Service
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Introduction
One service department is Technical Support. They answer questions by phone, chat,
and e-mail from 7 AM-7 PM.
Professional Services is another service department. If the customer pays for an implementation, a specialist
will be assigned to them, implement their solution, and then train them virtually or on site. Implementations
and training both fall in a category called DSS (Dedicated Support Services).
Supporting Departments
Accounting manages customer payments, company expenses, and payroll.
Administration is a link between the different departments. It is responsible for planning, organizing,
directing, and controlling the activities of each department to ensure a smooth and efficient operation.
The Enterprise Integration Team is responsible for developing and maintaining adapters created through
Partnerships and TCP Direct Projects. An adapter allows direct communication between TimeClock Plus and
other software.
The Marketing Team is responsible for the website and promoting the business and mission.
Order Fulfillment builds, tests, and ships hardware when an order for hardware is placed.
People Team:
• Organizational and Staff Development provides new hire training, positional training, and
ongoing training to employees as the software develops. It also listens to calls in Technical
Support to evaluate the quality of customer care and gives feedback to each technician.
• HR (Human Resources) maintain benefits and mediates conflict.
• Recruiting/Talent Attraction helps recruit new hires.
Technical Business Analyst Group assists Development, serving as the middle man when a development
request comes in, and testing new or enhanced products before they’re sent to QA.
SaaS is responsible for remotely monitoring and managing our cloud servers. When a customer subscribes to
TCP Cloud, this department spins up a database and e-mails a link to login.
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Introduction
IT (Information Technology) manages the technical infrastructure (phone system, network, internet, and
computers).
Value Propositions of Having a Time and Attendance Software System
There are three primary value propositions, or benefits, that motivate companies to buy a time and
attendance solution: Cost, Compliance, and Control. Commented [LW2]: Final Exam Card: Name 3
reasons why companies purchase a time and
attendance software.
Answer: cost, compliance, and control
Cost
One value proposition of time and attendance software is that it mitigates unnecessary costs.
Companies that track time manually have their employees write down their hours, which is a time sheet. This
manual process costs a lot of time – time that could be better spent on other activities.
• Time to collect the time sheets
• Time to re-collect missing information
• Time to calculate the hours by hand
• Time to enter the hours into payroll
This can cost a lot of money when the process could be streamlined by time and attendance software. There
is also wasteful spending due to inaccurate data, errors, unnecessary overtime, liability, and risk.
Commented [DW3]: Exercise: to show them this
cost. On their desktop > Labs > [learner’s name] >
Inaccurate Data 5Yr ROI v7 062318.xlsx
The manual process will be inaccurate. The employee can write down anything and a theft of one minute
here, and a few minutes there adds up by the end of the year. This is very common. The APA (American
Payroll Association reports that 75% of businesses are affected by time theft.
With time and attendance software, this shifts the responsibility of recording time to an objective source and
creates accountability throughout the organization.
Errors
The manual process will lead to errors. The APA estimates that errors make up 1%-8% of a company’s
annual payroll. 1%-8% may not sound like a lot, but let’s look at an example:
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Introduction
A company of 100 employees, working 52 weeks, at a wage of $10/hour, should have a yearly payroll of
$2,080,000. However, if errors make up even just 1%, the errors add up to an estimated $20,800!
With time and attendance software, the calculations can be quickly and correctly performed, mitigating the
risk of you missing something or mistyping something.
Unnecessary Overtime
The manual process will lead to unnecessary overtime. Since the company can’t connect to the data to look at
everyone’s hours, they can’t stay ahead of this problem.
With time and attendance software, the data is always a click away, keeping management apprised
Liability and Risk
The manual process creates liability and risk.
• Companies that are overpaying their employees will suffer massive losses over time.
• Companies that are underpaying their employees are open to lawsuits. Legal disputes over employee
wages or hours are two of the fastest-growing areas of litigation.
Whether it’s an unhappy employee or a random audit from the Department of Labor, a company will spend
more money fixing these legal problems than investing in time and attendance software.
The honor system is another method where the company doesn’t track anything, but always pays the
employee x hours. However, if an employee works more hours, then they could come back later and take
legal action. This happened in 2003 with several lawsuits against schools for incorrect payroll. They
added up to $18 million! Some schools owed over 500 hours of overtime!
The lawsuits in 2003 are a huge reason why there are so many schools using TimeClock Plus. We’ve
worked with them for so long that we’ve developed a deep understanding of what they need from a
time and attendance solution.
Compliance
Another value proposition of time and attendance software is that it helps ensure labor law compliance.
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Introduction
Compliance audits are a frequent focus of the Department of Labor (especially if they received employee
complaints). Time and attendance software help ensure compliance with FLSA, FMLA, and many others.
The FLSA (Fair Labor Standards Act) is a federal law that establishes the standards for wages and hours. It
requires employers to keep records with accurate information on the employee and hours worked.
To show how costly FLSA lawsuits can be, let’s look at the top 10 FLSA lawsuits in 2019.
Company Violation Settlement

Wackenhut Failure to provide meal and rest $100 million
breaks
Deprived of proper wages
Swift Transportation $100 million
Non reimbursement of expenses
Deprived of proper wages post
C.R. England $98.8 million
training
Wells Fargo Unpaid overtime $35 million
McDonald’s Deprived proper wages $26 million
Misclassified as Independent $22.5 million
Pepperidge Farm Inc.
Contractors (lack of benefits)
Uber Technologies Misclassified as Independent
$20 million
Contractors (lack of benefits)
Unpaid overtime
XPO Logistics $16.5 million
Deprived proper wages
Tesoro Refining Failure to provide proper rest $15.25 million
breaks
Caremark Deprived of proper wages $15 million
FMLA (Family and Medical Leave Act) is a federal labor law that entitles employees to unpaid, job-protected,
and insurance-eligible leave for specified family and medical reasons.
There was a FMLA retaliation case in 2019 that awarded an employee a 2 million dollar award.
Time and attendance software protect both the employee by making sure they are paid correctly, and the
company from a legal standpoint. It can help companies remain compliant with labor laws.
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Introduction
Control
A third value proposition of time and attendance software is the control that it gives management.
Without time and attendance software, there is a lot of information that the company is not tracking. If they
are tracking it in a spreadsheet, the process can be very time-intensive and prone to error. Even if they’re
using one application to track one thing and another to track something else, the manager has to bounce
between applications, which are also time intensive.
Time and attendance software creates one place where the manager can track more information and perform
other time-related tasks. It creates a system where the manager can easily find information, stay informed,
make decisions, and communicate with others in the organization. In effect, it gives the manager more control
and prevents the process of tracking time from becoming a daily frustration.
With time and attendance software, managers can:

• Track each employee’s current project
• Estimate the cost of labor
• Track leave and requests for time off
• Track tardy or absent employees
• Prevent early or late punches
• Send a message to the employee
• Put a stop to buddy punching
Value Propositions of TimeClock Plus as the Time and Attendance Software System
There are other time and attendance solutions or payroll applications that include a time recording option. So
why is TimeClock Plus so popular? It is a time and attendance solution, but technically it’s full of solutions,
solving several time-related problems. Let’s look at the value propositions of TimeClock Plus.
Flexible: Our customers have shared stories where their last software could not do something that they
needed, so they were forced to change their policies. We developed an extremely flexible solution that will fit
them instead of forcing them to fit us.
Cloud-Based Workforce Management Solutions: TimeClock Plus is a very simple software to set up. There
is not a lot that we require. It’s also very simple to use, boasting a beautiful interface that is intuitive for both
the employee and the manager.
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Introduction
Powerful: Although we do not require a lot, we offer a lot. There are tools to make life easier when managing
employees and hours.
• Managers can see a live capture of everyone’s current status and hours
• Managers can see if anyone is approaching overtime or working an abnormally long shift
• Automation is available for e-mailing reports, adding paid holidays, and more
• Time off can be accrued after anniversaries or after working a specified amount of hours
• A vast library of modules is available to offer additional, more industry-specific functionality
Ease of Use: TimeClock Plus contains a lot of options that meet specific needs. The software has been
adapted to companies of all shapes and sizes.
Detailed: In addition to helping companies track the hours, TimeClock Plus helps the company understand
those hours. It offers a lot of reports that either provide a summary of hours or can be as detailed as they
need - estimating the cost of labor or breaking down hours per department or task.
Interfaces with payroll: We also offer over 300 payroll interface modules that allow the payroll person to
export hours out of TimeClock Plus to a file that can be imported into the payroll solution.
Updated regularly: Our developers are constantly in the software, improving it to meet more needs, and
keeping the software up to date with new or updated laws and technologies.
Industry Best Customer service: The biggest thing that separates us from everyone else is service. We take Commented [DW4]: “We’re big enough to meet all
care of our customers every step of the way. No one can touch our record. Going back to our brand message, of your needs, but small enough to know your
name.”
we are the guardian. “We’ll get you to where you need to be, and we’ll be there for you on the journey.”
Commented [DW5]: In 2017, there were 42,942 calls,
but the average hold time was 1 minute and 12
seconds.
TCP Messaging Hierarchy 91% of the calls were resolved within 1 hour.
Commented [DW6]: 1.Final exam card: Other than
powerful, name another reason why TimeClock
Plus is the best solution. Any from this list –
flexible, simple, etc.
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Introduction
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Introduction
Our Product Commented [BM7]: Have the class watch the v7

demo before you start in on Our Product. Located in
Introduction ppt.
Learning Objectives
Introduce this section with the following (in your
own words).
▪ Explain the general workflow of information through TimeClock Plus. “Before we jump into the last piece of our
▪ Identify and explain the Employee, Job Code, and User. introduction, we would like you to watch a demo we
show our customers so you can get a high-level
▪ Identify and explain the two hosting methods of TimeClock Plus.
overview of what we will be diving-into over the next
▪ Identify the two licenses of TimeClock Plus. two weeks”
What Do We Offer:
Software
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Introduction
Our current software is TimeClock Plus v7, which is a browser-based solution (web applications). This Commented [DW8]: 2.Final exam card: What is the
means that the software is accessed from a website instead of a Windows-based application. latest version and type of application? v7 - a web
application
The software includes a web application for the employee (WebClock) to clock in and out or access other
information such as a calendar for requesting time off, a schedule, and messages. It also includes a web
application for the manager (TimeClock Manager) to determine who is clocked in, review hours, run reports,
and add new employees.
In addition to time and attendance tracking, there are several other features of TimeClock Plus, which help
provide a simple, all-in-one solution for our customers: 1) Substitute Management 2) Leave Management, 3)
Scheduling and 4) Job Costing.
Hardware
We also offer hardware. The RDTg (Remote Data Terminal/graphical) is a wall-mounted solution for
customers who have employees who do not have access to a computer or do not want the employees to line
up at a computer.
It can come with a touch screen and can be configured in other ways to meet specific needs.
On-the-Go Solutions
For employees who are not in the office, but on the road, there is:
• Mobile Clock – an app to clock in and out on the employee’s smartphone or tablet. Commented [DW9]: FAQ: “Why use an app when
you can just access WebClock?”
• TelClock – an automated system that they would call: “Press 1 to clock in, 2 to clock out,” etc. • We’re rendering the webpage on a smaller
device so it won’t be as easy to use as an app.
• There are things that you can only do with
Humanity
Mobile Clock such as track their location. So you
have more mobile-related options with Mobile
Scheduling software that allows users to intuitively schedule employees in the power of real time. Clock.
• More impact in the private sector

• #1 voted employee scheduling app
• Diverse scheduling options for flexible schedules
• Scheduling based on availability/rules
• How much a schedule will cost per employee
• Compliance tracking for breaks
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Introduction
From Punches to Payroll
The general workflow of information has three steps. It starts with (step 1) time being recorded by an
employee clocking in or out. The time is immediately saved to a database, which allows (step 2) the manager
to review the employee’s time, edit any mistakes, and track other information such as paid leave. The time can
also be reviewed in a report by management (step 3) or someone in accounting when it’s time to enter
everything for payroll. If the customer has a payroll interface module (a.k.a. payroll export module), then the
time can be exported to a file and then imported into the payroll software.
Time is recorded by the employee
The employee represents who we are tracking.
Every day, the employee will clock in using a web

application called WebClock. The employee will
clock into a job code.
The job code defines what the employee is doing.

This can be time they are physically working or time
they are on leave.
The employee can clock into one job code:
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Introduction
Or the employee can clock into multiple codes:
In this scenario, the employee would choose from a list of job codes when clocking in and then, throughout
the day, use an option to move between job codes.
Time is reviewed by the manager
In TimeClock Plus, the User represents a person who has access to some or all of the management functions.
It is usually the employee’s manager, but it can be others throughout the organization.
• Someone in HR who needs access to add employees
• Someone in C-suite who needs to see a breakdown of hours Commented [DW10]: FAQ: C-suite is senior
• Someone in Accounting who needs to send hours to payroll management. It gets its name from titles that start
with C… Chief Executive Officer, for example.
• A receptionist who needs to see who is clocked in
The manager will log in as a User to a web application called TimeClock Manager to review the time. This
administrative application is where we create a company, access settings, hours, and other information.
Time is reported or exported to the payroll software
The payroll person will also log in as a User to TimeClock Manager to run a report and input the hours into
the payroll software. If they have a payroll interface or payroll export module, the payroll person would log in
as a User to TimeClock Manager, export the hours to a file, and import that file into the payroll software.
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Introduction
The Host
The employee and manager are using different applications to create or access the data, and the data is being
saved to a database. The applications and database are hosted (physically installed) on a computer called the
server. A server is a computer that contains something that somebody else wants. Commented [DW11]: “When you watch a video on
Youtube, Hulu, or Netflix, you are reaching out to a
server and asking for a movie file.”
When a company wants to buy TimeClock Plus, they have two options:
TCP Cloud
• Subscription-based (monthly or yearly).

• TimeClock Plus is already installed on a server that we control.
• The customer will reach across the Internet to access the software.
• You may also hear this referred to as SaaS (Software-as-a-Service) or On Demand.
On-Premise Commented [DW12]: On-Premise has become a

one-off. We do not see a lot of demand for it. It is an
• The customer must install TimeClock Plus and is responsible for the server. option right now, but will no longer be available
• The customer will reach across their network to access the software. when we release the next version.
• You may also hear this referred to as a self-hosted solution or perpetual.

Commented [DW13]: 3.Final exam card: In what
delivery model does the customer subscribe to
We recommend TCP Cloud because it’s a more popular option and offers more value. use a license on our server? TCP Cloud
4.Final exam card: In what delivery model does the

customer buy a license for their server? On-
The cloud is digital storage space for software and data and accessed across the Internet. Cloud-based Premise
software is very popular. The global market revenue for SaaS services was $58.6 billion in 2017 and
projected to hit 99.7 billion in 2020. Why? It cuts costs and keeps things simple.
https://www.forbes.com/sites/louiscolumbus/2017/10/18/cloud-computing-market-projected-to-reach-
Value Propositions of TCP Cloud
411b-by-2020/#19944e4978f2
There are six value propositions, or benefits, that motivate companies to subscribe to TCP Cloud.
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Introduction
1. Cuts costs
Buying and maintaining a server can be expensive. Healthcare companies spend almost 75%
of their IT budgets on maintaining internal
• The cost to buy a server systems.
• The cost to maintain a server
• The cost to replace bad hardware
• The cost to upgrade hardware Gartner’s IT Budget Report
For TCP Cloud, we eliminate these costs. The server will also scale as their company grows. This keeps
things simple because they don’t have to worry about the server. That will become our worry.
2. Safe and accessible
TCP Cloud is hosted by AWS (Amazon Web Services). These data centers are SSAE 16 SOC2 certified.
SSAE 16 is short for Statement on Standards for Attestation Engagements No. 16. It is a set of
guidelines for reporting on the internal controls of a service organization. SOC2 is another set of
guidelines for security, availability, accurate and timely processing, confidentiality, and privacy.
SSAE 16 and SOC2 are essential to a business because they create trust and confidence in a data center’s
ability to provide safety and accessibility of that business’s data.
The data center has onsite, round-the-clock security, technicians that monitor the servers, perform routine
diagnostics, and create daily backups, protects the data with encryption, and includes server safeguards to
protect against fire damage, flood damage, and loss of power.
3. Free tech support
Cloud customers are not required to purchase a support contract. Technical support is included.
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Introduction
4. Automatic updates
Each month, our developers release updates to the current release, and those updates are automatically
installed. The cloud customer does not have to keep up with that process.
5. Automatic backups
Daily backups of the database are created in protect the cloud customer in the event of an emergency.
6. Automatic upgrades Commented [DW14]: “If I add keyless entry to my

car or a new stereo, that’s an update. However, if I
When a new release is developed, the cloud customer will automatically be upgraded to the latest and buy a brand new car, that’s an upgrade.”
greatest. All of their data will also be moved, and they can pick up right where they left off.
Commented [DW15]: 5.Final exam card: Name at

least two benefits of TCP Cloud: cuts costs, safe
and accessible, free tech support, automatic
updates, automatic backups, and automatic
upgrades.
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Introduction
The Foundation
Hours: The primary function of time and attendance software is to track

employees’ hours. We categorize those hours with job codes.
Job Codes are what we’re tracking. They classify the hours.
For example, a customer can have a job code called Production and another
job code called Cleanup. Both of these track labor. There are also job codes
that track paid leave (e.g., Sick or Vacation).
Employees are who we’re tracking.
Job codes and employees are the foundation of TimeClock Plus.
The Applications
These applications are the tools that we use to track employees’ hours in different job codes. There are two
main applications: TimeClock Manager and WebClock.
TimeClock Manager: TimeClock Manager is the main web application where job codes and employees’
profiles are created. The application allows Users to manage hours, determine who is clocked in, check
everyone’s hours to control overtime, create paid leave, approve hours, run reports, and more.
WebClock: WebClock is the web application for the employees to clock in and out, track their lunch break,
move between job codes, and access their hours. Tracking hours is our focus, but some companies want to
track more so the employees can also look at their schedule or request time off.
How are these applications accessed?

For TCP Cloud, the customer will receive an e-mail with links to each application.
For On-Premise, the TimeClock Plus Control Panel will open after they install TimeClock Plus. It includes
links to the software, documentation, and an option to download updates.
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Introduction
When logging into TimeClock Manager, the administrator will log in with the super user ID ADMIN. The Commented [DW16]: 6.Final exam card: After
people who have access to TimeClock Manager (management application) are called Users. They are the signing up, the administrator will log into what
application? What user ID? TimeClock Manager;
people who build and manage the pyramid above. They are typically the supervisor, manager, payroll person, admin
or vice president, but the super user, admin, can make a User for anyone.
The Interface
Menus
When you log into TimeClock Manager, you will see a menu bar along the top.
Think of menus as categories. The first menu is Hours because it contains many features that will be accessed
on a regular basis - features for editing and approving hours.
Features
Under each menu are the features. A feature is a screen to access data and change settings.
In the example above, we selected the Tools menu and saw the Import feature.
Sub-Menus
Some contain sub-menus or sub-categories with additional features.
In the example above, under the Tools menu is a sub-menu called Other Tools.
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Introduction
Tabs
B
r
a
n
c
h
e
s
Many of the features are broken down into tabs and each tab is broken down into branches.
Next to each branch is a plus or minus sign to expand or collapse it.
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Introduction
Finally, below each branch is a field or option.

▪ A field is a control where you enter information.
▪ An option can be toggled or selected: a checkbox, radio, or drop-down list. Commented [DW17]: Example: Department
Checkbox Radio Drop down list
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Introduction
The Features
Employee Individual /
The foundation of Job Codes, Employees, and Hours is Job Codes
Profiles Group Hours
handled by a few critical features and further enhanced by
supporting and additional features. Let’s build a map. It will Imports Imports
Imports
consist of:
Employee
Employee
Roles
Status
▪ Critical features
▪ Supporting features Global
Modification Mass Hours
▪ Additional features
Critical Features: A critical feature is necessary for the Time Sheets
tracking of time.
For example, Employee Profiles. Period
Reports
Supporting Features: A supporting feature makes a critical Period

feature easier to use. Exports
For example, Employee Roles.

Attendance
Monitor
Additional Features: An additional feature gives them more
tracking and control, beyond hours worked. It adds more Hours Audit
Log
value to the software. For example, Employee Messaging.
The three shaded boxes (top of picture) are critical features.
The clear boxes beneath a critical feature are supporting

features.
Anything that is not in the picture would be an additional

feature.
Rev. 11.25.20
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Packaging
Packaging
Introduction
There are three licenses of v7 that limit which features are available:
▪ Essentials
▪ Professional
▪ Enterprise
Each customer is issued a serial number M-7xxxxxxx which is entered during the installation of TimeClock
Plus. The serial number links their TimeClock Plus software to the license. Should a customer purchase a
different module at a different date, their license can be updated via feature manager (you will learn more
about this in positional training).
Learning Objectives
▪ Compare and contrast the Essentials, Professional and Enterprise license types.
Rev. 11.25.20
26
Packaging
Features Essentials Professional Enterprise
Rev. 11.25.20
27
Packaging
Problem: There is a Solution: The ideal

Product Market Positioning Product
problem in the solution for this problem Problem-oriented features
Name Segment Statement Description
industry today… is…
It is difficult to track time TimeClock Plus provides accurate For all businesses, TimeClock Plus • WebClock allows employees to
and attendance for clock operations for employees TimeClock Plus provides a flexible clock in and out and record
organizations of all sizes. down to the minute. Employees helps control solution for accurate time.
Many resort to manual can clock in and out using a overhead costs by businesses of all sizes • Exceptions can be set to track
timesheets or fragile punch computer or several hardware quickly and and industries to when employees work too long,
Basic Time &
All clock solutions. Both options. Managers can track accurately tracking quickly and accurately take too long of a break, forget a
Attendance
options can be inaccurate, employee hours as well as keep employee time and record & manage time punch, or more.
easily gamed by an eye on missed punches, attendance. and attendance. • Managers can easily view, edit,
employees, and result in overtime, and long shifts. and approve hours.
time stolen from the
business.
With manual and Basic reports allow users to run For all businesses, TimeClock Plus • Over 50 reports are available right
traditional time and reports to see hours worked in TimeClock Plus contains dozens of out of the box that allows users to
attendance tracking, it falls each job totaled up and review reports display reports out of the box report on employee hours
on the employees and their approvals, overtime, and employee hours, that can calculate and instantly, totals, overtime, wages,
managers to do any estimated wages. These reports overtime, and wages display employee and exceptions.
calculations. This can result can be either printed or automated by providing hours, totals, wages, • Each report has a variety of
Basic Reports All
in incorrect totals resulting via email in multiple formats and information in an overtime, and more. customization options to present
in employees being over or delivered to all necessary parties. organized and easy the information your organization
underpaid and putting to understand requires.
undue strain on your format. • Reports customization can be
payroll personnel. saved, and reports can be sent out
to relevant parties.
Tracking employee hours TCP provides easy to configure For all businesses, Employee • Collects employee information in
and information can be Employee Profiles. Managers can employee management tools one place.
difficult and time- store contact information, management tools streamline • Employee privacy can be ensured
consuming. Critical assigned jobs, employee access, streamline onboarding by through robust user access
information, such as contact overtime rules, messages sent to onboarding by allowing managers controls.
Employee numbers, who has access that employee, cumulative hours allowing administrators to edit • Employee roles allow users to set
All
Management to that employee, and worked, and even reviews and administrators to information for up similar employees with the
which jobs they perform notes in a centrally accessible edit information for groups of employees same configuration quickly.
can be stored in multiple feature. Employees can be edited groups of employees quickly.
places. on an individual basis, or groups quickly.
of employees can be assigned
roles for quick editing.
© TimeClock Plus, LLC. All Rights Reserved. This document is confidential and shall not be duplicated, published or disclosed, in whole or in part, without prior written permission of TimeClock Plus,
LLC. This documentation is subject to change without notice.
Rev. 11.25.20
28
Packaging

Product Market Positioning Product • Problem-Oriented
problem in the solution for this
Name Segment Statement Description features
industry today… problem is…
• Businesses There is a considerable An automated solution that Automated Imports Automated Imports • Import can be automated to run
with high amount of manual labor imports and updates relevant gives organizations prevents dual entry by automatically throughout the
turnover or involved in updating information regularly. flexible employees and automatically accepting day.
Automated
who pull employee information with jobs time back by data from the system of • Imports employees, job codes,
Imports
employee data any organization with a automating data import record. and more automatically.
from other flexible workforce or high from other software • Update employee information at
software turnover. into TimeClock Plus. run time.
Regardless of how time and Tailored integration with For all organizations A payroll export • Custom fields for each payroll
attendance is tracked, the payroll software. TimeClock using a payroll system, simplifies the payroll type ensure information is sent
information collected Plus has specific interfaces a payroll export process by providing where it needs to be.
eventually needs to be with over 300 payroll simplifies the payroll employee time • Automates much of the payroll
Payroll Exports All inputted into a payroll solutions. process by providing formatted appropriately process, sending a file directly to
solution. employee time for many payroll your payroll software.
formatted systems. • Payroll can be automated to
appropriately for many save even more time.
payroll systems.
• Retail Employees require the ability Being able to see your For organizations with Employee scheduling • Ability to create recurring
• Medical to know when they need to schedule in the same place scheduling needs, ensures efficiency of schedules to cover regularly
• Public Safety work. you perform clock operations. employee scheduling work, schedules are scheduled work.
• Any business provides visibility into filled, and easily • Recurring schedules can be
Employee with non- time your employees accessible. edited with one-off ad hoc
Scheduling traditional are scheduled to work schedule segments.
hours by ensuring schedules • Off, On-Call, and other
are available to schedules can be set and clearly
employees and communicated to an employee.
schedules are filled.
• Larger Organizations need the Integrated tools to present For large organizations, Attestation Tracking • Create and store attestations.
companies ability to track employee and attestations at appropriate attestation tracking allows administrators • Customize responses and limit
• Anyone who user responses to attestation times and display employee provides oversight to to create and manage access to the software until
tracks statements. responses. necessary employee attestation statements employees have attested
Attestation
employee attestations by for their employees and appropriately.
Tracking
attestation integrating them into managers. Employee • Store and review dates, times,
everyday operations. response can be and responses from employees
tracked and measured and managers.
appropriately.
Rev. 11.25.20
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Packaging

problem in the solution for this Problem-Oriented features
• Larger With increasingly diversified Multi-language support for For multi-lingual Multi-Language • Full French translation.
organizations workforces, the software TimeClock Plus. organizations, multi- support provides • WebClock translations for
• International your employees use may not language support localizations for Spanish and Vietnamese.
Multi-Language
business always be available in their provides translations mission-critical
Support
language. for a diverse workforce features.
by localizing the
software.
• Organizations Mobile or remote employees A mobile app that allows For organizations with The MobileClock app • Full access to clock operations.
with mobile or need a flexible way to track employees to perform clock remote or traveling allows employees to • Managers can configure which
remote their time and attendance. operations and self-service employees, perform clock clock operations or self-service
Mobile with employees from anywhere with cell or MobileClock allows operations and self- options employees can access via
Geolocation internet service. employees to record service from their iOS their phone.
their time from or Android devices. • IP fencing allows users to only
anywhere with cell or allow certain features depending
internet service. on location.
• Manufacturing For organizations that track A solution that allows time to For manufacturing or Job Costing tracks • Ability to create any number of
• contract-based time on projects or have be tracked and budgeted per contract-based time spent on specific cost codes that can be tracked on
organizations manufacturing needs, it can project, task, or work order. organizations, Job tasks by providing specific job codes.
be difficult to track time Costing tracks time costing, budgeting, • Set time or cost budgets for your
Job Costing
spent on each step or task spent on each part or and reporting tools. cost codes.
accurately. job by providing • Several reports allow managers to
costing, budgeting, and see the time and money spent on
reporting tools. cost codes.
• Organizations When providing shift Software that automatically For organizations that Shift Differential • Create and assign shift differential
that pay extra differentials for specific jobs calculates bonuses in real- offer shift premiums, provides tools that schedules.
for time and shifts, it can be time. TimeClock Plus add and adjust for • Assign extra wages or
worked on challenging to make sure eliminates extra work shift premiums percentages, or move work done
Shift nights and bonus pay is calculated and involved in determining automatically and in between shifts into different cost
Differential weekends accounted for. extra pay by providing real-time. codes.
tools that perform • Manually or automatically process
calculations shift differential.
automatically in real-
time.
Rev. 11.25.20
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Packaging

problem in the solution for this Problem-Oriented features
• Organizations Organizations that have The Advanced Leave package For several The Advanced Leave • FMLA eligibility and case tracking.
that track complex leave tracking provides several new features organizations, the package simplifies • ACA eligibility tracking, including
FMLA, ACA needs are often left to track that track this information Advanced Leave tracking complex reports that provide real-time
eligibility, or FMLA or ACA eligibility within TimeClock Plus. package simplifies leave requirements updates on employee eligibility.
have complex manually or through payroll tracking complex leave and eligibility by • Leave calendars allow users to
Advanced
leave rules software. requirements and providing several manage the number of leave
Leave
eligibility by providing integrated features requests on a day.
integrated features within TimeClock
within TimeClock Plus, Plus, such as FMLA
such as FMLA and ACA and ACA eligibility
eligibility tracking. tracking.
• Organizations Many organizations have TimeClock Plus provides For organizations with The Advanced • 9/80 overtime allows splitting
that have complex overtime rules several overtime-calculation complex overtime Overtime package overtime in the middle of the week
complex beyond traditional daily and tools that can assist rules, the Advanced provides several to accommodate eligible
overtime rules, weekly overtime. organizations with complex Overtime package can overtime-calculation employees.
such as 9/80 or overtime needs. mitigate complexities features, such as • Weighted overtime automatically
Advanced
weighted by providing several irregular workweeks, calculates overtime wages based
Overtime
overtime overtime calculation 9/80 overtime, and on the amount worked in each job
calculations. modules. weighted overtime code.
calculations. • Comp Time will take excess hours
and place them in a bank to be
used later.
• Schools For schools and other public Tools that allow organizations For schools and other TimeClock Plus's • Set and assign employee
• Public organizations, it can be to track hourly employees’ public organizations, annualized employee contracts
organizations difficult to track time for annualized hours and compare Annualized Employee management features • Track employee contract variance.
that track hourly employees on them against clock operations Management provides allow users to assign • Calculate overtime by prioritizing
Annualized employee time annualized calendars or to track variances. visibility into variances and track hours hours worked in the contract first.
Employee based on contracts. in annualized employee against annualized
Management annualized hours by empowering contracts, including
contracts users with tools to monitoring variance
track and report on and applying
employee hours. overtime rules to
contracted work first.
Rev. 11.25.20
31
Packaging
Solution: The
Problem: There is a
Product Market ideal solution Positioning
problem in the industry Product Description Problem-Oriented features
Name Segment for this Statement
today…
problem is…
• 24/7 For organizations with 24/7 TimeClock Plus’s For 24/7 organizations, TimeClock Plus’s world- • Phone, email, and Chat support
Enterprise operations, questions could come world-class TimeClock Plus class support can be available 24/7.
Organizations up at any time. support can be provides world-class available 24/7 via phone,
• International available 24/7 for support via phone, chat, chat, or email to ensure our
24/7 Support
Organizations any questions, or email to ensure our customers have the best
configuration, or customers have the best possible solution.
troubleshooting possible solution.
that may come up.
• Public Sector Organizations with complex Tools that allow For organizations with Advanced Scheduler is a • Ability to create schedules and
• Organizations schedules often must rely on the employees to see complex scheduling suite of tools designed for automatically fill positions.
with complex honor system to track employees schedules for all needs, Advanced public organizations and • Swap and drop tools to track
scheduling swapping and dropping shifts or relevant groups of Scheduler removes enterprise companies alike schedules and make sure all
needs that manage cumbersome spreadsheets employees and uncertainty and extra to automate schedule shifts are filled.
Advanced
involve in order to manage their employee’s automate the swap work by providing a publishing, swaps, and • Roster tools so employees can
Scheduling
swapping and schedules. This leads to excessive and drop processes. robust suite of drops. see who is working and when.
dropping overhead costs and higher risks of scheduling tools.
shifts. workforce mismanagement, like too
many (or too few) employees on a
shift.
• Any Many organizations track employee Tracking employee For organizations with The PointSystem Plus • Quickly create and assign
organization absences and tardies but lack the infractions via a an objective attendance feature allows occurrence rules that add to an
that tracks ability to see where employees point system. This policy, PointSystem organizations to create and employee’s point total.
employee stand for possible coaching or allows employees Plus provides tools to assign occurrence rules that • Automatically calculate
occurrences disciplinary actions. to see where they clearly define and log contribute to point balances employee point totals based on
Occurrence
or infractions stand as well as employee occurrences for employees. These points occurrences.
Management
provides a fair and by assigning and can be used to track • Set rules for point expiration
equitable way to reporting on points for employee absences, tardies, based on employee behavior.
track employee each incident. and automate responses
infractions. based on the employee’s
point total.
• K-12 Schools Tracking substitute assignments. An integrated sub For schools, SubSearch SubSearch Plus provides a • Full substitute tracking
Substitute Many schools are forced to track tracking solution Plus mitigates the labor suite of tools to make sure integration with TimeClock Plus.
Tracking these manually, scrambling to find that is tied to a and stress involved with sub coordinators can
the appropriate resources every school district’s filling sub assignments
Rev. 11.25.20
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Packaging
morning. Others are required to use time and by providing tools to fill quickly fill empty seats by • Tiered notification system to
third-party software that does not attendance empty seats quickly. the first bell. send out assignments at the
communicate with TimeClock Plus. solution. appropriate time.
• Widgets and reports to ensure
that seats are filled.
Rev. 11.25.20
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Technical Basics
Technical Basics
Learning Objectives
At the end of this section you will be able to:

▪ Identify and define a database, software, server, and client.
▪ Identify and explain the different types of networks and components.
▪ Identify and explain the functions of each computer’s components.
▪ Explain the minimum requirements for running TimeClock Plus.
Using a web browser, the customer will remotely access the TimeClock Plus software, and use it to access
their database. There are different resources necessary to make all of this possible.
Database and Software

A database is a collection of information that is organized for easy access.
• When employees are created in TimeClock Plus, they are added to the database.
• When employees clock in and out, the punches are saved to the database.
• When a manager is looking at hours, the manager is looking for information presented from the
database.
• Everything is stored in this database.
TimeClock Plus is the software that allows the employee or manager to talk to the database. It is the face of
the database. This is the reason that you will often hear the database referred to as the backend. The
database is the destination and our software is the vehicle to get you there.
When the software talks to the database, it’s talking to it in a language called SQL. Different companies Commented [DW18]: 7.Final exam card: What
make SQL databases, but TimeClock Plus is written explicitly for a Microsoft SQL database. type of database is required for TimeClock Plus?
Microsoft SQL.
Microsoft SQL (or MSSQL) is a popular and powerful language, offering great performance and security.
Employee 1 is clocking in to job

code 3 on 3/22/19 at 2:17 PM
Softwar Databas
without prior written permission of TimeClockePlus, LLC. This documentation is subject to change without notice. e
Rev. 11.25.20
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Technical Basics
Server and Client
Server
The server is a computer that shares data or software. It is the host. Pushing data out and pulling it in.
Employee clocks in (sends data)
Client Server
There are two types of servers: the TimeClock Plus software is on the application server, and the database is
on the database server. Sometimes the database (DB) server and application (APP) server are one and the Commented [DW19]: 8.Final exam card: What is
same. the name of the computer that hosts the
application?
The application server.
In our cloud environment, we have over 100 application servers and a handful of database servers. Our
9.Final exam card: What is the name of the
average database server hosts about 300 databases. Overall, we are hosting over 7000 databases.
computer that hosts the database?
The database server.
Client
A client is any computer or device that asks the server for data or software.
The administrator who adds employees to the software, the employees who clock in and out, the manager
who approves their hours, and the payroll person who exports hours – they all are accessing TimeClock Plus
from a computer. Their computer is considered a client. Commented [DW20]: When you go to Amazon, the
IMDb, or any website, you are reaching out to a
server and asking for a webpage. If you are opening
Any time you go to a website, your computer is functioning as a client, reaching out to a an image or video then you are asking a server for
server, asking for information. that file. This means that the computer or phone in
front of you is functioning as a client.
Rev. 11.25.20
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Technical Basics
It’s not unlike your experience at a restaurant where you are their client. After you are seated, your server
comes out, and hands you the menu. That menu is our software and you use it to get what you want from the
server. “I think I’ll clock in. Let me also request some time off for next Friday.”
Let’s Go Behind the Scenes

When you click on WebClock, the web page loads, and you clock in and out. Here’s what really happens.
Employee opens a web browser and goes to the web address for WebClock. The
1 address is a request being sent to the application server. The location of the server is
in the address. In https://tcplusondemand.com/app/manager, tcplusondemand.com is
the server location.
Since there are too many customers for one server, the application is on hundreds of
2 application servers, and a load balancer evenly distributes the traffic. Think of the
load balancer as a traffic cop. So the employee is directed to Application Server 1,
while another employee is directed to Application Server 2, and so on.
3 On the application server, web server software called Nginx (pronounced Engine-X)
hears the request for WebClock and sends the webpage back to the client.
4 Now that the employee has the webpage for WebClock, they use the software to
talk to the database - to clock in and out.
Rev. 11.25.20
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Technical Basics
Example:
Rev. 11.25.20
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Technical Basics
TLS Encryption
As an employee or manager uses TimeClock Plus, data is moving across the Internet, between them and the
server. With data moving across the Internet, someone who knows what they’re doing can intercept that data
and read it. Are we really worried that someone is going to look at punch times? TimeClock Plus can also
store sensitive information including the employee’s home address and phone number, birthday, and social
security number.
To protect the data, we use TLS (Transport Layer Security) to encrypt or scramble it. You will hear people Commented [DW21]: 10.Final exam card: TLS is
refer to this as SSL (Secure Socket Layer), but it’s TLS, a more up-to-date and secure version of SSL. If you included, but what does TLS do for the customer?
It encrypts their data, protecting it from being
see a web address containing https, then information that you are reading or sending is being encrypted to viewed by unauthorized parties.
protect you. When customers sign up for TCP Cloud, data encryption is included.
The Computer
A computer has several components including the CPU, RAM, hard drive, and operating system.
CPU
The CPU is the brains of a computer. It stands for Central Processing Unit. It is commonly referred to as the
processor. When we use a computer, the instructions that we give it are performed by the processor. The
processor is not alone in this fight. It has help from RAM.
RAM Commented [LW22]: Imagine your bank account.

RAM is the short-term memory of a computer. It stands for Random Access Memory. It is commonly referred
When going to the app to look at recent activity and
to as memory. When opening an application or file, information is temporarily cached or stored in memory for items that are Pending, this is like the RAM.
the processor to access as it is trying to carry out instructions quickly.
When the processor reads information from RAM, it reads only the information that it needs, and writes
new information back to the RAM. In a lot of computers, the back and forth of data between processor
and memory happens millions of times per second!
Hard Drive Commented [LW23]: When you need to look at

The Hard Drive is the long-term memory of a computer. Data and software are stored here. older transactions in previous bank statements, this
is like the Hard Drive.
Rev. 11.25.20
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Technical Basics
Operating System Commented [LW24]: Ex; Apple or Windows

As TimeClock Plus is the software that we use to talk to the database, the operating system or OS is the computer
software that we use to communicate to the computer.
When booting up the computer, after it performs a test of all components, it also loads the operating
system into RAM for the processor to quickly access.
The Network
When you connect two or more computers, this creates a network. The machines can then exchange data
with one another through a device called a switch. The connection can be wired (commonly with Cat 5 cable)
or the connection can be wireless.
There is a long list of networks, but we are going to look at LANs and WANs.
A LAN (Local Area Network) connects devices within a small geographical area such as a home or small
office. For example, there is a LAN that connects this office together.
A WAN (Wide Area Network) connects two or more networks across a large geographical area. These
networks are generally separated by half a mile or more. The ultimate example is the Internet.
The internet is a network of networks that we use for information, communication, file sharing, media
streaming, gaming, and more. There is download speed which is the rate at which data is transferred
from the internet to your computer. There is also upload speed which is the rate at which data is
transferred from your computer to the internet.
A firewall prevents unauthorized access to the network. It looks at a packet of information that is coming into
your network and, if it matches a rule, allows the data in.
A VPN (Virtual Private Network) is a private, encrypted connection across the Internet. This is ideal when
remotely connecting to the office from home. It encrypts the data so that it can’t be viewed by anyone,
including your Internet Service Provider (Sprint, Verizon).
Rev. 11.25.20
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Technical Basics
Client Requirements for Customer

The client computer does not have to be a powerful computer.
CPU 1 GHz or faster

RAM 2 GB or more
Hard Drive No requirement
OS No requirement
Internet 5 Mbps download
Notice that there is not a minimum OS (operating system) so the customer can access TimeClock Plus on
other environments (e.g., Apple) as long as they use a supported web browser (Safari is not supported). Commented [DW25]: FAQ: Why don’t we support
Safari? When we developed v7, we figured out which
browsers are used by most companies.
Supported Web Browsers:
Commented [DW26]: If they call in with a question
about how or why, we help them. If they call in
because a page isn’t opening or a control isn’t
▪ Google Chrome 72+ working, that’s a compatibility problem, and all we
can do is recommend that they use a supported
▪ Microsoft Internet Explorer 10+
browser.
▪ Mozilla Firefox 64+
▪ Microsoft Edge Commented [DW27]: 11.Final exam card: Name
two browsers that are supported by v7. Chrome
and Firefox or Internet Explorer and Edge. Don’t
worry about versions.
Server Requirements for TimeClock Plus v7
CPU Four cores or more

RAM 8 GB or more
Hard Drive 30 GB or more
OS Windows 8.1 or above1 Commented [DW28]: 12.Final exam card: What is
Internet 8 Mbps upload the minimum operating system supported by
TimeClock Plus? Windows 8.1
Software SQL Server 2012, 2014, or 2016
1
Windows 8.1, 10, Server 2012, Server 2016
Rev. 11.25.20
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Technical Basics
Finally, below each branch is a field or option.

▪ A field is a control where you enter information.
▪ An option can be toggled or selected: a checkbox, radio, or drop-down list. Commented [DW29]: Example: Department
Checkbox Radio Drop down list
Rev. 11.25.20
41
Job Codes
Job Codes Commented [DW30]: Create sandbox companies for

each trainee.
Introduction
What exactly is a job code? In this section, we answer that question and then go over the two types of job Commented [DW31]: 13.Final exam card: Once
codes. We also show you how to create them. There are essential settings that we’ll go over and then we’ll you’re logged in, you’ll begin creating what you
want to track. These are called what? Job codes
go over other settings, including how time is recorded or if overtime is calculated.
Learning Objectives
▪ Define the two types of job codes.
▪ Build job codes within TimeClock Plus v7.
▪ Identify the different methods for recording hours.
▪ Relate job code settings to their impact on time and attendance.
▪ Demonstrate the impact of overtime settings at the job code level.
What’s a Job Code?

A job code classifies how time was spent. It breaks down labor and leave for tracking and payroll. For
example, a job code will correspond to the task that an employee works during a period of time or can also be
used to track any kind of leave/bonus time in TimeClock Plus, aside from breaks which are tracked separately.
The three main functions of a job code are to define:

• What the employee is doing
• How the time is collected
• If overtime is calculated
Now, let’s look at Job Codes in TimeClock Manager.
Click on the Configuration menu and click on Job Codes.
Job codes are created in this company list and later assigned to each employee.
Rev. 11.25.20
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Job Codes
Clockable job codes (workable) track labor:

▪ When clocking in, the employee declares what they are doing by choosing a job code.
▪ Throughout the day, they can move between job codes.
Clockable codes can be created for each department (Accounting, Shipping, Human Resources), for each
position (Installer, Account Manager), or for each task (Service Call, Meeting).
A company can create one job code, and everyone would clock into that code. This is great for companies that
have simple payroll and reporting needs.
For complex needs, a company can create several job codes and the employee would clock into the
appropriate code and move between job codes throughout the day. This can provide a more detailed report in
TimeClock Plus. For example, a manager might want to see how his labor cost budget is impacted by
overtime in one job code versus another.
A company may also create several job codes because they need the hours broken down for payroll. For
example, hours on a forklift are paid differently than hours in a truck. By creating these as separate job codes,
the hours will be tracked and treated differently when they are sent to payroll.
Non-clockable job codes (not workable) track paid OR unpaid leave:

▪ When an employee is taking leave such as vacation, a manager creates a leave record with the
appropriate job code to declare what leave time is being used.
Commented [DW32]: 14.Final exam card: What
Employees won’t clock into a leave code such as Sick. Paid leave is added manually by a User. are the two types of job codes? Which type will the
employee access? Clockable and non-clockable;
clockable
---------------------------------------------Exercise---------------------------------------------
Creating Job Codes
Clockable Commented [DW33]: Exercise: Have everyone
1. Click Add in the top right corner. create four clockable job codes.
2. Enter a Number and Description. Job code 1: Enhancement

3. Then click Add below. Job code 2: Development
Job code 3: Testing
Job code 4: Documentation
You do not have to change the settings. What you see is the standard for most clockable codes.
Rev. 11.25.20
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Job Codes
Non-clockable Commented [DW34]: Exercise: Walk everyone

through creating and configuring a non-clockable
1. Click Add in the top right corner. job code.
2. Enter a Number and Description.
▪ Leave codes should start at 1000 Sick is a leave code because it is not labor. It is a paid
leave of absence.
▪ 1000-Sick, 1001-Vacation, etc.
▪ This numbering is a best practice, but it’s not required. The customer can use whatever Job code 1000: Sick
numbering they want, but we recommend the 1000 range. This will keep all of the leave codes
together and sort them to the bottom of the list. Job code 1001: Vacation (by themselves)
▪ Some departments even start at 10000 which also works.

3. Then click Add below. Then ask them to create another clockable code.
4. Turn Leave code on. called Meeting. (should be number 5)
5. Turn Clockable off.
6. Select No overtime. Commented [DW35]: Service departments - you
7. Click Save in the top right corner. always want to ask if their leave codes should be
counted towards overtime. We’ll go over overtime
----------------------------------------End of Exercise-----------------------------------------
settings later.
“How do I know whether or not it should be non-clockable?”
During a lab, everyone should assume that you are
asking the customer. If the lab does not mention
Will the employee be rolling up their sleeves and doing work for the company? If the answer is no, then it
counting the leave code towards overtime then set
would be non-clockable. Vacation doesn’t get your hands dirty so it would be non-clockable. the leave code to no overtime.
Job Code Settings

Wait, there’s more! Job Codes not only track paid time worked and paid time off. They have several settings
that determine how time should be recorded and if overtime should be calculated.
General Tab
Active: This option allows you to turn a job code on and off. This will generally be checked, but if the job code
is no longer necessary for tracking then make it inactive by unchecking this.
The job code can be turned off for the entire company or for specific employees by going to their profile and
editing the job code from that screen.
As a best practice, don’t delete something if there’s data behind it. It’s better to deactivate it.
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Job Codes
Group: Each job code can be given a group to organize the screens and reports in TimeClock Plus. This is
especially useful for companies that have many job codes. When the employee clocks in, the job codes are
sorted by group. In the example to the right, a computer shop has two groups: Service and Sales.
Management can also see these groups, sort by them, and see them broken down in the reports.
Locations may be assigned here, to the job code, instead of the employee. This would be necessary if the Commented [KS36]: They can also click on the
employee moves between locations. We would assign Location A to one job code and Location B to another. location and a Google map will open with directions
For example, a maintenance worker floating between the Fluffy Pillow Inn and Lionhead Lodge.
Leave code: If this is checked, then any time under this job code will be classified as leave time.
▪ When reviewing employee hours, there is a summary of leave time in the corner. Also, the Employee
Status feature includes a tab that shows who is on currently on leave, and there is a feature where
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Job Codes
employees can request time off. None of these features will work properly if leave codes, such as sick
or vacation, are not set up as leave codes.
How Time Is Recorded
There are three ways that time can be recorded: clocking in and out, entering a time sheet, or automatically
pulling from the schedule.
Clockable: If this is checked then the employees can clock in and out. This is what we recommend as it is
going to give the most accurate account of hours worked. Commented [DW37]: 15.Final exam card: The
most common and accurate way to record labor is
by having the employee do what? Clock in and out
Allow time sheet entry: Instead of clocking in and out, the employees can enter their hours manually in
WebClock. For example, an employee that works remotely, but does not have a mobile solution. At the end Commented [DW38]: Time sheet entry may be
of the day, when she has access to a computer, she logs into WebClock, and enters her hours. useful for specific job codes where it’s easier to do a
time sheet at the end of the day instead of clocking
in and out. We see a lot of schools that prefer time
Beyond remote cases, there are schools that want their teachers entering a time sheet at the end of the day, sheet entry for their teachers.
or contractors that want to record their hours on each project. We always recommend clocking in and out, but Commented [DW39]: 16.Final exam card: A less
there are plenty of customers who feel that the time sheet option is a better fit for them. Even if a customer common way to record labor is by having the
has 1000 employees, but only 700 clocking in and out, that will make a difference. employee do what? Enter a time sheet
Auto transfer hours from schedule: If this option is checked, TimeClock Plus copies their schedule and
pastes it to their actual hours.
This is particularly useful for tracking non-exempt (salaried) employees.
If none of these options are checked then any time in this job code will have to be entered by a User.
Commented [DW40]: Ex; Intern or Unpaid Leave
More Settings
Commented [DW41]: 17.Final exam card: How do
I configure the software to track leave without
paying it? Check the job code setting: “Do not pay”
Do not pay: This is useful for unpaid time. It disables overtime and turns off the default rate.
Commented [DW42]: Leaving this at 0 will not
The default pay rate is an hourly rate for estimating gross wages and tracking raises.
impact payroll.
Commented [DW43]: 18.Final exam card: Why is
There are two places where you can define a rate. The employee and the job code.
there an option to track rates? For estimating
wages and tracking raises.
This job code rate is for situations where the employee earns a special rate in this job code.
19.Final exam card: (Star for extra study) Where
can the rate be defined? Employee and Job Code
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Job Codes
Advanced Tab
Auto Out will pay exactly x hours. This would be turned on for very special cases.
For example, every day, an employee drives to the bank at 5:00 and deposits cash for the company. This is for
the company, so she is paid for it. She doesn’t clock out, but gets in her car, drives to the bank (10-minute
drive) and deposits the cash (5 minutes). Then she must drive back just to clock out, so she is going to get an
extra 10 minutes. That’s almost an extra hour every week.
The company can create a Bank Drop job code, enable Auto Out, and set it to 15 minutes. Now she would
change over to that job code at 5:00 and it would immediately create an out time that is 15 minutes later.
This means that she doesn’t have to drive back. There may be days when she has a lot of traffic or a bank
teller who is new, and the deposit takes longer, but she would communicate that to her manager and her
time would have to be adjusted.
Another example is a salaried employee. A company may want them to clock in to show when they arrived,
but not to clock out, so they create a salaried job code with an auto out.
Segment Minimums will pay at least x. This is generally used for contract labor. Commented [DW44]: 20.Final exam card: Explain
the difference between a Segment Minimum and
Auto Out. Segment Minimum pays at least x, but
For example, a laborer is hired for a job that pays 4 hours. If he gets it done in 2 hours, he still gets paid 4. they can earn more; Auto Out pays exactly x
The company can create a Contract job code, enable Segment Minimums, and set it to 4 hours.
The Segment Minimum will adjust the length if they work less than the minimum. It will not adjust if they
meet or exceed the minimum.
So if the job takes 1 hour, it adjusts to 4, but if it takes longer than 4 hours, there is no adjustment. Commented [LW45]: Lab Note: To pay EXACTLY X
hours or AT LEAST X hours, use the settings on the
Advaced tab on the master job code
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Job Codes
Overtime
Overtime is working beyond regular hours. It depends on the company, but the most common case is
anything over 40 hours in a week should be paid one-and-a-half times more money. There are states,
however, like California that have different rules.
There are different ways that overtime can be produced (if configured):
• The employee crossing a pre-defined threshold (40 hours of the week)
• The employee working on a special job code (e.g. Disaster Relief)
• The employee working on a special day (e.g. holidays)
When dealing with overtime, it’s important to understand there is a job code level and employee level.
On this screen, which is the job code level, we define IF hours in the job code should be counted when
calculating overtime. On another screen that we’ll study later, where we configure the employee, we define
HOW. For example, weekly after 40 hours.
Other Rules
General Rules for Overtime in California

Overtime 1 Overtime 2
Anything over 8 hours in a workday Anything over 12 hours in a workday
Anything over 40 hours in a workweek Anything over 8 hours on 7th consecutive
day
First 8 hours of the 7th consecutive day
There are also exceptions to the federal overtime laws when you work with first responders (police officers
and firefighters) calculated across four weeks. Some police stations calculate across two weeks. There are
also exceptions with health care facilities. So it always depends on the customer.
Time-and-a-Half and Double Time
Throughout TimeClock Plus, you will see Overtime 1 and Overtime 2.

▪ Overtime 1 is one-and-a-half times more (time-and-a-half)
▪ Overtime 2 is twice more (double time)
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Job Codes
In this example, the employee put in an additional hour on Saturday.
Monday Tuesday Wednesday Thursday Friday Saturday

Hours 8 hours 8 hours 8 hours 8 hours 8 hours 1 hour
Job Code Training Training Training Training Training Training
Rate $10.00 $10.00 $10.00 $10.00 $10.00 $10.00
Total $80.00 $80.00 $80.00 $80.00 $80.00 $15.00
Overtime 1: Assume that hours worked over 40 are paid overtime 1 (time-and-a-half). They would be paid
$15 instead of $10 for that 1 hour (1 hour x $10.00 = $10.00 x 1.5 = $15.00).
Overtime 2: Assume that hours worked over 40 are paid overtime 2 (double time). They would be paid $20
instead of $10 for that 1 hour (1 hour x $10.00 = $10.00 x 2.0 = $20.00).
Formula for Calculating Overtime
Move counted hours to the beginning

Remove hours set to no overtime
Add everything in the new order
Earns Overtime vs. No Overtime

It’s important to understand that we can’t just assume that someone has overtime because they have 42
hours. We must ask the question, where did the 42 hours come from? If 8 of those hours were vacation, then
she didn’t technically work over her regular hours and should not get overtime.
TimeClock Plus only adds hours if they are in a job code that impacts overtime.
If a job code is set to earn overtime, then hours will be counted towards overtime and capable of receiving
overtime. If set to no overtime then its hours will not count towards overtime.
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Job Codes
Examples: Commented [LW46]: Use Trainer Page for overtime
Example #1: Training earns overtime and Vacation is set to no overtime.
Mon Tue Wed Thu Fri

Hours 8 hours 10 hours 12 hours 8 hours 12 hours
Job Code Training Training Training Vacation Training
When TimeClock Plus adds the hours, it goes in order (starting with Monday), and only adds hours that count
or earn overtime. Since Vacation is set to no overtime, it is removed from the calculation.
TimeClock Plus would add Monday, Tuesday, Wednesday, and Friday.
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Job Codes
Example #2: Training earns overtime and Sick is set to no overtime.

Mon Tue Wed Thu Fri
Job Code Training Sick Sick Training Training
TimeClock Plus would add Monday, Thursday, and Friday.
Counts toward Overtime

Example #3
Mon Tue Wed Thu Fri
Job Code Training Training Training Training Sick
If we set Sick to no overtime, then she would get 45 regular hours. However, some companies want sick time
to be calculated towards her overtime.
What if we configure the Sick job code to earn overtime? It would add those hours, but the 5 hours of
overtime would be under the Sick job code. Payroll would not understand 5 hours of sick overtime. So we
want sick time to be calculated towards overtime, but not earn overtime. If we configure the Sick job code to
count, then sick time will be added first.
Fri Mon Tue Wed Thu

Job Code Sick Training Training Training Training
Total 9 18 27 36 45
Since we added Friday first, the 5 hours of overtime will be filed under Training on Thursday.
TimeClock Plus adds the hours that count and then adds the hours that earn.
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Job Codes
Interesting Scenario
What if someone has 9 hours of Sick time all week and Sick is set to count?
Mon Tue Wed Thu Fri

Job Code Sick Sick Sick Sick Sick
Total 9 18 27 36 45
It would all be added and equal 45 hours. While this is over 40, it doesn’t earn, so they would not have
overtime. Only hours in a code that earns can receive overtime pay.
So, a job code that counts is a helper code. It helps get you there, but it can’t get overtime.
Commented [DW47]: Exercise: do the Practice with
Overtime in TCPA.
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Employees
Employees Commented [KS48]: Print Mini Lab 1 and 2

Commented [KS49]: Create Employee Mini Lab
Introduction comapnies
At a high level, an employee is an entity whose work and leave time can be tracked in TimeClock Plus. An
employee is usually someone who is clocking in and out, but it can also be set up to enter an electronic
timesheet. Or someone who is salaried but added to the software for leave tracking. In this section, we’ll go
over adding an employee to TimeClock Plus.
Each employee will have an Employee Profile. This login allows them to clock in and out of WebClock or
another employee solution. The profile requires a few things but offers a lot of additional settings.
We will also go over Employee Roles and Global Modification, which make life easier when creating or
managing employees.
Learning Objectives
▪ Build employee profiles.
▪ Identify and explain the relevance of the settings on each tab within the employee profile.
▪ Identify and verbalize the value propositions and significance of employee roles.
▪ Build employee roles.
▪ Explain when to modify the role and when to create a new the role
▪ Demonstrate the use of Global Modification as an additional tool.
Employee Profiles
Employee Profiles is a critical feature that contains personal information, job codes, and settings. An ID
number, first and last name, and at least one clockable job code is required to clock in. All other information is
optional.
There are several tabs:
▪ Information allows you to store contact information and other forms of identification, such as the
Social Security Number. It also includes several items for grouping employees so that we can apply
filters to look at specific groups and includes terminated and suspended options.
▪ Jobs allow you to assign or edit job codes and configure rates.
▪ Overtime allows you to configure the rules for calculating overtime on regular days and regulations
for calculating overtime on special days such as a holiday.
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Employees
▪ Hours allows you to make adjustments to employee hours, such as rounding a punch or applying an
automatic break. It also allows a schedule to be assigned.
▪ Leave allows you to decide what times can be requested by an employee who is asking for time off
and how many people are required to give their approval. It allows you to assign or edit accrual banks
which keep up with how much paid time off is available. It also allows you to assign holidays that can
be auto-paid or paid more if the employee works the holiday.
▪ Payroll shows how many cumulative hours the employee has worked in each job code.
▪ Access shows which manager or general User has access to the employee. It shows which User is the
employee’s direct supervisor (for filtering) and allows you to choose the clock configuration that
decides what the employee is allowed to do at the clock.
▪ Exceptions allow you to choose what situations need to be tracked, such as employees who have long
breaks or long shifts. It also allows you to determine whether you want those situations to be
approved or even prevented.
▪ Personnel allows notes on the employee to be stored, reviews to be scheduled, and logs any
messages sent to the employee from their manager or a general User.
---------------------------------------------Exercise---------------------------------------------
Creating an Employee Profile Commented [KS50]: Use trainer page to add 4
employees
1. Click Add Employee in the top right corner.
2. Enter an ID number. The employee will enter this number when clocking in and out.
3. Enter a first name and last name.
4. Click Assign and choose the relevant job codes.
When choosing job codes, click inside the checkbox. Clicking outside will de-select everything.
5. Click Assign underneath the list of job codes to assign the selection and click Next.
6. Choose the default job code. This is the primary job code. Then click Finish.
-----------------------------------------End of Exercise-----------------------------------------
Employee Settings
Information Tab
Personal branch
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Employees
The employee’s personal information may be entered here. This information includes:
▪ The employee’s address, city, state, and zip
▪ The employee’s gender and date of birth (DOB)
▪ The employee’s social security number (SSN)
▪ The employee’s contact information, including:
o Phone numbers
o E-mail address
o SMS address
By entering the SMS (Short Message System) address, a User can send the employee a text message
from TimeClock Manager’s Messaging feature.
Company branch
Throughout TimeClock Plus, there is an Employee Filter button, which allows the User to filter a screen or
report down to specific employees.
There are five ways that we can group employees to filter down to that group later:
▪ Classification or class is a numerical category for a similar group of employees.
o A class of 40 for the 40-hour employee and 45 for the 45-hour employee.
o Alternatively, a class of 1 for team 1 and a class of 2 for team 2 (a subset of the department).
▪ Department is a name that can classify a division or section of the company. Commented [DW51]: 21.Final exam card: What is
▪ Work status defines whether the employee is full-time or part-time. the purpose of an employee classification or
department? Filtering employees.
▪ Hire date allows us to track hire date anniversaries. There are a few places in the software that show
upcoming anniversaries. Later we’ll look at accruals which also reference this date. For example, the
employees earn 40 hours of vacation after one year with the company.
▪ Location is good for companies with remote employees or multiple offices.
If the company has more than one location, then we can create a list of locations and assign the
appropriate location to the Employee Profile.
There are two functions of a location:
• We can filter by the employee (not job code) location from any screen or report.
• If we create a schedule, the location will be reflected, visible to the manager and employee. Commented [DW52]: They can also click on the
location and a Google map will open with directions.
Rev. 11.25.20
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Employees
Export code is the employee’s ID as it appears in the payroll software. This is important if the company has a
payroll export module. Many payroll export modules will need this code so that the hours are sent to the
right person. Some payroll modules use the SSN instead. Commented [DW53]: Lab note (end of spiral): The
employee’s ID in the payroll software is the Export
Code.
Termination and Suspended are two ways to make an employee inactive. As with job codes, when an
Commented [DW54]: 23.Final exam card: Where
employee is no longer relevant, do not delete them! If a termination date is entered or suspended is checked, would I put the employee ID from the payroll
the employee will be hidden throughout the software and locked out of WebClock. software?
Out of sight, but not out of reach. To access an inactive employee’s information or hours, there is an option in Export code.
the Employee Filter to show them temporarily. Commented [DW55]: Exercise: Walk them through
terminating employee 1
Commented [DW56]: Exercise cont. Use the

Employee Filter and remove the check next to
“Exclude terminated” to see employee 1.
From WebClock, have them try to clock in employee

1. So the employee is locked out of WebClock.
Rehire Employee 1.
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Employees
To re-hire an employee, go to the Employee Profiles, use the Employee Filter to temporarily show them,
select their profile, and remove the termination date/uncheck the suspended option. Commented [DW57]: Lab note (end of spiral): Re-
Other branch hiring - page 41
The Network ID allows the employee’s computer login to be stored in TimeClock Plus.
The PIN is a password that the employee enters when clocking in or out. This can be up to 8 digits, and the
employees can also be given an option to change their PIN.
The Badge is only necessary when using the wall-mounted clock with a card reader. The badge is the
number on the employee’s card.
Jobs Tab
The Jobs Tab is where you assign job codes to employees, change the employee rate or default job code, and
contains a log of changes made to the rate as illustrated below.
1 Assigning job codes or making changes to job code settings.

2 Changing the employee rate or default job code.
3 A log of changes made to the rate.
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Employees
In the previous section, we looked at the Job Codes feature. This is the master level, where we create job
codes for the entire company and configure the job code settings. When assigned to an employee, the
settings are applied but can be changed per employee.
The Job Codes feature is a master list of job codes that applies default settings to the employee job code, but
the employee job code can be adjusted as needed.
For example, if a specific employee needs to enter his Delivery hours as a time sheet instead of clocking in
and out like everyone else, then we would edit the Delivery job code that is assigned to him (instead of the
Delivery job code in the master list).
1. In the Employee Profile, click on the Job Codes

tab.
2. On the left side of the grid, find the Edit column.
3. Next to Delivery, click on the little pen in that
column.
4. Place a check next to Allow time sheet entry.
This change to Support will affect him and no one else.
There is an option to define an hourly rate for a report that shows the cost of labor and to track raises.
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Employees
Every time a rate is changed, it is logged into the Rate Change History branch. When there is a rate change,
this allows managers to track who changed the rate and why.
Setting the Employee’s Hourly Rate
When defining the employee’s standard rate, under the Default branch, edit the default pay rate.
Some companies have special cases where the employee earns a higher rate when working on a particular
job code. The process for setting a special rate depends on whether the rate is for all employees or a specific
employee.
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Employees
Special Rates for All Employees
If every employee that

works on this job code
earns the special rate,
then you would define
that rate when you create
the job code in the Job
Codes feature. In the
Employee Profile feature,
when you assign the job
code, you will change the
drop down at the bottom
to “Use default rate from
job code”. Commented [LW58]: Lab Note: Use Pg.52 to give
employees the job code rate when assigning
Only change that drop

down for job codes that
have a special rate.
Otherwise, leave it set to
“Use default rate from
employee.”
Commented [LW59]: Exercise: Create Testing job

code that is set to $15/hr and assign to employees
using default rate of job code
Special Rates for Specific Employees
If the special rate only applies to a specific employee, then do not define the rate in the Job Codes feature. In
the Employee Profile feature, assign the other normal job codes first and assign the special rate-carrying job
code separately.
When you assign the special job code, change the drop down at the bottom to “Set rate to”.
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Employees
Editing an Assigned Job Code’s Rate
If the job code is already assigned, you can go back and change the rate by clicking on the pencil in the Edit
column next to that job code. Then scroll up and click Edit in the top right corner.
Default Job Code
This is the employee’s primary job code. When they clock in, it is automatically highlighted, so they don’t
have to select it. It’s also essential to management when editing hours which we’ll talk about later.
Auto Select Job Code Settings

If an employee is assigned more than one clockable job code, then he/she will have to choose a job code
when clocking in. However, some companies want to remove this step, and auto select a job code.
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Employees
Default job code – If an employee always begins their shift in the same job code, then the company would
make that job code their default job code and select: Default job code.
Scheduled job code - If there is a schedule, then the software can automatically choose the scheduled job
code when the employee clocks in.
Moving an Employee into a New Department Commented [DW60]: Lab note (end of spiral):
Moving employee to new department - page 44
1. Information tab - Change the department.

2. Jobs tab - Assign the new clockable job codes.
3. Jobs tab - Select a new default job code.
4. Jobs tab - Edit the old clockable codes to make inactive.
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Employees
Overtime Tab
Earlier, we discussed how overtime parameters were set on the job code level. Here, we discuss how
overtime parameters are set on the employee level.
Rules branch
Overtime Type: There are several available methods of calculating overtime. Commented [DW61]: Exercise: Click on the drop
down list and look at Daily and Weekly Settings.
Overtime Settings: This is where the threshold for overtime can be adjusted. Commented [DW62]: Notice that the threshold for
Overtime 2 is 200. This is how one disables a
threshold.
Multipliers: If rates are being tracked, the Estimated Wages Report can calculate their gross income. These
multipliers are what it uses to determine the rate for overtime 1 or 2.
Generally, companies just use overtime 1, but overtime 2 is available for certain situations.
1 TimeClock Plus adds up the employee’s hours for the defined period.
2 It determines if they worked past their regular hours. The hours over are classified as
overtime.
3 If hourly rates have been defined in TimeClock Plus, then some of the reports will
multiply the rate (overtime hours x hourly rate x multiplier) to give you their estimated
wages.
In this example, we are adding up the employee’s hours for a week (Weekly Overtime) and determining if she
worked past her regular hours (40:00). If she worked 2 hours over, then that’s 2 hours of overtime.
Breakdown of Overtime Methods
Weekly Overtime - This calculates overtime across each week.

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Employees
Daily Overtime - This calculates overtime across each day.
Best of Weekly Vs. Daily - This calculates overtime across each day and week. If it finds both, it chooses the
one that pays more. This method requires rates to be set up.
Bi-Weekly Overtime - This calculates overtime across two weeks.
Best of Bi-Weekly vs. Daily - This calculates overtime across each day and then two weeks. If it finds both, it
chooses the one that pays more. This method requires rates to be set up.
Both Daily and Weekly Overtime - This calculates overtime across each day and week. If it finds both, it
pays both. There are two methods of Both Daily and Weekly overtime.
Both Daily and Bi-Weekly Overtime - This calculates overtime across each day and across two weeks. If it
finds both, it pays both. There are two methods of Both Daily and Bi-Weekly overtime.
Commented [DW63]: Lab note (end of spiral):
Quad Weekly Overtime - This calculates overtime across four weeks (firefighters and police). Salaried - page 46
Commented [DW64]: 25. Final exam card: Other
Bi-Weekly is across 2 weeks and Quad-Weekly is across 4 weeks. The system does not know if you are than weekly overtime, what are at least two other
in week 1 or 2 so the base week must be defined in the Company Defaults later. methods of overtime? Pick 2 from that list.
Salaried is not an acceptable answer as it is not a

method of overtime.
Salaried - This is not a method of calculating overtime. This is how you disable overtime.
Bi-Weekly and Quad-Weekly are popular as they are
perhaps easier to remember.
Salaried Employees Commented [DW65]: FAQ: For Sixth or Seventh Day,
if they start working on Wednesday, would it still
A salaried employee should not receive overtime, so adjust the Overtime Type to Salaried. treat days in the following week as consecutive
days? No. They must fall within the same overtime
period.
DO NOT place a check next to Individual also earns a salaried amount. This allows an annual amount to be
defined for an hourly employee (e.g., teachers). If they calculate weekly overtime then they would
have to work from Sunday-Friday or Monday-
Saturday for Sixth Day. Tuesday-Sunday of the
Advanced branch following week would not be Sixth Day.
The standard overtime rules, as defined in the branches above, may be overridden if an employee works six
days in a row, seven days in a row, or on holiday. The software can be configured to pay overtime or to add a Commented [DW66]: 26. Final exam card: There are
premium to their hourly rate if the employee works on any of these special days. advanced rules for overtime such as holiday, but
name two others. Sixth and Seventh Day
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Employees
Example 1: If any time worked on a holiday should be paid overtime 1 then Holiday would be set to override
overtime settings for these days (overtime #1 after 0 and overtime #2 after 200).
Example 2: If any time worked on a holiday should be paid overtime 2 then Holiday would be set to override
overtime settings for these days (overtime #1 after 0 and overtime #2 after 0). If both are 0, then anything
(even 1 minute) will pass into Overtime 1 and continue into Overtime 2 - where it belongs.
Examples:
Hours Tab
Rounding branch
Punch Rounding is rounding the start time and end time of the shift based on the clock. There are two
methods of punch rounding: automatic rounding and schedule rounding. Commented [DW67]: 27. Final exam card: What is
being rounded by punch rounding? The beginning
and ending time of the shift.
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Employees
Automatic Rounding: This rounds the clock in and out times to the nearest increment.
If we round to the nearest 15 minutes, TimeClock Plus breaks the hour into 15-minute segments.
When should we round up versus down? You define that variable.
▪ Round up at 8: If the punch time is 8 minutes or more into the segment, it will round up.
10:00 10:08 10:15 10:23 10:30 10:38 10:45 10:53 11:00
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Employees
Examples:
Schedule Rounding: This rounds the clock in or out time to a schedule if they are punching within x minutes
of the schedule. For example, the employee is scheduled to clock in at 8 AM:
Actual In Rounded Why
7:54 AM Not rounded 7:54 is outside the window
7:55 AM 8:00 AM 7:55 is within the early

window
8:03 AM 8:00 AM 8:03 is within the late window
8:05 AM Not rounded 8:05 is outside the window
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Employees
7:55 is 5 minutes early, but 8:05 is technically past the 5-minute mark.
Commented [DW68]: When you count, you always

start at 1, but a computer starts at 0.
1 minute 8:00:00-8:00:59 (60 seconds)
2 minutes 8:01:00-8:01:59 (60 seconds)
3 minutes 8:02:00-8:02:59 (60 seconds)
4 minutes 8:03:00-8:03:59 (60 seconds)
5 minutes 8:04:00-8:04:59 (60 seconds)
Outside 5 8:05:00
If they want 8:05 to round, then the setting should be 6 minutes late. Commented [DW69]: Lab note (end of spiral): For
late schedule rounding, always add 1 minute.
This is only the case with late rounding. Early rounding is straight forward.
We can restrict them to the window. Assume our window is 5 minutes early and the employee is scheduled
to work from 8 AM-5 PM. If they clock in at 7:54, outside of the window, then it will not round.
Later, you’ll see an option under the Exceptions tab to prevent an early clock in. So we can restrict them from
clocking in or out too early. We can also restrict them from clocking in or out too late.
We can enable both automatic and schedule rounding. The customer may not want to restrict them, but
still round outside of the window. So we can enable automatic rounding so that it rounds up or down to the
nearest x minutes if they are outside of the window and if they are inside of the window, it will round to the
schedule.
Commented [DW70]: 28. Final exam card: Name and
Schedule branch briefly explain the two types of punch rounding.
Answer: Automatic rounding is rounding to the
In TimeClock Plus, you can create a schedule, and there are different kinds of schedules that we’ll talk about nearest x minutes. Schedule rounding is rounding to
later. One type is a schedule that never changes. For example, every day, you work 8-5, and it will be like that the schedule if within x minutes of the schedule.
every week. Once created on another screen, the recurring schedule would be assigned here.
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Automatic Breaks branch

There is an option to create a rule that automatically deducts x minutes from the employee’s shift. It removes
that time to account for the employee’s lunch. This means that they would not have to use the Break button.
Once created on another screen, the automatic break rule would be assigned here.
Locked Period branch
There is a process called closing the week which locks hours in a week that has been paid so they cannot be
changed. What if someone has two weeks opened and isn’t ready to close the first week, but wants to
prevent changes to that week. This option can do that.
Work Week Settings branch

This allows you to define how many days of the week and hours per day they are expected to work. This is
important when processing holiday pay because it knows how many hours of holiday pay to add.
Leave Tab
In the Professional license, employees can submit a time off request, and their manager can then approve or
deny it using another feature called Request Manager.
The employee’s ability to request time off is not enabled here, but in another feature that we’ll study
later. This tab allows you to set up rules for requesting or reviewing time off.
Request Templates branch

When requesting time off, the employees define how many hours they want off and what job code they want
those hours to be paid from (e.g., sick, vacation).
However, a request template can be created that defines those things for them, so they would just click on
the template. For example, a Full Day-Vacation template. This just saves them from having to type in 8 hours
and choose the Vacation job code every time. This branch is where you assign these templates.
Requests branch
Once the request is sent, the number of approvals that are required may be defined here. There can be up to
three decision makers required, and there must be unanimous approval for the request to pass.
Accrual Banks branch

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Later we will learn about the accrual feature which rewards time once a condition has been met (e.g., after
one year with the company). The time is placed in an accrual bank, and the employee can then turn around
and spend that time using the appropriate job code (Sick, Vacation, etc.). This is where you would assign the
accrual bank.
Leave Groups branch

If the employee has more than one balance (or bank), then Leave Groups may be set up to prioritize the banks
so that you can choose which balance should be used first, second, etc.
Payroll Tab
This tab shows a breakdown of hours for each job code for a definable date range.
Access Tab
The Access tab of Employee Profiles is where you will assign what users have access to this employee, who
can approve employee shifts, and which clock configuration the employee will use in the various time entry
locations.
Access branch
Users who can access this employee will appear in the list. Commented [DW71]: Remember that a user is
anyone who has access to TimeClock Manager. This
can be a manager, but it can also be a regular
employee – someone up front, someone in payroll,
etc.
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In the example above, Chris has access to all employees, so he has a check under Universal. Laura and Mike
do not have access to everyone. They have access to specific employees, including this one.
Manager field: This is the employee’s supervisor. Like classification and department, this can be filtered.
Clock Configurations branch

The Clock Configuration allows you to control what options the employee can access (e.g., clocking in,
clocking out, approving hours, or requesting time off).
Every employee is automatically assigned to the “Company Default” Clock Configuration, which is defined in
the Configuration menu (Other Configurations > Clock Configurations).
If an employee needs to have different settings (e.g., salaried employee who doesn’t clock in, but needs to
request time off), a configuration can be created and assigned to the employee from this branch.
Exceptions Tab
The Exceptions tab allows you to define what exceptions are tracked by the system, as well as when the
system will count an abnormal clock operation as an exception.
Exceptions allow easy tracking of things that impact hours and payroll. For example, employees who haven’t Commented [DW72]: 29. Final exam card: What is
approved their hours, an employee clocking in early from break (short break), or overtime. There are also an exception? It allows us to track, approve, or
restrict things that impact hours and payroll.
options that require managers to approve these exceptions.
Lab note (end of spiral):
To track, approve, or restrict, go to the employee’s
If Track is checked, then any record that has this exception will be flagged when the manager is reviewing
Exceptions tab.
the employee’s hours. Hovering over it will show the exceptions.
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Let’s go over some of these exceptions, and we’ll study all of them in another section.
Approval branch
Employee Approval and Manager Approval: This helps us quickly locate shifts that have not been approved
by the employee. Manager Approval is the same idea.
Shift branch
Short Break: This helps us quickly locate shifts where the employee clocked in early from break. There is
another screen that we’ll talk about where you define what is considered short.
Long Shift and Long Week: This helps us quickly locate shifts where the employee worked longer than
usual. Long Week will flag a shift that puts the employee over x hours in the week.
The Long Week exception flags a shift that puts them at x hours for the week. This is very useful because it
helps companies quickly identify when the employee reaches an amount of pay that is above normal. If an
employee is supposed to work 45 hours, this could be set to 45. If the employee works 10 hours every day,
then it would flag Friday since Friday put them over the 45. The idea is to help them find it so they can respond
(to control their costs). Commented [DW73]: If a lab wants you to track or
approve overtime, the Long Week exception (after 40
hours) is not the same thing. This is a common
Overtime: This helps us quickly locate shifts that contain overtime. mistake. It’s not 40 worked hours, but 40 paid hours.
For example, if they had 32 worked hours and 8 leave

The Long Week exception can be restricted, which means the employee can’t clock in if they reached x hours
hours, it would drop a flag. If they had an entire week
for the week. of vacation, as long as it adds up to 40 hours, it would
drop a flag.
Schedule branch Lab note (end of spiral): When approving or restricting

Early Clock In and Out: This helps us quickly locate shifts where the employee clocked in too early, or too overtime, use the Overtime exception instead of Long
Week.
late, for their shift. This can also be restricted so that it’s not permitted.
Late Clock In and Clock Out: This helps us quickly locate shifts where the employee clocked out too early, or
too late, for their shift. This can also be restricted so that it’s not permitted.
Approving Exceptions
In addition to easily tracking these things, there are options to require approval or restrict.
We can require approval after the flag is raised:

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▪ Require approval before closing the week

▪ Require approval before exporting (to payroll) Commented [DW74]: 30. Final exam card: What
does “require approval before exporting” mean? The
exception must be approved before payroll.
For some exceptions, we can prevent the flag:
For example, an employee tries to clock in early from lunch, the system stops them, so they wait until
their break length is acceptable. Another employee was asked to come back early so his manager walks
over to the employee’s computer and overrides the restriction with a password.
▪ Restrict on clock operation
Personnel Tab Commented [LW75]: Page Break before Employee

Roles
Under this tab, we can enter notes on the employee (performance, disabilities, allergies, etc.). We can also
Commented [DW76]: Lab: Mini Lab Review on next
schedule a review, and a report or widget will remind you when the review date is approaching. It also page and Employee Mini Lab 2
includes a log of every message sent to this employee, if the message was read, and when.
Commented [DW77]: 31. Final exam card: What is
the benefit of creating employee roles? Quickly
Custom Fields Tab creating and changing employee job codes and
settings.
Later we’ll also learn about custom fields that track anything you desire. For example, college degrees,
Commented [DW78]: Exercise: Create 2 employee
technical certifications, and wedding anniversaries. roles
Role: Developer
Employee Roles
Department: Development
An employee role is a blueprint for employees that share the same job codes and settings. This blueprint Assign job codes 1 and 2
allows the administrator to create profiles or make changes to profiles quickly. Also Meeting, Sick, and Vacation
1 is the default
Enter an ID, first name, last name, and department, assigning job codes, and choosing a default job code all Role: Specialist
took 20 seconds, and with some additional settings, add another 40 seconds. Department: QA
Assign job codes 3 and 4
Also Meeting, Sick, and Vacation
▪ Without roles, building each profile took about 1 minute. 3 is the default
o Sixty employees would take an hour to create.
Then add four employees for practice and for the
▪ With roles, building each profile could take around 10 seconds. Global Modification lesson.
o Sixty employees would take 10 minutes to create. Use the roles!
---------------------------------------------Exercise---------------------------------------------
Commented [KS79]: Dwight Schrute – Developer
Michael Scott – Specialist
Creating an Employee Role
Jim Halpert – Developer
Pam Beesly - Specialist
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Employees
1. Click on the Employee menu > Employee Roles.

2. Click on Add Role.
3. Enter a name and click Add.
4. Enter the department and Save.
5. Assign job codes.
6. Choose a default job code and Save.
Assigning an Employee Role
1. Click on the Employee menu > Employee Profiles.

2. Add an employee and click Select Role (next to the Id field).
3. Click Finish.
To assign a role to an existing employee, select the employee, and click Select Role (far right).
-----------------------------------------End of Exercise-----------------------------------------
If someone moves to a new department, you can change their role in the top right corner of the Employee
Profile. All their settings will change to the new role, but it will leave their old job codes assigned, and the
user would typically deactivate them.
Employee Profiles versus Employee Roles

Without roles, you maintain the settings and job codes of each employee profile separately. With roles, you
take a group of employees who share settings and job codes and put them in a role. Then everything will be
controlled by the role. When you look at their profiles, you will see that the settings are disabled. Commented [DW80]: I have them select one of the
four new employees, click on the Overtime tab, and
then the Hours tab - to see how they are grayed out.
Changes that affect the group should be made to the role.
However, there are special cases where you would override the role settings.
▪ For example, an employee gets a raise so you would go to their profile and their Jobs tab. Under
Defaults, you would check the option to override the role to regain control of that branch. This will
unplug that entire branch from the role. Then enter the new rate.
▪ Another example would be an employee who will be working on a job code that isn’t shared by others
in the role. You would add the non-role job code to their profile.
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Employees
▪ One more example is an employee who has been getting a lot of overtime, and we want that to stop.
You would go to the Exceptions tab, override the role, and configure the Overtime exception to
require approval before clock operation.
There are other cases where you would create a new role.
• For example, if there are quite a few employees that need to have access to an additional job code,
you would create a new role based on the original role but assign the additional job code.
• Another example would be if each employee had one of five contracts created, you will most often
want to create a new role for each contract.
• A third example would be if a group of employees was part of a different department. In this case, it
would be most beneficial to create a new role for these employees with their department.
Commented [DW81]: 32. Final exam card: If using

NOTE: The decision to override the role should be determined based on the use case. employee roles, when would you change the
employee profile instead? When the change only
Best Practice: If a field would be edited more than once a year, then a new role should be created applies to that employee.
instead of an override. There is not an easy way to revert to role settings once the role has been
overridden and requires manual tracking. However, this is at the discretion of the customer.
Using Global Modification

Global Modification allows a change to be made to multiple profiles or roles. Commented [LW82]: 31. Final Exam card: What is the
name of the feature that allows you to make a change
to multiple profiles or roles? Global Modification
For example, if we create a job code called Training that should be assigned to 200 profiles, it would be
faster to do this in Global Modification.
Another example, for companies using roles, three roles need to be configured to require approval when
clocking in early. It would be faster to do this in Global Modification.
Global Modification can also assign a role to several profiles.
Should I globally change the profiles or the roles?
Global Modification is useful when you want to make a change to two or more profiles or roles. However, if
you’re using roles, ask yourself, “Should this change affect everyone in a role or only specific profiles?”
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Employees
If you’re changing one profile, then you wouldn’t use Global Modification. If you’re changing one role, then
you also wouldn’t use Global Modification.
Reference Sheet
Commented [DW83]:
Specific person = Profile More than one person = Global Mod + I write on the board:
Profile
Roles-
Entire group = Role More than one group = Global Mod + Role Developers
Technicians
Example A Employee Profile

B Employee Role
C Global Mod-Profile
Employee Role Employee Role D Global Mod-Role
Randy Falcon Teacher Cathy Quintanilla Substitute E Create a new role
Lisa Nowak Teacher Timothy Cross Substitute

Then I ask a series of questions. You can either have
Jose Ibara Teacher Ryan Larson Substitute them send their answer via NetSchool chat or use
Emma Rolland Teacher Carl Valenzuela Substitute the NetSchool Q&A option (refer to the Procedures
section at the end of this book for NetSupport
School: Game Mode).
• A change to one teacher (Randy): Go to Employee Profiles and modify Randy’s profile
Where would be the best place to change settings
• A change to some of our teachers (Lisa and Jose): Use Global Modification to modify the profiles
for Sandra West and Michael Carter? Answer: C
• A change to all teachers: Go to Employee Roles and modify the Teacher role
• A change to all teachers and all substitutes: Use Global Modification to modify the roles Where would be the best place to change settings
for all of my Developers? Answer: B
---------------------------------------------Exercise---------------------------------------------
Globally Assigning a Job Code for Patricia Price? Answer: A
1. Create a job code and then go to Employee > Global Modification. Half of the Specialists need to be restricted from
2. Select Profiles and click Next. overtime: E
▪ This is only necessary if the company has an employee role.
3. Select two or more employees and click Next. for all of my Technicians? Answer: B
4. Select Jobs > Job Codes > Assign job code, and click Next.
for all of my Developers and Technicians? Answer: D
John is the only Developer for now that needs the

specialist job code: E
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Employees
5. Select the new job code and click Next.

6. Generally, we won’t change anything on this screen, but if we wanted to make a change to the default
settings, we could do that from here. Leave everything as it appears and click Next.
7. Click Preview to confirm that there aren’t any problems. If there are, view the list.
8. When you are ready to proceed, click Process.
Globally Changing a Setting
1. Go to Employee > Global Modification.

2. Select Employees and click Next.
3. Select two or more employees and click Next.
4. Select Exceptions > Approval > Modify approval exceptions > Next.
5. Under Manager Approval is the option Employee can view. Set that to Yes.
6. We don’t want to track other approval so set that to No. Click Next.
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Globally Assigning a Role
1. Go to Employee > Global Modification.

2. Select Employees and click Next.
3. Select two or more employees and click Next.
4. Select Information > Role assignment > Assign role > Next.
5. Select the role and click Next.
6. If specified, adjust the effective dates, and click Next.
Commented [DW84]: Lab: Employee lab review on
next page and Employee Role Lab
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Users
Users Commented [DW85]: Print the User Role Exercise
Introduction
A User is anyone who will be using the TimeClock Manager application: creating more job codes or
employees, watching hours to prevent overtime, fixing or approving hours, running reports, and more.
A User can have limited or full permissions to the employees, job codes, and features.
Users are often supervisors, managers, and vice presidents, but anyone can be set up as a User. For
example, a User could be created for the receptionist with permissions to view everyone’s clock status.
“I’m sorry, Mr. Blake is out of the office today.”
In this section, we go over adding a User to TimeClock Plus. Each User will have a User Profile. A profile only
requires a few things but offers some additional settings. We will also go over User Roles which make life
easier when creating or managing Users.
When logging into TimeClock Plus for the first time, we must log in as admin. Admin is a super-user, which
means it has full permissions to the software. If several members of the organization need full permissions,
while they each could log in as admin, we recommend creating a different User for each manager to limit
their control and track changes.
Also if you plan to require approval for an employee to clock in or out early and late, or to clock in with a long
week or overtime, then a User is required because the admin cannot approve clock operations.
Learning Objectives
▪ Build User Profiles and define permissions.
▪ Identify and explain the relevance of each tab on the User Profile.
▪ Identify and explain the significance of User Roles.
User Profiles
A User Profile contains employee access, job code access, and permission settings for each manager. A
manager can also have an Employee Profile if they use the employee-facing functions of TimeClock Plus.
User Profile = Manager Login to TimeClock Manager

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Employee Profile = Employee Login to WebClock (and other devices)
---------------------------------------------Exercise---------------------------------------------
Creating a Second Administrator

1. Click on Add User.
2. Enter the User Id (BSMITH).
• This is the Id that he/she will enter when logging in.
• Instead of a number, this should be a name to make tracking easier.
3. Enter the first name (Bob) and last name (Smith).
4. Define the System Access password (123) and click Add. Commented [DW86]: The System Access Password
is the password for logging into TimeClock Manager.
We will skip the Employee Access tab and Job Code Access tab because those are already set to full access Whenever you leave your house or apartment,
and that’s what we want for this user. what’s the one thing you always want to do? Lock
the door. The same principle applies to Users in
TimeClock Manager. Any time you create a User,
5. Under the Permissions tab, select User has access to all features, and click Save. don’t forget to lock the door.
Now let’s log in as this new User. In the top right corner of TimeClock Manager, click on the User button Lab note (end of spiral): When creating a user,
remember the System Access Password.
labeled ADMIN and click Log out. Then log back in as the User ID: BSMITH (password: 123).
Notice that everything looks the same.
Creating a Limited User

So, we’re logged in as BSMITH. Bob is now going to create a User for one of the managers.
1. Click on the Configuration menu > Users > User Profiles.

2. Click on Add User.
3. Enter the User Id: BGATES
4. Enter the first name and last name: Braelyn Gates
5. Define the System Access password and click Add.
-----------------------------------------End of Exercise-----------------------------------------
User Passwords
Let’s talk about the other passwords.
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Users
System Access: This password is required to log into TimeClock Manager. It’s critical that you set this.
Setting up the other passwords will depend on the company’s needs:
WebClock Override: This password approves a restricted clock operation on a computer using WebClock
(restricted by an exception such as clocking in early or late).
Clock Override: This password approves a restricted clock operation on an RDTg (restricted by an exception
such as clocking in early or late).
Clock Edit Hours: This password allows a User to edit hours from an RDTg.
Imagine a plant, warehouse, or similar work environment where a time clock is mounted on the wall, but
there isn’t a computer nearby. So, the manager can edit somebody’s time or enter paid leave time from
the time clock.
Forgotten Passwords Commented [KS87]: Lab Note for forgotten

passwords
•If a User (other than admin) forgets any of the passwords, the admin can log in and reset it.
o There is also an option to add a “Reset password” link to the login screen.
• If the admin forgets the system access password, log into another application called Admin Server to
reset it. Admin Server has its own password.
• If the admin forgets the Admin Server password, call Technical Support.
General
Additional information or settings can be defined here.
• There is an active checkbox which would be unchecked if the User is no longer with the company. As
with employees, it is inadvisable to delete a User if they are tied to anything.
• The User’s department can be filled out, but this is for tracking purposes. Choosing the Sales
department will not grant User access to employees in the Sales department.
There are more options under the Options branch such as the User’s starting screen upon logging in, the auto
off settings when a User is idle, or expiration of the User’s system access password every x days.
---------------------------------------------Exercise---------------------------------------------
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Users
Employee Access Tab

A new User will automatically have access to all employees. However, not all Users will need to have access
to all employees. Each User can be limited to specific employees in this tab.
Let’s limit a user’s access to only employees in the Development department.

1. Select User has access to only specific employees.
2. Click Assign to open a list of the employees.
3. Click Filter.
Although you could eyeball the list and easily find the employees in Development, it’s easy to miss someone.
So, a good habit is to always use the Filter button. It will allow you to customize the list so after you filter the
list down to Development, you can place a check next to everyone.
4. Filter by Department and choose Development. Click Filter.
5. Choose from the list and click Assign at the bottom. Commented [DW88]: When you use the Filter, you
6. Click Save. are customizing the list, but you still have to tell
TimeClock Plus who you want. So make sure that
you select people.
-----------------------------------------End of Exercise-----------------------------------------
Job Code Access Tab

This limits the User to editing and approving hours in specific job codes.
For example, a manager may have access to an employee who floats between departments, and we don’t
want the manager editing or approving hours for another department. So, we can grant the User access to
add, edit, or approve data in specific job codes.
Job codes that are not accessible will still be visible to the User.
For example, a User with access to job code 1, but not job code 2. This means:
▪ The User can still see hours in all job codes
▪ The User can only add, edit, approve or delete hours in job code 1
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Permissions Tab
The Permissions tab determines where the User can go and what the
User can do. You may not want a manager to have access to certain
features. Each User Profile can be limited to specific features and
functions within each feature.
This also makes the system easier to use by removing menus, features,
or tabs that they don’t need. It includes a tree that breaks the software
down into branches. Usually, you will find what you’re looking for
under the Manager branch because most of the features are in
TimeClock Manager.
For example, a User can be limited to Employee Profiles, but only

allowed to go to certain tabs. On one of those tabs, the User can
only view, but not edit.
Giving Permissions to a Feature, but I Can’t Find It!

The user needs to access Employee Status. Where is Employee
At the top of the tree, System Wide is a branch that you may periodically expand to grant access to
sensitive items throughout the software: such as the employee’s social security number or rate.
Status? Let’s figure it out. Scroll up to the menu bar and click on each menu, starting with Hours, and look for
Employee Status.
1. Go through each menu until you find it (starting with Hours), but don’t click on it.
2. Scroll down to the Permissions tree and under the Manager branch, expand the correct menu.
3. Place a check next to Employee Status.
If we wanted the User to only see certain tabs within Employee Status, then we would expand Employee
Status to drill down deeper and place a check next to the desired tabs.
Giving Permissions to Change System Access Password

Let’s give the user permissions to change their system access password:
1. Under the User’s Permissions tab, expand Manager and Configuration.
2. Expand Other Configurations and User Options.
3. Place a check next to User can change his/her password.
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4. Click Save.
In the upper right corner of TimeClock Manager is button labeled

ADMIN. We’ll call this the User button.
When a user logs in, the User button will reflect the User Profile ID.
To change the password, the User would click on this button, and click My Options.
We defined the system access password in the User Profile so why aren’t we giving them permission to
User Profiles? This will allow them to change the password for other Users, but not themselves.
Giving Permissions to the Job Codes Feature

Give Braelyn permissions to create job codes. The Job Codes feature is on what menu?
1. Under the Manager branch, there is a Configuration branch. Expand that.
2. Place a check next to Job Codes.
3. However, we do not want her deleting job codes, so expand Job Codes, and uncheck Delete.
4. Click Save.
Giving Permissions to the Employee Profiles

Next, let’s give Braelyn permissions to create employees. The Employee Profiles feature is on what menu?
1. Under the Manager branch, there is an Employee branch. Expand that.
Since there are only a few things that we want her to do in Employee Profiles, do not place a check next to
Employee Profiles. It’s faster to expand it and choose the two or three things.
2. Expand Employees and place a check next to Add Employee, Information, and Jobs.
3. Click Save.
Giving View Only Permissions

We want her to have view access to the Employee Profile’s Personal branch.
1. Under the User’s Permissions tab, expand Manager, and Employee.
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2. Expand Employee Profiles, expand Information, and expand Personal.

3. Uncheck everything except View.
4. Click Save.
Giving Permissions to Edit Hours

Now let’s give permissions to edit hours for employees.
1. Under the Manager branch, there is an Hours branch. Expand that.
2. Place a check next to Individual Hours and Group Hours.
This will let them go into these features, but not add or edit time. For that, they will need to:
3. Place a check next to Segment Options. Commented [DW89]: Lab note (end of spiral): When
creating a user with permission to Individual or
Group Hours, don’t forget to also check off Segment
Giving Permissions to Add a Time Off Request in a Job Code they Don’t have Access to Options.
By checking off any options within the Job Code Access Overrides branch, you are giving a user access to
manipulate time in a specific feature for Job Codes they do not have access to.
1. Under the Job Code Access Overrides brand, there is a Requests branch. Expand that.
2. Place a check next to Add a request in an inaccessible job code.
This will allow them to go into Request Manager and manually put in a time off request in a leave code they
don’t have access to in the Job Code Access tab. They will not be able to approve or deny the request unless
they are also given that permission.
Preventing a User from Editing their Own Hours

It’s not uncommon for some managers to also clock in and out so they would have an Employee Profile and
User Profile. The company may want them to have permission to edit time for their employees, but not
themselves. However, they still need to access their hours in the reports.
1. Under the User’s Permissions tab, expand Manager, and Hours.

2. Expand Segment Options and uncheck the option: User’s Own Hours.
So, she has permission to edit her team’s hours but does not have permission to edit herself. However,
TimeClock Plus doesn’t know who she is, so we need to link her User Profile to her Employee Profile.
3. After saving her permissions, click on the General tab, and find the Employee option.
4. Click on the Employee drop-down list, and if she were in the list, you would select her and Save.
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Giving Permissions to Approve Hours
In addition to editing, the user needs to approve their

employee’s hours.
1. At the very top of the tree, find Exceptions,

and expand it.
2. Expand Approvals and Manager Approval.
3. Place a check next to Approve/unapprove.
4. Click Save.
The Exceptions branch also includes branches for

approving other exceptions such as short breaks,
long shifts, and overtime (Shift branch), or early and
late punches (Schedule branch).
User Roles Commented [DW90]: Exercise: Pass out the User Role
exercise.
The User Role is a blueprint for Users that share the
same permissions. The User Role allows us to set up all of our
permissions and then we just select that role when
we create the User Profiles.
Manually setting up the Permissions tab for each User Profile can be time-consuming. If it takes five minutes
to set up the permissions, then you will spend at least 15 minutes creating three Users.
The User Role allows you to set the permissions and make changes to them quickly.
The User role only allows permissions to be defined and assigned to each User. Employee Access, Job
Code Access, and Passwords are NOT part of a role. Those must be defined per User Profile.
Creating a User Role

1. Click on the Configuration menu > Users > User Roles.
2. Click on Add Role.
3. Enter a description and click Add.
4. Set the desired permissions and Save.
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Users
Assigning a User Role

1. Click on the Configuration menu > Users > User
Profiles.
2. Select a User and click on the Permissions tab.
3. Select “Assign User to role,” choose the role, and
Save.
Quick Reference
User Profiles includes a User name and password for logging in. It also includes:
• Employee Access
o You may not want a manager to have access to every employee.
o Each User Profile can be limited to specific employees.
• Job Code Access
o If a manager has access to an employee who moves between departments, you may not want
them editing and approving their employee’s hours for another department.
o Each User Profile can be limited to editing or approving hours in a specific job code.
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Import and Export Features

Introduction
As we’re creating job codes, employees, and Users, there has to be better way. Imagine a company with 50
job codes and 200 employees. It could take a day or longer to create all of that by hand. In this section, we
will go over importing or bringing data from another software into TimeClock Plus. The reverse is true as well
– if there is data in TimeClock Plus that the company wants to see in another software. So we will also go
over exporting data out of TimeClock Plus.
Learning Objectives
▪ Build import files using headers.
▪ Describe and give examples of the types of data TimeClock Plus v7 can import/export.
▪ Import and export files to and from TimeClock Plus v7.
Import Feature
If the information that we want to create in TimeClock Plus already exists in another software, we can go into
that software and export it to a file. Then we can import it into TimeClock Plus.
Importing is bringing data from another software (typically the payroll software) into TimeClock Plus. It
allows us to create data quickly but also allows us to change data quickly. For example, some employees
move to a new department and get a raise. This change could be imported.
The File Format

The file format must be comma separated (.csv) or text (.txt). In the file, each row is called a record, and each Commented [DW91]: 39. Final exam card: What file
column is a field of information. Below is an example of an employee import (viewed in Excel). types can be imported? .csv and .txt
Row 1 is a record with everything about Simon Blake. Simon is a field, and Blake is another field.
Rev. 11.25.20
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Column A is the ID, B is the first name, C is the last name, and D is the address. It does not have to be in this
order. Column A could be the last name, B could be the ID, C could be the address, and D could be the first
name. It doesn’t matter as long as they are consistent across all records.
It helps to see it in Excel, but let’s look at a .csv or .txt file. This is what it will actually look like:
Each field is separated by a comma so that TimeClock Plus knows where one field ends and another begins.
After we select the file, we need to map it. Mapping the file means that we define each field. For example, if
the record includes a date, is that the employee’s birthdate or hire date?
After mapping, there is an option to validate (or simulate the import) to see if there are errors.
For companies that create employees every day or several times a week, is there an easier way? There
are several options: 1) they can save the map and load it each time, 2) they can use a header to auto-
map it, &orStaff
Organizational 3) Development
they can –invest in aTraining
Basic Product module called Auto Import.
Rev. 11.25.20
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Importing Employees Commented [DW92]: Exercise: open Excel and

create a blank workbook.
In steps 1-3, we are creating a simple file, but remember that our customers are generally not doing this. Create a simple import file, but keep in mind that
They use another software to create the file for them. our customers won’t generally do this. There is
another software that already contains the
1. On row 1, enter for: information and they will use it to produce the file.
▪ Column A: 9
Guide them through the exercises in the book.
▪ Column B: Leslie
▪ Column C: Knope
▪ Column D: Development
2. On row 2, enter for:
▪ Column A: 10
▪ Column B: Ron
▪ Column C: Swanson
▪ Column D: QA
3. Then save the file to your desktop:
▪ Change the “Save as type” to CSV (Comma delimited). Excel will ask if you want to keep using Commented [DW93]: Click on the “Save as type”
that format because some features might be lost. Click Yes. drop down and don’t move the mouse, but press the
C key. It will go to the first C item which is CSV
4. In TimeClock Manager, click on the Tools menu > Import.
(Comma delimited).
5. For the type of data, choose Employee Information.
6. Click Browse and select the file.
7. Click Next.
8. It will ask you to map each field in the first row. You only have to map the first row because the other
rows should be laid out in the same way and it will use your map for each record. Commented [DW94]: Remember that you can type
9. Click Next and Validate. If there aren’t any errors, finish by clicking Import. in D E P and it will jump to it.
Commented [DW95]: What if we need to make

Offset is useful if the other software is adding a leading character to the field. For example, if the first
several changes?
name begins with a quotation mark then we can set Offset to 1 and remove that character.
For example, 8 people have moved to a new
department, 1 person was terminated, and another
got married so her last name changed.
Now go to the Employee Profiles and notice that our two new employees have been added.
Importing Employee into Roles If we import Employee Information and our file
contains an employee ID that already exists, it won’t
1. On row 1, enter for: try to create a new profile. It will see the ID and try
▪ Column A: 11 to modify it.
▪ Column B: Ann
Some of our imports will allow you to modify your
▪ Column C: Perkins data and others will stop you. If you want to modify
▪ Column D: [role ID] a job code or employee then the file needs the ID
and the field you wish to change.
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2. On row 2, enter for:

▪ Column A: 12
▪ Column B: Andy
▪ Column C: Dwyer
▪ Column D: [role ID]
3. Then save the file to your desktop:
▪ Change the “Save as type” to CSV (Comma delimited). Excel will ask if you want to keep using
that format because some features might be lost. Click Yes.
4. In TimeClock Manager, click on the Tools menu > Import.
5. For the type of data, choose Employee Information.
6. Click Browse and select the file.
7. Click Next.
8. Map each field in the file.
Click Next and Validate. If there aren’t any errors, finish by clicking Import. Commented [DW96]: A common mistake that we
see are people mapping the last field to department,
like the last import, but it should be Employee Role
Now go to the Employee Profiles and notice that our two new employees have been added. ID.
Remember that you can type in R O L.

Using Headers
A header is a row at the top of the file that identifies

each column. By adding a header and turning on the
option to use headers, the file will be automatically
mapped.
The header must be the proper TimeClock Plus field name. In order to determine what the proper field/header
name is, we can go to Exports to see how the system defines each field.
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To determine the field name:

1. Click on Tools and
Export. Commented [KS97]: Harry Potter: [Role ID] Dev
2. For export type, choose Hermione Granger : [Role ID] QA
Ron Weasley: [Role ID] Dev
the type of information
Luna Lovegood: [Role ID] QA
that will be in your
import.
3. Next to Body, click Add
Fields.
4. Find the field name and
add it to the first row of
the import file in the
correct column. Case and
space sensitive!
5. Cancel the screen and
return to Import.
During the import, don’t forget

to enable headers!
To import a file with a header:

1. After choosing the type of data and browsing to the import file, place a check next to Use the first line
in the file as the header to automatically map the fields.
2. Click Next, and on the screen where you usually map the fields, everything should be automatically
mapped.
If the fields are not automatically mapped then 1) you selected the wrong type of data, 2) failed to enable
headers, or 3) added an incorrect header to the file.
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In Technical Support and Pro Services, the customer may need help with an import. Since you will have a
company with data, here’s a shortcut. Export your data and choose the option to include a header.
Remove your data from the file so it only contains the header, save it, and e-mail it.
Breakdown of Data
Below is a description and example of each import type.
Each example includes 2-5 records, but an actual import will normally include a lot more.
Job Code List

▪ This will create new job codes in the master list.
▪ This changes the master settings of an existing
job code.
A. Job code number; B. Description; C. Is it a leave code?
D. Is it clockable? E. Does it earn overtime? Commented [DW98]: Under the screenshot, it tells
Employee Information you what goes in each column if you ever need to
create a file.
▪ This will create a new employee profile.
▪ This changes the information or settings of an Lab note (end of spiral): Creating Job Code import:
existing employee profile. page 82.
A. Employee ID; B. First name; C. Last name

Employee Job Code Information Commented [DW99]: This is often confused with the
▪ This assigns job codes to an employee profile. Job Code List import. Employee Job Code
Information assigns job codes to the employee
▪ This changes settings of an assigned job code. profile.
▪ You must have a Job Code List before importing
Employee Job Code Information. A. Employee ID; B. Job code number
Employee Roles
▪ This will create a new employee role.
▪ This changes the information or settings of an
existing employee role.
A. Role ID; B. Role Name; C. Department
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Employee Role Job Codes

▪ This assigns job codes to an employee role.
▪ This changes settings of an assigned job code.
▪ You must have a Job Code List before importing
Employee Role Job Codes.
A. Role ID; B. Job code number
Importing Data without Roles
Data should be imported in the order below

Type of data What are we importing?
Job Code List Configuration > Job Codes
Employee Information Employee > Employee Profiles
Employee Job Code Information Employee Profiles > Assigning job codes
Importing Data with Roles

Data should be imported in the order below
Type of data What are we importing?
Job Code List Configuration > Job Codes
Employee Roles Employee > Employee Roles
Employee Role Job Codes Employee > Employee Role Job Codes
Employee Information (add role ID) Employee > Employee Profiles
Cont. Breakdown
Rate Change History

▪This adds details of a raise to the employee’s
default rate on an employee profile.
▪ This adds details of a raise to the job code rate on
A. Employee ID; B. Raise Date; C. New Amount
an employee’s profile.
Employee Recurring Schedules
▪ This assigns a recurring schedule to the employee
profile.
▪ You must have a recurring schedule before
A. Employee ID; B. Recurring Schedule Description; C. Start Date
importing recurring employee schedules.
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Employee Accruals
▪This will add time earned or spent to an
employee profile’s accrual bank.
▪ You must create and assign the accrual bank
A. Employee ID; B. Bank ID; C. Accrued hours; D. Post date
before you can import this.
Employee Qualifications
▪ This will assign a qualification to the employee.
▪ You must have qualifications created or imported
before importing employee qualifications.
A. Employee ID; B. Qualification
Users
▪ This will create a new User Profile.
▪ This will change the information or settings of an
existing User Profile. Commented [DW100]: This import includes the user
A. User ID; B. First and C. Last Name; D. System Access password
ID, password, and some other information, but does
not include employee and job code access, or
Employee Access permissions.
▪ This will assign specific employees to a User
Profile’s Employee Access tab. There is another import for employee access and
another import for job code access.
A. User ID; B. Employee ID
User Job Code Access

▪ This will assign specific job codes to a User’s
profile’s Job code access tab.
A. User ID; Job Code Number
Employee Punches
▪ This adds shifts to the employee’s hours.
▪ Each record is a punch.
▪ Operation codes: I-In, B-Break, J-Job Code
A. Employee ID; B. Operation code; C. Transaction date;
Change, O-Out D. Transaction time; E. Job code number
Employee Segments
▪ This adds shifts to the employee’s hours.
▪ Each record is a shift. A. Employee ID; B. Date in; C. Time in; D. Date out; Commented [DW101]: Companies that upgrade
E. Time Out; F. Break type; G. Job code number from version 6 to 7 may have the employees
continue clocking into version 6 as they set up 7.
Schedules Later they’ll export the hours out of 6, import them
▪ This creates an ad-hoc schedule for the into 7, and go live with 7.
employee. A. Employee ID; B. Date in; C. Time in; D. Date out;
If you are importing hours from our system, the type
E. Time Out; F. Break type; G. Job code number
of data would be Employee Segments.
Rev. 11.25.20
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Recurring Schedules
▪ This creates the name of a recurring schedule.
A. Recurring schedule name
Recurring Schedules Segments

▪ This adds segments to a recurring schedule.
A. Recurring schedule name; B. Date in; C. Time in; D. Date out; E. Time
Out; F. Break type; G. Job code number
▪ This assigns a recurring schedule to the employee
profile.
A. Employee ID; B. Recurring schedule name
Qualifications
▪ This creates the name of a qualification.
▪ Qualifications can then be assigned or imported
into the Employee Profiles.
A. Qualification
Positions
▪ This creates the name of a position.
▪ Positions can then be assigned or imported into
the Job Code List.
A. Position
Export Feature
Exporting is sending data out of TimeClock Plus to a file.
In TimeClock Plus, there is an Exports feature and a Period Exports feature.
• Exports (what we are currently studying) allows you to export almost any type of data to a generic
format that can be viewed in Microsoft Excel or other similar applications.
• Period Exports (which we’ll study in the Reports section) allows you to export hour totals (regular and
overtime) to a special format that can be imported into the payroll software. Commented [DW102]: 41. Final exam card: What is
the difference between Export and Period Export?
Exports allow you to export almost anything to a
The Data generic format for viewing in Excel; Period Exports
We can export the following: allow you to export hour totals to a special format
that can be imported into payroll.
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Employee Information
Employee Accruals
Employee Job Code Information
Rate Change History
Job Code List
Schedules
Employee Segments
Users
Recurring Schedules
Recurring Schedule Segments
Employee Qualifications
Positions
Qualifications
Exporting Data
1. Click on the Tools menu > Export.
2. Choose the Export Type.
3. Next to Body, click Add Fields.
4. Place a check next to the fields that should be included and Add.
5. Click Generate to create the file.
6. Click Download to save the file.
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Breaks
Breaks
Introduction
Some states require employers to provide a rest or meal break, and others do not. Employers who provide a
break have two options: clocked and automatic. Clocked breaks allow more tracking and regulating while
automatic breaks offer convenience. We will look at both options and the benefits.
Learning Objectives
▪ Configure clocked breaks and automatic breaks.
▪ Identify the purpose and benefits of break rounding.
▪ Configure break rounding and additional restrictions for automatic breaks.
Clocked Breaks
The employee using the Break button records a clocked break. This allows the company to know who is
currently on a break and for how long. Clocked breaks allow companies to:
▪ Track who is currently on a break
▪ Flag short and long breaks
▪ Restrict short breaks
▪ Round the length of the break
▪ Regulate paid breaks
Commented [DW103]: 34. Final exam card: Name at
Click on the Company menu and Company Defaults > Global tab > Breaks branch. least two things that we can do with clocked breaks.
Answer: Choose any 2 from that list.
As many as five break types can be activated. Initially, there is one active break type called Break. This can be Commented [DW104]: 35. Final exam card: How
renamed. For example, the first break can be called Rest Break, and the second can be called Lunch Break. many clocked breaks can we track? Answer: 5
Each break can be configured differently for short and long breaks, or break rounding. Commented [DW105]: Usually companies just have
one break type, but there are companies that have
more than one. It’s rare to see someone enable all
Short and Long Breaks five.
Short and long breaks are exceptions that TimeClock Plus can track. Remember that an exception highlights
a shift that contains something valuable.
▪ Tracking or approving short and long breaks is an option per employee (Profile or Role)
▪ Defining what is short and long is an option per break type in the Company Defaults
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Breaks
These parameters will be used when the employee takes a break from any job code because the job codes
are configured to use the short and long break settings in the Company Defaults.
Break Rounding
Earlier, we learned about punch rounding, which rounds the beginning and end of a shift based on the punch
time. Break Rounding rounds the length of the break based on when the employee returned. As with punch
rounding, it is useful to companies that are trying to have easier hours for payroll.
With clocked breaks, an employee might have a 47-minute break or 59 minutes. Some companies want 47
rounded back to 45 or 59 rounded up to 60.
Punch Rounding Break Rounding

Clocks in 7:59 AM 8:00 AM 8:00 AM
Leaves for break 12:02 PM 12:02 PM
Returns from break 1:00 PM 1:02 PM
Break length 58 minutes 60 minutes
Clocks out 5:01 PM 5:00 PM 5:00 PM
8 hours and 4 min 8 hours and 2 min 8 hours
Break rounding is configured in the Company Defaults. These parameters will be used when the employee
takes a break from any job code because the job codes are configured to use the break rounding settings in
the Company Defaults.
These settings can also be overridden on the Master Job Code.
Rev. 11.25.20
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Breaks
Examples:
Short or long break parameters and break rounding are defined in the Company Defaults but may be
overridden per job code if necessary.
Underneath an active break type, place a check next to Round breaks to nearest.
Break rounding has two components:

• How many minutes should the length be rounded
• When the system should round up versus down
Rev. 11.25.20
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Breaks
Example
Round breaks to the nearest 15 minutes

Round first 15 minutes up at 8 minutes
Round other 15 minutes up at 8 minutes
The employee starts his break at 10:02
Draw a line that begins when the break started. Then divide the line into segments.
If rounding to the nearest 10 minutes, then build 10-minute segments. If rounding to the nearest 15 minutes,
then build 15-minute segments. For this example, the line should look like this.
10:02 10:17 10:32 10:47 11:02
1st 15 Other 15 Other 15 Other 15

minute min min min
10:02 to 10:17 is the first segment, 10:17 to 10:32 is another segment, etc.
The rule is to round up at 8 minutes so if he returns at 10:09 (7-minute break), it would round down to 10:02.
If he returns at 10:10 (8-minute break), it will round up to 10:17.
Wait, round to the nearest 15 minutes. Isn’t 10:15 the nearest 15 minutes?
This has caused confusion. If we round to 10:15, how long would the break be? Remember, they started the
break at 10:02. If TimeClock Plus adjusts the return time to 10:15 the break would be 13 minutes. By
adjusting to 10:17, the break would be 15 minutes, which is what we want.
When explaining break rounding, never have the employees in your example start their break on the
hour. Use an example where the break begins at 10:01 or 10:02.
Example
Notice that there is also an option to round other 15 minutes.
This is for employees returning beyond the initial break period.
Rev. 11.25.20
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Breaks
Round breaks to nearest 15 minutes

First 15 minutes up at 8 minutes
Other 15 minutes up at 12 minutes
The employee begins the break at 11:05
11:05 11:20 11:35 11:50 12:05
11:13 11:32 11:43 11:58

1st 15 minutes Other 15 min Other 15 min Other 15 min
11:05 to 11:20 is the first segment, 11:20 to 11:35 is another segment, etc.
Return time Which segment? Rule How far into the segment? Result
11:12 AM First Segment Round up at 8 7 minutes Down to 11:05
11:13 AM First Segment Round up at 8 8 minutes Up to 11:20
11:31 AM Other Segment Round up at 12 11 minutes Down to 11:20
11:32 AM Other Segment Round up at 12 12 minutes Up to 11:35
Paid Breaks Commented [KS106]: Page break for exerecise

Commented [KS107]: After, do Practice with Beak
Some states have laws that require paid rest breaks. One option is to have the employee stay clocked in for
Rounding in TCPA
the break, but what if the employee is allotted 15 minutes and takes 30 minutes? So this could be abused.
The paid breaks feature allows companies to create a cutoff point and better regulate it.
---------------------------------------------Exercise---------------------------------------------
Paid breaks are only configured per job code. Commented [DW108]: Lab note (end of spiral): Paid
1.
Click on the Configuration menu > Job Codes. breaks must be configured in the Master Job Code
List.
2.
Select a clockable job code.
3.
Click on the Breaks tab. There will be a branch to configure each active break type.
4.
Place a check next to Break is paid.
5.
Up to x minutes are paid: Define the most that an employee can be paid for this break.
6.
If the break does not exceed y: Define the cutoff point. If the employee returns after this amount of
time, then the entire break will be unpaid.
7. Save the change.
Assume we configured the job code to pay up to 15 minutes if the break does not exceed 20.
▪ If the employee with that job code returns from a 5-minute break, she is paid 5 minutes (up to 15
minutes).
▪ If she returns from a 17-minute break, she is paid the maximum of 15 minutes.
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Breaks
▪ If she returns from a 21-minute break, she is now past the cutoff, so nothing is paid.
It’s an incentive for the employees to return when they’re supposed to. In this example, the maximum is 15,
but the cutoff point is 20, which gives the employees 5 minutes to return and still get paid. If this is abused, a
company could tighten the parameters and set it to pay up to 15 if the break does not exceed 15.
Automatic Breaks
The alternative to a clocked break is an automatic break. Automatic breaks are rules that deduct x minutes to
account for the break (e.g., 9 hours would turn into 8 hours).
▪ This impacts employees because they don’t have to use the Break button. It removes x minutes of
break time from the employee’s hours after they clock out.
▪ If schedules are being created, then the managers are also impacted because they don’t have to
schedule the break. This removes x minutes of break time from the schedule.
The automatic break rule will define how many minutes to deduct, where those minutes will be removed, and
any conditions that must be met, such as the shift reaching a specified length.
Anchor Point (Where the Minutes Will Be Removed)
When we remove x minutes, the question is, where do we remove it from? What is our anchor point?
Length-based at beginning of shift: This option will remove the specified amount from the clock in time of
the shift.
For example, we want to deduct 30 minutes and set an anchor to the beginning of shift. If the employee
clocks in at 8 AM and out at 5 PM, then 8 AM-8:30 AM would take the hit. Those 30 minutes would still
appear, but they become unpaid.
Length-based at x hours into shift: This option will remove the specified amount from a time that is x hours
after the clock in time of the shift.
For example, we want to deduct 30 minutes and set an anchor to 3 hours into the shift. If the employee
clocks in at 8 AM and out at 5 PM, then 11 AM-11:30 AM would take the hit. Those 30 minutes would still
appear, but they become unpaid. This is useful if everyone takes their lunch at different times.
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Breaks
Time-based at x: This option will remove the specified amount, starting at the specified time.
For example, we want to deduct 30 minutes and set an anchor to noon If the employee clocks in at 8 AM and
out at 5 PM, then 12 PM-12:30 PM would take the hit. Those 30 minutes would still appear, but they become
unpaid. For this to work, their shift must overlap this time.
What if the employee clocked in at 8 AM and out at 12:15 PM? Would it still deduct 30? No, it would deduct
15 - the rule is unpaying x minutes of labor to account for the break. There are only 15 minutes.
When would someone really care about where the time is deducted? It only really becomes a concern when
the employee is moving between rates. Here’s an example. Commented [DW109]: This is also an issue if they
move between job codes (even at the same rate)
and the company wants an accurate report of hours
Job Code 1 in each job code. If I deduct from 8-10 when they
($14/hr) actually took their break during the 10-5, the report
8:00 10:00 5:00 will incorrectly reflect 1 hour in Job Code 1 instead of
2.
If we remove the 60
minutes here, that
Job Code 2 If we remove the 60
removes $14 of pay.
minutes here, that
($15/hr) removes $15 of pay.
Rev. 11.25.20
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Breaks
Deduction amount
In this example, it will deduct 60 minutes

if the restrictions are met.
Shift length restriction
In this example, the shift must be at

least 4 hours long and no more than
24 hours.
Anchor point
In this example, it will deduct 60

minutes from the beginning of the shift
if the restrictions are met.
Creating an Automatic Break Commented [DW110]: Exercise is on the next

Let’s begin by creating a rule. Trainer Page.
1. Click on the Configuration menu > Other Configurations > Automatic Breaks.
2. Click Add.
3. Enter a description.
4. Apply to shifts between: Place a check next to this option and leave it as 4:00.
▪ This is not to be confused with four o’clock, but 4 hours.
▪ This means the rule will only deduct if the shift is at least 4 hours.
5. Deduct: Enter how many minutes much should be deducted.
6. Set an anchor point to define where the minutes should be deducted:
• Length-based at beginning of shift
• Length-based at x hours into shift
• Time-based at x
7. Click Finish.
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Breaks
Then let’s assign the rule to an employee.

8. Click on the Employee menu > Employee Profiles > select an employee, click on the Hours tab, and
the Automatic Breaks branch.
9. Above the grid, click Assign, select the rule, and click Assign at the bottom.
10. Click Save.
If you assign the automatic break to an employee role then you need to move the effective date back if
you want this to apply to data prior to today.
Additional Restrictions for Automatic Breaks

Let’s go back to the rule (Configuration menu > Other Configurations > Automatic Breaks).
Restrictions branch
Restrict time of day: This restricts the deduction to shifts that start between x and y.
For example, if the Start Time is 7 AM and Stop Time is 1 PM then:

▪ A shift that begins between 7 AM and 1 PM would be eligible for the deduction.
▪ A shift that begins at 6:59 AM or 1:01 PM would not be eligible.
Restrict days: This restricts the deduction to specific days.
Assign Job Code branch

This restricts the deduction to shifts in specific job codes.
Use all job codes should remain selected if the rule should apply to shifts in any job code.
• This is not referring to all job codes in the company, but all job codes assigned to the employee. If you
assign the automatic break to employee one, then “Use all job codes” means apply to shifts in all of
employee 1’s job codes.
Use selected job codes should be selected if the rule is for specific situations. When creating an automatic break rule, it should
use all job codes unless the lab specifies a job code.
• For example, if the rule should apply only when the employee is working on the Delivery job code,
Commented [DW112]: 37. Final exam card: What are
then we would select Use selected job codes and assign the Delivery job code.
the different conditions we can define for an automatic
break? A minimum shift length, a clock in period,
specific days, or specific job codes.
Rev. 11.25.20
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Breaks
Disabling an Automatic Break Commented [DW113]: Exercise: Disable an

If an employee works through their lunch then: automatic break and reenable it.
1. Click on the Hours menu > Individual Hours.

2. Select the employee and right click on the shift.
3. Click Edit and then Extra.
4. Place a check next to Disable automatic deduction for this segment.
5. Click Save to save the Extra window and Save to save the shift.
Setting up Multiple Rules Commented [DW114]: Exercise: create two rules:

If the company wants to deduct 60 minutes if they work 8 hours, but 120 minutes if they work 16 hours, then
1) An 8-hour rule to deduct 60 minutes after
they would need to create and assign multiple rules. working 8 hours, and a 16-hour rule to deduct 120
1. They would create a rule to deduct 60 minutes and apply to shifts between 8 and 24 hours. minutes after working 16 hours.
2. They would create a rule to deduct 120 minutes and apply to shifts between 16 and 24 hours. 2) Assign them to Nerissa (remove old one).
3) Edit her time to simulate the 8-hour rule.
4) Edit it again to simulate the 16-hour rule.
The end of the range (24) will not matter. The 120-minute rule will auto replace the 60-minute rule.
Give them a tip that the maximum number of hours
can remain 24:00. It does not need to be changed. If
Clocked Breaks vs. Automatic Breaks the employee works 16 hours then it will
automatically ignore the 8-hour rule.
Which one is the best option? As with anything, it will depend on the needs of the organization.
If the company needs to know when their employees are on a break or how long they are on a break, then
clocked breaks are the best option. If they want to regulate paid breaks so that people are not taking
advantage, then clocked breaks would also be the best option.
If the company doesn’t want the employee to use the clock when going on a break, then automatic breaks are
the best option. If they are creating schedules in TimeClock Plus, but don’t want to schedule the breaks, then
automatic breaks would also be the best option.
Some companies may use a combination of clocked breaks and automatic breaks:
1. The company may want most of their employees to use clocked breaks and a small handful to use
automatic breaks (for employees always on-the-go). So it would depend on the employee.
2. The company may want to track their breaks, so they instruct their employees to use the clock when
going on a break, but to use automatic breaks for the scheduling. They would need to configure the
rule so that it applies to scheduled hours.
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Breaks
3. The company may not care about tracking lunches but wants to regulate paid breaks so they would
set up automatic breaks to handle lunches but clock the rest breaks. They would need to configure
the rule to apply when shifts contain manual breaks.
In this example, the employee

manually took a 15-minute break
and 60 minutes were
automatically deducted for lunch
(p for paid and u for unpaid).
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Managing Hours Commented [DW115]: Before we get started, let’s

do a little housekeeping.
1. Under Company, go to Company Defaults.

Introduction
2. Under the Global tab, click on Breaks.
A few employees need their time corrected. Another was out sick but needs paid sick time entered. Hours 3. Turn off the first break type and Save.
also need to be approved. In this section, we will study different features in the Hours menu: 4. Under the Schedule tab, click on Exceptions.
5. Uncheck the “Generate” option and click Save.
6. Under Hours, go to Mass Hours.
Some managers prefer Individual Hours because they want to see one employee at a time, and Individual 7. Select everyone and click Next.
Hours does offer a little more detail than Group Hours. 8. Select Delete Hours and click Next.
9. Adjust the Period to Last 30 Days.
10. Click Next and Process.
Others prefer Group Hours because they want to see everyone on the same screen. Group Hours is
especially important because you can quickly filter and approve exceptions across the board.
Learning Objectives
▪ Define and explain the various options to manage and edit time within TimeClock Plus.
▪ Add and edit a shift, leave, and time sheet labor.
▪ Compare and contrast the benefits and limitations of each managing hours feature.
Terminology
Shift: A shift has a time in and time out. It’s generally used to track labor.
Segments: A shift is made up of segments.
Break Type: The segments are tied together by a break type.
▪ The Break Type signifies that the shift is breaking into another segment because the employee either
took a literal break OR changed to a new job code.
Time Sheet: A time sheet generally represents leave (sick, vacation, and holiday). It has a time in, but not time
out. Instead of a time out, it has an amount of hours.
Individual Hours
In the Hours menu, click Individual Hours, and select the first employee. Individual Hours allows you to access
hours for a specific employee with a breakdown of their regular and overtime. After selecting an employee,
the grid will show hours in Open Weeks (the default period). Once a week is closed (Company menu), the
hours are hidden, but can still be accessed by adjusting the date range and pressing Update.
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The default period can be changed by clicking on Options in the top right corner.
Available Information
In addition to punch data (time in/out and job code), Individual Hours also offers:
• The hourly rate

• The length of the break
• Whether the break was paid
• Whether it was edited, what, and who
o What, who, where after clicking the Y
• Who approved a record
o Must be enabled in the Options
• Total hours of regular time
• Total hours of overtime
• Total hours of leave
• Schedules
• Absent records (option above grid)
• Accrual balances
The Interface Commented [KS116]: Add shift: 7:30AM – 5:30PM
1 2 3 4 5 6 7
1. Exceptions: This column includes the exceptions. Remember that an exception is anything that impacts
hours or payroll. So, if a shift is missing approval or contains something important such as an employee
clocking in early or overtime, then a bubble will appear. If you hover over the bubble, then it will show you
the exception(s) that exist for that record.
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2. Approving Hours: M for Manager, E for Employee, and O for Other. Many companies will have the
manager and employee approve every shift. The manager could approve from this screen and see if the
employee approved it. Some companies have a third person approving every shift (Other).
3. Shift Notes: The Notes column allows one or more notes to be added. If a note was added, then the icon
will look like this: Sometimes it is necessary to add a note. For example, an employee is late from a flat
tire, leaves early for an emergency, or is approved for overtime.
Commented [DW117]: Exercise:
4. Edited: The Edited column will include a Y if a User manually created the record or edited. Clicking on the Y
1. Right click on the shift and click Edit.
will open an audit log with more details on the change. If the record was created by an employee clocking in 2. Change the time in to 8 AM.
and was not edited, then nothing appears in the column. 3. Click Save.
There’s a Y in the Edited column because it was

5. Breaks This column shows a bracket that connects one segment to another to help you easily identify manually entered.
which segments make up a shift. Although it’s called the Breaks column, this is not referring to a rest break,
Click on the Y and an Audit Log Change window will
but a break in the shift. A shift will be broken into segments when the employee goes on a break or changes
appear. This shows a list of changes on the left. After
job code. you click on a change, the details appear off to the
right including what specifically was edited (before
and after).
6. Break Length: This column shows the length of the break. In the example above, Gavin took a 57-minute
break on 1/23 after the 7:55 AM record. 57u is unpaid 57p is paid. It also shows the date and time of the edit, the User
behind the edit, and even the computer (if you click:
Show more info). Click Close.
7. Shift Information: These columns include the start and end time of each segment, the job code, and the
Commented [DW118]: When we create a week of
rate if rates are being tracked.
hours, you’ll see both situations where we need a
break type.
8. Shift Totals: These columns include total hours of each segment, shift, and week.
9. Hour Breakdown: This table breaks down the regular, overtime, leave, and total hours.
9
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Schedules and Accruals
Along the top of Individual Hours are tabs for the employee’s schedule and accrual balances (how much sick
or vacation they’ve earned).
Tracking tardy and absent employees will require a schedule. If an employee is tardy, then that will appear as
an exception. If an employee is absent, you can see that by turning on: Show absences. In the example
below, the red data shows that Anamaria has a schedule on 1/23, but did not come in.
This is useful if you are curious about a specific employee, but another avenue to this information is the
Exception Summary report. This report can be configured to only show tardy and absent exceptions,
Edited
giving you a list of everyone who was tardy or absent for the defined date range.
Edited
If a record was added or edited, then a Y will appear in this column. When you click on the Y, it opens an audit
log. Each change will appear in a list on the left. After selecting a change, details will appear on the right,
including a column that contains the new record and a column that contains the original. In the top left corner
is an option to Show more info. This showed when the change occurred, the User behind the change, and the
computer and feature used.
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Closed
As mentioned at the beginning, the grid shows hours from open weeks. Weeks that are closed will not
appear, but they may still be accessed by adjusting the date range. If you look at a week that has been closed,
then a history icon will appear next to the closed records. The User permission to edit closed weeks is
typically revoked, but the admin can edit anything.
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Segments, Shifts, and Time Sheets
A shift represents labor and has time in and out. It is made up of one or more segments.
In the example above, there are two segments: an 8 AM segment and 1 PM segment, forming a shift.
A time sheet is an amount of hours and time in. As a best practice, time sheets are used to track leave.
Labor is recorded by the employee clocking in and out, which creates a segment. Leave is recorded manually
by the manager as a time sheet.
Manually Entering Labor Commented [DW119]: Common traps:
An employee may forget or not be able to clock in and out so the shift must be added manually. Forgetting to adjust the date
Mixing up AM and PM
This can be done via two methods: Method A and Method B. Forgetting to adjust the job code
• With Method A, add each work segment. It will identify any space between segments as a break.
• With Method B, you add the entire shift, insert the break, and if needed, split between job codes. Exercise is on the next trainer page.
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Method A (Adding each Segment) Method B (Adding each Shift)

1. Click Add Segment. 1. Click Add Segment.
2. Next to Time In, enter the date and time that the segment started 2. Next to Time In, enter the date and time that the shift started (e.g., 8
(e.g., 8 AM). AM).
3. Next to Time Out, enter the date and time that the segment ended 3. Next to Time Out, enter the date and time that the shift ended (e.g., 5
(e.g., noon). PM).
4. Select the Job Code. 4. Select the Job Code.
5. Choose a Break Type if 1) the employee is going on a break after 5. Right click on the shift and choose Add break.
this segment, or 2) changing job code after this segment.
6. Click Save. 6. For the Time, enter when the break started.
7. For the Break Length, enter in minutes the duration of the break and
Save.
8. If either segment contains more than one job code, then right-click on
the segment and choose Split Segment by Length.
9. Click the Split icon once to create two rows (if the segment contains
two job codes).
10. Enter the length of the first segment (far left column). The length of
.
the last segment will automatically adjust.
11. Select the Job Code.
12. Click Save.
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The time may be selected using the keypad or entered manually. For some, the keypad can be tricky. It’s
much easier to enter it manually (highlight the time and type over it)
▪ Military time is supported.
o 1430 will be adjusted to 2:30 PM.
▪ Shorthand is also supported:
o When you enter 8, it will be adjusted to 8:00 AM.
o When you enter 230p, it will be adjusted to 2:30 PM.
Adding Leave (Time Sheet)

When adding leave (e.g., sick, vacation, holiday), it is a best practice to create a time sheet. “He used x hours
of vacation” instead of “He went on vacation from 8 AM-5 PM.”
1. Click Add.
2. Place a check next to Time sheet entry.
3. For the Time In, enter when the leave began.
▪ For example, if they took the day off, enter 8 AM. If they took the afternoon off, enter 1 PM.
4. For Hours, enter the length of the leave.
5. For the job code, choose the leave code.
6. Click Save.
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Adding Multiple Days
There is a Days drop-down list if the record should apply to more than one day. For example, if adding an 8-
hour time sheet of vacation to Monday, choosing five from the drop down would apply to Mon-Fri.
1. Click Add.
5. For the job code, choose the leave code.
6. For Days, select 5.
7. Click Save.
The Days drop-down list will appear when adding shifts as well as time sheets.
▪ It only appears when adding a record - not editing.
Fixing Hours
Sometimes an employee forgets to clock in or out, forgets to change job code or leave on break. Alternatively,
maybe the employee was unable to access WebClock. The manager can fix this.
Clocking In a Shift
1. Click Add.
2. Place a check next to Individual is clocked in.
▪ This will remove the Time outfields.
3. Place a check next to Missed in punch.
4. For the Time In, enter the date and time of the punch.
5. Choose a job code.
6. Click Save.
Clocking Out a Shift

1. Select the clocked in segment by placing a check to the far left.
2. Click Manage and choose Edit.
3. Remove the check next to Individual is clocked in.
4. Place a check next to Missed out punch.
5. For the Time Out, enter the time they ended their shift or went to lunch.
6. Do not choose a break type.
7. Click Save.
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Changing Job Code
1. Clock out the employee’s current segment and choose a break type.
2. Add a clocked in segment that begins when the segment from step 1 ended.
3. Place a check next to Missed in punch.
4. Choose the new job code.
Putting an Employee on Break
1. Select the clocked in segment by placing a check to the far left.

3. Remove the check next to Individual is clocked in.
4. Place a check next to Missed out punch.
5. For the Time Out, enter the time they ended their shift or went to lunch.
6. Choose a break type.
7. Click Save.
Editing and Deleting
1. Select the segment by placing a check to the far left.

2. Click Manage and choose Edit or Delete.
Approving Hours
1. In Individual Hours, place a check in the M or O column next to each record. Commented [LW120]: Explain that this is NOT
2. Click Apply Changes to save the approvals. approving any other exceptions than Manager
Approval
The M at the top of the column will approve all hours.
What about the E column?

The Users won’t place a check in the E column. As the employees approve their time in WebClock, the
approval will appear in the E column.
Disabling or Re-Enabling an Automatic Break
I’m using automatic breaks, but an employee worked through lunch. How do I disable it for that shift?
1. Select the segment with the break.

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3. Click on the Extra button.

4. Place a check next to Disable automatic deduction.
5. Click Save to save the Extra screen and Save the edit.
You will remove the check if you need to re-enable the automatic break.
Forcing Overtime or Removing a Force
I want to force a shift to overtime. How would I do that?
1. Select the segment.

3. Click on the Extra button.
4. Select Force overtime 1 or 2.
5. Click Save to save the Extra screen and Save the edit.
6. Repeat these steps for each segment that should be paid overtime.
You would select Do not force overtime to remove a force.

Group Hours
In the Hours menu, click Group Hours.
Group Hours allows you to quickly approve hours and other exceptions for multiple employees. From this
feature, you can filter and review exceptions across the entire organization. You can also add or edit time in
Group Hours. Some managers prefer to edit and approve time in Individual Hours, but Group Hours is simply
another option and especially useful to someone who is looking over a lot of employees.
After going to Group Hours, you must click on the Update button to load the date range.
Mass Hours
In the Hours menu, click Mass Hours. Commented [DW121]: 45. Final exam card: With
what feature can you mass approve hours? Group
Mass Hours allows you to add, edit, or delete hours for multiple employees. Hours
46. Final exam card: With what feature can you add
Here are some examples of when a company would use this tool:
hours to multiple employees? Mass Hours
• Several employees worked the same shift, but were unable to clock in and out.
• A shift that was mass added was incorrect and needs to be edited. One trick that trainees have used to remember this
• There was a Saturday meeting or training for several/all employees. is - approve contains the letter p and Group contains
the letter p.
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• Several employees were on vacation for the same day(s).

• There was a paid holiday that needs to be added.
If adding a shift using Mass Hours, you must use Method A - add each segment and choose a break type if
the employee changed job code or took an actual break after the segment.
If the shift is in a job code that everyone is assigned (Meeting), then there’s no problem, but if you’re adding
labor in their respective job code then tell it us the default job code.
Adding a Shift
Assume that several employees came in and worked the same hours. For whatever reason, they were unable
to clock in, so they need you to fix it.
1. Select the employees and click Next.

First Segment:
2. Select Add Hours and click Next.
3. Enter the Time In and Time Out.
• 8 AM-12 PM
5. Choose the default job code and Next.
6. Click Preview to see if there are any errors.
7. If there is not a red button, click OK, and Finish.
8. After it processes, click OK.
Second Segment:
1. Click Back.
2. Enter the Time In and Time Out:
• 1 PM – 5 PM
3. Do not choose a break type.
4. Choose the default job code and Next.
5. Click Preview to see if there are any errors.
Editing a Shift
1. Select the employees and click Next.

2. Select Edit Hours, Edit Segments, and click Next.
3. Enter the Source data range for the target data (the existing segment you wish to change).
a. If you are editing a shift on Monday, then put Monday’s date as the Start and Stop Date.
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b. If you are editing the same shift for Monday and Tuesday, then put Monday’s date as the Start
and Tuesday’s date as the Stop.
4. Place a check next to Include segments matching.
5. Enter the Time In and Time Out of the target data and click Next.
6. Place a check next to the field(s) that you wish to change and enter or select the new value.
7. Click Next and Preview to see if there are any errors.
Adding Leave (e.g., Sick or Vacation)
Assume that several employees are sick or on vacation for the same day(s) of the week.
1. Click Mass Hours.
2. Select the employees.
3. Click Next.
4. Select Add Hours.
8. For the job code, choose the correct leave code.
9. Click Next.
10. Click Preview to see if there are any failures.
11. If there are 0 failures, click OK, and Finish.
Adding a Paid Holiday
Assume that this company pays its employees for a holiday. Commented [DW122]: Later we’ll talk about
Without the Work Filter: automated holidays which will do all of this for you.
Otherwise you have to use Mass Hours to add
1. Click Add. holiday time to everyone.
2. Select everyone and click Next.
4. For the Time In, enter when the leave began. For example, at 8 AM.
6. For the job code, choose the Holiday job code.
7. Click Next.
8. Click Preview to see if there are any failures.
9. If there are 0 failures, click OK, and Finish.
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With the Work Filter, it only selects employees who worked before and after the holiday:
1. Click Add.
2. Choose Select using filters and click
Work Filter.
3. In the Work Filter, place a check next
to the first row.
4. At least can be 4:00 or 8:00. Skip
not more than.
5. Set both dates to the day before the
holiday.
6. Include only clockable should be
checked.
7. Place a check next to the second row
and repeat steps 4-6, but set both
dates to the day after the holiday.
8. Click Apply and Next.
9. Click Add Hours.
10. Place a check next to Time sheet
entry.
11. For the Time In, enter 8 AM.
12. For Hours, enter 8.
13. Choose the Holiday job code and
click Next.
14. Click Preview and, if there are 0
failures, click OK, and Finish.
This is the manual process for adding holiday time every time there is a holiday, but wouldn’t it be nice if
there were an automatic process? There is! We’ll study Holidays later (under Company Settings).
Time Sheets
In the Hours menu, click Time Sheets.
Time Sheets can be created throughout the software, but there is a feature called Time Sheets. It is meant for
cases where the employees write down their hours, and a manager enters them.
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For example, a school has bus drivers that write down their hours, because it would take too much time for
them to go inside and clock in or clock out.
The Time Sheets feature is for entering a week’s worth of time sheet labor. It’s faster because it lays out
Monday through Friday, they click Add below each day, and adjust the amount. We recommend clocking in
and out for labor and using time sheets for tracking leave, but some companies prefer time sheet entry for
tracking labor. They may want that for some of their employees or all of their employees and can either let
the employee enter it in WebClock or let the manager enter it in TimeClock Manager. Commented [DW123]: Exercise: add time sheets to
Assume an employee wrote down their hours and turned them into you, their manager, for entry. employee 4.
1. Click Add under Monday (8 was already entered). 1. Select employee 4 and click Next.
2. Click Copy under Monday. 2. Under Monday, click Add.
3. Highlight Tuesday and Wednesday and click Paste. 3. Under Monday, click Copy.
4. Click on Wednesday and Friday.
4. Click Add under Thursday and change it to 9 hours.
5. Click Paste.
5. Repeat step 4 for Friday. 6. Under Tuesday, click Add.
7. Adjust Tuesday to 10 hours.
The default job code was used, but to choose a different job code, click Edit. 8. Under Thursday, click Add twice.
9. Adjust the first record to 1 hour.
6. Change Wednesday’s time sheet to the Sick job code. 10. Adjust the second record to 7 hours.
7. Click Next and Preview. 11. On the 1 hour record, click Edit.
8. If there are no failures, click Process. 12. Change the job code to Meeting and Save.
13. Click Next and Process.
If an employee has the same time sheet for consecutive days, then you can quickly add the time sheet using Go back to Individual Hours and click on employee 4.
Individual Hours or Group Hours. However, if an employee has different time sheets for each day, then it’s That’s what it would look like.
faster to use the Time Sheets feature.
Most companies will clock in and out, but there are
companies that would prefer time sheets.
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WebClock
WebClock
Introduction
WebClock is a web application for the employees. It allows them to clock in and out but can be configured to
include additional options. For example, an option to change job code, approve hours, or request time off.
These options are controlled by the Clock Configuration, which is found in TimeClock Manager. Everyone is
using the company’s clock configuration, but other configurations may be created for special cases and
assigned to those special employees.
Learning Objectives
▪ Identify and define the available options in WebClock.
▪ Demonstrate the employee attestation process.
▪ Identify and define the process of approving a restricted clock operation.
▪ Configure employee time sheet entry.
The common operations are all found on the main screen.
When the employee logs on to the dashboard, there are more options such as changing job code or time off.
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There are several places in TimeClock Manager where you can configure WebClock:
• Clock Configurations
• Employee Profile
• Company Defaults
Clock Configurations
Most options are controlled by the Clock Configuration. The Clock Configuration is found in TimeClock
Manager under the Configuration menu > Other Configurations > Clock Configurations.
• There is a default configuration created called Company Default. Everyone is automatically assigned
to the Company Default configuration.
• Other configurations may be created and assigned to show different options (assigned in the
Employee Profile/Role under the Access tab).
For example, a company may want to create a configuration for the salaried employee that disables the Clock
In and Clock Out buttons but includes an option to Request Time Off. Commented [DW124]: Exercise: Create a
configuration called Salaried.
In the Clock Configuration, we can turn on or off: On the next screen, uncheck everything, except
Allow time off request. Click Finish.
▪ Clock In
▪ Clock Out Go to the Employee Profiles and select employee 10.
Click on the Access tab and assign the Clock
▪ Go On Break
Configuration called Salaried. Click Save.
▪ Change Job Code
▪ Time Off Requests (Professional license only) Now in WebClock, try to clock in employee 10. Notice
▪ Option to change the employee’s PIN (if defined) it recognizes that this option is disabled. Log onto
the WebClock dashboard as 10. Notice that the only
option is Requests.
There is an option to enter a time sheet:
Commented [DW125]: 69. Final exam card: What
▪ This can be an amount (“I worked 8 hours”)
feature allows you to define what the employees can
▪ This can be a time (“I worked from 8 AM until 5 PM”) do such as clocking in and out? Clock Configuration
▪ Time sheet entry must also be enabled in the employee’s job code settings
There is other information that we can show in WebClock:

▪ View hours
▪ View schedule
▪ View accruals
▪ View last punch
▪ View messages
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There are several sub-options under View Hours:

▪ Approve hours
▪ Download hours to print
▪ Add a shift note
▪ Split a segment between job codes
Splitting Segments
Splitting a segment allows the employee to access the same split control that we saw in Managing Hours.
Recall that some companies will have their employee clock in and out of a single job code.
Others will have their employee clock into a job code but then change into other job codes throughout the
day, because they want to track how much time is being spent in different areas.
However, some companies want to have that breakdown without changing job codes throughout the day.
The nature of their work makes it difficult for them to drop everything, run to a computer, and change job
code. So instead they clock in, clock out, and split their shift at the end of the day.
▪ The split can be by length (“I spent 2 hours in job code 1 and 6 hours in job code 2”)
▪ The split can be by percentage (“I spent 25% in job code 1 and 75% in job code 2”)
Employee Dashboard
At the top of the View Settings branch is also an option to assign a dashboard template. Similar to the
dashboard in TimeClock Manager, an employee dashboard can have widgets that let them quickly view and
approve their hours, view the status of their time off requests, and messages.
You would define the employee dashboard under Employee and Dashboard Templates.
Other Settings
Employee Profiles
▪ Auto-selecting the default job code when they start a shift (Jobs tab)
▪ Punch rounding to round to nearest increment or schedule (Hours tab)
▪ Exceptions (Exceptions tab)
o Allow the employees to see the exceptions when viewing hours
o Require approval for clocking in or out
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Company Defaults
▪ Activating more break types and configuring them

▪ Adjusting the time in and out to a specific time zone
▪ Changing how far back we go to show an employee their total hours accrued
▪ Adding or removing buttons from the WebClock’s login page
▪ Enabling missed punches
▪ Time off requests
o Allowing/requiring a description
o Limiting how much notice is required and what days are allowed
o Sending a notification when the request is approved or denied Commented [LW126]: Final Exam Card: Once a time
off request is approved, how can the employee be
Employee Attestation notified? E-mail, TCP Message, or both
In addition to the manager approving their employee’s hours in TimeClock Manager, the employee may
approve the hours in WebClock or another device. This is called employee attestation. It is attesting that the
hours are correct, or approving the hours, for payroll.
Setup (TimeClock Manager)

This is enabled by default in the Clock Configuration, but there is an option in the Employee Profile/Role, and
under the Exceptions tab. Under the Approvals branch is an exception for Employee Approval. This tracks
what shifts have not been approved.
Underneath that exception is a check box: Employee can view. Place a check next to that and click Save. This
will allow the employee to see the approval check box in WebClock.
Employee Approval (WebClock)

1. Log onto the WebClock dashboard.
2. Click View and View Hours.
3. Place a check in the E column next to each record.
4. There is not a Save button, so simply log off of WebClock.
Approving a Restricted Clock In/Out

The following exceptions can be configured to restrict the clock operation:
• Short break
• Long week
• Short shift gap
• Overtime
• Early in/out
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• Late in/out
This means that the employee will not be allowed to clock in or out if the exception occurs. The manager,
however, can override that restriction, if necessary, by entering an override password.
The override option will only appear if you create a User Profile with:
• Access to the employee
• Permissions to approve
• WebClock override password
Employee Time Sheet Entry
An alternative to clocking in and out is entering a time sheet. This is an option in the Clock Configuration.
The employee can enter a timesheet instead of clocking in and out. Some customers prefer that for some or
all of their employees. While we recommend clocking in and out, we still give them an option, because
remember that we want to be flexible.
Setup
Enabling employee time sheets involves two steps:
1. Choose the type of time sheet in the Clock Configuration.

• Time-based (worked on Monday from 8 AM until 5 PM)
• Amount-based (worked on Monday for 8 hours)
2. Enable time sheet entry in the Job Code.

Then the employee will see a Manage Time Sheet button when logging onto the dashboard. Commented [KS127]: 70. Final Exam Card: Where do
you configure the software to let the employees
enter their hours in WebClock? Clock Configuration
If the employee should not have Clock In and Clock Out buttons, but only an option to enter time sheets then & Job Code
create a new configuration, turning off those buttons, and choosing the type of time sheet.
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Managing Schedules
Managing Schedules
Introduction
Schedules are another option in TimeClock Manager that includes tools for building and maintaining
schedules. Schedules are not required, but they allow you to plan ahead and do more with the software.
There is some scheduling in the Standard license, full scheduling in the Professional license, and an
Advanced Scheduler module for specialized scheduling needs.
▪ If you have a consistent schedule (recurring), you can create it once and assign it to the employee (or
role). You can also globally assign it.
▪ If the schedule is changing every day (ad-hoc), then there are tools to make that easier.
Learning Objectives
▪ Identify and verbalize the value propositions of building schedules.
▪ Compare and contrast the two types of schedules.
▪ Compare and contrast the different types of segments.
▪ Build an Ad-Hoc Schedule.
▪ Build and assign a Recurring Schedule.
▪ Compare and contrast additional scheduling tools within TimeClock Plus v7.
Benefits of a Schedule
Employees do not require a schedule to clock in and out, but if you create a schedule, you can plan ahead,
allow employees to view their schedule or have their schedule automatically e-mailed to them, track tardy
and absent employees, track or prevent employees from clocking in and out to early or late, or round to the
schedule.
Types of Schedules
Ad-Hoc Schedules are schedules that will change based on company need or employee availability. These
are created per employee. There are tools to quickly create these, including a tool to globally apply a
schedule. Commented [DW128]: This would especially apply to
places like retail where schedules are changing
often.
Recurring Schedules are schedules that will not change. These are created once and then assigned per
employee. There is a Company Default that can be set and assigned to everyone, or the company can create a
variety of recurring schedules. Commented [DW129]: 71. Final exam card: What are
the two types of schedules? Ad-Hoc and Recurring.
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Breakdown of Features
For Ad-Hoc Schedules -
Employee: This allows you to select one employee and review their schedule for a definable date range.
From here, you can also create or make changes to the schedule.
Daily: This allows you to review everyone’s schedule for a specific day and make changes.
It also breaks each day into 1-hour increments (the Options button allows half hour or quarter hour
increments instead). Below each hour is the number of people who are scheduled during that hour, which is
great information for companies that are concerned with coverage.
This number reflects the number of all schedules (including off and on-call). If you do not want to include
these then click on the Segment Filter and uncheck “Include off” and “Include on-call.”
Weekly: This allows you to review everyone’s schedule for a specific week. From here, you can also create,
edit, or delete schedules.
Global Scheduler: This allows you to create a schedule or make a change and push that out to multiple
employees at a time.
For Recurring Schedules -
Recurring: This allows you to create or make changes to a recurring schedule. You would then assign it to an
employee profile or role.
After assigning it, you can override the recurring schedule from the Employee, Daily, or Weekly Schedule.
Types of Segments Commented [LW130]: Can be found when creating

an ad-hoc segment
Regular: Scheduled labor or leave for a specific job code.
Off: This means they are not scheduled to work.
On-Call: This means they are not scheduled, but can be called in.
Open: This means they are not scheduled but can work if they wish. It is an option.
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▪ If the employee chooses not to work, the employee is not considered absent.
▪ If the employee clocks in after the scheduled in time, they are not considered tardy.
o This is different than a regular segment. With a regular segment of 8 AM-12 PM, we expect
you here at 8 AM and working until 12 PM. With an open segment of 8 AM-12 PM, we are
saying that you can clock in as early as 8 AM and work as late as 12 PM.
▪ If the late clock in exception is restricted and the employee chooses to work, but it comes in late, the
restriction will be ignored. This is also true of the early clock out exception.
Unavailable: This flags them as unavailable, effectively blacking out these hours for that employee so that
they are never scheduled. Typically long term.
Creating an Ad-Hoc Schedule Commented [DW131]: Exercise: Go to Schedules

and Employee.
You can schedule as far into the future as you want but only view eight weeks at a time.
Select employee 1 and create a schedule for this
1. Click on the Schedules menu > Employee. week. Remember to include break types.
2. Select an employee.
Under Monday, click Add, and enter 8 AM-12 PM
3. Adjust the date range if necessary and Update. (Enhancement job code).
4. Click Add below the appropriate day (Monday for this) and choose the type of segment. Also 1 PM-5 PM (Enhancement).
5. For this exercise, choose Regular, and enter 8 AM until 12 PM with a break type.
Now here’s a trick. Right click on the word Monday
and copy. Then right click on the word Wednesday
If the company is using automatic breaks, then this schedule could be 8 AM until 5 PM, and the break will be and paste. Do the same for Friday.
automatically deducted even in the schedule.
Now add Tuesday: 7 AM-8 AM (Meeting), 8 AM-12
PM (Development), and 1 PM-5 PM (Development).
6. Choose a clockable job code. Now copy Tuesday to Thursday.
Use the Days option to apply this segment to the next day (up to 14 days).
7. For this exercise, select two on the Days option.

8. Click Save.
Add another regular segment to the same day from 1 PM until 5 PM. Do not specify a break type, choose a
clockable job code, and select two again for the Days option.
These steps can also be taken in the Weekly Overall Schedule.

Copying and Pasting
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1. With a single click, highlight both morning and afternoon segments on Monday.
Commented [DW132]: Exercise: Employee 2 is
2. Right click on either segment and choose Copy.
going to be out on Monday for Vacation. We do not
3. Right click on Thursday in the header and choose Paste. have an option for time sheets so add a 9 AM-5 PM
(Vacation).
In the Weekly Overall Schedule, a schedule can be copied from one employee to another.
On Tuesday, 2 will work from 8 AM-12 PM in Testing
and 1 PM-5 PM in Documentation.
Scheduling Leave
Employee 2 is off on Wednesday so add an Off
Add a regular segment to Wednesday from 9 AM-5 PM for the Vacation job code.
segment from 8 AM to 5 PM.
Transferring a Schedule to Hours Why not just leave it blank? Because a) the employee
doesn’t know if they are off that day or if it hasn’t
After scheduling leave (e.g., vacation) for a future date, the vacation has been projected. When that date has been scheduled yet and b) another manager might
passed, the vacation needs to be entered as actual hours. see the undefined day and schedule it. So we need
to communicate the expectation.
• This can be done manually from Individual Hours or Group Hours, but there is an option to transfer all
schedules for a specific job code and date range to the hours. This option is in the Global Scheduler Copy Tuesday to Thursday and Friday.
feature (Transfer job code information).
• There is also an automatic transfer that can be enabled per job code. In Configuration > Job Codes > 2 is welcome to come in on Saturday, but it’s not
required. Add an open shift from 8 AM-5 PM.
select the job code that, if scheduled, should be auto-transferred. The setting is Auto transfer hours
from schedule during close week. Commented [DW133]: Exercise: Create five segment
templates.
Filters 8 AM-12 PM (default job code) with break type

In the Employee, Daily, and Weekly Schedules, there are several filters: 1 PM-5 PM (default job code)
7 AM-11 AM (default job code) with break type
▪ Employee Filter: This shows schedules for specific employees.
12 PM-4 PM (default job code)
▪ Job Code Filter: This shows schedules for specific job codes. 9 AM-5 PM (Vacation)
▪ Segment Filter: This shows regular segments, off segments, etc.
o The Daily Schedule shows the number of people scheduled during each hour, but if 8 AM Now go back to the Employee schedule and select
indicates four, one of those might be someone scheduled as off or on vacation. So if you want employee 3.
to see coverage, use the Segment Filter to only show regular segments, and use the Job Code
1. Add to Monday and you’ll see the templates on
Filter to exclude Vacation. the left side. Use the 8 AM-12 PM template. We
could adjust the job code if necessary, but click Save.
Weekly Overall Schedule also has an additional filter: 2. Using a template, add 1 PM-5 PM to Monday.
3. Tuesday: 7 AM-11 AM.
▪ Availability Filter: This shows schedules for anyone free to work on a specific date, for a specific job
4. Another Tuesday: 12 PM-4 PM.
code, between these times, and without putting them over x hours in the week. 5. Wednesday: 8 AM-12 PM.
6. Another Wednesday: 1 PM-5 PM.
Creating and Applying a Template 7. Thursday: 9 AM-5 PM - Vacation.
8. Friday: 8 AM- 12 PM.
A template is a common segment, daily, or weekly schedule that can be plugged in as needed.
9. Another Friday: 1 PM-5 PM.
Click on the Templates feature. Then skip down to Global Scheduler.

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Creating a Segment Template

1. Click Add.
2. “Create segment template” should be selected.
3. For the Category, enter Common Times.
4. For the Description, enter 8-12.
5. Click Next.
6. This is a regular segment from 8 AM until 12 PM.
8. Leave the Job Code as Default Job Code.
9. Click Finish.
Repeat steps 2-9 to add another template that’s from 1 PM-5 PM.
Applying a Segment Template

Back in the Employee Schedule, select an employee.
1. Click Add. The templates appear in the top left.
▪ You can also right click and Paste from Template.
2. Click on 8-12, adjust the job code, and Save.
3. Then click Add again and use the 1-5 template.
Creating a Schedule Template

1. Click on the Template feature.
2. Click Add.
3. Select “Create week template” and leave at 1 (week).
4. For the Category, enter Common Schedule.
5. For the Description, enter Shipping.
6. Click Finish.
7. Under Day 1, add a regular segment from 10 AM until 2 PM.
8. For this exercise, choose 5 for the Days option.
10. Leave the Job Code as Default Job Code.
11. Click Save.
12. Repeat steps 7-8 and steps 10-11 for a 3 PM to 7 PM segment. (Since this is the end of the day, there is no break type.)
13. Click Save.
Applying a Schedule Template

Back in the Employee Schedule, select an employee.
1. Right click on Monday and choose Paste from Template.
2. Choose Shipping and click Select.
If you are unable to apply a template, either it contains the default job code, but a default job code was not
assigned to the employee, or it contains a specific job code that has not been assigned.
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Global Scheduler
This feature allows multiple schedules to be:
▪ Created and applied
▪ Copied from one date range to another
▪ Deleted if they match specific times and a job code
▪ Edited if they match specific times and a job code
▪ Transferred to actual hours (from projected to actual)
o This can be done automatically by enabling the job code setting
o If done automatically, it copies the schedule for the week is entered (not closed)
▪ Assigning or un-assigning a recurring schedule
Creating a Recurring Schedule Commented [DW134]: Exercise: Create a recurring

1. Click on the Recurring Schedule feature. schedule using the Company Default schedule.
2. Select the Company Default and skip to step 5 OR click Add and continue to step 3.
3. Enter a Description. Click on the Schedules menu and then click on
Recurring. Notice there is a Company Default
4. Next to Weeks, choose 1.
schedule. We’re going to add to that.
You may create a recurring schedule of multiple weeks (up to 8 weeks). Add to Monday an 8 AM-12 PM: use the template
and then change the Days option to 5.
Assume you created a two-week recurring schedule. It would rotate:
Add to Monday a 1 PM-5 PM: use the template and
then change the Days option to 5.
Week 1: 7 AM - 4 PM
Week 2: 9 AM - 6 PM Now let’s assign the 8-5 schedule to employee 8.
In the Employee Profiles, select 8, and go to the
Week 3 Hours tab. Under Schedule, assign the company-
Week 4 wide recurring schedule.
Back in the Schedules, click on Employee. Then

5. Create a schedule for the week (templates may be used). select employee 8.
Assigning a Recurring Schedule Notice the 8-5 schedule is automatically applied to

every day. You could put in any future date range
If the employee is not in a role:
and Update. It will show the same schedule.
1. Go to the Employee Profile, select the employee, and go to the Hours tab.
• Alternatively, go to the Employee Schedule, select the employee, and go to the Recurring tab. There are times where a company wants to assign a
2. Click Assign. new recurring schedule to someone. When you
3. Choose the “company-wide recurring schedule” or recurring schedules created in the “scheduler application” and click assign a recurring schedule, you can enter an
Assign. effective date so that attendance will still apply the
old schedule to everything prior to the effective
If the employee is in a role: date.
1. Go to the Employee Roles.
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2. Select the role > Hour tab > Schedule branch.

3. Place a check next to Change Assignment.
4. Click Assign.
5. Choose the “company-wide recurring schedule” or recurring schedules created in the “scheduler
application” and click Assign.
6. Click Save.
Overriding a Recurring Schedule

Things happen. People get sick, take a vacation, or move their lunch for an appointment.
When things happen, overrides must be made in the schedule.

▪ If we override Friday of this week, the override will only apply to this Friday.
▪ After this week, Friday will go back to the recurring schedule.
When overriding, it asks if you want to remove or adjust. Remove means replace the schedule entirely while
adjust means build into their schedule.
Remove
An employee is scheduled on Monday from 8 AM-12 PM and 1 PM-5 PM. However, the employee is going to
be out that day for vacation.
In the Employee or Weekly Overall Schedule:

1. Click Add for Monday.
2. Enter in 9 AM-5 PM.
3. Choose the Vacation job code.
4. Click Save.
5. Choose “Remove conflicting segments.”
6. Click OK.
The 8 AM-12 PM and 1 PM-5 PM segments will be removed. A 9 AM-5 PM schedule of vacation will now
appear.
Adjust
An employee is scheduled on Thursday from 8 AM-12 PM and 1 PM-5 PM in job code 4. However, the
employee is leaving at 3 PM, and using 2 hours of sick pay.
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In the Employee or Weekly Overall Schedule:

1. Click Add for Monday.
2. Enter in 3 PM-5 PM.
3. Choose the Sick job code.
4. Click Save.
5. Choose “Adjust conflicting segments.”
6. Click OK.
The 8 AM-12 PM will remain, but the 1 PM-5 PM will change to be 1 PM-3 PM in job code 4. A 3 PM-5 PM
schedule of sick will now appear.
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Filters and Exceptions
Introduction
Throughout TimeClock Plus are filters and exceptions that help you easily find what you’re looking for. The
filters allow you to narrow down a long list of employees or hours. Exceptions help you narrow down a long
list of hours to things that impact hours or payroll: such as shifts that need to be approved, overtime, and
short breaks. With exceptions, we can track, approve, or restrict. Commented [LW135]: Final Exam Card: What can we
do with exceptions? Track, approve, or restrict
Learning Objectives
▪ Explain the purpose and benefit of each employee filter and job code filter.
▪ Build, apply, and save a default employee filter.
▪ Relate each exception to their impact on time and attendance management.
▪ Track and approve exceptions and hours.
Employee Filter
Throughout the software, there is an Employee Filter to help you focus on specific employees. For example,
you can filter the list of employees when reviewing hours or running a report.
It’s a temporary filter that stays active until you leave the screen or log out of Manager.
• The Employee Filter may be saved and loaded as needed.
• It may be saved and set as a default for the selected screen.
• An Employee Filter may also be set as a system-wide default (global filter).
Commented [DW136]: 47. Final exam card: How do I
Filter Types look at specific employees? Employee Filter
Go to Individual Hours and click on Employee Filter. 48. Final exam card: How long will a filter last? Until
you leave the feature or log out.
Employee Status: This is always turned on and hides employees who are suspended and terminated. It can Commented [DW137]: Exercise: Click on Employee
also hide employees who are salaried, full-time, or part-time. Filter, place a check next to Employee ID, enter 1-3,
and click Filter. Notice that we see employees 1-3.
Employee ID: This filter can include specific employees. Now go back into the Employee Filter, click on the
word Employee or Filter, and replace 1-3 with 4,12
▪ The ID can be entered by hand (highlight 1-9999999999 and type over it).
(no spaces). Click Filter. Notice that we see
o Typing 1-3 would show IDs 1, 2, and 3 employees 4 and 12.
o Typing 4,12 would show IDs 4 and 12
You can even do both. Try 1-3,7,10.
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▪ Generally, you won’t know the Employee ID so you can use the Select button to search and choose
from a list of names.
Several filters include a drop-down list: Include or Exclude. So you can choose to focus on specific employees
or focus on everyone except specific employees.
Job Code: This filter can include employees who were assigned specific job codes. There is also an option to
include employees who have a specific default job code.
These next three filters are different ways to categorize an employee:
▪ Classification: This filter can include employees in a specific classification.

▪ Department: This filter can include employees in a specific department.
▪ Location: This filter can include employees who work out of a specific office.
Each of these may be defined in the Information tab of the Employee Profile or Role
Manager: This filter can include employees who report to a specific manager. The manager may be defined in
the Access tab of the Employee Profile or Role.
Hire Date: This filter can include employees who were hired within a specific date range.
Days Employed: This filter can include employees who were hired for x number of days.
▪ Think of Start and End as a Minimum and Maximum.
o If Start = 7 and End = 14 then it would show employees who started on any date that is from
7 days ago to 14 days ago.
o If Start = 0 and End = 2 then it would show employees who started on any date from today to
2 days ago.
Custom Fields: This filter can include or exclude employees with other information such as only employees
who are married or have a college education.
Applying a Filter
If you want to look at the hours for everyone in the Support department:
1. In Individual Hours, click on Employee Filter.
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2. Place a check next to Department.

3. Place a check next to one of your departments.
4. Click Filter.
Notice that the list only shows employees in that department.
Saving Employee Filters Commented [DW138]: Exercise: From Individual

If a User has several filters that he or she applies throughout the week or day, the filters can be set, saved, Hours, filter by department, and select
Development.
and then loaded as needed.
1. Click Save and save it as Dev.
Once a filter is saved, it can be loaded from any feature. 2. Go to Employee Status.
3. Click Employee Filter and Load.
1. In the Employee Filter, turn on a filter, and configure it.
4. Select Dev and click Filter.
2. Click Save as.
3. Enter a Name and click Save.
4. Repeat steps 1-3 for each common filter.
Then during any visit:

1. Click Employee Filter.
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2. Click Load and choose the filter.

3. Click Filter.
Setting a Screen-Specific Default

The default filter includes everyone, but a new default can be set.
For example, a User has access to 50 employees, but typically handles 5 of them. She can set the filter and
save it, placing a check next to Default. Now any time she visits this screen, it will default to that filter. If she
ever needs to see all 50, she can temporarily disable this new default.
1. In the Employee Filter, turn on a filter, and configure it.

2. Click Save as.
3. Enter a Name and place a check next to Default.
4. Click Save.
Commented [DW139]: 49. Final exam card: How do I
Some screens share a default, but most screens have their own. For example: filter Individual Hours and make it stick so that it
always filters? Set the filter, save it, and mark it as
▪ Employee Profiles has its own default
the default.
▪ Employee Status has its own default
▪ Individual Hours and Group Hours share a default
Setting a System Wide Default (Global Filter)

The Global Filter is in the User Options (My Options).
1. Click on the User button in the top right corner. (For example, if you are logged in as the User
PARKER, then it will be labeled PARKER.)
2. Click My Options.
3. Under the Global Filters branch, click Employee Filter.
4. Turn on a filter and configure it.
5. Click Filter.
6. Click Save to save My Options.
Job Code Filter

In some screens, there is a Job Code Filter to filter the grid of hours or report temporarily.
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1. In Individual Hours, select an employee.

2. Click on Job Code Filter.
3. Place a check next to a job code.
4. Click Filter.
Notice that the grid only shows hours in the selected job code.
You could even use the Employee and Job Code Filters together:
▪ Employee Filter to focus on a department
▪ Job Code Filter to focus on a particular job code
Job Code Filter button versus Job Code option under the Employee Filter
The Job Code Filter button is a filter for hours. When you choose a job code in this filter, it will only shows
hours that were spent in that job code.
The Employee Filter button includes a Job Code option. This is a filter for the employees. When you choose a
job code in this filter, it will only show employees who are assigned that job code (whether they have hours
in that job code or not).
Exceptions
The Exceptions allow quick tracking of irregularities or things that impact hours and payroll. For example, an
exception might be hours that have not been approved, breaks that were too short, and overtime. There are
also options that require managers to approve these exceptions.
In the Employee menu, click Employee Profiles, select an employee, and go to the Exceptions tab. This
tab may also be found in the Employee Roles.
Exception Type
Approvals Branch
Shifts that were not approved by:
▪ The employee
▪ The manager
▪ Another party (Other)
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Shift Branch
Conflicting shifts
▪ When two or more segments overlap. This can happen if hours were entered incorrectly (e.g.,
someone enters the wrong time or puts AM instead of PM).
Short breaks
▪ Shifts where the employee returned too early from a break.
▪ What is too early? This is defined in the Company Defaults (Global tab > Breaks).
Long breaks
▪ Shifts where the employee returns too late from a break.
▪ What is too late? This is defined in the Company Defaults (Global tab > Breaks).
Long shifts
▪ When a shift is longer than x hours (10 hours by default).
Long weeks
▪ When a shift puts the week over x hours (40 hours by default).
▪ For one person, a long week might be 45, and for another, it might be 25 (part-time).
Missed breaks
▪ If a shift is x hours in length, but does not contain a break.
▪ The default is a 6-hour shift that does not contain a break of 30 minutes.
Missed punches
▪ If an employee forgets to clock in and tries to clock out, they will be unable to clock out until a
manager fixes it. If an employee forgets to clock out yesterday and tries to clock in today, they will be
unable to clock in until a manager fixes it.
Enabling Missed Punches

1. Click on the Company menu and then Company Defaults.
2. Click on the Client tab and then Missed Punches.
3. Choose what type of missed punch should be recorded:
• Record a blank punch
• Record the scheduled punch
• Allow the employee to manually enter the time
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▪ If missed punches are enabled in the Company Defaults, the system will record a missed punch, and
allow the employee to proceed. The manager can correct and approve the punch later. Commented [DW140]: Companies can choose one
Overtime of three ways to record missed punches:
▪ Shift that contains any overtime. 1. Blank time means that the missed punch will be
▪ This may be because the shift crossed the defined threshold (e.g., 40 hours), the shift was on a special auto created with an undefined time; a manager will
day (e.g., a holiday), or the shift was in a special job code (forced overtime). have to edit the punch later.
Short Shift Gap 2. Scheduled time means that the missed punch will
be auto created with the scheduled time.
▪ Shifts that are less than x hours after the previous shift.
▪ This is ideal for companies where the employee needs to be off-duty for a minimum amount of time - 3. Employee-entered time means that employee will
a rest requirement (e.g., police departments and airline pilots). enter the time for the missed punch.
Regardless of the chosen method, the missed punch

Schedule Branch
is flagged, letting management know when and how
Absent segments often it is happening.
▪ Shifts that were unworked - meaning the employee had a schedule to work, but never clocked in. Commented [DW141]: 50. Final exam card: What are
three types of missed punches? Blank, scheduled,
Tardy 1 and Tardy 2 and employee-entered.
▪ Shifts where the employee clocked in more than x minutes after their scheduled start time. Commented [KS142]: Comes with specific break
module
Early clock in and Late clock in

▪ Shifts where the employee clocked in too early or late.
▪ Late clock in is similar to Tardy, but separate as a catch-all for any late activity
▪ The policy might consider 5 minutes late as a tardy, but the company wants to use the Late Clock In
exception to see who came in late at any time (a catch-all).
Early clock out and Late clock out

▪ Shifts where the employee clocked in too early or late.
Commented [DW143]: 51. Final exam card: Other
There is an additional option: Employee can view. If checked, employees will be able to see the same flag than pending approvals, what are at least 3 other
exceptions? Name any of these: short break, long
and hover over it for more information when viewing their hours in WebClock. break, long shift, long week, missed punches,
overtime, etc.
Tracking Exceptions
The tracking of these are turned on, which will display an exception in the column of Individual Hours
and Group Hours. There is also a report that will show exceptions for a defined date range. In the example
below, the employee has four exceptions in Individual Hours.
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The first exception, on 3/23, shows that he ended his shift later than scheduled:
Notice that there are three other exceptions:
• On 3/25, he started his shift earlier than scheduled.

• On 3/26, he took a short break.
• On 3/27, he earned overtime on that day.
Also, in both Individual Hours and Group Hours is an Exception Filter.
Remove Unnecessary Exceptions

If there are a lot of unnecessary exceptions turned on, they will cause clutter. So it’s a good idea to remove
anything that you don’t want to track by going to the Exceptions tab of the Employee Profile/Role. Practice
that now and uncheck the option: Track Other Approval.
Also, since we have not created schedules for everyone, we could turn off all of the Schedule exceptions, but
there is an easier way.
1. Go to Company Defaults and click on the Schedule tab.

2. Under the Exceptions branch, uncheck the option: Generate early or late exceptions when the system
is unable to find a nearby schedule.
3. Click Save.
These steps are important to companies without schedules because if this is checked, every shift will be
flagged because TimeClock Plus doesn’t see a schedule so it flags the shift for being too early and late.
Requiring Approval
Some companies want to approve exceptions in addition to tracking them. An exception can be approved
whether you configure it to require approval or not. If a company wants to approve exceptions, then they
really should require approval.
Underneath each exception are options to require approval:
Requires approval before closing week: If checked then TimeClock Plus will require all exceptions of this
type to be approved by a manager before advancing the week. This is useful for companies that do not have a
payroll module – companies that aren’t exporting.
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Requires approval before exporting: If checked then TimeClock Plus will require all exceptions of this type
to be approved by a manager before exporting to payroll.
Requires approval for clock operation: If checked then TimeClock Plus will require all exceptions of this type
to be approved before the employee can clock in or out.
▪ Exceptions that allow for this restriction include:
o Short break: If the employee returns too early from a break (as defined in the Company
Defaults) then it will not let them clock in without approval
o Long week: If the employee has x hours of paid time (labor or leave) then it will not let them
clock into a new shift without approval
o Overtime: If the employee has any overtime, then it will not let them clock into a new shift
without approval.
o Early and late in: If the employee clocked in too far from their schedule, then it will not let
them clock in without approval.
o Early and late out: If the employee clocked out too far from their schedule, then it will not let
them clock out without approval.
▪ For example, for a short break exception, the system won’t let the employee return from a break too
early unless the manager approves it.
Approving Exceptions in TimeClock Manager

There are exceptions to track who hasn’t approved hours (Approvals branch). This approval is carried out by
the employee, their manager in TimeClock Manager, and/or another party. They would approve every shift to
let payroll know that the information is correct.
There are exceptions to track things that happened during a shift (Shift branch): overtime, for example. After
being approved, the exceptions will continue to appear for record keeping. If you require approval, then the
color will change: red if it’s unapproved and blue if it’s approved.
The only exception that disappears instead of turning blue is approving hours.
Approving Hours (Approval Branch)

In Individual Hours or Group Hours, place a check in the “M” column next to each record.
When finished, click Apply Changes.
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In Individual Hours, there is an M at the top of the column, which

will approve all hours.
In Group Hours, there is also an M at the top of the column.

▪ Placing a check in the M column next to a shift (1) will approve that shift.
▪ Clicking on the M at the top of the column within an employee’s grid (2) will approve all shifts in that
employee’s grid.
▪ Clicking on the M at the top of the feature, above all of the grids (3), will approve all shifts across all
grids on the page you are viewing (if there is more than one).
Approving Other Exceptions (Shift and Schedule Branch)
1. Select the record by placing a

check in the far left column.
2. Click on the Exceptions button.
3. Select Approve next to the
exception.
4. Click Apply.
Another way to approve is right click

on the exception bubble , select
Approve next to the exception, and
then click Apply.
If there is a lot of data, here is an

easier way to look at each exception:
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Mass Approving All Hours and Exceptions

The Resolve Period button allows you to approve everything across all employees and pages.
Filter and Approve
When approving a large period and/or large number of employees, one technique is to use the Exception
Filter to look at one exception at a time, and approve.
The Resolve Period button isn’t just a tool for mass approving, but it also acts as a radar. If you click on it, it
shows you all exceptions that it found in the period you’re viewing.
1. Go to Group Hours.
2. Click on the Resolve Period button and make a mental note of one of the exceptions.
▪ Resolve Period will show you a list of all exceptions it finds.
▪ This saves you from having to hover over each exception.
3. Then use the Exception Filter to zero in on one of the listed exceptions.
4. Review and approve them. After you approve, the filter will hide them.
5. Then remove the filter and repeat steps 4-5 for each exception.
This makes it more manageable.
Approving Exceptions for Clocking In or Out

Some exceptions can also be set to require approval during a clock operation. In the example below, Alex, an
employee, is trying to clock in, but he is too early. A manager can override this:
This screen will only appear if a User profile has access to the employee and has a WebClock Override
password. If approved (or overridden), a record of the override is saved to the Hours Audit Log. Commented [DW144]: Exercise: For employee 5,
restrict clock in when there is a long week of 45
hours. Then add a time sheet of 45 hours to
yesterday (just to simulate a week of 45 hours).
Go into WebClock and try to clock in employee 5. It

should restrict it, but not give an option to override.
Select a user who has full permissions and give them
a WebClock override password.
Now try to clock in employee 5.
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Employee Status
Employee Status Commented [DW145]: Print the Emp Status

Exercise and give Leslie and Ron and employee
role
Introduction
Employee Status allows the manager to determine everyone’s status, change status, and monitor hours to
prevent overtime. Several employees are clocked in, a few are on break, one is sick, and another forgot to
clock in. Some employees have worked many hours, so they are close to overtime. The tool shows all of that.
Learning Objectives
▪ Track and change the status of employees.
▪ Identify and verbalize the value propositions and importance of employee status with use cases.
▪ Monitor hours in real-time.
Employee Status
In the Tools menu, click Employee Status.
We have created our company, and the employees are clocking in and out, but where do we see that?
Employee Status shows a list of everyone in the company and the current status (clocked in or out). It also
shows a list of everyone’s hours for the week so that managers can prevent overtime. This is a very important Commented [DW146]: 42. Final exam card: With
feature because it connects you to your workforce. You don’t have to look through the employee’s hours and what feature can I determine who is clocked in and
prevent overtime by looking at their hours?
figure out if they clocked in or not. Employee Status looks at the hours for you and reflects what is happening. Employee Status
It does the leg work. Immediately, you know who is clocked in, and the job code that they are working on. As
the employee clocks in or out, the information is immediately available. This immediate access or live
monitoring is referred to as real-time. Commented [DW147]: This is a term that is often
used in Sales so it might be a good note.
Employee Status offers a lot of information, but overall:

• Each employee’s status (clocked in, clocked out, on break, on leave)
• Each employee’s hours for today and hours for the week
We can also see:

• What job code the employee is working on
• The location of their punch Commented [DW148]: This is the IP address of the
• Who has been clocked in for longer than x hours computer, RDTg, or mobile device that they used.
• What type of break the employee is taking
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Employee Status
• How long the employee has been on a break

• A list of employees who are not in, but not scheduled
• A list of employees who are not in and absent
• Each employee’s hire date
• Each employee’s department (enabled in Options)
• Each employee’s cell and home phone number
Tracking Status
Employee Status is broken up into eight tabs. Each tab reflects the relevant group of people so that you can
quickly find the information that you need.
All Tab
This tab shows everyone and their status. From here, we can see where everyone is at. Commented [KS149]: From the exercise, notice that
Employee 6 is not visible because his hours were for
yesterday.
Commented [DW150]: There is also an option to
show the department. Click on the Options button
and place a check next to Include department.
Click Apply.
You can sort by the column by clicking on the word:

Department. This little trick would be very useful to
someone in C-Suite who is checking the status of
employees across the organization.
Notice that there is a Note column. This allows a shift note to be created. A shift note is attached to a shift or
time sheet and provides more information. For example, why the employee was late or leaving early. It may
be related to something that happened during the shift. The note may only be attached if there is a record
(i.e., they are clocked in, on a break, or leave).
On the far right is a Call Note column. This is useful for temporary notes. For example, if an employee is
called in to cover for another employee, the manager can add a call note to this effect, letting other managers
know, and set the note to expire at the end of the day. Perhaps the manager wants it to expire at the end of
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Employee Status
the week, so they don’t always call in the same person. The call note isn’t attached to a record but attached
to the employee and will disappear after the expiration date and time.
The Note and Call Note may only be reviewed by the User.
The All tab has a lot of information, but there are controls to help you narrow the list down.
• The Search field at the top allows you to pull up a specific employee. You can type in the first few
letters of the name and it will automatically
• The Employee Filter allows you to pull up a specific group of employees while the Job Code Filter
allows you to see who is clocked into a particular job code.
The next three tabs focus on a specific status so that you’re not looking at everyone.
Clocked In Tab
This tab shows only employees who are clocked in. It also shows the job code, and the date, time, and
location of the punch.
On Break Tab
This tab shows only employees who are on a break. It shows the type of break, if more than one type was
configured in Company Defaults, and the current length of the break.
Not In Tab
This tab shows only employees who are not clocked in. It includes a drop-down list to show:
▪ Absent: Not in and absent

▪ Scheduled: Not in and scheduled
▪ Not Scheduled: Not in, but not scheduled
▪ Auto Out Segments: Not in, but in an auto out segment
▪ On Leave: Not in, but actually on leave
What’s the difference between absent and not in and scheduled?
Let’s assume that an employee is scheduled from 8 AM to 5 PM and it’s currently 4 PM.
▪ If he never clocked in for any part of the shift, then he will show as not in and absent.
▪ If he clocked in at 8 AM and left early, then he is not absent, but not in and scheduled.
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Employee Status
Absent Tab
This tab shows only employees who are scheduled but never clocked in for any part of the shift.
If an employee is scheduled from 8 AM to 5 PM, never clocked in, but the current minute is 5:01 PM, they
will not show as absent because Employee Status is showing who is absent right now.
On Leave Tab
This tab shows only employees who are in the middle of a leave record.
For example, an employee takes a vacation, and the manager goes into the employee’s hours to add a time
sheet record of 8 hours for the Vacation job code. During those 8 hours, the employee will appear in
Employee Status as: On leave. If the employee does not appear as on leave then 1) the Vacation job code was
not configured as a Leave code or 2) the current minute is after the time sheet record ended.
Last Punch Tab
This tab shows everyone and their last clock in or out. This is useful when asking the question, “What time
did my team go to lunch?” or “What time did my team clock in this morning?” Commented [KS151]: Keep page break for exercise
Commented [LW152]: Exercise: Employee Status
Changing Status trainer page
If an employee forgets or is unable to clock in, clock out, go on break, or change job code, the User may
change their status. This change may be done to one or multiple employees. Commented [DW153]: 43. Final exam card: What
feature allows you to quickly clock out one or more
employees? Employee Status
Clock In
1. Right click on the employee.
2. Select Clock In.
3. Set the Time In.
4. Set the Job Code.
5. Click on Clock In.
If clocking in multiple employees, and they have different job codes, tell it to use their default job code.
Clock Out
1. Right click on the clocked in an employee.
2. Select Clock Out.
3. Set the time.
4. Click on Clock Out.
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Employee Status
Break
2. Select Clock Out.
3. Set the time and break type.
4. Click on Clock Out.
This is clocking the employee out of a segment, but not the shift. When the employee clocks back in, the new
segment will be connected to the earlier segment thanks to the break type.
Change Job Code

2. Select Change Job Code.
3. Set the time and job code.
4. Click on Change.
This is NOT changing a past job code, but moving him/her to a new job code. Commented [DW154]: An employee clocks into job
code 1 this morning and then goes to lunch. This
afternoon, he clocks into job code 2. He realizes that
Monitoring Hours this morning, he picked the wrong code.
Another function of Employee Status is keeping you plugged into everyone’s hours so that you can control We cannot change that job code from Employee
their time, avoiding unnecessary overtime, and ultimately control costs. Status because it’s historical data. We would have to
go to Individual Hours for that.
If an employee has been clocked in for more than 8 hours, then their information appears in green.
The idea of changing their job code in Employee
If an employee has been clocked in for more than 12 hours, then their information appears in blue. Status is moving them out of what they are currently
working on and into something new.
These thresholds and colors are both configurable by clicking on the Options button.
Hours Tab
This tab shows everyone and their total hours for today and the week. Overtime is flagged.
This tab allows the manager to monitor hours and prevent unnecessary overtime. In the example above, Commented [CG155]: Will you please check with CJ
Frank is in overtime, but he was authorized. Anamaria has 39 hours and 52 minutes, so she’s getting close to on the new screens? They’re done, we just haven’t
rolled them out to customers yet.
overtime. Either before 40 hours or right at 40, her manager sends her home.
If the company needs someone to cover for Anamaria, then they can look for a clocked out employee with
fewer hours and call that employee to see if they can come into work.
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Employee Status
• The employee’s phone number is available for calling in replacements.

The Hire Date is also available in case the decision on whom to call is based on seniority.
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Accruals
Accruals
Introduction
An accrual bank can be created in TimeClock Plus to maintain a balance of time off that one or more job
codes can draw from. For example, a bank is created to keep up with each employee’s vacation balance. An
accrual rule is created that adds 40 hours to the bank every year. As the employee spends any hours in the
Vacation job code, the balance is updated, showing both the manager and employee how much vacation is
left.
Learning Objectives
▪ Define and explain the benefits, components, and options of accruals and how they function within
the software.
▪ Compare and contrast “Not Based” and “Based on” hours worked accrual rules.
▪ Build and assign accrual rules and banks to employees based on different criteria.
Accrual Rules versus Accrual Banks

An accrual rule is a condition. If the condition is met, the rule posts time to an accrual bank.
Commented [DW156]: 57. Final exam card: What is
There are two types of rules. the difference between an accrual rule and an
accrual bank?
Rules that are not based on hours worked: An accrual rule is an amount of hours and a
condition that must be met to earn those hours.
▪ For example, every year, you are rewarded x hours.
A bank is where the earned hours are stored.
Rules that are based on hours worked:
▪ For example, every week that you work x hours, you are rewarded y.
Do the rules post at the end of the week or as soon as the condition is met? When the week is closed, the the two types of accrual rules? Rules that are based
on hours worked and rules that are not based.
rules are triggered, and if the condition was met then the rule posts time to the bank. For example, an
employee is hired January 1, 2019. The rule is configured so that every year on the employee’s hire date
anniversary, they are rewarded 40 hours. When closing the week of January 1, 2020 (the week that contains
the employee’s anniversary), 40 hours will be posted.
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Accruals
During the week of their anniversary, you can also see a forecast that 40 hours will be posted.
REMEMBER: If the condition was met, the rules are triggered and the rule posts time to the bank only
when the week that includes that date is closed.
Rules that are Not Based on Hours
This does not require the employee to work x hours. As long as they are employed, they accrue time. For
example, every year on an employee’s hire date, they accrue 40 hours of vacation. Yearly is a common one,
but the rule can also post:
▪ Every day (Daily)
▪ Every week (Weekly)
▪ Every two weeks (Bi-Weekly)
▪ Every four weeks (Quad Weekly)
▪ Twice a month (Semi-Monthly)
▪ Every month on x day (Monthly)
▪ Every month on the hire date anniversary (Monthly)
▪ Every year on a specific date (Yearly)
▪ Every year on the hire date anniversary (Yearly)
Creating the Rules Commented [DW158]: Lecture is on the next Trainer

Go to the Configuration menu, the Accruals sub-menu, and click on Accrual Rules. page.
After 1 year of service, employees are rewarded 40 hours of vacation for every year.
1. Click Add.
2. Next to Description, enter Vacation after 1 year.
3. The type should remain: Rule is NOT based on hours worked.
4. Next to Hours to accrue, enter 40.
5. Click Next.
6. The Period Options should be Yearly on hire date.
7. Select the option: Accruals begin posting, enter 1, and select Years.
▪ If this is not configured, then the rule will immediately post.
8. Select the option: Accruals stop posting
▪ The rule should stop when the next rule begins.
▪ If there is not a rule after this one, then this rule should not stop (indefinite).
▪ There will be another rule, in this case, so enter 5, and select Years.
9. Click Next and Finish.
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Accruals
After 5 years of service, employees are rewarded 80 hours of vacation for every year.
1. Click Add.
2. Next to Description, enter Vacation after 5 years.
5. Click Next.
8. Select the option: Accruals stop posting
a. The rule should stop when the next rule begins.
b. If there is not a rule after this one, then this rule should not stop (indefinite).
c. There will be another rule, in this case, so enter 10, and select Years.
After 10 years of service, employees are rewarded 120 hours of vacation for every year.
1. Click Add.
2. Next to Description, enter Vacation after 10 years.
5. Click Next.
8. There is not another rule after this so do not select the option: Accruals stop posting.
Creating the Bank

Go to the Configuration menu, the Accruals sub-menu, and click on Accrual Banks.
1. Click Add.
2. Next to Description, enter Vacation.
▪ One common mistake is to create two banks: “Vacation after 1 year” and “Vacation after 10
years.” This would track two separate balances of vacation.
▪ We only need one balance or bank of vacation because both accrual rules will feed time into
the bank at the proper time.
3. Click Next.
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4. Click Assign, choose both rules and Assign.

5. Click Next.
6. Click Assign, choose the Vacation job code and Assign.
One common mistake is to skip this. Think of it as their debit card. If you don’t assign it, they can’t use their
vacation. When they use this job code, it will pull time out of the bank.
Another common mistake is to assign every job code. If you do this, then everything they do will use vacation
time. When they clock into work or use sick time, they will pull from their vacation.
7. Click Finish.
The last two screens we’ll look at later.
Assigning the Bank

Go to the Employee menu and click on Employee Profiles. The accrual bank can also be assigned to an
Employee Role.
1. Select employee 1’s profile or role.
2. Click on the Leave tab and Accrual Banks branch.
3. Click Assign, select the Vacation bank and Assign.
4. Click Save.
If you assign an accrual bank to the employee, but later create a new rule, and add it to the bank (back in the
Configuration menu) then you must add it to the assigned bank as well. You must also update the assigned
bank if you remove a rule or change the usage job codes.
1. Go to the Employee menu and Employee Profiles or Employee Roles.
2. Select the profile or role and go to the Leave tab.
3. Under the Accrual Banks branch, click the Edit icon next to the bank (far left side).
Testing the Accrual

1. Go to the Employee menu and click on Employee Profiles.
2. Select employee 1 and, under the Information tab, click on the Company branch.
3. Change the Hire Date to yesterday’s date. Then change the year to last year.
4. Click Save.
5. Go to the Hours menu and click on Individual Hours.
6. Select employee 1 and click on the Accruals tab (Accrual Forecast column).
For this we will use Accrual Forecast, rather the Closing the Week, to test the accrual. (We’ll discuss how to
close weeks in a later section.) Notice the Accrual Forecast column reads 40 hours of vacation.
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Repeat steps 1-6, but change the Hire Date to 10 years ago.
▪ Notice the Accrual Forecast column reads 80 hours of vacation.
Rules that Post X Days from Hire
Reward 8 hours of sick time for new employees after 90 days
We would use the “Yearly on hire date plus” option because that includes the first year. After setting that to
90 days, it would activate 90 days after their 0-year anniversary. We would leave the “begin posting” option
(top-right) turned off because we don’t want to define two buffers.
Why not begin posting at 90 days and stop posting at 1 year? For rules that post under a year, use the plus
option instead of the begin posting. Otherwise the configuration can be a little tricky.
Reward 24 hours every year after they are with the company for 1 year
We would go back to the typical rule with begin posting at 1 year and stop posting turned off.
“If they were hired on January 2nd, 2017, doesn’t yearly mean it would wait until January 2nd, 2018 and then
90 days after that?”
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Accruals
No, yearly means every year, but includes the year that they were hired.
Based on Hours Worked

This does require the employee to work x hours. If they reach x then they can be rewarded:
▪ A flat amount of hours
▪ An amount per hour
Commented [DW159]: 59. Final exam card (star for
When creating an accrual rule, select Rule is based on hours worked during a period. extra study): What are different ways that we can
reward a rule that is based on hours? A flat amount
You will see several options below: or per hour.
▪ Process accrual only if counted hours are equal to or above
o This is usually for a rule that rewards a flat amount
▪ Hours to accrue for each counted hour
o This is only for a rule that rewards per hour
▪ Hours to accrue on post date
o This is only for a rule that rewards a flat amount
Next screen
▪ Counted Hours - Job Codes
o This includes an option for all codes, clockable, or selected codes
o You will usually set this to clockable job codes only
Next screen
▪ Counted Hours - Options
o This includes hour types (regular and overtime) and a range of 0 to 100
o If the rule rewards a flat amount, then you won’t adjust the Counted Hours range
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The counted hours range is only for a rule that rewards per hour. A reward per hour means x for every hour
worked.
For every hour worked is defined by this range (0:00 and 100:00):
▪ If we’re rewarding 1 hour for every hour over 45, then the range should be 45 and 100.
▪ If we’re rewarding 1 hour for every hour over 50, then the range should be 50 and 100.
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So, the image above says reward 1 hour for each counted hour but counted hours must be from clockable job
codes and from 50 to 100. So it rewards 1 hour for every hour over 50.
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Example of Flat Amount

If the employee works 45 hours, reward a flat 8 hours.
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Example of Per Hour

If the employee works 45 hours, reward 1 hour for every hour over 45.
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“What if I want to reward 1 hour for every hour of overtime?”
Remember that overtime can happen at any time. The common cause of overtime is working over 40 hours in
the week, but there is also daily overtime and overtime for working on a holiday among other things. So, this
rule says reward 1 hour for every hour of overtime at any point (from 0:00 to 100:00). This is an example of
an uncommon situation.
If the employee works 50 hours, reward 1 hour for every hour over 40 hours.
So, the image above says the range is 40:00 and 100:00.
▪ If they work 10 hours into this range (which is 50)
▪ Reward 1 hour for every hour in this range
Creating the Rules

Go to the Configuration menu, the Accruals sub-menu, and click on Accrual Rules.
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After working 40 hours, employees are rewarded a flat 8 hours of PTO (Paid Time Off).
1. Click Add.
2. Next to Description, enter PTO after 40 Hours.
3. Change the type to Rule is based on hours worked.
4. Process accrual only if counted hours are equal to 40:00.
5. Hours to accrue on post date: 8.0000.
6. Click Next.
7. It should reward employees who reach 40 hours. 40 hours under what job code?
▪ All clockable job codes. Otherwise, it will reward them for reaching 40 hours in any job code
including sick or vacation.
8. Click Next.
9. Should it reward if they have 40 regular hours, 40 hours of overtime, or anything?
▪ Anything. Leave Regular, Overtime 1, and Overtime 2 selected.
10. Click Next.
11. The Period Options should be Weekly.
After working 45 hours, employees are rewarded 1 hour of PTO for every hour over 45.
1. Click Add.
2. Next to Description, enter PTO after 45 Hours.
4. Hours to accrue for each counted hour: 1.0000.
5. Click Next.
6. Choose All clockable job codes.
7. Click Next.
8. Leave Regular, Overtime 1, and Overtime 2 selected.
9. Of the hours counted should be 45 and 100.
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Based on this rule, the logic would be:

▪ TimeClock Plus will only look at the range of hours from 45 to 100.
▪ The accrual will process at 0:00 (at the beginning of the range).
▪ It will reward 1 hour for every hour in the range.
o 46 hours would reward 1, 47 hours would reward 2, etc.
10. Click Next.
Creating the Bank

Go to the Configuration menu, the Accruals sub-menu, and click on Accrual Banks.
1. Click Add.
2. Next to Description, enter PTO.
3. Click Next.
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4. Click Assign, choose both rules and Assign.

5. Click Next.
6. Click Assign, choose the PTO job code and Assign.
One common mistake is to assign every job code. If you do this, then everything they do (clocking into
work or using time) will pull from their PTO.
7. Click Finish.
Assigning the Bank

Go to the Employee menu and click on Employee Profiles. The accrual bank can also be assigned to an
Employee Role.
1. Select employee 1’s profile or role.

2. Click on the Leave tab and Accrual Banks branch.
3. Click Assign, select the PTO bank and Assign.
4. Click Save.
If the rules that are assigned to the bank change after this assignment, then the assigned bank needs to
be edited at the employee level to update the assigned bank with the rule changes.
Testing the Accrual

1. Go to the Hours menu and click on Individual Hours.
2. Select employee 1 and remove any hours.
3. Add a time sheet to a single day of this week.
▪ 40 hours in a clockable job code.
4. Click on the Accruals tab.
5. Change the forecast date to the end of this week (Saturday).
6. Click Update.
Notice the Accrual Forecast column reads 8 hours of PTO.
Edit the time sheet from 40 hours to 47 hours.

▪ Notice the Accrual Forecast column reads 10 hours of vacation.
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o The employee reached 40 hours, so the first rule posted a flat 8 hours.
o Then the employee reached 47 hours, so the second rule posted 1 hour for every hour past 45.
1 hour for 46 hours worked + 1 hour for 47 hours.
o 8 hours + 2 hours = 10 hours.
Let’s do one more. Employees are rewarded 1 hour of PTO for every hour of overtime.
1. Click Add.
2. Next to Description, enter PTO for Overtime.
Process accrual only if counted hours should remain 0:00.

4. Hours to accrue for each counted hour: 1.0000.
5. Click Next.
6. Choose All clockable job codes.
7. Click Next.
8. Uncheck Regular but leave Overtime 1 and Overtime 2 checked.
9. Of the hours counted should be 0 and 100.
▪ Wait, shouldn’t it be 40 and 100 since overtime occurs after 40 hours.
▪ No, because overtime could occur before 40: companies that pay daily overtime after 8 hours,
companies that pay their employees who come in and work on a holiday, or special job codes
that pay overtime for any time worked.
Based on this rule, the logic would be:
▪ TimeClock Plus will look at the range of hours from 0 to 100.
▪ The accrual will process at 0:00 (at the beginning of the range).
▪ It will reward 1 hour for every hour of overtime in the range.
10. Click Next.
Commented [LW160]: Exercise: Pass out Accruals
Other Options worksheet
Accrual Ledger
Go to the Employee menu and click on Employee Profiles.
1. Select employee 1 and go to the Leave tab.

2. Under the Accrual Banks branch, click the Ledger icon next to the bank (far left side).
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This is where you can manually add or edit the accrual balances. For new customers, they may want to enter
the employee’s accrual balance from another system, you may enter it here. Customers may also adjust for
special circumstances (for example, rewarding an employee a day of vacation for top performance).
Also, remember that we can import accrual history, which also adds to the ledger.
Importing Accruals
Some customers use all the Accruals feature, some customers use part of it, and some don’t use any of it.
Wait a minute. How would you use part of it?
Some customers use part of it meaning they create accrual banks, but not accrual rules. Why? Because they
are managing the accruals in another software, but importing the balance into TimeClock Plus each pay
period, so that their employees can see how much vacation they have when they request time off. They have
to create an accrual bank so that they have a place to import the accrual history.
Accrual Cap
Go to the Configuration menu, the Accruals sub-menu, and click on Accrual Cap Rules.
If employees are accruing a lot of hours, it may be necessary to enforce a limit.
What is the difference between Hours Accrued and Hours Remaining?
Hours accrued is setting a maximum for the year while hours remaining is setting a maximum at a time.
Assume that an accrual rule is posting 8 hours of PTO to the bank every week.
Cap on Hours Accrued

If we set up a cap of 24 hours and base the cap on Hours Accrued:
Accrued (Cumulative) Used Remaining
Week 1 8 hours 0 hours 8 hours
It would have capped after week 3 and they would not accrue any more for the rest of the year because they
earned 24 hours. They used 8 hours which means they now have 16 hours, but they aren’t going to get 8
hours on week 4. Put simply, they earn up to 24 hours, and if they burn it all up, it’s gone.
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Accruals
Cap on Hours Remaining

If we set up a cap of 24 hours and base the cap on Hours Remaining:
Accrued (Cumulative) Used Remaining
It would have capped after week 4, but then they used 8 hours in week 5, which opened it up, because they
have 16 hours remaining. So, they would earn 8 hours from week 6. However, they didn’t use any, so it would
cap after week six. Put simply, they earn up to 24 hours, but if they burn any of it up, they can earn back up
to 24 hours.
Configuring the Accrual Cap Rules feature
Choose from the Rule Type Branch:

Hours accrued (Hard cap that will not gain additional hours when time is used)
Hours remaining (Soft cap that will gain more hours when time is used)
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Cease accruing hours if hours exceed X. This field allows the user to define what the cap in hours should be
for the bank.
There is an option to: Enable payout over limit.
If an employee is capped at 24 hours, then every time, they accrue hours that exceed 24, the hours are
discarded. However, some companies want to still pay the employee for those excess hours. They cap it
because they do not want those hours to be available as time off, but they still want to pay those hours.
This option allows you to choose a job code. Assume we enable it and choose job code 1. If the rule tries to
post 8 hours when the employee is already at their cap, then the software will add a time sheet of 8 hours for
job code 1 to the employee.
The Period Options branch allows the user to define when the cap is effective and when it ends.
Creating the Accrual Cap Rule

3. Click Add.
4. Next to Description, enter 1 Year Accrued Cap Rule.
5. Click Add.
6. Expand the Rule Type Branch.
7. Click the Hours accrued radio option.
8. Enter 40.00 in the Cease accruing hours if hours exceeded field.
9. Expand the Period Options branch.
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Accruals
10. Select the Yearly on hire date plus radio option.

11. Start rule at 1 Year and do not stop the rule.
Assigning the Cap Rule to the Accrual Bank

Go to the Configuration menu and click on Accrual’s sub menu and Accrual Banks.
1. Select the appropriate Accrual Bank.
2. Expand the Accrual Cap Rules branch.
3. Click Assign.
4. Select the appropriate Cap Rule to assign by checking the box next to it.
5. Click Assign.
6. Click Save.
Accrual Reset
If employees are not using a lot of hours, then those hours will roll over each year. It may be necessary to
enforce a “use it or lose it” policy.
This option will reset the balance each year to 0 or another amount.
▪ Some companies may leave them a little bit to roll over.
For example, reset to 8 (or less) on their hire date anniversary.
▪ If their hire date anniversary rolls around and they have 40 hours, that would reset to 8.
▪ If their hire date anniversary rolls around and they have 4 hours, it would remain 4.
This reset can happen every year on their hire date anniversary, yearly on seniority date or every year on a
specific date.
Configuring the Accrual Reset Rules feature:
In the General branch is where you will define what the Accrual Bank balance will reset to once the period is
exhausted.
In the example below the Accrual balance will be reset to 8.00 hours or less.
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Accruals
The Reset Options branch allows a negative balance to reset to 0 at the reset and a payout can be enabled
on reset.
The Period Options branch allows users to define when the reset will take place.
Creating the Accrual Reset Rule

1. Click Add.
2. Next to Description, enter Yearly Reset.
3. Click Add.
4. Input 8.00 in the On reset date the remaining balance resets to X.
5. Expand the Reset Options Branch.
6. Click If the balance is negative reset to 0.
7. Expand the Period Options branch.
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8. Select Yearly on hire date plus.

9. Enable the Accruals start posting at 1 year.
Assigning the Accrual Reset to the Accrual Bank

Go to the Configuration menu and click on Accrual’s sub menu and Accrual Banks.
10. Select the appropriate Accrual Bank.
11. Expand the Accrual Reset Rules branch.
12. Click Assign.
13. Select the appropriate Reset Rule to assign by checking the box next to it.
14. Click Assign.
15. Click Save.
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Requests
Requests
Introduction
There is an option in the Professional license that allows employees to request time off from WebClock, a
wall-mounted clock, or the mobile app. The request is sent to TimeClock Manager where management can
review and approve/deny the request. Once a decision is made, a notification may be sent back to the
employee. If approved, the leave record is automatically created.
Learning Objectives
▪ Define and explain the process of building and approving requests.
▪ Configure the options and templates of employee time off requests.
▪ Build leave groups based on the parameters given.
Enabling Time-Off Requests Commented [DW161]: Exercise: Enable Time Off

Requests in the Clock Configuration.
The Clock Configuration controls what options appear in WebClock or an RDTg. Go to the Configuration
menu, Other Configurations sub-menu, and Clock Configurations. Commented [DW162]: 60. Final exam card: Where
can you enable time off requests? Clock
Configuration.
1. Select the Company Default.
• This is NOT to be confused with the Company Defaults feature
2. Under the Operations branch, place a check next to Allow time off request.
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Requests
3. Click Save.
Three Levels of Approval

Up to three levels can be required for approving a request. When we
set up the User, each manager can be configured to approve level 1,
level 2, or level 3. An example of all three levels would be level 1: the
supervisor, level 2: the department head, and level 3: the vice-
president.
Around Christmas time, everyone wants to take off, but they might
turn on that second or third level of approval for a higher level to
manage this for operational reasons.
These levels can be set per employee role or profile: in the Employee menu, in Employee Profiles, under the
Leave tab, and under the Requests branch.
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Requests
Assume that three levels are required. It will require unanimous approval to be approved. If even one level
denies a request, then it’s denied. For this exercise, set it to level 1 only. Commented [DW163]: 61. Final exam card: Up to
how many Users can be set up to approve the
request? 3
Employee Notifications
62. Final exam card: How many levels must say yes
In the Company Defaults and under the Notifications tab, there are two options under Request Notifications: to a time off request? All of them
Approve Notification and Deny Notification. Once a request has been fully approved or denied, a notification
may be sent to the employee via TimeClock Messaging (which means when they clock in and out), via E-
mail, or both. Commented [LW164]: Final Exam Card: Once a time
off request is approved, how can the employee be
Sending a Request in WebClock notified? E-mail, TCP Message, or both
1. Enter the Employee ID and press Enter for the dashboard. Commented [DW165]: Exercise: Walk them through
2. Click Requests. requesting time off in WebClock as employees 7-9.
Employee 7 (Friday of this week)

A calendar will open. To move between months, use the < > buttons.
8 AM – 8 hours of vacation
To move between years, use the << >> buttons.
Employee 7 (Monday of next week)
Employee 8 (Friday of this week)

Employee 8 (Wednesday of next week)

1 PM – 4 hours of sick (Medical procedure)
Employee 8 (Thursday of next week)

8 AM – 8 hours of sick (Recovery)
Employee 9 (Monday-Friday of next week)

3. Click Add.
4. Enter the date requested (this coming Monday).
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5. Enter the Start time (8 AM).

▪ For example, if this is a full day then 8 AM. If this is a half day then 1 PM.
6. Enter the hours (8).
▪ For example, if this is a full day then 8 hours. If this is a half day then 4 hours.
7. Next to Days, choose how many days (2).
▪ For example, if the request is for Monday then enter 1, but if the request is for Monday-
Wednesday then enter 3.
8. Choose the Leave Code (Vacation).
9. Click Save.
Now both requests appear in the calendar as Pending.
10. Repeat steps 1-9 for employee 2.
Approving/Denying a Request Commented [DW166]: if you right click on the word

Pending then you will approve or deny all requests
In TimeClock Manager, Tools menu > Request Manager.
for that day..
This will open the same calendar with the buttons to move between months and years. Deny 7’s request for Friday because we need
him/her that day.
Approve 7’s request for Monday.
Click on the List tab. While the calendar view is more popular, notice the option to Group by. The list can Approve 8’s request for Friday.
Approve 8’s request for Wednesday.
group by Id, Request Date, Name, Date Hired, Date Submitted, or Manager.
Approve 8’s request for Thursday.
Return to the Calendar tab. Then show them the List tab.
1. Right click on employee 1’s request for Monday. Adjust the date range to start at the beginning of
2. Choose Approve request level 1. this week and to stop at the end of next week. Click
Update.
If there were other levels required, approve request level 2 and Approve request level 3 would also appear in
You can also group the data by other things such as
the menu. the manager’s name.
Select 9’s requests for Monday-Wednesday and deny

If unspecified leave codes are allowed, and the employee requested leave without a job code, then the those requests.
option to approve will be grayed out. You must right-click on the request, click Detail, and Edit in the upper
right corner to choose a leave code. Then you can approve it. Select 9’s requests for Thursday and Friday and
approve those requests.
3. Right click on employee 2’s request for Monday.

4. Choose Deny.
5. Right click on the word “Pending” for Tuesday and Approve request level 1.
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Requests
This will approve all requests that are pending for that day.
Once a request is approved or denied, a notification can be sent to the employee of the manager’s decision.
Notifications are set up in the Company Defaults (Notifications tab).
Other Options
Under the Company menu, in Company Defaults, and under the Client tab, there are more options that can be
enabled for requests.
Request Processing
When a request is approved by all levels, a schedule is created, and hours are created (paid leave). The hours
are created as a time sheet. Commented [DW167]: Go to Individual Hours and
select employee 7. Their date range should end on
Friday of next week.
There are also options to auto-grant manager and other approval to the record of paid leave.
So here’s what happens:
- Employee 7 requested 8 hours of vacation for
Request Entry
Monday of next week.
There is an option that allows employees to send a request for leave without specifying a job code. This puts - Manager approved it in Request Manager.
it on the person approving the request to choose the job code. - TimeClock Plus created a time sheet of vacation
which you see in Individual Hours.
- TimeClock Plus also created a schedule of
A description of a time off request may be enabled or even required. vacation for the requested day
Notifications may be sent to the manager via e-mail if a request is entered or removed.
▪ The sub-option to “Allow action on email notification” means that the manager can now approve or
deny the request right from the e-mail.
▪ Choosing who is notified is done by turning on notifications for the user in the Employee Profiles/Roles
under the Access tab.
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Requests
There is also an option to require x days of notice for future and past requests.
▪ For minimum days advance notice:
o 0 means they can request time off for today and beyond
o 1 means today will not be available, but they can request tomorrow and beyond
▪ Past requests: Time off requests are not just for the future, but time off for a day that the employee
was out last week, for example.
o If Jason was out with the stomach bug last Monday, but he doesn’t ask to use his Sick pay
(PTO) then Monday will be unpaid. This notice allows us to give him x days from the incident
to send a request. Otherwise, he could request it after the pay period.
▪ The employees can request time off for past days in an open week. TimeClock Plus will not let them
request time off for weeks that have been closed. Commented [KS168]: 63. Final Exam Card: What can
be configured for time off requests?
There is an option to define what days of the week can be requested.
Also, the default time and amount of hours can be changed.
Request Templates
The times that can be requested may be pre-defined as a request template.
Creating a Template Commented [DW169]: Full Day

Under the Configuration menu, Templates, and Request Templates: Start time: 8 AM
Hours: 8 hours
1. Click Add. Leave codes: Unspecified
2. Enter the name: Full Day.
3. Click Add. Half Day
Start time: 8 AM
4. Next to Start time, enter 8 AM.
Employee can override start time
5. Next to Hours, enter 8. Hours: 4 hours
6. Click Save. Leave codes: Unspecified
Add one more called Half Day, that starts at 1 PM with 4 hours.
If you left the template under an unspecified job code, then you need to enable the option that allows
unspecified job codes in the Company Defaults (Client tab > Request Entry).
Assigning a Template Commented [DW170]: Assign both to employee 10

Under the Employee menu, in Employee Profiles/Roles, and under the Leave tab, assign the template(s) and
Save.
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Requests
Using the Template Commented [DW171]: Unspecified leave codes

Back in WebClock, when requesting time off, the options for Full Day and Half Day will appear to the left. takes the burden off of the employee and puts it on
the manager. If the manager approves the request,
Click on the template, and it will autofill everything. they would define the proper leave code.
At the top of the template, list is a “NONE” option. If selected, you can fill in anything you want.
We need to enable unspecified leave codes.
▪ There is an option in the Clock Configuration to require them to use a template which would remove
Otherwise the templates will not appear. Let’s go
that manual option. back to the Company Defaults. Under the Client tab,
under Request Entry, enable: Allow entry of time-off
request with unspecified leave code.
Using Leave Groups
Now log into WebClock as employee 10. Request
When requesting time off, the employee can choose a leave code (e.g., Vacation) or an unspecified leave code next Thursday with the full day template.
(if the option is enabled). The unspecified leave code puts it on the manager to select an appropriate leave
Then try to approve it in Request Manager. (After
code instead of the employee. If a request for vacation is approved, TimeClock Plus automatically adds a time they try, explain that the option to approve is grayed
sheet in the Vacation job code to the employee’s hours. out because they have to specify a job code)
If we approve this, remember that TimeClock Plus

adds it to their hours and their schedule. It can’t add
Another option is what’s called a leave group. By creating a leave group, the User can define what leave
it without a job code.
codes will be used by an approved time off request, and in what order.
So right click on the request and click Detail. Click
Edit and choose a leave code. Then click OK and
Save. Now try to approve it.
For example, there are three leave codes: 1000-Sick, 1001-Vacation, and 1002-Bonus Time.
The employee’s balance of leave in these three codes is:
▪ Sick: 3 hours, Vacation: 3 hours, and Bonus Time: 3 hours
Now assume we create a leave group and assign these leave codes, but then change the order:
If a request is approved and automatically added to the hours, we want the time off to be added under the
Bonus Time job code. If the accrual bank for Bonus Time doesn’t have enough hours, then we want also to
pull time from the next bank: Vacation.
Leave Groups are defined by going to Configuration > Accruals > Leave Groups. They are then assigned to
the employee profile or role by going to Leave tab > Leave Groups.
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Company Defaults
Company Defaults
Introduction
The Company menu includes an option to close the week. This is an important process that usually happens
before payroll. The Company Defaults (or company-wide settings) are also in this menu. Custom fields allow
more information to be tracked per job code, employee, or shift. Finally, holidays may be scheduled for the
sake of advanced overtime.
Learning Objectives
▪ Define and explain the process and impediments of closing the week.
▪ Identify the different settings within company defaults.
▪ Compare and contrast custom and tracked fields.
▪ Build and assign holidays to employees.
▪ Configure the automation for a holiday.
Closing the Week

The most important process to remember each period is closing the week. Only one User needs to do this.
The current week can be found in the top right corner of TimeClock Manager.
By default, TimeClock Plus shows all open weeks in Individual and Group Hours.
Some companies want to see both weeks by default, so they simply leave both opened and close their week
twice at the end of the pay period.
Purpose of Closing the Week

1. Hours in that week are locked from editing or approving
2. Triggers the accrual rules to post time if their condition is met
3. Other features such as exceptions that require approval are triggered
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Company Defaults
Once a week is closed, it can still be accessed, reviewed in a report, and even exported.
Closing Too Many Weeks

If you have not finished the actual week of 3/22 and you close it, then employees will be unable to clock in or
out, and managers will be unable to add leave or anything to the actual week. If this happens we can undo
the close week action by clicking on Company > Close Week > Undo close week.
Impediments to Closing the Week

When closing the week, there are conditions that cause the close week operation to fail:
▪ Employees who are still clocked in
▪ Unapproved exceptions (if required)
Company Defaults Commented [DW172]:

Exercise is on the next Trainer page.
Global
The Global tab of Company Defaults is where you will configure company-wide settings related to (After the exercise, I go over Display Options)
calculating hours and breaks.
Display Options
Display Names: This changes the name of the company.
Tracked Fields: A tracked field allows the employee to enter an amount of dollars or materials when clocking Commented [LW173]: Exercise: Create a tracked
in or out. Example: Tips at a restaurant or number of deliveries. If you enable tracked fields at this level, then field, enable for a job code, and on a clock operation
in WebClock
you must enable tracked fields for the job code as well.
Setting up Tracked Fields - page 153.
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Company Defaults
Display Formats: This changes how dates, times, and hour totals are formatted throughout the software.
Individual Hours, Group Hours, and Period Reports can override these settings.
Calculations
Notable options under this branch include the maximum length of a worked segment and changing the day of
week. The day of week represents the first day of the work week. This determines when we begin calculating
weekly overtime. Given the impact of this on their hours, we require them to call and get a code from one of
our technicians.
Breaks
We can add additional break types (up to 5)
Each type includes settings for:
▪ When to flag a break as a long break or a short break

▪ Company-wide break rounding (can be configured differently per job code)
If more than one break type is active for the company, then employees will choose what type of break they
are going on. This lets management know how soon to expect them back, but also allows different settings
for paid breaks, break exceptions, or break rounding.
For example:
▪ A short break might be paid, but a meal break might not.
▪ A short break might be considered too short if the employee clocks in under 10 minutes, but a meal
break might be considered too short if the employee clocks in under 30.
Maximum break length: If employee returns after this amount, it removes the break.
Password Policy
This allows you to define the requirements for each password in TimeClock Plus: how many characters, how
many lowercase and uppercase letters, how many digits, and non-alpha-numeric which would be symbols
such as exclamation point or hyphen.
Login Attempts
This allows you to put an automatic lock of x minutes if a User fails to enter their password x times in a row
within y minutes.
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Company Defaults
Time Settings
What time zone should be used for all employees? This is necessary when the employees are all in a
different time zone than the server. For example, the server is in an office located in the Central time zone, but
the employees are all located in the Eastern Time zone.
If employees are across the country in multiple time zones, then there is a Multi-Time Zone module that
allows each employee to be assigned a time zone.
Mail Settings
This is the mail server for either the company or public mail server such as Gmail. This is necessary for e-
mailing reports, time off request notifications, and messaging employees.
If using a public mail server then you must have an account with that e-mail service. You also must enter your
User name and password to allow TimeClock Plus e-mail to use that server.
Manager
The Manager tab in Company Defaults is where you can edit settings related to TimeClock Manager.
Accruals
This affects the posting of accruals.
Posting options: This includes the day of the week that accrued time should be posted and whether
suspended or terminated employees should continue to accrue time.
View options: When viewing accruals, the User or employee can see what has been accrued, used, and
remaining. These settings determine how far back the accrued column will go.
Employee Entry
This affects Employee Profiles and importing:
This includes other fields (such as the social security number) that can be required when creating, editing, or
importing employee profiles.
Add Employee
(Also affects the Employee Profiles) This includes an option to auto schedule a review for new employees
and to auto grant a User with limited employee access to employees that they create.
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Company Defaults
Segment Approvals
This affects Individual Hours and Group Hours:
▪ Removing approvals when editing a segment

▪ Preventing edits/removals after approving a segment
Schedule
This includes an option to transfer schedules to hours on a scheduled basis automatically. This is necessary if
you enabled the setting to auto transfer schedules at the Job Code level.
Client
The Client tab of Company Defaults allows you to change settings related to locations where employees will
perform clock operations and enter information, such as in WebClock or within clock devices. These settings
impact the employees.
Miscellaneous
The option to Display Employee ID can be disabled to hide the ID as an employee types it.
There are also settings to control how far in the future or past time sheets may be entered (if a job code has
been configured to allow time sheet entry).
WebClock
This allows you to configure the buttons on the login page of WebClock. Once you log into the dashboard of
WebClock, the Clock Configuration controls that side of the door, but before you log in, this side of the door is
controlled by the WebClock branch of Company Defaults.
Clock Operation Labels
This allows you to change the button labels on the login page of WebClock.
Missed Punches
These settings allow you to enable and choose the type of missed punch for employees who forget to clock
in (missed in) or forget to clock out (missed out).
There is also an option to automatically create a missed punch for segments that are clocked in longer than x
hours.
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Company Defaults
Employee ID Preference
These settings determine what number will identify the employee: the Id or the Badge Number. This is only
useful for companies using the clock with a card reader.
Request Entry
Settings that impact the process of submitting requests.
Request Processing
Settings that impact the process of approving/denying requests.
Tokenization
Display Names
This allows you to change the name for employees and job codes (amongst other things).
Custom Fields
Why
A custom field may be created by a User to track more information on the employee, job code, and other
areas of TimeClock Manager. Commented [DW175]: 64. Final exam card: What is
the difference between a tracked field and a custom
For example, a company wants to track each employee’s marital status, insurance policy number, driver’s field? A tracked field is an amount entered by the
license expiration, and education. employee when clocking in and out; a custom field is
generally entered by a User and tracks more
Custom fields are also used to house settings for modules. information.
A module is an add-on that brings additional functionality to TimeClock Plus.
What
A custom field can be an edit field or item list.
An edit field: This type of custom field allows the information to be entered.
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Company Defaults
An item list: This type of custom field allows the information to be selected from a list of pre-defined options
An item list with edit: This type of custom field allows both. It is a list of pre-defined options, but if the
option is not in the list, the User can still enter it.
Where
Custom fields may be created for several screens:
Employee Profiles
▪ Employee > Employee Profiles > Custom Fields tab
Job Codes
▪ Configuration > Job Codes > edit a job code > Custom Fields tab
Employee Job Codes
▪ Employee > Employee Profiles > Job Code > edit a job code > Custom button
Segments
▪ Employee > Individual Hours/Group Hours > edit a segment > Custom button
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Company Defaults
How
In TimeClock Manager:
1. Click on the Company menu > Custom Fields.

2. Click Add.
3. Next to Category, enter Driver’s License.
4. Next to Description, enter Number.
5. Under Input Method Type, select Text.
6. Under Edit Type, select Edit only.
7. Click Next.
8. Place a check next to Employee Profile.
9. Click Next.
10. Choose Alpha-numeric with symbols.
▪ Alpha: Letters
▪ Numeric: Numbers
▪ Symbols: Special characters such as a colon or hyphen.
11. Click Next.
12. This is the length and casing of the information being entered.
▪ Leave this as 30.
13. Click Finish.
Let’s add another:
1. Click Add.
2. Next to Category, select Driver’s License from the list.
3. Next to Description, enter Expiration.
4. Under Input Method Type, select Date.
5. Under Edit Type, select Edit only.
6. Click Next.
8. Click Finish.
Let’s practice adding some item list fields:
1. Click Add.
2. Next to Category, enter Family.
3. Next to Description, enter Marital Status.
4. Under Input Method Type, select Text.
5. Under Edit Type, select Item list.
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Company Defaults
6. Click Next.
8. Click Next.
9. Choose Alpha-numeric with symbols.
10. Click Next.
11. This is the length and casing of the information being entered.
▪ Leave this as 30.
12. Click Next.
13. Click Add to add the first item. Enter Single and click Add.
14. Click Add to add another. Enter Married and click Add.
15. Add three others: Separated, Divorced, and Widowed.
16. Click Finish.
Now let’s fill these out for some of your employees.

2. Select an employee.
3. Click on the Custom Fields tab.
4. Fill out each of these fields and Save.
5. Repeat steps 2-4 with different information on two other employees.
Now filter this screen by one of the custom fields.
Go to Group Hours and filter that screen by another custom field.
Holidays
Some companies will pay their employees for a holiday (paid leave). They would add a time sheet of 8 hours
for the Holiday job code to everyone from Mass Hours or configure this feature to add a time sheet
automatically. The Holidays feature allows different days to be designated as holidays. Then, in the Commented [DW176]: 65. Final exam card: Holidays
Employee Profile or Role, under the Advanced Branch, a special overtime rule or premium may be defined can be automatically paid using what feature? The
Holidays feature
from the Overtime tab.
Commented [KS177]: 66. Final Exam Card: dHolidays
can be manually paid using what feature? Mass
Hours
If the employee chooses to come in and work that day, then some companies want to pay them overtime or
add a premium to their hourly rate.
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Company Defaults
Some examples:
▪ Employees should be paid overtime for any time they work on a holiday.
▪ Employees should be paid an extra .50 each hour if they work on a holiday.
Adding a Holiday
1. Click on the Company menu > Holidays. A calendar will open. To move between months, use the < >
buttons. To move between years, use the << >> buttons.
2. Click Add.
3. Enter a Description.
4. Choose how often this holiday will take place:
▪ Single date
▪ Weekly on x day of week
▪ Monthly on x day of week
▪ Yearly on x month and y day
▪ First or Last x day of y month is for holidays that do not fall on the same day each year. For
example, Labor Day is the first Monday in September. Thanksgiving is another example. It falls
on the fourth Thursday in November. Therefore it would need to be set to First Thursday of
November plus 21 days.
▪ Every x days: This is for firefighters and emergency personnel who get a day off every x days
(Kelly Days). So these can be set up as a “holiday” and assigned.
5. Click Save.
A Kelly Day is a day off given to firefighters to bring the work week down to the negotiated number of
hours. Without the Kelly Days, overtime would have to be paid to firefighters because of their unusually
long shifts and complicated schedules. - https://www.dailyinterlake.com/archive/article-7a154756-
6711-11e0-a445-001cc4c002e0.html
Assigning the Holiday

2. Select an employee > Leave tab > Holidays branch.
3. Click Assign and select the holiday.
4. Click Save.
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Company Defaults
Automatically Processing Paid Holidays for Employees

1. Click on the Company menu > Holidays.
2. When adding a holiday or editing, there is an option: Include in holiday processing.
▪ Enable this option.
3. The shift start time, 12:00 AM, is a good idea because it helps prevent a paid holiday from overlapping
a shift created by the employee clocking in for work on the holiday.
4. Choose the Holiday job code or the job code that is appropriate for a Kelly Day.
There is a Work Filter that can be enabled to define eligibility for paid holidays. It can be configured only to
add paid holidays to employees who worked before and after the holiday.
5. Click Save.
6. Click the Holiday Hour Processing button (towards the top).
7. Adjust the processing schedule to do it automatically or Process Now to do it manually.
It will only process holidays that are before today and in open weeks.
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Additional Tools
Additional Tools Commented [DW178]: Print out Dashboard Data
Introduction
In the Tools menu, under Other Tools, there are several logs.
▪ There is a log of punches that failed to import from fallback (refer to Hardware section).
▪ There is another log of clock operations that failed to finish.
▪ The Attendance Monitor shows a lot of employees who were working during a particular time frame
or who were scheduled to be working.
▪ The Hours Audit Log shows changes that were made to hours and approvals.
There is also a special calculator to add in minutes as well as hundredths. Beyond this menu, in the top right
corner, is an envelope option to send messages to one or more employees through TimeClock Plus, e-mail, or
even text! There is a Quick Link option to bookmark your favorite screens or a dashboard that can move
common processes to one screen.
Learning Objectives
▪ Compare and contrast the benefits of additional tools within TimeClock Plus v7.
▪ Identify and define the process of sending messages to employees.
▪ Identify and verbalize the value propositions and importance of the Manager Dashboard.
Attendance Monitor
Attendance Monitor can search a date range for:
▪ Employees who were scheduled to clock in
▪ Employees who were clocked in
Commented [DW179]: This can be a very useful tool
because if the managers need to know who was
working yesterday between this time and that time,
they would normally have to go about it the long
way by looking through everyone’s hours. This tool
does the looking for you and renders a list of
everyone who falls inside the specified range.
This is also true for answering the question who is

supposed to be working tomorrow between these
times. This is another way to quickly determine your
planned coverage that day.
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Additional Tools
1. From the Attendance Filter drop-down list, choose between:

▪ Scheduled to be working
▪ Scheduled to start segment
▪ Scheduled to start shift
▪ Worked during period
▪ Started segment during period
▪ Started shift during period
2. Enter a date range and time period (ex. from 8 AM to 12 PM).

3. Click Update.
Calculator
The calculator can add in hundredths, but also in hours and minutes.
It can also convert between hours and hundredths or vice versa.
Audit Log
Hours Audit Log
The Hours Audit Log can search a date range for:
▪ Changes made to hours
o Added
o Edited
o Deleted
▪ Approvals
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Additional Tools
Checking the Log Commented [KS180]: 67. Final Exam Card: What
1. Click on the Tools menu > Other Tools sub-menu > Audit Log. allows users to track changes that have been made to
employee hours in TimeClock Manager such as
2. Click on the “Select feature” drop down and choose Hours Audit Log. adjustments to time, approvals, and exceptions?
3. Enter a date range and click Update. Hours Audit Log
4. All changes or approvals within that date range will appear.
▪ There is a Group by option to group by the date edited, department, and more.
Search on segment times looks at the date of the record. It searches for records with a start date that falls
within the specified date range. The date of what was changed.
Search on dates edited looks at the date of the change. It searches for changes that took place on a date
within the specified date range. The date of when it was changed.
If a User logged in yesterday and edited a shift from Monday of last week, then:
• The date that the User made a change: Yesterday
• The date of the record that the User changed: Monday of last week
If you want to know who logged in today and made changes then Search on dates edited and change the
date range so that today is the beginning and end of the range.
There are also different filters that allow specific changes or approvals to be shown:
▪ Employee Filter focuses on changes or approvals to records for specific employees
▪ Job Code Filter focuses on changes or approvals to records under specific job codes
▪ An Advanced Filter option to choose what type of changes or approvals should appear
Incomplete Clock Operations Log

This log will show if an employee couldn’t clock in for any reason, including:
▪ Needed approval (exceptions)
▪ Hit Cancel during the clock operation
▪ Timed out because they didn’t finish
Messaging
There are individual messages and company bulletins. With individual messages, the User can send a
message to specific employees and with company bulletins, to the entire company.
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Additional Tools
Messages may be sent in three ways:

• TimeClock Message
• E-mail
• Text
A TimeClock Message appears when the employee clocks in or out. different ways we can send a message? TimeClock
Messaging, E-mail, and Text Message.
Sending an Individual Message

1. Click on the envelope icon in the top right corner and click Compose Message.
2. Select Individual message.
3. Click Select recipients.
4. Choose the employee(s) that should receive this message and click Select recipients.
5. Enter the message.
6. Turn on any other desired options:
▪ If it should be sent at a future date, then place a check next to “Message start” and define the
date and time.
▪ If it should automatically expire, then place a check next to “Message stop” and define the date
and time.
▪ The option “Can mark as read” will allow the employee to mark it read which records the day
and time it was read for management and turns off the message. Commented [DW182]: When a message is sent, it
7. Click Send. will continue to appear unless we enable one of
these options.
Sending a Company Bulletin They may want a message to appear every day as a
1. Click on the envelope icon in the top right corner and click Compose Message. reminder and then expire at the end of the week. In
2. Select Company-wide bulletin. that case, they would not enable “Can mark as read.”
They would enable “Message stop” and set the date
3. Enter the message. and time.
4. Turn on any other desired options.
▪ If it should be sent at a future date, then place a check next to “Message start” and define the They may just want a one-time message, or they
date and time. may want to see if and when the employee read the
message. In either case, they would enable “Can
▪ If it should automatically expire, then place a check next to “Message stop” and define the date
mark as read.”
and time.
Commented [KS183]: Exercise: Send message to
▪ The option “Can mark as read” will allow the employee to mark it read which records the day
Emp. 6, clock in as Emp. 6, mark as read, and back in
and time it was read for management and turns off the message. manager look in emp profile (personnel tab)
5. Click Send.
The message will appear at the end of a successful clock operation. They may also be viewed by going to the
WebClock dashboard and clicking View > Messages.
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Additional Tools
Individual Message History

A log of all individual messages for each employee profile is available.
2. Select an employee > Personnel tab > Messages branch.
3. The date range will reflect this week, but adjust it if necessary and Update.
The messages within that date range will appear with an indication that it was read or not read.
There are also options to edit the start and stop times or delete the message after human error.
Company Bulletin History

A log of all company bulletins is also available.
1. Click on the Employee menu > Employee messaging.
2. The date range will reflect from the beginning of the year to today, but adjust it if necessary and
Update.
The messages within that date range will appear with an indication that it was read or not read. There are
also options to edit the start and stop times or delete the message after human error.
QuickLinks
Each feature can be saved to a QuickLinks menu for quick access. It’s a little bit like an “Add to favorites”
option. Each feature has a star next to the name. Clicking this star adds it to a QuickLinks menu.
Not added: Added:
QuickLinks button:
Commented [DW184]: Pass out the Dashboard Data

Exercise.
Dashboard
The Manager dashboard is the first screen you see when logging in. It can be customized with different Commented [DW185]: Below is a list of every widget
in the core software. The list gets even longer with
widgets that provide information or allow you to respond to information from one screen.
certain modules.
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Additional Tools
This is a very important screen because it takes information or processes throughout the software and puts it
all in one place for easy access. It is important to the supervisor, the manager, someone in payroll, or C-Suite.
It lets them create widgets (panels) that tell them what they need to know instead of expecting them to
bounce around the software, potentially overlooking something, making bad decisions, and creating more
work. It’s easy to mentally process and makes everything more manageable.
The Standard license offers a preconfigured dashboard, but the Professional license offers a configurable
dashboard, with up to three pages of widgets. Each page has a filter to configure all of the widgets on that
page for specific employees.
For example, a manager can add a widget to see who is clocked in right now, and another widget to see who
is approaching overtime. A widget can also be added to approve hours or to approve time off. There are even
charts that show things like job code activity and a percentage of overtime.
The widgets available include:

▪ Clock Exception: This shows a list of exceptions with the employee’s name, the type of
exception, the date it occurred, and a control to approve it.
▪ Clock Exception Summary: This shows the total number of each detected exception.
▪ Reminder: This allows a to-do list to be created with a control to mark it complete.
▪ Approaching Exception: This shows a list of who is about to have a missed break exception
or who already has missed their break.
▪ Approaching Overtime: This shows a list of who is about to hit overtime. There is also a
setting to show who is salaried and about to hit x hours.
▪ Pending Time Off Request: This shows a list of time off requests with the employee’s name,
date they submitted their request, the date and time they are requesting, and controls to
approve or deny it.
▪ Employee Events: This shows a list of who is scheduled reviews, birthdays, and hire date
anniversaries that are coming up or recently passed. You could add this widget twice,
configure and rename it, to have a Review widget and a Birthday widget.
▪ Employee Status: This shows a list of everyone’s status, such as clocked in or out.
▪ Job Code Breakdown: This shows a pie chart with the percentage of job code usage.
▪ Approval Completion: This shows a bar chart with the percentage of approved versus
unapproved exceptions.
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Additional Tools
▪ Job Code Usage: This shows a line chart of job code usage for today. This may be changed to
reflect job code usage for the week.
▪ Overtime by Department: This shows a pie chart with the percentage of overtime per
department.
▪ Links: This allows a list of hyperlinks to be created that takes you to frequent websites.
Adding or Configuring a Widget

Each user, if given permissions, can edit their dashboard:
1. On the Dashboard, click Edit.
• To get to the Dashboard, click on the Home menu.
2. Choose the widget from a drop-down list.
3. The Settings button is available now or later to configure the widget.
▪ The cross button in the top left corner allows the widget to be moved.
▪ The x in the top right corner allows the widget to be removed.
4. Click Save.
You can also build a dashboard and assign it to the User:

1. Click on the Configuration menu > Users > Dashboard Templates.
2. Click Add and choose “Blank dashboard” if you want to have three pages.
3. After entering a name, click Add.
4. In the User Profiles, click the Apply Dashboard Template button to assign it.
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Reports
Reports
Introduction
The Reports menu allows you to organize hours and other data in a meaningful way.
“I want to know how many hours were worked by each employee or what time each employee punched in
and out. I want to know how many hours were spent in certain job codes, who worked beyond their schedule,
or how much vacation an employee has available.”
The reports can be previewed right now or downloaded to a file. The reports can also be customized to
include specific employees or to include more data.
Exporting to payroll is another option if the company purchased a payroll interface module (or export
module). The Period Export feature allows you to access that module.
Learning Objectives
▪ Compare and contrast the different report categories.
▪ Identify the most popular reports by category.
▪ Customize and generate a report.
▪ Build a saved report with customized settings.
▪ Configure the automation for a saved report.
▪ Describe the payroll export process.
Terminology
Settings: This option allows you to add or remove information from the highlighted report, such as the job
code description or hourly rate.
Sort Key Settings: This option allows you to sort the hours in a report by name, social security number,
department name, manager name, and more.
Options: This option allows you to change the format of hour totals and punch times, or change how the
employees are sorted, in all of the reports.
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Reports
Saved Report: This is a pre-built report. You can configure the filters, options, and settings of a highlighted
report and save it so that you don’t have to configure it every visit.
Automation: This is an option in the Professional License that can be added to a saved report. An automated
report will generate an e-mail itself on a scheduled basis.
Finding a Report
Go to the Reports menu and click on Period Reports.
Many of the reports reflect one or both of the following:

▪ Total hours of regular and overtime
▪ Job codes and punch times (in and out)
Categories
They are organized under different categories (on the left side):
Payroll: These reports focus on each employee’s punches, job codes, and hours.
Job Code: These reports focus on the combined hours of all employees per job code.
Scheduler: These reports compare the scheduled times or hours to the actual times and hours.
Period: This category is similar to the Payroll category but is looking at each employee’s total hours for the
period and doesn’t break down each day or each job code.
Accruals: These reports show information related to accrued time earned, used, and remaining.
Miscellaneous: These reports show upcoming anniversaries, birthdays, reviews, and employee information
such as phone number, social, and address. Commented [DW186]: 52. Final exam card: Which
report category shows punch times, job codes, and
breaks everything down per employee? Payroll
53. Final exam card: Which report category shows

total hours worked in each area of the organization?
Job Code
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Reports
Popular Reports
Complete Payroll Report: This report includes each employee’s punch times, regular and overtime per shift,
regular and overtime per job code, and signature lines.
Payroll Summary: This report includes each employee’s regular and overtime. It can also show the number of
employees who worked each job code. This does not breakdown the hours per job code.
Estimated Wages: This report includes each employee’s regular and overtime wages. This is a gross
estimated (meaning before taxes are taken out).
Weekly Punch Report: This report includes each employee’s punch times.
Approaching Overtime Report: This report shows employees who are within x minutes of overtime or
salaried employees within x minutes of reaching a definable amount of hours.
Job Code Analysis Report: This report includes a total of all employee hours per job code, so we know how
much time the company is investing in each code. It can also look at the hourly rate of each employee to show
how much money the company is investing in each code or the number of employees the company is
investing.
Employee Information Report: This report may include the employee’s name, address, phone number,
department, manager, social security number, and more.
Previewing a Report
1. Select a category on the left.
2. Select a report in the middle.
3. Adjust the date range if necessary.
4. Click Preview on the right.
Downloading a Report
1. Select a category on the left.
2. Select a report in the middle.
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Reports
4. Choose Download on the right.

▪ Select HTML to view the report as a webpage.
▪ Select PDF to view the report as an electronic image.
▪ Select OpenXML to view the report in Excel.
Filtering a Report
When you preview or download a report, it includes all employees that 1) have data and 2) your User can
access. There are filters available to choose what employees or job codes should be in the report. Assume
that we want to look at employees in the Development department.
1. Select the Payroll category.
2. Select the Complete Payroll Report.
4. Click on the Employee Filter button.
5. Place a check next to Department and select Development.
6. Click Filter.
7. Click Preview.
Remember, this filter will stay active until you leave the screen or log out of Manager.
Additional Information
Commented [DW187]: Exercise: Click on the
Assume you want the Complete Payroll Report to focus on any employee, but only job code 1:
Complete Payroll Report and then click on Settings.
▪ In the Employee Filter, there is a Job Code option.
o This will not limit the report to hours in job code 1. It will limit the report to employees who We want the name of the job code to appear in the
have job code 1 but show their hours under any job code. report (answer: Print job code description).
▪ Next to the Employee Filter is another button: Job Code Filter.

We want the department to appear at the - hint, hint
o Clicking this and selecting job code 1 will limit the report to hours in job code 1. - TOP of the report.
Answer: Under Print Top/Bottom Options, the option
Changing the Settings to Print department at top of page.
Settings allow the User to change what information appears in the report. We want shift notes to appear in the report (answer:
back at the top, the option to Print shift notes when
available).
For example, including approval, a shift note, the hourly rate, department, or social security.
We want to remove the signature line at the - hint,
hint - BOTTOM of the report.
Answer: Under Print Top/Bottom Options, the option
to Print signature line at bottom of report.
Commented [DW188]: 54. Final exam card: What
button allows you to add more detail to a report
such as the job code description? Settings
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Reports
Assume that we want to preview a Complete Payroll Report for everyone, but include the department, and
remove the rate.
1. Select the Payroll category.
2. Select the Complete Payroll Report.
4. Click on the Settings button.
5. Place a check next to Print department at top of page.
6. Remove the check next to Print rate of pay for each entry.
7. Click Save.
8. Click Preview.
The settings are report specific.
Changing the Sorting
To change how the hours in a report are sorted:

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Reports
1. Click on Sort Key Settings button.

2. Place a check next to one or more keys and click Assign.
3. Change the order if desired and click Save
• For example, you might want to sort by department name first and last name second.
You can sort by several fields including Employee ID, First Name, Last Name, Export Code, Social Security
Number, Classification, Department, Manager, Badge Number, Work Status, Location, and Custom Fields.
Changing the Options

To change the options, click Options in the top right corner.
The options are not report-specific but report-wide. They change the formatting.
▪ The formatting options include time format (12- or 24-hours/military time) and format of hour totals
(minutes or hundredths) among others.
▪ The sort order includes options to sort by last name or department. There are three sort keys
available so the first key could be department and the second could be the last name.
Saving a Report
The filter, settings, and options can be saved per report for later use. For example, every day, we want to
generate the Job Code Analysis Summary Report for the Development department, and another Job Code
Analysis Summary Report for the Support department.
1. Select the Job Code category.

2. Select the Job Code Analysis Summary Report.
3. Click on: Create Saved Report.
We can add this report to an existing category or add it to a new category.
4. Next to Category, enter Custom.
5. Next to Report title, enter or abbreviate the report, and add (Development) at the end.
6. Place a check next to Save employee filter and click Employee Filter.
7. Place a check next to Department and select Development.
8. Click Filter.
9. You can configure other things as well:
▪ Job Code Filter
▪ Options
▪ Settings (at the bottom)
10. Click Save.
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Reports
11. Select the Job Code Analysis Summary Report again and repeat steps 3-4.
12. Next to Report title, enter or abbreviate the report, but add (Support) at the end.
13. Place a check next to Save employee filter and click Employee Filter.
14. Place a check next to Department and select Support.
15. Click Filter.
16. Click Save.
A User must configure the reports during each visit, but now you have a pre-configured report.
Automated Reports
When you created a saved report, there is an Automation branch to set up an automated report. An
automated report allows you to schedule a report to generate and e-mail it.
There are two types of automated reports:

▪ A report sent to specific e-mail addresses of all employee hours
▪ A report sent to each employee of just his/her hours only
Before setting up automated reports, you must:

▪ Give the ADMIN User, or the User you are logged in as an e-mail address.
o Press the User button in the top right corner and click on My Options.
▪ Set a mail server in the Company Defaults (Mail Settings).
o The SMTP for TCPs mail server is mail.dmione.com.
Now go back to the Period Reports and select a saved report. Click Edit.
In the Saved Report window and under the Report Automation branch, click Add:
1. In the Reporting Period field, choose between “Floating period” and “Fixed period.” Generally, you’ll
want to leave it as a floating period so it will generate a report on whatever week we’re in. Commented [KS189]: 55. Final exam card: How do
2. Choose the format of the report (PDF, HTML, or OpenXML). you create an automated report? You create a saved
3. Enter the mail recipient and click Add. report and then add automation to that.
4. You can enter some text for the body if you choose (optional).
56. Final exam card: (Star for extra study) What are
5. Edit the scheduled task and choose how often it should automate. the two kinds of automated reports? A report with
all employee hours and sent to specific e-mail
addresses and a report sent to each employee with
just their hours.
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Reports
Payroll Exporting
A payroll interface module (or export module) allows companies to send their hours to a special file that the
payroll software can understand and import.
The controls for the payroll module are in TimeClock Manager, under Hours, and Period Export.
There are hundreds of payroll applications, and they each have their file format. So for years, TimeClock Plus
has been developing these modules and now has well over 200.
For example, a company is interested in TimeClock Plus, and they’ve been using a payroll application called
Millennium. They could also purchase our Millennium export module.
They don’t have to do this, but the cost of inputting hours by hand could prove more costly than just buying
the module. The time it takes to input these hours by hand, and the mis-entering of hours can cost the
company a lot of time and money.
Configuring the Module

There are a few things that need to be configured. The process of configuring an export module involves
aligning TimeClock Plus and the payroll application. In other words, the hours in TimeClock Plus must know
where they’re going in the payroll application.
For the information to be imported correctly, there are codes and other settings from within the payroll
application that must be defined in TimeClock Plus. This configuration begins at the company-wide level
where settings that apply to everyone are defined. This information, along with an Employee ID from the Commented [LW190]: Reference that this is the
payroll software, is required. If necessary, these settings may be optionally overridden at the employee, Export Code BUT some payroll softwares use SSN
instead.
master job code, employee job code, cost code, and shift levels. Overrides account for special situations or
exceptions. Pay codes for regular and overtime are defined at the company-wide level and overridden for
certain job codes or employees at the master job code level.
The export module checks the highest level for overriding information. If any of the fields are left undefined
then the module checks for those fields at the level below it. These overrides are all entered in the Custom
Fields created in the software by the export module.
Once configured, hours may be exported to a file and imported into the payroll software.
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Add-On Packages
Add-On Packages
Introduction
There are hundreds of modules that add functionality to TimeClock Plus. Some are company-specific but may
be resold if another company has the same need. Others are industry-specific or used across several
industries.
Packages add to TimeClock Plus by:

▪ Tracking more information
▪ Changing information
▪ Providing new ways to clock in and out
▪ Changing how time is calculated
▪ Exporting hours to payroll
Learning Objectives
▪ Compare and contrast the different packages.
▪ Build and configure the Job Costing and Shift Differential modules.
▪ Describe the value propositions of the SubSearch Plus module.
Installing a Module
For On-Premise, before you install TimeClock Plus, you must enter a license key. The installer then looks at
their license to determine what features and modules should be installed.
If they buy a module later (after installing TimeClock Plus), they can log into an application called the Admin
Server and press a button to update their license.
If you are a cloud customer, the TCP Cloud team will add the module after a purchase.
Add-On Packages
Mobile with Geolocation
This module allows employees to perform clock operations and check self-service tools
from their iOS or Android devices. It is commonly referred to as Mobile Apps. Commented [DW191]: 74. Final exam card: What
phones are supported by Mobile Clock? Android and
iPhone.
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Add-On Packages
Essentials Professional Enterprise

Available for Purchase Available for Purchase Included
Pragmatic Positioning:
Problem: Solution:
There is a The ideal
Market Positioning Product Problem-Oriented
problem in solution for
Segment Statement Description features
the industry this problem
today… is…
Organizations Mobile or A mobile For organizations The • Full access to clock
with mobile remote app that with remote or MobileClock operations.
or remote employees allows traveling app allows • Managers can
employees need a employees employees, employees configure which
flexible way to perform MobileClock to perform clock operations or
to track their clock allows clock self-service options
time and operations employees to operations employees can
attendance. and self- record their time and self- access via their
service from from anywhere service from phone.
anywhere with cell or their iOS or • IP fencing allows
with cell or internet service. Android users to only allow
internet devices. certain features
service. depending on
location.
Package Includes:
• Hide App While Vehicle is in Motion

• Mobile Manager (Dashboard, employee status and messaging)
• Notifications
• Geofencing
• Kiosk
With Mobile Clock, they can:

▪ Clock In
▪ Clock Out
▪ Go on Break
▪ Change Job Code
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Add-On Packages
▪ Change Cost Code

▪ Create a Missed Punch
▪ Be restricted from exceptions 1
o Approving the punch is not supported
o To override, management would edit the time
▪ View Hours
▪ Approve Hours
▪ Enter a Shift Note
▪ View Schedule
▪ View Last Punch
▪ View Accruals
▪ View Messages
▪ Request Time Off
1
For example, early and late clock in, short breaks, and overtime
Mobile Clock offers an option called Geo Tracking. This option captures their GPS coordinates when clocking
in or out of a segment. You must edit the shift and click on the Map button to see a map with a green and red
marker for the clock in and out locations respectively. Commented [DW192]: 75. Final exam card: What
feature in Mobile Clock can track the GPS
coordinates of each clock operation? Geo Tracking
Mobile Clock does require Internet access, but what if they are in a bad location? Mobile Clock includes a
Fallback option which allows you to clock in and out without data. The punch is saved to the phone, and
when you have data, it saves the punches to the database.
There is a Geo Fencing module that is an available sub-module to Mobile Clock. It offers a map that allows
you to draw a circle and if the employee clocks in or out outside of that area, it will be flagged (it’s an
exception). Like other exceptions, it can be configured to require approval, or restricted.
When you set up Mobile Clock, the app is tied to one employee, but there are companies that want multiple
employees to clock in and out on the same tablet. The Kiosk module allows multiple employees to use one
tablet to perform WebClock functions without having to use a terminal or individual cell phones.
Job Costing
The Job Costing module tracks time spent on each specific task or job by providing costing, budgeting, and Commented [DW193]: 76. Final exam card: Which
module tracks more detail such as customer or
reporting tools. project? Job Costing
What does it allow you to create? Cost codes

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Add-On Packages

NA Available for Purchase Included
Solution: The
Problem: There is Problem-
ideal solution Positioning Product
Market Segment a problem in the Oriented
for this Statement Description
industry today… features
problem is…
• Manufacturing For organizations A solution that For Job Costing • Ability to
• contract- that track time on allows time to manufacturing tracks time create any
based projects or have be tracked and or contract- spent on number of
organizations manufacturing budgeted per based specific cost codes
needs, it can be project, task, or organizations, tasks by that can be
difficult to track work order. Job Costing providing tracked on
time spent on tracks time costing, specific job
each step or task spent on each budgeting, codes.
accurately. part or job by and • Set time or
providing reporting cost budgets
costing, tools. for your cost
budgeting, codes.
and reporting • Several
tools. reports
allow
managers to
see the time
and money
spent on
cost codes.
Package Includes:
• Cost Codes
• Cost Code Groups
• Cost Code Views
• Cost Code Expiration
• Cost Code Fill
• Cost Code on Clock Out
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Add-On Packages
• Cost Code Split at End

• Labor Cost
• Labor Standards
The Job Costing module allows you to create cost codes for detailed tracking. The employee would still
choose a job code when clocking in, but also choose a cost code. Commented [DW194]: 76. Final exam card: Which
module tracks more detail such as customer or
project? Job Costing
What does it allow you to create? Cost codes
In the example above, there are three levels to track the customer, vehicle, and labor for which our employee,
Bill, is providing auto maintenance.
We can also create a cost code group that only contains Manufacturing and assign that to Bill’s profile. Now
when he clocks in, he will only see the cost codes under Manufacturing.
Each cost code can have 1 level or as many as 5.
A construction company might use one level to track the location of their client.
An auto shop might use three levels to track the customer’s name, vehicle, and labor.
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If I’m a mechanic and I’m working on your vehicle, changing your oil versus changing out your transmission is
going to be billed very differently.
Cost codes can also be edited, once created, and given a budget of dollars and hours to see if the employee
went over, under, or on budget with the Cost Code Budget Report.
Setup Commented [LW195]: Exercise: Pass out Job Costing

This will make it easier for management. In TimeClock Manager: & Shift Diff. worksheet
1. Click on the Company menu > Company Defaults.

2. Under the Global tab, find and click on the Cost Codes branch.
3. For the Cost Code Level Names:
▪ Change level 1 to Customer
▪ Change level 2 to Vehicle
▪ Change level 3 to Labor
4. Click Save.
Create Cost Codes

Now let’s build some cost codes. Also, in TimeClock Manager:
1. Click on the Configuration menu > Cost Codes > Cost Code List.
2. Click Add.
• Customer: Customer 1
• Vehicle: Ford Mustang
• Labor: Air Filter
3. Click save and let’s add more labor possibilities to Customer 1’s Ford Mustang
4. Click Add and click OK to base the new cost code on the selected.
• This will copy and paste everything, saving you time
5. Change labor to Battery
6. Continue this same process for each of the following:
• Brake Pads
• Battery
• Coolant flush
• Oil change
• Fuel Pump
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• Muffler
• Spark Plugs
• Tires
• Alternator
7. To view your cost codes, go to the Cost Code Tree (Configuration → Cost Codes)
Now that we have fully created one customer’s list of cost codes, let’s create another customer’s list of cost
codes by using the Copy feature.
We’re going to copy all of the labor to another customer and vehicle.
1. Make sure nothing is selected.
2. Click Manage Branch.
3. Copy Branch should be selected. Click Next.
4. On the first row, left column, clock the drop down, and choose Customer 01.
5. On the first row, right column, type in Customer 02
6. On the second row, left column, click the drop down, and choose Ford Mustang.
7. On the second row, right column, type in Jeep Compass
8. Leave the third row blank
• If you specify something, it will copy only that one form of labor
• If you specify nothing, it will copy every form of labor
9. Click Finish
Repeat 1-9 for each of the following:
Customer 03: Subaru Forester
Customer 04: Ford Fusion
Customer 05: GMC Sierra
Configure Job Code
The job codes must be configured to Ask for a cost code:
1. Create a clockable job code call Mechanic with “Ask for a cost code” enabled.
2. Assign it to employee 1.
Enable the Simple Selection View

This will make it easier for the employee. In TimeClock Manager:
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1. Click on the Configuration menu > Other Configurations > Clock Configurations.
2. Click on the Company Default.
3. Click on the View Settings branch.
4. Under Cost Code, select the option for simple selection.
5. Click Save.
Operation
In WebClock:
1. Clock in employee 1.
2. Choose the job code created earlier and Continue.
3. In the first field, select from the list.
4. In the second field, select Ford Mustang.
5. Click Continue.
Back in TimeClock Manager, the cost code will appear in Employee Status. From either WebClock or
Employee Status, clock out the employee. Cost codes also appear in Individual Hours/Group Hours for editing
and in several cost code reports. It can also be exported.
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Cost Code Groups

There are companies that have hundreds or even thousands of cost codes. Virginia Tech has 10,000 cost
codes while Waste Equip, which collects, stores, transports, and manages waste and recyclables around the
country, have over 100,000 cost codes. Commented [DW196]: 77. Final exam card: For Job
Costing, what would I create if I have hundreds of
codes?
Cost Code Groups allow companies to shorten that list so that each employee or job code has access to only
the handful of cost codes that are relevant.
1. Click on the Configuration menu > Cost Codes > Cost Code Groups.
2. Click Add, enter the description: Repair, and click Add.
3. Click Add Rule.
4. Level 1 should remain ANY, level 2 should remain ANY, Level 3 should be battery, and click Save.
5. Repeat steps 3-4, but level 3 should be Brake Pads.
6. Repeat steps 3-4, but level 3 should be Air Filter.
7. Click Add in the top right corner to add another group.
8. Enter the description: Service and click Add.
9. Click Add Rule.
10. Level 1 should remain ANY, Level 2 should remain any, Level 3 should be Coolant Flush, and click
Save.
11. Repeat steps 8-9, but Level 2 should be Oil Change.
There are now two groups created. The job code can be assigned to a cost code group, or the employee can
be assigned to a cost code group. If the employee is assigned to a cost code group, then any job code that is
worked by that employee will use the group.
Let’s make some other changes:

1. Back in Job Codes, change the Mechanic job code description to Repair Technician.
2. Select the cost code group: Repair and click Save.
3. Add another job code called Service Technician and configure it to ask for cost code.
4. Select the cost code group: Service and click Save.
5. Assign Repair to employee 1, so Service and Repair are both assigned.
6. Click on the Company menu > Company Defaults > Global tab > Cost Codes branch.
7. Under Cost Code Group, select Intersection, and click Save.
In WebClock:
1. Clock in employee 1.
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2. Choose the Repair Technician job code and Continue.

4. In the second field select Ford Mustang, notice that only Battery, Air Filter and Brake Pads appear.
5. Cancel and clock in employee 1 again.

6. Choose the Service Technician job code.
8. In the second field, notice that only Coolant Flush and Oil Change appear.
9. Click Cancel.
Intersection versus Union

The cost code group may be assigned to the employee or to the job code. Assume an employee is assigned to
Group A, but they clock into a job code that is assigned to Group B. TimeClock Plus asks, “What should I do?”
Intersection takes whatever cost codes the Union takes both sides (in this case, codes in
employee and job code have in common. Group A and codes in Group B).
Employee Job Code

Union:
Battery Brake Pads
Intersection:
Oil Change Battery
Coolant Flush Air Filter
Brake Pads Alternator
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Employee Job Code

Battery No Group Union:
Oil Change Intersection:

Brake Pads
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Shift Differential
There are companies that pay an additional amount if an employee works during certain shifts such as the Commented [LW197]: Use Shift Diff. worksheet
night shift or weekends. The Shift Differential module eliminates extra work involved in determining extra
pay by providing tools that perform calculations automatically in real time.

Problem: There is Solution: The Problem-
Positioning Product
Market Segment a problem in the ideal solution for Oriented
Statement Description
industry today… this problem is… features
• Organizations When providing Software that For Shift • Create and
that pay extra shift differentials automatically organizations Differential assign shift
for time for specific jobs calculates that offer shift provides differential
worked on and shifts, it can be bonuses in real- premiums, tools that schedules.
nights and challenging to time. TCP add and • Assign extra
weekends make sure bonus eliminates adjust for wages or
pay is calculated extra work shift percentages,
and accounted for. involved in premiums or move
determining automatically work done
extra pay by and in real- between
providing time. shifts into
tools that different cost
perform codes.
calculations • Manually or
automatically automatically
in real-time. process shift
differentials.
Package Includes:
• Shift Schedules
• West Park Automation
Let’s configure shift differentials for 3 different shifts:

▪ Shift 1 is from 8 AM-5 PM, but those are general office hours so no adjustment.
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▪ Shift 2 is from 5 PM-9 PM, and those are busy hours, so they earn an extra $0.25/hour.
▪ Shift 3 is from 9 PM-8 AM, and those are difficult, so they earn an extra $0.50 per hour.
Before
After
When we enter a shift spanning 24 hours the shift differential processes each shift with the additional
premium.
Shift Differential is also used by several industries. Some common examples:

▪ Hospitals and Medical Offices
▪ Veterinary Hospitals
▪ Schools
▪ Manufacturing
Shift Differential is special compensation for working during evening hours, night hours, or weekends. The
Shift Differential module will edit the employee’s hours and adjust the hourly rate based on a shift definition
that the customer will create beforehand.
For example, a hospital’s evening shift is anything that starts on or after 2 PM until 9 PM. The night shift is
from 9 PM until 4:30 AM.
Shift Differential starts with creating a shift schedule (Configuration menu, Other Configurations, Shift
Schedules). It can contain two or more shifts.
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First, you define the start time of each shift. It will adjust the end time automatically.
Then you edit each shift and define the rules. You must define two things:
1. Should the same rule apply to every day or are the rules day-specific?
2. Should it add an amount or a percentage when working between these hours?
Finally, you must assign the shift schedule to the employee profile/role (Payroll tab).
The Shift Differential can be scheduled to process the hours or manually processed by right-clicking on the
shift and choosing Process Shift Differential.
It will only process hours in open weeks, not clocked in, and not previously processed.
Setup (Shift Schedule)

Let’s set up the hospital above. In TimeClock Manager:
1. Click on the Configuration menu > Other Configurations > Shift Schedules.
2. Click Add Schedule and enter the name: Differential A.
3. Click Create new shift definition to add a third shift.
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4. Define the start of each shift (the End Time will automatically adjust).
▪ Shift 1: 2:00 PM
▪ Shift 2: 9:00 PM
▪ Shift 3: 4:30 AM
5. Next to the 2:00 PM shift, click Rate adjustments.
6. On any day of the week, the hourly rate for this evening shift should be +.25. Leave “All days use
same” selected and select “Base rate plus,” entering 0.25, and click Save.
7. Next to the 9:00 PM shift, click Rate adjustments.
8. On any day of the week, the hourly rate for this night shift should be +.50. Click Save.
9. Next to the 4:30 AM shift, click Rate adjustments.
10. On weekdays, the hourly rate for this day shift should not change as those are regular operating
hours. On weekends, however, the hourly rate should be +1.00.
▪ Select “All days use different” and select Monday. Notice that everything is already set to “No
changes.” Choose Sunday and select “Base rate plus,” enter 1.00. Choose Saturday and select
“Base rate plus,” enter 1.00, and click Save.
This completes the shift definition. Now it needs to be assigned to the employee:
Setup (Assignment)
1. Click on the Employee menu > Employee Profiles > select employee 1 > Payroll tab > Shift Differential
branch.
2. Select Differential A and Save.
Setup (Processing)
There are two ways to process this. One is through automation which is scheduling the process. Another is
manually processing it by right-clicking on the shift(s) when reviewing hours.
1. Click on the Configuration menu > Other Configurations > Shift Schedules.
2. Click Shift Processing.
This is where you would go to add a task that processes the hours on a regular basis: daily or weekly for
example. Every 5 minutes even, if the customer wants to. This automatic process will only process hours that
have not been previously processed and are clocked out.
We are not going to add a task but process it manually for this exercise. Keep reading.
Operation
Normally the employees would be clocking in and out, but let’s add a shift:
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1. Click on the Hours menu > Individual Hours > select employee 1.
2. Delete any hours if there are any.
3. Add a shift that starts at 2 PM today, and ends 2 PM tomorrow, with a rate of 10.00.
4. To process it manually, right click on the shift, and click Process shift differential.
Notice that the shift was split into three segments and the rate was also adjusted.
Job Code Adjustments

The Shift Differential module can also adjust job codes based on the shift that is being worked.
Back in the Shift Schedule, there is a Job Code Adjustments tab.
1. Click Create new job code adjustment.

2. After giving it a description, choose a base job code.
3. Below that, you define which job code should apply to each shift.
4. Click Save.
The base job code is very important. If the base job code is job code 12, then the adjustment will only adjust
shifts where the employee clocked into job code 12.
Grace Period
Let’s look at a situation that may happen when adjusting rates. An employee clocks in for the night shift (2
PM-9 PM), but clocks in early – at 1:30 PM. Those 30 extra minutes fall on the day shift (4:30 AM-2 PM)
which means they aren’t going to be paid anything.
If those 30 minutes should count toward the shift (be paid more) then, in the shift definition, click Edit next to
2 PM-9 PM, and set a “Before grace period” of 30 minutes. When the shift is processed, the 30 minutes will
be considered part of the 2 PM shift and receive plus .25.
Advanced Leave
This module keeps you up to date on legislative and regulatory standards. It also has an FMLA feature that
simplifies administration and tracking of FMLA.

N/A Available for Purchase Included
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Problem: Solution:
the industry this
today… problem is…
Organizations Organizations The For several The Advanced • FMLA eligibility
that track that have Advanced organizations, the Leave package and case
FMLA, ACA complex Leave Advanced Leave simplifies tracking.
eligibility, or leave package package tracking • ACA eligibility
have complex tracking provides simplifies complex leave tracking,
leave rules needs are several new tracking complex requirements including
often left to features that leave and eligibility by reports that
track FMLA track this requirements and providing provide real-
or ACA information eligibility by several time updates on
eligibility within providing integrated employee
manually or TimeClock integrated features within eligibility.
through Plus. features within TimeClock Plus, • Leave calendars
payroll TimeClock Plus, such as FMLA allow users to
software. such as FMLA and ACA manage the
and ACA eligibility number of leave
eligibility tracking. requests on a
tracking. day.
Package Includes:
• View FMLA case

• Leave calendars
• Benefit Status Monitor (& child items)
• Staffing requirements (only available with Enterprise)
Advanced Overtime
This is a family of modules that allows us to calculate hours and breaks differently. These modules change
the rules in TimeClock Plus.
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Problem: Solution:
Positioning Product Problem-Oriented
Market Segment problem in solution for
Statement Description features
today… is…
• Organizations Many TimeClock For The • 9/80 overtime
that have organizations Plus organizations Advanced allows splitting
complex have provides with complex Overtime overtime in the
overtime complex several overtime package middle of the week
rules, such as overtime overtime- rules, the provides to accommodate
9/80 or rules beyond calculation Advanced several eligible
weighted traditional tools that Overtime overtime- employees.
overtime daily and can assist package can calculation • Weighted
calculations. weekly organizations mitigate features, overtime
overtime. with complexities such as automatically
complex by providing irregular calculates
overtime several workweeks, overtime wages
needs. overtime 9/80 based on the
calculation overtime, and amount worked in
modules. weighted each job code.
overtime • Comp Time will
calculations. take excess hours
and place them in
a bank to be used
later.
Package Includes:
• Advanced comp time

• Daily overtime exemption
• Flex time of day
• Floating pay period
• Forced overtime
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• Hour calculation priority groups

• Include OT in regular hours
• Multi-time zone
• Paid break limit
• Quad-weekly overtime
• Rotating overtime schedules
• Salaried non-exempt
• Weighted overtime (blended rates)
Some examples of the Advanced Overtime package:

▪ Flexible Time of Day: This allows the time that begins a new day to be changed. Ordinarily, the
system considers 12 AM the beginning of a new day, but there are companies that work into the night
and want 5 AM to be a new day.
▪ Floating Pay Period Module: This calculates overtime across a defined period. For example, October
3rd with a length of 15 days. The module would calculate overtime from the 3rd until the 17th and then
from the 18th until November 1st.
▪ Paid Break Limit Module: With companies that track paid breaks, there is nothing that prevents an
employee from taking several breaks and being paid a lot of break time. This module enforces a daily
max amount. Commented [KS198]: Page break for exercise
Annualized Employee Management

Having trouble with hourly employees who are paid on an annualized basis (teachers aid, custodial staff, etc.)
meeting their weekly expected hours? With the TimeClock Plus Annualized Employee Management Module,
you can easily create and assign work calendars (known in TimeClock Plus as Contracts) to your employees
to track the hours worked.

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Problem: Solution:
Positioning Product Problem-
Market Segment problem in solution for
Statement Description Oriented features
today… is…
• Schools For schools Tools that For schools and TimeClock • Set and assign
• Public and other allow other public Plus's employee
organizations public organizations organizations, annualized contracts
that track organizations, to track Annualized employee • Track
employee it can be hourly Employee management employee
time based difficult to employees’ Management features allow contract
on track time for annualized provides users to assign variance.
annualized hourly hours and visibility into and track hours • Calculate
contracts employees compare variances in against overtime by
on them against annualized annualized prioritizing
annualized clock employee hours contracts, hours worked
calendars or operations to by empowering including in the contract
contracts. track users with tools monitoring first.
variances. to track and variance and
report on applying
employee hours. overtime rules
to contracted
work first.
Package Includes:
• Contract templates
• Contracts first
• Split hours over contract
Support (24/7)
We already offer 24/7 support to a handful of customers and staff it 365 days per year. It is important that a
sales rep understand what the details are currently around 24/7 Support. It is essentially ‘after hours’
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support. The customer will fill out a ticket and a support technician will respond to the ticket within 1 hour of
submission.

N/A Available for Purchase Included
Problem:
Solution: The
There is a Problem-
ideal solution Positioning Product
Market Segment problem in Oriented
for this Statement Description
the industry features
problem is…
today…
• 24/7 For TimeClock For 24/7 TimeClock • Phone, email,
Enterprise organizations Plus’ world- organizations, Plus’ world- and Chat
Organizations with 24/7 class support TimeClock Plus class support support
• International operations, can be provides world- can be available
Organizations questions available 24/7 class support via available 24/7 24/7.
could come for any phone, chat, or via phone,
up at any questions, email to ensure chat, or email
time. configuration, our customers to ensure our
or have the best customers
troubleshooting possible have the best
that may come solution. possible
up. solution.
Advanced Scheduling
Advanced Scheduler is a feature that allows users to create, manage, and assign shifts and schedules based
off employee qualifications and job classifications. It is designed to make employee scheduling more flexible
and easier to manage with additional features and functionality not found in core scheduler. Employees can
Swap Shifts, Drop Shifts, and receive Overtime Offers and Shift Bids. Schedulers can quickly reassign shifts,
adjust shifts in masse, award shift bids, and report on shift coverage.

N/A N/A Available for Purchase
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Pragmatic Positioning
Solution:
The ideal
Problem: There is
solution Positioning Product Problem-Oriented
Market Segment a problem in the
for this Statement Description features
industry today…
problem
is…
• Public Sector Organizations with Tools that For Advanced • Ability to create
• Organizations complex schedules allow organizations Scheduler is schedules and
with complex often must rely on employees with complex a suite of automatically
scheduling the honor system to see scheduling tools fill positions.
needs that to track employees schedules needs, designed for • Swap and drop
involve swapping and for all Advanced public tools to track
swapping dropping shifts or relevant Scheduler organizations schedules and
and dropping manage groups of removes and make sure all
shifts. cumbersome employees uncertainty enterprise shifts are filled.
spreadsheets in and and extra companies • Roster tools so
order to manage automate work by alike to employees can
their employee’s the swap providing a automate see who is
schedules. This and drop robust suite schedule working and
leads to excessive processes. of scheduling publishing, when.
overhead costs and tools. swaps, and
higher risks of drops.
workforce
mismanagement,
like too many (or
too few)
employees on a
shift.
Package Includes:
• Advanced scheduler (& child items)

• Shift assignments (& child items)
• Shift board (& child items)
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Occurrence Management
Occurrence management, otherwise known as our PointSystem Plus module, tracks exceptions with a point
value system to help enforce company policies objectively. For example: Employees accrue 1 point each time
they’re tardy. The employee receives a verbal warning when they reach 5 points, a written warning at 8
points, and 10 points result in termination.

N/A N/A Available for Purchase
Problem: Solution:
today… is…
• Any Many Tracking For The • Quickly create and
organization organizations employee organizations PointSystem assign occurrence
that tracks track infractions with an Plus feature rules that add to
employee employee via a point objective allows an employee’s
occurrences absences system. This attendance organizations to point total.
or and tardies allows policy, create and • Automatically
infractions but lack the employees PointSystem assign calculate
ability to see to see where Plus provides occurrence rules employee point
where they stand tools to that contribute totals based on
employees as well as clearly define to point occurrences.
stand for provides a and log balances for • Set rules for point
possible fair and employee employees. expiration based
coaching or equitable occurrences These points can on employee
disciplinary way to track by assigning be used to track behavior.
actions. employee and reporting employee
infractions. on points for absences,
each incident. tardies, and
automate
responses based
on the
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employee’s
point total.
Package Includes:
• PointSystem Plus
• Occurrence rules
Substitute Tracking
SubSearch Plus is a module designed specifically to help teachers and administrators find the right substitute
using an automated, easy-to-use interface.

NA Available for Purchase Available for Purchase
Solution: The
Problem: There is
Market ideal solution Positioning Product Problem-Oriented
a problem in the
Segment for this Statement Description features
industry today…
problem is…
K-12 Tracking substitute An integrated For schools, SubSearch • Full substitute
Schools assignments. Many sub tracking SubSearch Plus Plus provides tracking
schools are forced solution that is mitigates the a suite of integration with
to track these tied to a labor and tools to make TimeClock Plus.
manually, school stress involved sure sub • Tiered notification
scrambling to find district’s time with filling sub coordinators system to send
the appropriate and assignments by can quickly fill out assignments
resources every attendance providing tools empty seats at the appropriate
morning. Others solution. to fill empty by the first time.
are required to use seats quickly. bell. • Widgets and
third-party reports to ensure
software that does that seats are
not communicate filled.
with TimeClock
Plus.
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Package Includes:
• Covered Hours
• Sub Assignment Manager
• Sub Assignment Templates
This module provides quick and clear communication between the teacher and substitute.
With this module:
• There is an option for the teacher to request a substitute when requesting time off.
• The request can be directed at specific substitutes or an entire group.
• When the teacher sends the request, each substitute can get a notification via e-mail or text, and can
respond to the offer. It’s first come, first serve.
• The substitutes can respond to the offer from a mobile device.
• Once accepted, TimeClock Plus will later reflect this in the reports, showing the substitute’s hours and
the teacher for whom they were covering which is very important to payroll.
There are other sub management applications, but the problem is that they are overly-complicated, bloated
applications, offering a lot of features that schools don’t use. Sub Search Plus has been a big effort by our
developers, working with a panel of K12 experts, to create something that is simple and that doesn’t have a
lot of extra stuff that schools aren’t going to use. All of the tools in Sub Search Plus were developed to
directly address the needs of schools in the area of sub management.
In the past, schools would use TimeClock Plus and a sub management application, but now they don’t have
to do that. Now everything can be in one place. It’s centralized, simple and consistent, and streamlining the
process of finding and tracking substitutes.
Let’s talk about the value propositions:
• Sub Search Plus empowers teachers to request specific substitutes, ensuring immediate
communication and enforcing the power of choice.
• Real-time awareness of substitute coverage ensures no class will go uncovered.
• Utilization of the entire substitute pool which aids in the retention of eligible subs.
• Automated notifications save time and enable faculty to focus on student-centered needs
• This integration of time and attendance and sub management means no more complicated workflows
to maintain separate systems of record.
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A notification can be sent via e-mail or text, making all substitutes aware of this opportunity.
The substitute would log into WebClock and accept the assignment (first come first serve). A notification can
be sent via e-mail or text (SMS) to the teacher of who accepted it.
Users can also be notified via e-mail and text or check the status by logging into TimeClock Manager and
going to the Request Manager feature.
When the substitute clocking in for the requested shift, the report will show that they worked x hours and
who they subbed for so that they are paid out of the correct budget during payroll.
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Hardware
Hardware
Hardware
Introduction
Hardware is a physical device that stores, executes, and delivers software systems and
solutions. TCP’s hardware devices help our customers accurately collect and report employee
punches in real-time. In addition to clocking in and out, employees also have the ability to
complete other self-service functions. Some of these functions include clock operations, view
hours, schedules, and accruals, and manage leave requests.
Learning Objective
▪ Compare and contrast the types of clocks and hardware options.
RDT
The RDT is the number one selling piece of hardware that we offer at TimeClock Plus.
The RDT (Remote Data Terminal) is the latest generation of time clock we offer. The RDT is
our clocking terminal designed and purpose built for TCP v7. It was designed to mirror
WebClock and give employees a similar experience when needing to use a physical device
instead.
Hardware
How do they work?

An RDT connects to the customer’s database (locally or through TCP Cloud) with ethernet or
Wi-Fi. Once the clock is connected to the customer’s database, an application called Clock
Status is used to configure each clock and monitor their status.
Update: We no longer offer RDTg 300/400 or non-touch clock variations to clients. Any
references made to RDTg 300/400 or non-touch are for historical reference as some of our
clients may have these terminals with hardware contracts in place today. We currently
only offer RDT clocks to clients which are touch screens with fallback mode.
Types of RDTg
There are 64 different combinations of the RDTg that TCP offers. Sixteen of those
combinations make up the majority of what we sell. We will first look at each component, then
review possible options offered to customers.
Touch & Non-Touch

Hardware
The first division of the RDTg is Touch and Non-Touch clocks. Touch clocks are interacted
through a touchscreen. Non-Touch clocks are interacted through a physical keypad. A keypad
is standard on a Non-Touch clock, but optional on a Touch clock.
Fact: Ninety-eight percent of the clocks sold in 2019 were Touch, and only two percent were Non-Touch.
The Non-Touch clock is returned for a refund more than any other piece of hardware sold by TimeClock
Plus.
The Non-Touch is cheaper but cannot use alpha numeric passwords, employees cannot
request time off, and it’s difficult to scroll through features. The arrows and Tab button must
be used to navigate and scroll through features and screens. The Touch clocks have more
features and functionality as displayed in the chart below.
TIP: RDTg’s need alpha-numeric functionality to configure the database connection from the clock. Since
the Non-Touch clocks only have a numeric keypad, they MUST be configured through USB. The USB is
loaded with connection settings via Clock Status on a computer, then plugged into the RDTg.
Operations Non-Touch Touch Screen

Clock In Yes Yes
Clock Out Yes Yes
Go on Break Yes Yes
Change Job Code Yes Yes
Change Cost Code Yes Yes
Missed Punches Yes Yes
Tracked Fields Yes Yes
View Hours Yes Yes
View Schedules Yes Yes
View Last Punch Yes Yes
View Messages Yes Yes
View Accruals No Yes
Time Off Requests No Yes
Enter Time Sheets No Yes
Enter Shift Notes No Yes
Splitting a Shift No Yes
Hardware
300/400 Series
The next component we consider is the clock series: the RDTg 300 series and the RDTg 400
series. The primary difference is that the 400 series has Fallback mode and the 300 series
does not.
At this point, the reference to an RDTg with a customer might come in a few different forms.
Whether in Support or Sales, a customer may refer to an RDTg as a ‘time clock’, ‘300’, ‘400’, or
‘terminal’. Use the terminology that best fits the customer’s understanding. However, if the
customer has different types of RDTg’s, make sure your reference is specific so proper trouble
shooting steps and information can be provided.
Fallback mode allows employees to perform clock operations while the time clock is not
connected to the database, which means there is a network connection issue. When in fallback,
the time clock will record and store punches during the disruption of the connection. Those
stored punches will be uploaded to the database when the connection is restored.
What if approval is required to clock in early from break? How does that work in Fallback?
If the clock is in fallback, then it cannot talk to the database to know that approval is required.
It also does not know the status of the employee to be able to recognize a short or long break
exception. Due to these two facts, employees will be able to perform any clock operation
without restriction.
However, when the clock regains connection to the database, the saved punches will be sent
to the Unresolved Punches feature in TCP Manager. Those punches will need to be imported
to reflect in the employees’ hours, where they will then show any exceptions that would have
fired at the time of the clock operation.
Biometric (BIO)
The next division of the clocks is BIO and Non-BIO. It is an option to the customer to include
biometrics to their clocks or not. BIO clocks are used for biometric verification which means the
clock will include a step to VERIFY who the employee is.
When an employee goes to the time clock, they can enter a number or swipe a badge that
identifies who they are. If the clock a has a biometric reader, the employee will verify who they
are by placing their finger on the biometric reader. This is called one-to-one verification.
Biometric verification eliminates buddy punching. This means employees cannot perform clock
operations for each other.
Hardware
How does it work?
Employees’ fingerprints are enrolled by a sensor on a BIO clock that measures the valley and
ridges of the print and creates an algorithm or template. The template is stored in the database
and on the time clock. Storing the template on the time clock itself allows it to be verified by
the clock even when it is in fallback mode.
During enrollment, employees are prompted to read and affirm the Biometric Attestation. The
Biometric Attestation notifies the employee that their biometric data is being captured and will
be handled according to BIPA (Biometric Information Privacy Act), and the data will be purged
and destroyed according to law when the employee separates from the organization.
What if an employee cannot physically use biometric verification?
Approximately 3-4% of employees will not be able to provide biometric data such as their
hand or fingerprint when required for verification. However, TimeClock Plus has specific
settings that can be enabled per employee to get around this. One option is to set the system
to not ask for a specific employee’s biometric verification. The second option is to have the
system automatically approve an employee’s biometrics whether they match or not.
RDTg Configuration Options

The configuration options discussed come from the fourth tier of the RDTg iterations chart. You
will find that some can be combined while others cannot. When reviewing customer invoices,
these configuration options will be a part of the RDTg line item. For example; RDT Touch 400
HID Proximity w/ Camera.
Keypad
All Non-Touch time clocks have a keypad by default for navigation and performing clock
operations. It’s an additional option for the Touch clocks. A common use cases is if an
organization has a visually impaired employee who can then navigate their way around a
keypad instead of the touchscreen. The number Five on the keypad has a dot that can be used
as a landmark for navigation.
Camera
The camera can take photos of employees when they perform clock operations, such as
clocking in or out. Employees using a timeclock with a camera will also be presented with the
Biometric Attestation. The photos can be viewed on the employee’s segments in Individual
Hours and Group Hours in TimeClock Manager.
Hardware
A camera does not prevent buddy punching like biometric verification does, but it can be a
deterrent to buddy punching. Furthermore, the camera does not function as facial recognition
for verification but simply attaches a picture of the employee performing the clock operation to
the appropriate time segment.
Readers
Barcode readers work with employee badges that have a bar code printed on them. Once the
badge is swiped, the employee is identified based on the information in their employee profile.
The barcode can translate into the Employee ID Number or the Employee Badge Number for
identification.
Magnetic Stripe readers will read a badge with an encoded magnetic stripe that will also
translate into the Employee ID Number or the Employee Badge Number. Mag stripe badges
are more popular in higher education due to the one card system colleges and universities use. Commented [LW199]: Note: A one card system is
typically used by college/university students as an
all-purpose card to function as a debit card, door
HID Proximity readers will read a badge encoded with a string of binary numbers that
access card, meal card, etc.
translate into a decimal number. That decimal number can be the Employee ID Number or the
Employee Badge Number. Both the badge and the reader have an antenna built into them.
When the employee holds their badge up to the reader, the radio frequency (125 kHz) from
the reader powers the badge, sends back the signal, and the reader sends that information to
the time clock. HID Standard 125 kHz proximity is the most common type of proximity card
and reader on the market.
Ancillary Add-Ons for the RDTg

The below ancillary add-ons are separate line item modules we can add to a time clock.
Digital Output (DO) Module

The Digital Output Module can be triggered two different ways: an event, such as a clock
operation, or at a specific time of day. It has three main optional functions:
1. The DO can send 12 volts of power to a third-party device, like a bell. The bell can be
scheduled to ring at a certain time a day for a break, lunch, etc.
2. The DO can work as a relay or switch for a third-party device that has its own power
source. The most common example is a magnetic lock on a door. When a badge is
scanned through a reader on the door, the DO will open the circuit and unlock the door.
When the door closes, the magnetic locks will hold together.
3. DO can work as a connector for an external proximity reader. We find a growing number
of our customers use proximity credentials (badges, fobs, tags, etc.) for other
applications like security and door access. Many of those credentials are not supported
by our terminal with the standard HID proximity reader. For those customers we offer a
variety of proximity readers that can be connected to our timeclock via the DO module.
Hardware
All functions above are connected to clocks through the Digital Output Module as shown
below. Depending on the function needed above, the wires will connect to specific pins on the
board.
Pin # Digital Output Function

1 Function 1 – 3rd Party Device Power
2 Function 1 – 3rd Party Device Power
3 DO NOT USE
4 DO NOT USE
5 Function 2 – 3rd Party Relay or Switch
6 Function 2 – 3rd Party Relay or Switch
7 DO NOT USE
8 DO NOT USE
9 Function 3 – External Proximity Reader
Power over Ethernet (PoE) Module

Power over Ethernet is a technology that allows network cables to supply electrical power.
Our time clocks are shipped out with a power cord. These power cords are only seven feet
long and may not reach to an outlet from where the clock needs to be mounted. However, if a
time clock has the PoE module, it does not need to be plugged into a traditional electric power
outlet. It allows the clock to receive electrical power through a data cable.
Hardware
A good number of networks today are utilizing what we call PoE compatible switches. These
switches are sending not just data, but power through the ethernet cable. What is the benefit
of that? It is typically easier and less expensive to have an IT person run a data cable or data
drop than it is to hire an electrician to install a power supply if it’s not within seven feet of a
power outlet.
Wi-Fi Adapter
Wi-Fi adapters allow a time clock to connect to a network or the internet without physically
connecting through a data cable. The Wi-Fi adapter is a nano USB device that plugs in to the
inside of the clock. The firmware that’s written on our time clocks is explicitly written to
operate the drivers on two types of dongles we sell, BGN (older technology) or AC (new
technology). BGN is slower than AC but has a longer reach.
Backup Battery
If there is a loss of power, Backup Battery will power the time clock for up to three hours. The
length of backup time will depend on how many people are performing clock operations and
what ancillary add-ons are being used.
Remember: Fallback and Backup Battery are two separate things. Fallback allows clock operations
when the clock loses network connection and is only available through the 400 series. Backup Battery
provides a backup power source and is available with both series.
GT-400
The GT-400 is another type of biometric device for performing clock operations but scans a
hand instead of a finger. Why would someone buy a GT-400 instead of an RDTg with a
biometric reader? The GT-400 is recommended when biometric verification is needed in a
harsh environment such as manufacturing, coal mines, construction sites, etc. The reason the
hand scanner works so well in harsh environments is because it looks at a larger area than the
BIO RDTg. It will still identify the employee even though the hand changes over time due to
scratches, cuts, or from being covered in a substance like dirt or dust. The BIO RDTg looks at a
finger, whereas the GT-400 uses a low-level infrared light with optics and a camera to capture
a three-dimensional image of the hand. It then converts the image into a template for each
employee.
Like the BIO RDTg, employees are enrolled, and a template is stored on the device (for
fallback) and in the database. The employees will still be prompted to read the Biometric
Attestation during the enrollment process. In the same way, once an employee is enrolled and
Hardware
tries to perform a clock operation, the GT-400 will require them to scan their hand for
verification.
Update: The manufacturer of the GT-400 is no longer producing this hand scanner. We
will honor any hardware contracts that are currently in effect but will no longer sell this
clock moving forward.
Clock Hub
If a customer is using a GT-400, they will need to locally install an application call Clock Hub.
Like the RDTg, the GT-400 will use either ethernet or Wi-Fi for network connection. Once
connected and Clock Hub is installed, the GT-400 can be remotely monitored and configured
through the Clock Hub application.
Ancillary Add-Ons
Other items that can be added to a GT-400 include Digital Output Module, Power Over
Ethernet Module, Wi-Fi adapter, and Backup Battery. Barcode reader is also an option to add
to this hand scanner. However, if a barcode reader is required, it must be done at the time of
purchase. There is not an option to add a barcode reader to a GT-400 after it is received due to
how it is manufactured. There is either an area for a barcode reader on the clock or not. Some
external proximity readers can also be connected to the hand scanner, but they are limited
based on connection type.
Biometric Option for WebClock

TimeClock Plus also offers a V7 desktop USB Bio Scanner. This provides biometric
verification when using WebClock by connecting to a computer via a USB port. The enrollment
process is the same as other biometric devices, but it has no onboard memory. Therefore, a
template cannot be stored on the scanner the way it is with an RDTg or GT-400. This means it
will not work if there is not a connection to the database.
Workstation Hub
Hardware
A local install of Workstation Hub is required for the Bio Scanner to communicate with the
database. The Bio Scanner will be the only biometric reader viewable in this application even if
the customer also has a GT-400 Hand Scanner or Bio RDTg.
100/200 Series
100/200 Series are the previous generation of time clocks. They reached end-of-life and are no
longer sold, supported, or repaired.
Thermal Sensor
The Thermal Sensor tracks employee temperature data in under 3 seconds by scanning your
forehead. The client will set a parameter for the outcome and if it is outside of that number
than the employee will not be able to clock in. A message can be configured by the client, but
typically an employee will be referred to management when the reading is outside the
parameter set. This is a great add on to address COVID concerns in the workplace.

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Hardware

Welcome to Training! ................................................................................................................................................................... 3

Organizational & Staff Development – Basic Product Training

In Basic Product Training, you will:

• Learn about the value of our software and how it works

Here are five quick tips for training:

Tip #1: Use your resources

Tip #2: Ask a lot of questions

Tip #3: Take plenty of notes

Organizational & Staff Development – Basic Product Training

Tip #4: Don’t rush

Tip #5: Be Patient

Organizational & Staff Development – Basic Product Training

At the end of this section, you will be able to:

Organizational & Staff Development – Basic Product Training

• We Empower our Customers.

TCP Core Values:

• We Embrace ‘One Team’.

The Lifecycle and Roles within the Organization

Organizational & Staff Development – Basic Product Training

Accounting manages customer payments, company expenses, and payroll.

Organizational & Staff Development – Basic Product Training

Organizational & Staff Development – Basic Product Training

Organizational & Staff Development – Basic Product Training

Company Violation Settlement

With time and attendance software, managers can:

Organizational & Staff Development – Basic Product Training

Organizational & Staff Development – Basic Product Training

Our Product Commented [BM7]: Have the class watch the v7

Organizational & Staff Development – Basic Product Training

• More impact in the private sector

Organizational & Staff Development – Basic Product Training

From Punches to Payroll

Time is recorded by the employee

The employee represents who we are tracking.

Every day, the employee will clock in using a web

The job code defines what the employee is doing.

The employee can clock into one job code:

Organizational & Staff Development – Basic Product Training

Or the employee can clock into multiple codes:

Time is reviewed by the manager

Time is reported or exported to the payroll software

• Subscription-based (monthly or yearly).

On-Premise Commented [DW12]: On-Premise has become a

• You may also hear this referred to as a self-hosted solution or perpetual.

4.Final exam card: In what delivery model does the

Organizational & Staff Development – Basic Product Training

2. Safe and accessible

3. Free tech support

Organizational & Staff Development – Basic Product Training

6. Automatic upgrades Commented [DW14]: “If I add keyless entry to my

Commented [DW15]: 5.Final exam card: Name at

Organizational & Staff Development – Basic Product Training

Hours: The primary function of time and attendance software is to track

Employees are who we’re tracking.

Job codes and employees are the foundation of TimeClock Plus.

How are these applications accessed?

Organizational & Staff Development – Basic Product Training

Organizational & Staff Development – Basic Product Training

Next to each branch is a plus or minus sign to expand or collapse it.

Organizational & Staff Development – Basic Product Training

Finally, below each branch is a field or option.

Checkbox Radio Drop down list

Organizational & Staff Development – Basic Product Training