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CONTENTS
MOUNTING THE PC60................................................................................. 20
USING THE PC60........................................................................................... 23
Copyright © 2013 Lathem Time Corporation. All rights reserved. Reproduction of this
document in whole or in part is strictly prohibited. This document may contain
typographical or copy errors. PayClock, Lathem, the Lathem logo, and all other Lathem
product names mentioned in this document are registered trademarks of Lathem Time
Corporation. All other products, brand names, or company names mentioned in this
document are properties and trademarks or registered trademarks of their respective
companies.
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Quick Start Steps
Carefully follow each step of these instructions for a trouble-
free experience.
Verify the contents of your system. (For
more detailed information turn to page
6.)
1
Verify your computer meets the
Minimum System Requirements listed in
this User Guide, turn to page 8.
2
Install the PayClock Software. (For more
detailed instructions turn to page 9.)
Important Notes
3
Make sure your screen saver is not
showing before inserting the installation
CD’s.
Open and close the CD-ROM drawer if the
CD is not recognized when inserted.
Install the USB Terminal Manager
Software. (For more detailed instructions
turn to page 11.)
4
Note: To install the USB terminal on a
different computer:
First install the PayClock software on the
computer where you will run PayClock.
Next install the USB Terminal Manager
software on the computer where you will
connect the USB terminal.
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Connect the USB cable from the USB
terminal to your computer when
prompted to install the required
software drivers. (For more detailed
instructions turn to page 12.)
5
6
Open the PayClock software by
clicking on the PayClock Icon. The
default password is lathem. (For more
detailed instructions turn to page 31.)
Click Setup Now from the Get
Started window to configure
PayClock. (For more detailed
instructions turn to page 34.)
7
8
Add employees using the
Employees button under the Setup
tab.
To add a new employee, click New
and then enter the employee data.
(For more detailed instructions turn
to page 39).
PC60 & Finger Sensor or Remote Finger Sensor
You are now ready to enroll your employee’s fingerprints.
9
(For more detailed instructions turn to page 44).
PC60
You are ready to start using your PayClock system..
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P A Y C L O C K U S E R ’ S G U I D E
Welcome
Purpose of this User’s Guide
The purpose of this user’s guide is not meant to be a complete
manual for the product. It is a quick reference to get you started.
Please refer to the PayClock Help for detailed product information,
setup guidance, and operation information.
Product Overview
Reliability, functionality and ease of use are trademarks of the
PayClock software and terminals. The PayClock software and
terminals are the ideal solution for businesses that want to track
employee time and automate payroll.
Included in this package is the PayClock and USB Terminal Manager
software, which you will use to manage data and the USB terminal.
PayClock Proximity Terminal - PC60
The PayClock Proximity Time System is “real-time”. This means that
when an employee punches In or Out the punch is added to the
database at that time; no polling of the terminal is needed.
The PC50/PC60 utilizes a proximity badge system, meaning that
employees will punch in and out by presenting a badge in front of the
terminal’s sensor. The PC50/PC60 also offers a backlit LCD screen
to display important attendance information. Upon receiving a
punch, the screen will display the employee’s name, In/Out status,
and total hours worked for the pay period. You may also elect to add
custom text and audio messages to play for individual (or all)
employees.
IMPORTANT
The USB terminal (TS100, PC60, PC60with Finger Sensor or TSRFS)
must be connected to the computer and the computer must be
powered on for the unit to be operational. The USB Terminal will
stop functioning if it is unplugged from the computer.
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Features and Specifications
Simple proximity badge system to clock in and out.
Instant identification eliminates buddy punching (PC60 with
Wall Mount Finger Sensor or Remote Finger Sensor).
Capable of playing audio and displaying text messages.
Connects to the computer through a single plug-n-play USB
cable, which also provides power to the unit.
Real-time system requires no polling.
Comprehensive support agreements minimize technical
difficulties
Numerous accessory options to enhance the functionality.
Upgrades
If you find that you need to accommodate more employees in your
system or if you would like enhanced software capabilities, consider
purchasing a software upgrade for your system. A number of
accessories are offered to further enhance your PayClock system.
Increased employee capacity
Customized export options
Customized reporting options
Multi-user capabilities
PayClock and click on the PayClock orb in the upper left corner and
select Upgrade PayClock. Then select the options you would like to
purchase and download your software upgrade. Options are instantly
activated upon receipt of online payment.
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Accessories
A number of accessories are offered to further enhance your
additional accessories like the ones listed below.
Badges
Badge Racks
Fingerprint Sensor attachment
Annual Support Agreements
Getting Help
The purpose of this user’s guide is not meant to be a complete
manual for the product. It is a quick reference to get you started.
Please refer to the PayClock Help for detailed product information,
setup guidance, and operation information.
You can access the help desk and answers to your issues in a number
of different ways. In addition to resources within the PayClock
software, assistance may be accessed online, via email, via telephone,
or through your dealer. Don’t forget annual support contracts are
also offered.
PayClock Help
The PayClock Help allows you to search through an index of help
topics to locate the answer you need. To launch the Help, click the
Help button on the ribbon bar.
Troubleshooting
For answers to Frequently Asked Questions, refer to the
Troubleshooting sections of this User Guide on page 68 and 72.
Online and Email Support
Lathem.com provides access to numerous support resources that will
allow you maximize your use of PayClock. Help may be accessed by
visiting the following link:
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On the Support page, you may also submit a question through our
online knowledgebase and one of our technicians will respond to
your inquiry within 24 hours. Email support is free to all registered
users.
Telephone Support
The help desk is available between the hours of 8am and 7pm
Monday through Friday. Please call (800) 241-4990 to speak with
our help desk. You will receive free technical support for the first 30
days after your initial call. After that period, you may purchase an
Annual Support Agreement which will cover all calls for one year or
you may pay a per-call fee.
Annual Support Agreements
Annual support contracts are designed to keep your terminal and
PayClock software working seamlessly. For a single annual fee, your
Support Agreement offers the following advantages:
Unlimited toll-free telephone support (versus a per-call fee)
and priority status for calls
Unlimited access to the extensive library of web-based tips
and FAQs
Free software updates and version upgrades during the
Support Period, giving you free access to the most current
software features
Quick exchanges for damaged or broken terminal, thereby
reducing downtime
Extended parts and labor warranty helps you to save money
on repairs needed after the regular product warranty has
expired
To learn more about annual support contracts and to make a
purchase, contact us at (800) 241-4990 or visit
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P A Y C L O C K U S E R ’ S G U I D E
Package Contents
Please verify that your package includes ALL of the following items.
If your package is missing an item, please call the help desk at 1-800-
241-4990.
PayClock Proximity Terminal - PC60
Recommended Installation Tools (PayClock Proximity Terminal)
Pencil
Tape Measure
Philips Head
Screw Driver
Optional-Power
Drill & Drill Bits
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System Requirements
You must verify that your system meets ALL of the minimum
requirements listed below in order to run PayClock on your
computer. Do not install the software if your system does not meet
these minimum requirements!
Requirements:
Processor: 1 GHz or higher
Operating System: Microsoft Windows 32-Bit or 64-Bit
XP - SP2 or later
Vista
Windows 7 or 8
Server 2003 or 2008 (Standard or Enterprise Edition)
Memory: 1 GB of RAM or higher
Hard Disk Drive: Up to 450 MB free disk space; up to 1 GB
if the .NET framework is not installed
Display: 1024x768 or higher resolution
CD-ROM Drive: Required
Internet: 56 Kbps (broadband recommended for online
features/services)
Printer: Any printer compatible with Windows XP SP2 or later
Network Interface: Network adaptor configured for TCP/IP
connected to a switch on LAN network.
Additional Software:
Microsoft .Net 3.5 SP1 (included in the installer)
Internet Explorer 7.0 or later
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Install the PayClock Software
The PayClock install loads the client and server application as well as
your database.
CAUTION: Before proceeding with your PayClock installation,
verify that your PC meets ALL of the System Requirements listed on
page 8!
Standard Install
Follow these instructions for these scenarios whether it is a new
install or an upgrade:
You want PayClock to only run on one computer.
-or-
You want to install the PayClock Server in multi-user system
(The multi-user license must be activated if you wish to
access the PayClock software from different computers on
your network. Additional license fees may apply. You will
have to register your PayClock software first in order to
activate the multi-user license.)
Run the PayClock Setup Program
Go to the computer where you want to install PayClock.
Make sure your screen saver is not showing before inserting
the PayClock CD.
XP|Vista|Windows 7|Server 2003|Server 2008
Insert the PayClock CD into your computer’s CD-ROM
drive. Note: Click Allow or Yes at the User Account Control
confirmation window.
The Setup program should run automatically. If not, follow
the steps below.
Click Start | My Computer or Computer.
Double click on the drive that contains the PayClock
installation CD.
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Windows 8
Click the message “Tap to choose what happens on the
disk.”.
Select Run Setup.exe. Note: Click Yes at the User Account
Control confirmation window.
Follow the Setup Steps
It may take the install a few minutes to start, please be
patient.
From the Install PayClock window click on Next.
Read the License Agreement and select I accept the terms
of the license agreement and Next to move forward.
The Standard Install (Recommended) will be selected, click
Next to continue.
At the Ready to Install screen, click Next.
At the Server Summary screen click the Print button, this data
may be needed at a later time. Click Next to move forward.
At the Installation Complete screen click Finished.
Open PayClock
After installing, you can run PayClock by clicking its icon.
The default log in is Admin with the password ‘lathem’.
PayClock Product Registration
From the Getting Started window, register PayClock via the
Internet or phone. You must register within 30 days of
installing the software. Note: You cannot activate the multi-
user license until you register PayClock.
Purchase Features
Contact the help desk by calling 1-800-241-4990 or visit
http://shop.lathem.com to purchase accessories and software
modules.
Options include employee capacity upgrades, multi-user,
long-reach cables, additional badges, badge racks and more.
Continue to the USB Terminal Manager installation
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Install the USB Terminal Manager
Software
The USB Terminal Manager install loads the client application and
drivers for the selected USB terminal. Follow these instructions for
this scenario:
Run the USB Terminal Manager Setup Program
Only run the USB Terminal Manager Setup program if you
use a TS100, TS-RFS, PC60or PC60with TS-WFS terminal
which communicates using a USB cable.
Make sure your screen saver is not showing before inserting
the CD.
XP|Vista|Windows 7|Server 2003|Server 2008
Insert the USB Terminal Manager CD into your
computer’s CD-ROM drive. Note: Click Allow or Yes at the
User Account Control confirmation window.
The Setup program should run automatically. If not, follow
the steps below.
Click Start | My Computer or Computer.
Double click on the drive that contains the PayClock
USB Terminal Manager installation CD.
Windows 8
Click the message “Tap to choose what happens on the
disk.”.
Select Run Setup.exe. Note: Click Yes at the User Account
Control confirmation window.
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Follow the Setup Steps
It may take the install a few minutes to start, please be
patient.
From the USB Terminal Manager installation window click
on Next.
At the Choose Terminal selection window, select the USB
terminal that will be connected to the computer and then
click Next to move forward.
At the Ready to Install screen, click Next.
Device Driver Installation - Windows XP
This window will display 2 times with the options “Continue
Anyway” or “Stop Installation”, be sure to select Continue
Anyway. Note: The device drivers for the terminal will not
be installed if you select Stop Installation.
Connect the PayClock USB terminal to the Computer
Connect the USB cable coming from the PayClock USB
terminal to an available USB port on your computer when
prompted. See example below.
Do not click Next, wait for the drivers to be loaded
automatically.
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The computer will automatically begin installation of the
required software drivers. Follow these instructions to
successfully complete the installation of the software drivers.
Windows XP - Install the USB Drivers
These two software drivers must be installed for the PayClock USB
terminal to operate properly: TUSB2136 Firmware Loader and
Lathem TouchStation LCD/LED USB Device.
NOTE about USB terminals using a Finger Sensor
A third driver (U.areU. 4000B) will load automatically if the PayClock
USB terminal has a fingerprint reader.
Two separate “Found New Hardware Wizards” will appear in
succession. You must complete both Wizards. Please note that it
may take up to one minute for each Wizard to automatically appear.
Please be patient.
After successfully connecting the PayClock USB terminal to
your computer the message, “Found New Hardware” will
show in the Notification Area with the USB icon
.
The “Found New Hardware Wizard” will display. Select
“No, not this time” and click “Next >”.
Note:
Up to 1
minute may
pass before
the message
displays,
please be
patient.
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Select “Install the software automatically
(Recommended)” and click “Next >”.
When the driver is located, this message will display. Click
“Continue Anyway”.
Important:
Do NOT
select “STOP
Installation” or
your terminal
will not
operate!
Click Finish to complete the process of loading the first
driver.
Another “Found New Hardware Wizard” will display.
Select “No, not this time” and click “Next >”.
Note:
Up to 1
minute may
pass before
the message
displays,
please be
patient.
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Select “Install the software automatically
(Recommended)” and click “Next >”.
When the driver is located, this message will display. Click
“Continue Anyway”.
Important:
Do NOT
select “STOP
Installation” or
your terminal
will not
operate!
Click Finish to complete the process of loading the second
driver.
Following the completion of installing the drivers, the
PayClock USB terminal should light up, displaying the
current time and date.
Windows Vista, Windows 7 or Windows 8 USB Drivers
Please note that it may take up to one minute or more for the drivers
to be automatically installed. Please be patient.
After successfully connecting the PayClock USB terminal to
your computer the message, “Found New Hardware” will
display.
After the drivers are automatically installed, a message will
display notifying you the drivers have successfully installed.
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Complete the Installation
The Installation Complete window will display after the
drivers are loaded, click Finished to complete the installation
and reboot the computer if prompted.
The USB Terminal Manager icon will display in the
notification Area with Device Connected.
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Setting up a Multi-User System
PayClock is by default a single user system. You must purchase and
enable the multi-user feature in order to access PayClock from other
computers on your network.
Note: You must register your PayClock software before enabling the
Multi-User feature even if you have already paid for the feature. After
registering PayClock, call the help desk for a feature un-lock code.
What is the difference between a Single User and Multi-User
system?
With a single user system users cannot access the PayClock from
different computers on the network. With a multi-user system other
users can have the PayClock client installed on their computers and
access PayClock across the network.
Enable the Multi-User Feature
Open the PayClock software.
Click on the PayClock orb in the upper left hand corner and
select Upgrade PayClock.
The Feature Wizard will open, click Next.
At Number of Users select Multi-user.
Click Next if you wish to demo the feature, click Finish.
This will activate the feature for a 30 day trial.
If you wish to purchase the feature select Purchase the
selected feature and click Next.
Enter your credit card information and click Process
Payment.
Your system will now be a multi-user system; you can install
the PayClock client on other computers and access PayClock
across the network.
See the PayClock Help for detailed information on setting up
additional PayClock users.
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Optional USB Terminal only
Installation
These instructions identify how to install a USB terminal on a
separate computer from the one which contains the PayClock
software.
Note: The second computer MUST be on the same Local Area
Network (LAN) as the PayClock software installation.
Run the USB Terminal Manager Setup Program
Make sure your screen saver is not showing before inserting
the CD.
XP|Vista|Windows 7|Server 2003|Server 2008
Insert the USB Terminal Manager CD into your
computer’s CD-ROM drive. Note: Click Allow or Yes at the
User Account Control confirmation window.
The Setup program should run automatically. If not, follow
the steps below.
Click Start | My Computer or Computer.
Double click on the drive that contains the PayClock
USB Terminal Manager installation CD.
Windows 8
Click the message “Tap to choose what happens on the
disk.”.
Select Run Setup.exe. Note: Click Yes at the User Account
Control confirmation window.
Follow the Setup Steps
It may take the install a few minutes to start, please be
patient.
From the USB Terminal Manager installation window click
on Next.
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At the Choose Terminal selection window, select the USB
terminal that will be connected to the computer and then
click Next to move forward.
At the Ready to Install screen, click Next.
Device Driver Installation - Windows XP
This window will display 2 times with the options “Continue
Anyway” or “Stop Installation”, be sure to select Continue
Anyway. Note: The device drivers for the terminal will not
be installed if you select Stop Installation.
Connect the PayClock USB terminal to the Computer
Connect the USB cable coming from the PayClock USB
terminal to an available USB port on your computer when
prompted.
Do not click Next, wait for the drivers to be loaded
automatically.
The computer will automatically begin installation of the
required software drivers. Follow these instructions to
successfully complete the installation of the software drivers.
Windows XP - Install the USB Drivers
These two software drivers must be installed for the PayClock USB
terminal to operate properly: TUSB2136 Firmware Loader and
Lathem TouchStation LCD/LED USB Device.
NOTE about USB terminals using a Finger Sensor
A third driver (U.areU. 4000B) will load automatically if the PayClock
USB terminal has a fingerprint reader.
Two separate “Found New Hardware Wizards” will appear in
succession. You must complete both Wizards. Please note that it
may take up to one minute for each Wizard to automatically appear.
Please be patient.
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After successfully connecting the PayClock USB terminal to
your computer the message, “Found New Hardware” will
show in the Notification Area with the USB icon
.
The “Found New Hardware Wizard” will display. Select
“No, not this time” and click “Next >”.
Select “Install the software automatically
(Recommended)” and click “Next >”.
When the driver is located, this message will display. Click
“Continue Anyway”.
Click Finish to complete the process of loading the first driver.
Another “Found New Hardware Wizard” will display.
Select “No, not this time” and click “Next >”.
Select “Install the software automatically
(Recommended)” and click “Next >”.
When the driver is located, this message will display. Click
“Continue Anyway”.
Click Finish to complete the process of loading the second
driver.
Following the completion of installing the drivers, the
PayClock USB terminal should light up, displaying the
current time and date.
Windows Vista, Windows 7 or Windows 8 USB Drivers
Please note that it may take up to one minute or more for the drivers
to be automatically installed. Please be patient.
After successfully connecting the PayClock USB terminal to
your computer the message, “Found New Hardware” will
display.
After the drivers are automatically installed, a message will
display notifying you the drivers have successfully installed.
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Complete the Installation
The Installation Complete window will display after the
drivers are loaded, click Finished to complete the installation
and reboot the computer if prompted.
The USB Terminal Manager icon will display in the
notification Area with Device Connected.
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Mount the USB Terminal
Select a site to place the USB terminal that will be convenient to
employees clocking in and out. If you wish to increase the distance
between the USB terminal and the computer’s USB port, you may
utilize the following USB cable extenders available from the help
16 foot USB Active Extension Cable (P/N: USBCABLE16)
Connect up to four cables in succession.
USB Super Extender (P/N: USBEXTENDER)
Extend distance up to 150’ using Cat5 cable sold separately.
Mounting the PC60
Step 1: Select a site to install your PC60terminal that will be
convenient to employees clocking in and out. The included USB
cable is 15 feet long.
The PC60 terminal derives its power from the USB Port of its host
computer. No other power source is required for basic operation.
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Step 2: After selecting the appropriate installation site, use masking
tape to hold the included Mounting Template onto the wall. Drill
holes using the template as a guide. Note: the bottom of the terminal
should be about 45 inches from the floor.
Remove the Template from the wall and install the included
mounting screws. Install the three larger screws, leaving
approximately 3/16 inch of the screws exposed. Do not tighten all
the way. Retain the smaller screw for later.
Note: For sheetrock walls, drill a 3/16” diameter hole through each
of the four screw locations; each approximately 1-1/2” deep. Install
the plastic “anchors” included in the mounting screw packet.
Step 3: Insert the small “L”-shaped security bracket into the slot at
the bottom-rear of the PC60, so that the tab with the hole points
downward, away from the keyhole slot that can be seen immediately
above.
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Hang the terminal on the wall, aligning the three keyholes on the rear
of the enclosure with the three protruding screw heads, and then
pressing downward on the terminal housing until it lowers onto the
screws.
Screw the small screw into the hole of the tab from the small “L”-
shaped bracket at the bottom of the enclosure. This will fasten the
PC60to the wall and keep it from being easily removed.
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Using the USB Terminals
Using the PC60
To punch, move the badge towards and below the illuminated oval
target area on the front of the PC60. When the badge is in close
proximity to the PC60, a confirmation beep will sound, a text
message will appear, a custom audio message may be played, and the
oval target area will turn either green or red indicating a good or bad
transaction.
If you scan a badge that has not yet been assigned to a specific
employee in PayClock, the terminal will display an error message.
NOTICE: The PC60utilizes an internal antenna to read the
employee badges. Make sure these badges are stored at least 6” away
from the PC60when not in use to avoid accidental badge reads.
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Using the PayClock Software
PayClock utilizes a sleek user interface that allows you to get more
out of the functions you use most. The interface provides centralized
navigation to all parts and functions within the software. Navigation
panes allow you to quickly manage payroll rules, employees, payroll
data and reports. Simply click on a tab or button to open the pane
and associated window. Use the “Quick Action” buttons under
Payroll Process or Other Tasks to access routine operations.
Using the Ribbon Bar
The PayClock Ribbon Bar has replaced the typical menus and
toolbars. This new bar allows PayClock to present the functions you
need on a set of organized tabs. The tabs are; Home, Timecards,
Scheduling, Reports, Terminal Manager and Setup. This new ribbon
bar makes using PayClock easier. Because of the way that the tabs are
organized, you get to the functions quicker.
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Home Tab: The Home tab contains information on how to
start using PayClock along with quick action buttons in a flow
chart of the routine process of use.
Timecards Tab: The Timecards tab contains functions for
polling your terminal(s), editing employee timecards, globally
editing a group of employees, exporting data for payroll and
closing the pay period.
Scheduling Tab: The Scheduling tab presents a summary or
snapshot of the estimated labor coverage in hours and dollars
in a calendar view. In addition the Scheduling tab is used to
apply shifts to groups of employees, allowing shift
assignments in mass rather than having to assign shifts to
employees individually.
Reports Tab: The Reports tab allows you to run reports on
information that is stored in the PayClock database.
Terminal Manager Tab: The Terminal Manager tab allows
you to set up terminals and assign your employees to the
terminals. You can also update and poll the terminals from
this tab.
Setup Tab: The Setup tab contains functions for configuring
your company information, pay period rules, departments,
employees, shifts, payroll exports, PayClock users and
preferences.
The PayClock Orb
The PayClock Orb, located at the top left corner, allows quick
access to a number of important tools. Click on the PayClock orb to
access the following critical functions:
Backup/Restore Data
Upgrade PayClock
Check for Updates
Support Assistant
Exit
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Logging into PayClock
PayClock is a single user system by default with one user account,
Administrator. The Administrator account gives the user full access
to PayClock.
Open the PayClock software by clicking on the
located on your desktop.
PayClock Icon
Log In
To begin using PayClock, you must first Log In to the system at the
Log In window. PayClock has one default user; the Administrator.
The Administrator has full access to system, information, and
functions.
NOTE
You may upgrade PayClock to a “Multi-User” system. Refer to page
17 of this User’s Guide for information on upgrading to multi-user.
1. From the Log In window, choose Administrator from the User
List.
2. Enter the default password: “lathem”.
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3. Click OK and the software will open. A welcome tone will let
you know that PayClock is ready for use.
Create and Change Your Password
You should create your own unique password to protect sensitive
payroll data.
1. At the Log In screen, click the Change button.
2. Type in your Old Password (remember, the default is “lathem”).
3. Type in your New Password (the one you would like to create).
4. Confirm your new password by typing it in.
5. Click OK to finalize the change.
NOTE
Passwords are case sensitive and may be up to 11 characters
Register Your PayClock System
You may register your system anytime within 30 days of installing the
software. If after 30 days you haven’t registered your system you will
be required to do so before continuing to use the software.
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There are three ways to register your software:
Complete the Registration Wizard by clicking the Register
Now button on the Get Started window that appears upon
log-in. Fill in the requested information and submit. If you
do not have an internet connection, select Print at the end of
the wizard to print and fax your information to the help desk
at 1-800-252-2208.
Call the help desk at 1-800-241-4990 and select option
number 1 from the telephone menu to speak with a
representative.
product.aspx and follow the steps outlined.
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Setting up PayClock
How does PayClock calculate time?
PayClock uses an open shift to define the start of the workday. An
employee’s open shift starts with his/her first punch of the day and
continues until the day change or for 14 hours if working past the day
change. The work day length is set to 14 hours by default.
Example 1:
Jane Doe's first punch Monday morning was at 7:30 am.
She didn’t punch out to leave for the day until 10:00 pm.
PayClock calculated her time as 14 hours and 30 minutes
because she didn’t work past the day change.
Example 2:
Jane Doe's first punch on Tuesday was at 1:00 pm.
Using the maximum work day length setting of 14 hours,
PayClock defines the expected end of her open shift to be by
3:00 am on Wednesday.
Jane’s time will calculate and no missing registration
exception will be generated if she punches out to complete
her shift by 3:00 am on Wednesday.
Jane’s time will not calculate and a missing registration
exception will be generated if she punches out to complete
her shift after 3:00 am on Wednesday.
Minimum PayClock Set up
After completing the hardware and software installation, you should
set up your basic company structure. This includes the pay period,
overtime and rounding.
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From the Getting Started window click the Setup Now button or
click the Setup tab on the ribbon bar.
Use the buttons on the Setup tab to set up your basic company
structure.
Pay Period Setup
At the Setup tab, click the Pay Class button.
Select the Standard pay class item from the List box on the
left side of the window. The Standard pay class will open on
the General tab.
Select the Pay Period Type. The available options are Weekly,
Bi-Weekly, Semi-Monthly, Monthly and Custom.
Set when the pay period starts under the Current Pay Period
date field.
Click the Help button is you need assistance setting up the
pay period.
Click Save to keep your changes.
Overtime Setup
With the Standard pay class item still selected, click on the
Overtime tab.
To set up daily overtime, select the pay code and set the limit.
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To set up weekly overtime, select the pay code and set the
limit.
Click the Help button is you need assistance setting up the
overtime.
Click Save to keep your changes.
Rounding Setup
With the Standard pay class item still selected, click on the
Advanced tab.
Select the rounding option. Note: The “Not Selected” option
will set the rounding to true time or minute to minute.
Click the Help button is you need assistance setting up the
rounding.
Click Save to keep your changes.
Shift Length Setup
The Maximum Work Day Length setting allows you to enter how
long employees would normally work in one day. Note: Normally,
you should leave this field at the default setting of 14 hours. If the
setting too large you may see punches from different days linked
together.
With the Standard pay class item still selected, click on the
Advanced tab.
Enter the amount of time expected to be worked for a day in
the Maximum Work Day Length field.. Note: It is
recommended to leave the setting at the default 14 hours.
Click the Help button is you need assistance setting up the
maximum work day length.
Click Save to keep your changes.
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Additional Software Setup
The Setup tab of the ribbon bar is used to configure the PayClock
software for your company, pay period rules, departments,
employees, shifts, payroll exports, PayClock users and preferences.
See the PayClock Help for detailed information on the Setup
tab.
Company Button
At the Company button of the Setup tab you define your basic
company information.
Pay Class Button
The Pay Class button of the Setup tab on the ribbon bar allows you
set up and maintain your company’s pay policies for handling payroll.
You can configure the pay policies your company uses, such as your
pay period, overtime, break and other advanced pay class features.
The Pay Class set up consists of four tabs; General, Overtime, Break
and Advanced.
Pay Codes Button
Pay Codes are accumulators or categories that collect either time or
dollar amounts. You can change the pay rates or set the non-work
hours to count toward overtime.
Departments Button
At the Departments button of the Setup tab you define the
departments used by your company. Departments can be used to
track time by groups of employees. Additionally you can use
departments to filter lists of employees. Also, if your terminal
supports employee transfers, you can create departments so
employees can transfer from one department to another department.
PayClock allows you to set up to 100 departments.
Breaks Button
At the Breaks button of the Setup tab you define the break and meal
rules that will be applied to shifts. Breaks can be punched,
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automatically deducted, or a combination of both. They can also be
unpaid or paid. Breaks are applied to shifts. For example, you have a
shift that starts at 7:30am and ends at 4:00pm with a 30 minute
punched unpaid break that can be taken between 11:30am and
2:00pm. After defining the breaks assign them to shifts.
Shifts Button
At the Shifts button of the Setup tab you define the work day for
employees. Shifts identify when an employee is expected to punch In
or Out and how to calculate the punches. For each shift rule you can
define the start and end of the shift as well as the break associated
with the shift. For example, you have a shift that starts at 7:30am and
ends at 4:00pm with a 30 minute punched break. After defining the
shift rules you can then assign shifts to the employees.
Employees Button
The Employees button of the Setup tab on the ribbon bar allows you
set up and maintain your employees in the software. You can enter
their name, address, pay rate, emergency info, assign their benefit
time, etc.
Exports Button
At the Exports button of the Setup tab you define how PayClock will
export data to your payroll service. See Appendix B - Integrating
PayClock with QuickBooks for details on working with QuickBooks.
Users Button
The Users button allows you to manage the user accounts for the
PayClock software. You can add, edit and delete users and set or
change the user passwords. When you click the Users button a list of
the users will display.
Preferences Button
The Preferences button allows you to choose how dates and times
display in the software; you also define certain software settings.
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Add Employees and Assign Badges
The Employees button under the Setup tab is used to maintain the
employees in the PayClock software. This will include adding, editing
and terminating employees.
The Employees button has nine tabs - General, Overrides,
Schedules, Benefit Time, Departments, Personal, Messages,
Terminals and Advanced.
General Tab - Set up employee’s name, badge and PIN.
Overrides Tab - Override global break settings for an employee.
Schedules Tab - Assign shifts to an employee.
Benefit Time Tab - Track benefit time for an employee.
Departments Tab - Assign optional departments to an employee.
Personal Tab - Set up employee addresses and contact information.
Messages Tab - Assign messages to display at the terminal.
Terminals Tab - Maintain employee assignments to terminals.
Advanced Tab - Override the maximum work day length and
maximum hours out rule for an individual employee.
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Add New Employees
General Tab
After adding the employees click on the Terminal Manager tab and
update your terminal(s).
1. From the Ribbon Bar, click the Setup tab and click on the
Employees button. The Employees window will display.
2. Click the New button, the next available blank employee template
will display.
3. Type in the employee’s last name, first name and middle initial.
4. In the Badge Number field enter the badge number to use for
punching in and out at the PC60terminal. Each badge contains a
unique ten digit badge number on the back (see example below).
The number of the badge assigned to an employee must
match the number entered in the Badge Number field in
that employee’s profile.
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5. If your company uses an Employee Number, enter it here.
Usually, payroll services require an employee number for exports.
6. PayClock automatically fills in the Employee PIN but you can
change it if you like. To change the PIN, enter the number in the
Employee PIN field. Note: The Employee PIN is not supported
with the USB terminals.
7. Enter the employee’s hourly wage under Hourly Base Pay.
8. If the employee is salaried select the Salaried Hours option and
enter how many hours the employee is expected to work during
the pay period.
Note 1: Reports will use the hours you have entered in this field.
Any punches will be ignored in reporting.
Note 2: Employees with the Salaried option selected can not be
exported. The Do Not Include in Exports option will be checked
and will be dimmed.
9. From the list under Type of Employee choose whether this
person is Regular, Temporary, Seasonal or Contract.
10. At Pay Class select the pay class to use for the employee. This
setting determines which pay period and overtime rules will be
applied.
11. At Home Department, select the employee’s home department.
12. Check the Allow Supervisor Functions box if this employee can
perform supervisor functions at the terminal, such as adding or
deleting punches.
13. At Do Not Include in Exports check this box if you do not want
to include this employee in the file you export for payroll.
14. Check the Enable Lockouts option if you want to restrict
employees from punching In too early or Out too late.
15. Enter the employee’s hire date under Date of Hire.
16. Click Save to keep your changes.
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The next section covers each topic briefly to give you an
overview of the system. See the PayClock Help for detailed
information on each topic.
Overrides Tab
You use the Overrides tab to define punched or automatically
deducted breaks for individual employees on the open shift. Any
defined breaks on this tab will override the global break set up on the
Pay Class | Break tab.
Schedules Tab
The Schedules tab is used to apply shifts to individual employees.
The shifts applied to the employee will make up the employees work
schedule. You can define the employees work schedule in the
calendar and assign shifts by date. The employee’s schedule displays
in a calendar view showing the shift details assigned to each date. A
labor coverage chart is also available which verifies that there is
enough labor coverage but not too much for a work day.
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Benefit Time Tab
You use the Benefit Time tab to track an employee's benefits, such as
how much sick or vacation time they have or have taken. You can
track up to 5 pay codes. The software keeps track of how much time
the employee has taken and how much time the employee has left.
Departments Tab
The Departments tab is used to assign employees to certain
departments and also modify the pay rate when working in the
department. When an employee transfers to one of these assigned
departments their pay rate will reflect what was defined for that
particular department.
Personal Tab
You use the Personal tab to keep track of certain employee
information, such as their address, phone number, custom field
information and who to contact in an emergency.
Messages Tab
You use the Messages tab to create messages and assign messages to
display on the terminal for individual employees. These settings will
override any messages defined at the terminal’s properties Audio tab
of the Terminal Manager tab.
Terminals Tab
The Terminals tab is used to assign or remove an employee's
assignment to the terminal(s) you have setup in your PayClock
system.
Advanced Tab
The Advanced tab is used to override the maximum work day length
and maximum hours out rule for an employee. Either of these
settings will override the Maximum Work Day or Maximum Hours
Out to Start a New Shift setting on the Advanced tab of the Pay
Class.
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Editing Timecards
The Timecards tab is used to manage employee punch data. You can
view and edit employee punches as well as non-work time such as
vacation time or dollar amounts such as tips. You can view employee
data for open or closed pay periods. When you click on the
Timecards tab you will see 4 areas, the Timecard Ribbon Bar, the
Employee List, the Employee Timecard and the Timecard Timeline.
See the PayClock Help for detailed information on using the
Timecard Tab.
Timecard Ribbon Bar
The Timecard Ribbon Bar has the following button groups; Data,
Recalculate, Refresh, Global, View, Select Pay Class, Export, Close
and Help as well as a status bar. You can poll the terminal(s),
recalculate employee data, make adjustments globally to groups of
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employees, select which Pay Class to edit the data for, select the time
period for the edits, export payroll data and clock the pay period.
The Employee List and Toolbar
The Employee List displays employees along with their summary data
such as wages, regular time, overtime, vacation, etc.
You can filter the employees that display in the list and define which
columns display. You can also approve the employee timecards. Data
can be viewed for open or closed pay periods.
When you highlight or select an employee in the list, the timecard on
the right side of the window displays the data associated with the
employee selected for the selected Pay Period. Use the Employee List
to select an employee and the pay period navigation buttons to select
the Pay Period.
The Employee List Toolbar allows you to filter and sort the list of
employees as well as define the columns that display in the Employee
List summary area.
You can also approve a timecard after finishing the edits. This will
lock the employee’s timecard and will not allow for any more edits.
The approved option allows you to quickly see whose timecard edits
have been finished and which employee(s) still need attention.
Filtering the Employee List
Click the Filter
button to choose which employees you
want to appear in the employee list. When you click the Filter button
the Filter Options window will open. You can choose All Employees
or departments that you created. You can also include or exclude
inactive or terminated employees.
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Department - From the list select the department or
departments that hold the employees you want to display in
the summary list.
Show Terminated Employees - Check this option if you
want to display employees marked as terminated in the list. If
you don’t want terminated employees to display in the list,
uncheck the option.
Show Inactive Employees - Check this option if you want
to display employees marked as inactive in the list. If you
don’t want inactive employees to display in the list, uncheck
the option.
Using the Quick Search
Type a few letters of the desired employees name in the Quick Search
field; all employees with those letters will display in the employee list.
The full name or just a few letters can be entered in the “Find
employee by name…” field.
Setting the Columns in the Employee List
Click the Columns
button at the Employee List area to
define the columns that will display in the Employee List. When you
click the Columns button the Timecard Options window will open.
From the available columns, select what you want to display in the
summary list by placing a check in the box. If you don’t want a
column to display in the summary list uncheck the box.
Note: The Name and Approved columns are fixed and can’t be
hidden or moved.
Employee Timecard and Toolbar
The Employee Timecard is used to view and edit an employees
punch and non-work data. Use the Employee List to select an
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employee and the pay period navigation buttons to the select the pay
period.
When an employee is selected from Employee List their individual
timecard will display with their punch data for the selected pay
period. The Timecard has 3 areas; the toolbar, the employee
information and the timecard table.
The Timecard Toolbar allows you to add punches and non-work
time, search for exceptions, insert notes and define the columns that
display in the Timecard.
The Employee Information area displays the selected employee’s
name, the start and end of the selected pay period and the employee’s
hourly wage rate and gross pay. You can also Approve an employee’s
timecard. Note: The Employee Information area only displays when
the timecard layout is set to “Side by Side”.
The Timecard Table displays punch data and non-work time for the
selected employee. You also use the table to edit data much like cells
in a spreadsheet.
Timecard and List Tabs
The Timecard Table has two tabs, Timecard and List.
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Timecard tab - This tab is used for the typical editing and
viewing of punch data.
List tab - This tab is designed specifically to be used to view
the photos of employees who punch at the FaceIN terminal.
This tab is not used with the USB terminals.
Timecard Table Color Legend
The timecard table can display the rows or cells in colors that are
used to identify certain conditions.
Light Blue - A row that is light blue identifies that the row is
selected.
Light Red - A light red cell identifies that there is an
exception associated with the cell or the day. In this example
the employee arrived late for their shift.
Olive Green - Cells that are colored light green identify that
the day contains a department transfer. Cells that are light
green are disabled and do not allow punches.
Setting the Columns in the Timecard Table
Click the Columns
button at the Timecard toolbar to
define the columns that will display in the timecard. When you click
the Columns button the Timecard Options window will open. You
can define the columns that display in the Employee List or the
columns that display in the Timecard or other timecard settings.
From the available columns select what you want to display in the
summary list by placing a check in the box. If you don’t want a
column to display in the summary list uncheck the box.
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Note: The Date, In, Out, In and Out columns are fixed and can’t be
moved. The Date, In, Out, In, Out and Regular columns can’t be
disabled.
Timecard Timeline
The Timecard Timeline is a snap-shot view of the shifts and punches
for the selected date. The Timecard Timeline can be expanded,
collapsed or hidden entirely. When the timeline is expanded it has 3
areas; the Actual Punches, the Adjusted Punches and the Shift.
Actual Punches area - Displays the unrounded punches.
Adjusted Punches area - Displays the punches after they
have been rounded.
Schedule area - Displays the shift that is being used for the
selected day.
The open shift will be represented by a green bar in the Schedule
area.
An assigned shift rule will be represented by a light blue bar in the
Schedule area. Note: In or Out revisions set up on the shift rule will
be represented by a yellow area before (In revision) or after (Out
revision) the light blue bar.
A flexible shift rule will be represented by a gray bar in the Schedule
area.
Hiding the Timeline
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The Timecard Timeline can be expanded or collapsed by clicking on
the expanding/collapsing bar. The bar is located between the
timecard table and timeline. It is identified in the red circle below.
Maintaining Employee Timecards
The Timecards tab is used to manage employee punch data. You can
view and edit employee punches as well as non-work time such as
vacation time or dollar amounts such as tips.
The timecard body contains an area that resembles a spreadsheet for
keying in punch data. Note: Manually added punches will show
bolded.
Use the Employee List to select an employee and the pay period
navigation buttons to select the Pay Period.
See the PayClock Help for detailed information on using the
Timecard Tab.
Selecting an Employee
To select and open an employee’s timecard click on the desired
employee in the list and their timecard will display.
Selecting the Pay Period
Use the arrow
buttons on the Select Pay Period
navigation bar of the Timecards tab to move forward or backward
through the available pay periods until the desired time period is
displayed. You can also click the calendar
button which opens a
window that allows you to choose from a list of pay periods.
Adding Punches - Timecard Table
You can add punches from within the timecard table and by using
the Insert button on the timecard table toolbar.
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Select the Timecards tab on the ribbon bar and click on the
desired employee from the Employee List, the employee’s
timecard will display.
Click on the In or Out cell for the day when you want to add
a punch. The cell will be highlighted when it has been
selected.
Type in the hour and the cursor will automatically move to
the minutes.
Type in the minutes and the cursor will automatically move to
AM/PM.
If your time is set to 12-hour format type an 'A' or 'P' to
change to AM or PM.
Press enter or tab on the computer keyboard to save the
punch.
Adding Punches - Insert Button
You can use the Insert | Registration button to add a punch when
there isn’t an empty cell in the timecard table to key in a time.
Select the Timecards tab on the ribbon bar and click on the
desired employee from the Employee List, the employee’s
timecard will display.
At the timecard table toolbar click the Insert button and
select Registration, the Add Registration window will open.
Type in the hour and the cursor will automatically move to
the minutes.
Type in the minutes and the cursor will automatically move to
AM/PM.
If your time is set to 12-hour format type an 'A' or 'P' to
change to AM or PM.
Enter the date for the punch.
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Click the Save and Exit button, the punch will be added to
the timecard.
Adding Non-Work Time - Timecard Table
You can add non-work time from within the timecard table and by
using the Insert button on the timecard table toolbar.
Select the Timecards tab on the ribbon bar and click on the
desired employee from the Employee List, the employee’s
timecard will display.
Locate the non-work time column and then click on the cell
for the day that you want to add the non-work time. The cell
will be highlighted when it has been selected.
Type in the amount of hours and minutes for the non-work
time; use the right arrow key to move from hours to minutes.
Press enter or tab on the computer keyboard to save the non-
work time.
Adding Non-Work Time - Insert Button
You can use the Insert | Non-Work Time button to add a non-work
time.
Select the Timecards tab on the ribbon bar and click on the
desired employee from the Employee List. The employee’s
timecard will display.
At the timecard table toolbar, click the Insert button and
select Non-Work Time. The Add Non-Work Time window
will open.
Enter the amount of non-work time at the Duration field, for
example 8:00 for 8 hours.
Select the pay code to apply the non-work time, for example
vacation.
Select the date to apply the non-work time.
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Click the Save and Exit button. The non-work time will be
added to the timecard.
Adding Department Transfers - Timecard Table
A department transfer is when an employee stops working in one
department and then begins working in another department.
Select the Timecards tab on the ribbon bar and click on the
desired employee from the Employee List, the employee’s
timecard will display.
At the timecard table toolbar click the Insert button and
select Transfer. The Add Transfer window will open.
Type in the hour and the cursor will automatically move to
the minutes.
Type in the minutes and the cursor will automatically move to
AM/PM.
If your time is set to 12-hour format, type an 'A' or 'P' to
change to AM or PM.
From the list, select the department for the transfer.
Click the Save and Exit button, the transfer will be added to
the timecard.
Making a One-Time department change in the Timecard Table
You can make a one-time department change in an employee’s
timecard for a selected day or for a selected interval and keep all
other days at their original department assignments.
If the Department column is displaying in the timecard table simply
click in the cell for the desired day and from the list select the desired
department. The department change will take affect immediately.
See the PayClock Help for detailed information on making a
one-time department change in the timecard table.
Making a One-Time shift change in the Timecard Table
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You can make a one-time shift change in an employee’s timecard for
a selected day and keep all other days at their original shift
assignments.
If the Shift column is displaying in the timecard table simply click in
the cell for the desired day and from the list select the desired shift.
The shift change will take affect immediately.
See the PayClock Help for detailed information on making a
one-time department change in the timecard table.
Adding Amounts - Insert Button
You can use the Insert | Amounts button to add an amount to the
timecard. An amount could be considered a dollar value for example
$25 in tips.
Select the Timecards tab on the ribbon bar and click on the
desired employee from the Employee List. The employee’s
timecard will display.
At the timecard table toolbar click the Insert button and
select Amounts. The Add Amounts window will open.
Click the New button.
Select the date to apply the amount.
Select the pay code to apply the amount for example Tips.
Enter the amount for example 25.00 for $25 dollars.
Click the Save and Exit button. The amount will be added to
the timecard, if you have the Tips column visible the amount
will display in the column.
Adding a Timecard Note
The Timecard notes feature allows you to insert a text note for an
employee on a specific day/date.
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For example, John Doe called in sick on Monday so you might want
to attach a note on John’s timecard for Monday that he called in sick.
Note: Timecard notes will also display on reports.
After a note is added a note symbol will display on the date cell.
To see the text of the note move the mouse over the symbol.
At the Timecard toolbar click the Notes button, the Note
Editor window will open.
Enter the text for the note; up to 500 characters can be
entered.
Click the Save button, the note will be added and an icon
will display identifying a note is attached.
Using the Exception Filter
Exceptions are events that occur where PayClock will notify the user.
User action may be required to resolve some exceptions, for example
a missing punch. Other exceptions may not require any user action.
The PayClock software will highlight the timecard cell in red when an
exception is found. You can click on the exception symbol
list of the exceptions will display. It will look like this example.
and a
Once an exception is located you can approve or OK the exception if
you wish. When an exception is approved you will see a green check
in the cell. It will look like this example.
To see which exceptions are approved select the cell with the green
check and then click Exceptions | View Exceptions… button.
Note: You can also remove the approval for an exception from the
View Exceptions button.
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See the PayClock Help for detailed information on using the
Exception Filter.
Selecting the Exceptions
At the timecard toolbar click the Exception
button and select Exception Filter, the Exception Filter
window will open.
Select the exception(s) you wish to view from the list. To
view all exceptions click the Select All option.
Click Save, your exceptions have been chosen.
Searching for Exceptions
After selecting the exceptions to track select the first
employee in the Employee List.
At the timecard toolbar click the Exception
button and select Next Exception. This scans through the
timecards moving forward in the employee list looking for
exceptions. To scan backwards in the employee list select
Previous Exception.
PayClock will highlight the timecard cell in red once an
exception is found. You can correct or approve the
exception. Then click Next Exception to continue searching
for additional exceptions. If none are found PayClock will
display the message “No Exceptions Found”.
Exporting Data
The Export button of the Timecards tab allows you to export your
data to payroll. When you click the Export button a window opens
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with the exporting options you have setup at the Setup tab | Exports
button.
The export process generates an export file in the format required by
your payroll service and makes it available for your payroll software.
See the PayClock Help for detailed information on exporting
data.
Creating an export file
Select the Timecards tab and select the pay period by using
the Pay Period navigation buttons.
Click the Export button, the Execute Exports… window
opens.
Click on the desired payroll export in the list, there will be a
check in the box when it has been selected.
Click the Run Exports… button.
Closing the Pay Period
The Close button group contains the button which allows the user to
close out the pay period. The close process “locks” the timecard data
and no edits can be made. Note: You can not close a pay period if
other users are logged into the PayClock software.
After you close the pay period you can still run reports and exports
but you cannot edit the closed data. Make sure that you have finished
making all your changes before closing your pay period.
Note: A closed pay period can be re-opened for the purpose of
making a forgotten edit but caution should be used. Payroll rules may
have changed since the pay period was closed and once a pay period
is re-opened it will be recalculated using the rules at the time of the
re-open if changes are made to an employee’s timecard data.
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See the PayClock Help for detailed information on closing or
re-opening a pay period.
Close the Pay Period
Select the Timecards tab and click the Close button. The
Select Pay Period window displays.
Select the desired pay class and click OK.
When the Close Procedures window opens verify that the
dates for the pay period being closed are correct.
WARNING - If you are not sure you want to close the pay
period click CANCEL.
Type the word YES in the box and click OK with your
mouse.
Re-opening a Closed Pay Period
A closed pay period can be re-opened for the purpose of making a
forgotten edit or change, but caution should be used. Payroll rules
may have changed since the pay period was closed and once a pay
period is re-opened it will be recalculated using the rules at the time
of the re-open if changes are made to an employee’s timecard data.
Important Note: When you re-open a closed pay period all other
open pay periods will be temporarily closed and will not allow edits.
Once the re-opened pay period is closed again the temporarily closed
pay periods will go back to their normal open state and will allow
edits.
Select the Timecards tab. Using the Pay Period navigation
buttons locate the closed pay period to be re-opened.
The Close button will change to a Re-Open button.
Click the Re-Open button. When the Re-Open Procedures
window opens verify that the dates for the pay period being
re-opened are correct.
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WARNING - If you are not sure you want to re-open the pay
period click CANCEL.
Type the word YES in the box and click the OK button with
your mouse.
The Pay Period Status will change to “Open For Edit” and all
others will change to Closed.
Global Scheduling
The Scheduling tab presents a summary or snapshot of the estimated
labor coverage in hours and dollars on a calendar. In addition the
Scheduling tab is used to apply shifts to groups of employees,
allowing shift assignments in mass rather than having to assign shifts
to employees individually. These shift assignments will make up the
employee’s work schedule. You define the employee’s work schedule
in the calendar and assign shifts by date. A separate labor coverage
chart is also available to view which allows for verification that there
is enough labor coverage but not too much for a work day.
Scheduling Summary
The Summary window of the Scheduling tab presents a summary
view or snapshot of the estimated labor coverage in hours and dollars
on a calendar. A separate labor coverage chart is also available to
view which allows for verification that there is enough labor coverage
but not too much for a work day.
Global Shift Assignments
The Assign Shifts window of the Scheduling tab is used to apply
shifts to groups of employees allowing shift assignments in mass
rather that having to assign shifts to employees individually. These
shift assignments will make up the employee’s work schedule. You
can define the employee’s work schedule in the calendar and assign
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shifts by date. A separate labor coverage chart is also available to
view which allows for verification that there is enough labor coverage
but not too much for a work day.
To make global assignments of shifts simply press the Go to Assign
Shifts View button. The workspace will open allowing shift
assignments by groups of employees. To view the labor coverage
summary again simply press the Return to Summary View button.
See the PayClock Help for detailed information on Global
Scheduling.
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Reports
The Reports tab of the ribbon bar is used to obtain reports on the
information that is stored in the database. When you click on the
Reports tab you will see 3 areas; the Report Ribbon Bar, the Report
Category List and the Report Toolbar with Viewer.
Running Reports
The Reports tab is used to view reports on employee data. The
Reports Ribbon Bar has the following button groups; Export, Print,
Settings, Refresh, Navigation, Pay Class, Pay Period, Grouping and
Help. You can run reports on the open pay periods, closed pay
periods or for a date range. Note: Certain reports allow you to drill
down to see more detailed information.
The Report Category List area is where you choose which report you
want to display in the viewer. The list of available reports is
populated when a report category is selected. The available categories
are; All Reports, Most Recently Used, My Reports, Payroll Reports,
Attendance Reports, List Reports, Schedule Reports, Management
Reports and Administrator Reports.
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Including All Employees in the selected report
To view a report with all of the employees simply double click on the
report in the list.
Click the Reports tab on the ribbon bar and the Reports
window will display.
Double click on the report in the list you want to view.
The report will show in the preview area with all employees.
Including certain Employees in the selected report
To select certain employees to include on a report single click on the
desired report in the list and then click the Select Employees button
and choose the desired employees.
Click the Reports tab on the ribbon bar and the Reports
window will display.
Single click on the report in the list you want to view.
Click the Select Employees button and the Select Employees
window will open.
Select the employee(s) to include on the report and click
Show Report.
The report will show in the preview area with the selected
employee(s).
Selecting the Pay Period for the report
Select and preview the desired report.
Choose the pay period for the report by clicking the Pay
Period navigation buttons. You can select any open or closed
pay period.
See the PayClock Help for detailed information on running
Reports.
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Setting up your Terminal
The Terminal Manager tab of the ribbon bar is used to maintain the
terminals used to collect punch data. When you click on the Terminal
Manager tab you will see 3 areas; the Terminal Manager Ribbon Bar,
the Terminals List and the Terminal Properties and Toolbar.
The Terminal Properties and Toolbar
The Terminal Properties is used to view and edit the configuration of
a terminal using seven tabs; Connection, Employees, Settings, Audio,
Info, Update/Poll Schedule and Recovery.
PC60Terminal
The PC60 uses
See the PayClock Help for detailed information on the Terminal
Manager tab.
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Hardware Troubleshooting
The following section contains common questions and problems as
well as their appropriate resolutions.
To view a complete list of common problems and their solutions
please visit our knowledge base located online at:
Issue
Resolution
Does the computer have Yes. The USB terminal must be connected to the
to be on all the time,
with the USB terminal
connected?
computer and the computer must be on in order for
the USB terminal to be operational. The USB
terminal will stop functioning when it is unplugged
from the computer or when the computer is turned
off.
The USB terminal stops
operating when my
computer goes into
“sleep” mode. What
should I do?
The USB terminal will stop operating if your
computer is set to go into the following:
-Sleep Mode
-Standby
-Suspend Mode
-Hibernation
Any of these settings should be disabled.
No, you should avoid these types of locations:
-Locations that are exposed to extreme
temperatures.
Can I use the USB
terminal at any type of
location?
-Locations that are exposed to high humidity.
-Locations where condensation may occur due to
sudden changes in temperature.
-Locations that are exposed to strong electric or
magnetic fields, or in the vicinity of equipment such
as TVs, radios, microwave ovens, and speakers.
-Locations where chemicals are stored or where
exposure to chemicals is possible.
-Dusty locations.
-Locations that exposed to strong vibrations.
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When an employee tries
to punch on the USB
The connection to the PayClock Database Service
has been interrupted.
terminal, the display says -Wait for the connection to re-establish itself. All
“Server is offline”. What
should I do?
punches will be saved and the punches will be added
to the database when the connection is re-
established.
-Check the network connections and repair as
needed. You may need to contact your network
administrator.
-Reboot the computer where the PayClock Database
service is running. The PayClock Database service
will restart automatically.
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Software Troubleshooting
The following section contains common questions and problems as
well as their appropriate resolutions.
To view a complete list of common problems and their solutions
please visit our knowledge base located online at:
Issue
Resolution
What is the password to
login to the software?
The default password is “lathem”.
If you have changed the default password, and can’t
remember your new password, contact the help desk
for assistance in resetting your password.
How do I add a missing
punch?
See page 53 - Maintaining Employee Timecards.
See page 59 - Exporting Data.
How do I export pay
period data?
How do I close a pay
period?
See page 60 - Closing the Pay Period.
How do I change
See page 17 - Appendix A - Setting up a Multi-User
PayClock to a multi-user System.
system?
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Appendix A - PayClock Client
Installation in a Multi-User System
Follow these instructions when you want to run PayClock on more
then one computer. These client instructions apply whether it is a
new install or an upgrade. The PayClock Server must be installed
before installing the Client software.
Note: The multi-user license must be activated if you wish to
access the PayClock software from different computers on your
network. Additional license fees may apply. In order to activate the
multi-user license, you will have to register your PayClock
software first.
Run the PayClock Setup Program
Go to the computer where you want to install PayClock.
Make sure your screen saver is not showing before inserting
the PayClock CD.
XP|Vista|Windows 7|Server 2003|Server 2008
Insert the PayClock CD into your computer’s CD-ROM
drive. Note: Click Allow or Yes at the User Account Control
confirmation window.
The Setup program should run automatically. If not, follow
the steps below.
Click Start | My Computer or Computer.
Double click on the drive that contains the PayClock
installation CD.
Windows 8
Click the message “Tap to choose what happens on the
disk.”.
Select Run Setup.exe. Note: Click Yes at the User Account
Control confirmation window.
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Follow the Setup Steps
It may take the install a few minutes to start, please be
patient.
From the Install PayClock window click on Next.
Read the License Agreement and select I accept the terms
of the license agreement and Next to move forward.
Select the Custom option and click Next to continue.
At the Install Client Only or Client & Server window, select
Client Only and click Next to continue.
At the Ready to Install screen, click Next.
At the Installation Complete screen click Finished.
Open PayClock
After installing, you can run PayClock by clicking its icon.
The default log in is Admin with the password ‘lathem’.
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Appendix B - Integrating PayClock
with QuickBooks
The integration between PayClock and QuickBooks allows the user
to enter the employees into QuickBooks and then synchronize them
into PayClock. The export process allows PayClock to send employee
total daily hours into the QuickBooks weekly timesheet. Here are
some important points to remember:
Only QuickBooks 2009 and later are supported.
QuickBooks and PayClock must be installed on the same
computer.
PayClock cannot export an output file that can be imported
into QuickBooks
Follow these steps to set up the integration between PayClock
and QuickBooks
Open QuickBooks in Single User Mode with Administrator
access.
With PayClock open, click the Setup tab.
Click the Exports button, the Exports window will open.
Click New and select Standard: QuickBooks 2009 or Later.
Click the Setup Export button and the Export Wizard will
open.
Select the Pay Class desired and click Next.
Click Next again and the QuickBooks Integrated Application
window will open.
Select Yes, always; allow access even if QuickBooks is
not running.
Check the option Allow this application to access
personal data such as Social Security Numbers and
customer credit card information.
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NOTE: If the above two options are not selected the integration
process will fail!
Click Continue and then click Done.
In PayClock click Next.
Map the QuickBooks Payroll Items to the PayClock Pay
Codes.
When finished mapping the payroll items click Next.
If desired select the Send Employee pay rates from
QuickBooks to PayClock. Click Next.
If Classes are set up in QuickBooks map the QuickBooks
Classes to the PayClock departments. Click Next.
Give the export a unique name if multiple pay classes are to
be set up to integrate with QuickBooks. For example give it
the name of the pay class it is linked with.
Click Finish. PayClock will synchronize with QuickBooks and
will display the Resolve Employee Conflicts window.
At the Resolve Employee Conflicts window match
QuickBooks employees to PayClock employees.
Choose Create New Employee for any hourly employee not
listed in PayClock.
For salaried employees, choose Import as Inactive.
Click Save.
Once the export is configured PayClock will automatically get any
new employees or edited employees from QuickBooks when
PayClock is opened.
At the end of the pay period click the Export button on the
Timecard tab to send the pay data hours from PayClock to
QuickBooks.
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Appendix C - PayClock Client
Software WAN Installation
These instructions identify the steps to configure the PayClock Client
software to communicate with the PayClock database server across
the internet.
Important Notes - WAN Installation Requirements
There must be a VPN tunnel connecting the local and remote
sites.
The network administrator may be required to configure the
network routers to route the ports used by the PayClock
Client and PayClock database server.
A static IP address is required on the computer designated as
the PayClock database server.
PayClock must be licensed as a “Multi-User” system,
additional license fees may apply.
Important Port Information - The following ports are used for this
type of installation.
7350 - PC600 Service
7351 - PC600 Auto Poll Service
2638 - PayClock Database Server
Step #1 - Computer where the PayClock database server will
reside
Install the PayClock Server (Standard Install).
Print out the “Server Summary” information. Note: If the
“Server Summary” information was not printed during the
installation follow these steps to access the information:
Open the PayClock software.
Click the PayClock orb on the upper left.
From the menu select Support Assistant.
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In the Support Assistant window, select Connection
Info.
Print the Connection_Info.txt file.
Step #2 - PayClock Client at the remote site
Run the PayClock Setup Program
Go to the computer where you want to install PayClock.
Make sure your screen saver is not showing before inserting
the PayClock CD.
XP|Vista|Windows 7|Server 2003|Server 2008
Insert the PayClock CD into your computer’s CD-ROM
drive. Note: Click Allow or Yes at the User Account Control
confirmation window.
The Setup program should run automatically. If not, follow
the steps below.
Click Start | My Computer or Computer.
Double click on the drive that contains the PayClock
installation CD.
Windows 8
Click the message “Tap to choose what happens on the
disk.”.
Select Run Setup.exe. Note: Click Yes at the User Account
Control confirmation window.
Follow the Setup Steps
It may take the install a few minutes to start, please be
patient.
From the Install PayClock window click on Next.
Read the License Agreement and select I accept the
terms of the license agreement and Next to move
forward.
Select the Custom option and click Next to continue.
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At the Install on Single PC or Network window select
I need multiple computers that can run PayClock
and click Next to continue.
At the Install Client Only or Client & Server window
select Client Only and click Next to continue.
Enter the Server Information
The Select Server window will open with the
message, “We were unable to locate any PayClock
servers on your network. Please enter the server
information.”.
Enter the Database Server Name in the field. Note:
Use the Server Summary or Connection Info print
out for the PayClock database server’s name.
Enter the Database server’s IP address in the field.
Note: Use the Server Summary or Connection Info
print out for the PayClock database server’s IP
address.
Click Next to continue.
At the Ready to Install screen click Next.
At the Installation Complete screen click Finished.
Step #3 - Open PayClock at the remote site
Open the PayClock software to verify the connection.
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A
Accessories, 3
Adding a New Employee, 35
Adding a Note, 49
Adding Amounts, 49
Adding Employees, 34
Adding Non-Work Time, 47
Adding Punches, 45, 46
Annual Support Agreements, 4
B
Badge Number, 35
Benefit Time Tab, 38
C
Closing the Pay Period, 52
D
Department Tab, 38
Department Transfers - Adding, 48
E
Editing Timecards, 39
Employee
PIN, 36
Employee Advanced Tab, 38
Employee Button, 34
Employee List and Toolbar, 40
Employee Number, 36
Exception Filter, 50
Exporting Data, 51
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F
Features & Specifications, 2
Filtering the Employee List, 40
G
Global Scheduling, 54
H
Hardware Troubleshooting, 59
Help, 3
Home Department, 36
Home Tab, 25
I
Install the PayClock Software, 7
Install the USB Terminal Manager Software, 9
Integrating PayClock with QuickBooks, 64
L
Logging In, 26
M
Maintaining, 45
Messages Tab, 38
Minimum PayClock Set up, 29
Mounting The PC50/60, 20
O
One-Time Department Change, 48
One-Time Shift Change, 49
Overrides Tab, 37
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Overtime, 30
P
Package Contents, 5
Password, 27, 61
Pay, 30
PayClock Client Installation, 62
PayClock Client Software WAN Installation, 66
PayClock orb, 25
PayClock Proximity Terminal - PC50/60, 1
Personal Tab, 38
Product Overview, 1
Purpose of this User’s Guide, 1
R
Registering PayClock, 27
Re-opening a closed pay period, 53
Reports, 56
Reports Tab, 25
Rounding, 31
Running Reports, 56
S
Salaried Employees, 36
Schedules Tab, 37
Scheduling Tab, 25
Searching for Exceptions, 51
Selecting an Employee in the Timecard, 45
Selecting Exceptions, 51
Selecting the Pay Period in the Timecard, 45
Setting the columns in the Employee List, 41
Setting the columns in the Timecard, 43
Setting up Multi-User, 15
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Setting up PayClock, 29
Setting up your Terminal, 58
Setup Tab, 25, 32
Setup the Pay Period, 29
Shift, 31
Software Troubleshooting, 61
Supervisor Functions, 36
System Requirements, 6
T
Telephone Support, 5
Terminal Manager Tab, 25
Terminals Tab, 38
Timecard Color Legend, 43
Timecard Ribbon Bar, 39
Timecard Timeline, 44
Timecard Toolbar, 41
Timecards Tab, 25
Troubleshooting, 3
U
Upgrades, 2
USB Terminal Manager Only Installation, 16
Using PayClock, 26
Using the PayClock Software, 24
Using the PC50/60, 23
Using the Quick Search, 41
Using the Ribbon Bar, 24
Using the USB Terminals, 20, 23
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