Help Index

About The Program
Absence - Memos
Activities
Backup / Restore
Badges & Barcodes
Calendar
Daysheet
Employee Capacity
Employee Data
Employee List
Employee Notes
Employee Reviews
Fast Keys
FingerPrint Punching
Hour Totals
Installing PC Timeclock
Installing Employees
Networking
Overtime
Passwords
Payroll Functions
Printing
Program Requirements
Punch Screen
Punch Notes
Reasons - Memos
Registration
Secure System Time
Setup - Main
Sick-Vacation Hours
Support
Timecard
 
Website

About the Program

PC Timeclock allows Employees to "Punch" using any PC Computer keyboard.  It is much easier to use, and has far greater display capabilities than outdated Mechanical and Electronic Timeclocks.  PC Timeclock requires NO hardware other than your PC, although Barcode, Magnetic Strip, or Fingerprint Readers can be added. There are NO additional charges for Networking on your own LAN or WAN (Local / Wide Area Network) - on as many workstations as you like.

Many business owners begin using PC Timeclock to simply track Employee Hours.  You can implement the many other features at a later time.

Instead of Management spending long hours collecting, editing, inputting and calculating time information, your Employees create the database for you as they "punch".  If desired, managers can have Employees punch as they work on different activities, projects, clients, or tasks throughout the workday. This information is displayed using screens that are simple to sort and analyze.   With over 25 years of user feedback, our processes and screens are the easiest to use in the industry.  Period.

PC Timeclock is the ONLY Timeclock that shows ALL punches on ONE screen, using either Timecards or Daysheets.  Punches are edited directly, without printing reports or flipping to different screens. Managers can define up to 33 "Memos" to help track Absences, Injuries, Medical visits, Comp Time, Disciplinary Actions, etc.

You can store Employee Pictures, automate Sick/Vacation accrual, design your own Overtime Rules, etc. PC Timeclock can remind you when Employee Reviews are due, and provides areas where you can quickly document Employee performance, discipline problems, etc.   Documentation is the key to Employee Management, and PC Timeclock makes it EASY. All information is Password Protected. There is no limit to the number of Employees, Punches, or Activities you can create.

Employee Review "Due Dates" can be sorted and displayed in both Calendar and Spreadsheet format. Performing regular reviews is a simple and effective way to keep a pulse on your business, yet most Employers don't perform Reviews on a regular schedule. It's SIMPLE, when you allow PC Timeclock to gently remind you.

The Hour Total Screen provides INSTANT access to Regular, Overtime, and Total hours worked for any Payperiod or Time Period desired.

Absence  Reasons – Memos
There are 33 User-Defined, Single-Character "Memos" that can be recorded on either Timecards or Daysheets.   Use Memos to Note why Employees are Absent, why they're getting Extra/Bonus Pay, Injuries, Comp-Time, Layoffs, Discipline problems, Continuing Education, or any other "Memo" desired.

Customise the Memos List by Clicking Memos Click-Box at Top-Right of Timecards or Daysheets. You can Add, Delete, Rename Memos at any time. 

To record the Memo, input the Single-Character code in the "M" column, directly to right of the "Other" column on Timecards or Daysheets.   Or click "Memo" box at top of these screens - for the listing.   Click "Memo" List's Column Headers to sort your Memos, or remove "Dead Space" from the list.  If you need more documentation than your Single-Character Memo provides - Click the "Employee Notes" box at Top of Timecards, Daysheets.

Use "S" and "V" Memos - placed in Timecard or Daysheet "Memos" columns - to Award Sick and Vacation Hours. Available Sick/Vacation Hours are shown at the bottom of Timecards and Daysheets - if a Level 2 or higher Password was used to access.

If you wish to award more hours than Employee has accrued - a negative value will be displayed. Subtraction of "Hrs Awarded" from "Hrs Accrued" takes place when you run "Payperiod Processing" after the end of each Payperiod.

Any hours awarded in the "Other" column MUST be accompanied by a "Memo" (a Reason). Memos however - are usually made without awarding "Other" hours. For example, if Retta is called away from the office to care for her sick child after working only 2 hours - Manager could put in "F" in Memos Column to indicate "F"amily Illness.. It's up to you.

Use Utilities, Memos to check an individual Employee or Activity, for any PayPeriod, Quarter, Overtime, or Time Period you select. Click on Column Headings to "Sort" the data.  Imagine the power of looking at a list of 50 Employees, sorted by who was "S"ick most, to least - for the last 12 months. The "print" function will print your data, as you sorted it. You can cut, copy, paste, or delete while Previewing in Print mode.

Activities      Setup, Activities - Overtime Rules.
You may simply use the Default Activity "None" - or create as many Activities as you like. If you wish to Track Daily Overtime - at least ONE Additional Activity must be created. See Overtime below.

Activities are used to track exactly how much time Employees spend on different Tasks, Jobs, Departments, Clients, Areas, Projects, etc.  Activity names are "user defined" and you can Add, Delete, Rename, Inactivate - as many as you like - at any time.

If you decide to create your own Activities - keep things simple - and consider Employee compliance. Some businesses reward Employees with zero - or few missed punches - by paying them one day EARLY. Check with your local labor board.

PC Timeclock will automatically punch an Employee "out" of a prior Activity, when they punch "in" to a new Activity. By design, an Employee can only be working in ONE Activity at a time. If needed, management may create Activities that by definition, mean an Employee is performing two (or more) tasks at once. Example: Activity "Bigbee Loading" could mean Employee is "Loading" for a client named "Bigbee".

Small Businesses needing only a Timeclock for a few Employees - usually use the default Activity "None" - and perhaps create a 2nd Activity so Daily OT can be tracked.   A large factory with hundreds of Employees working in various departments on dozens of projects - could have a more extensive Activity list.

Start out simple.   It won't take long for Employees and Management to learn to use the program.   You can always add more complex Activity tracking capabilities later.

Backup / Restore Database Files    Utilities, Backup
The importance of regular Backup of ALL your files, including PC Timeclock's *mdb files can not be over-emphasized.

At the first "Punch" of each day, PC Timeclock will create a new "Backup" Folder - named according to the Date/Time - in the "Backup Datafile Path" defined on Setup, Main. The default location is under the PC Timeclock folder. Each new Backup Folder will contain (2) .mdb files. 

You can create additional Backup copies at any time by clicking Utilities, Backup - or by using "Windows Scheduler" to automatically run "Backup_PcTc.exe". Either method will create additional Backup folders, named in the manner described above. "Backup_PcTc.exe" is located in your "PC Timeclock" Folder.

Database problems can be caused by power surges, glitches, a computer or network being shut down improperly - and various other reasons. If you add PcTc to additional computers on your Network - use the same 'pctcw_install.exe' program to install PcTc.

Repair Database PC Timeclock will warn you if it detects the Database has somehow become corrupted. Make sure ALL copies of PC Timeclock are closed - before running RepairDB.exe, found in the "PC Timeclock" folder. This process repairs and reindexes data successfully in about 90% of all failures. If RepairDB.exe fails to repair your database, you can restore to a slightly older Backup Database -

Restore your PcTc .mdb files after a failure -
1) Use "Windows Explorer" to locate the most recent Backup Folder - under the Backup Path described in "Setup, Main". Depending on the timing and reason for the DB failure - and your Backup procedures - the best Backup Files (may) exist off-site.
2) Copy the (2) Backup .mdb files - over to the Datafile Path, also described in "Setup, Main".

Those that fail to plan - plan to fail. The unfortunate reality is, ALL Computers will "crash" or be stolen at some point; it's only a matter of time.  Being prepared will minimize your trauma.

OFF-SITE Backup "Batch Files" can be written - complete with Desktop Icon - by any Computer Tech in less than 10 minutes. This will copy these 2 files over to a USB Jump Drive that you carry home every night:
PCTC Control Data.mdb
PCTC Time Data.mdb

Badges & Barcodes     Utilities, Badges/Barcodes
PC Timeclock can print Company ID's (Badges), complete with Activity Names, Barcodes and optional Employee pictures.

Using Barcodes for Punching and Changing Activities can be useful - depending on your particular workplace.   Color "Ink-Jet" printers make acceptable ID Cards; use "Best" Printing Options, and laminate for durability.

USB Barcode Readers start at about $40. Follow instructions that come with each device.

Calendar       Center of Top Menu Bar
The Calendar can remind you of Appointments, Dates, Times - and if desired, can remind you of Staff Birthdays, and Review-Due Dates.

Calendar Notes will flash on screen at the appropriate time, and can optionally be heard, if your computer has speakers. When setting the Alarm, you can have it "ring" on your workstation ONLY, or ALL workstations. This is an easy way to quickly pass a message to ALL workstations at a certain time.

If you place the Calendar and Daysheet in different corners of the screen, the appropriate Daysheet will appear when you Rt-Click a Calendar Date. PC Timeclock remembers your most recent screen positions and settings, so you don't have to re-adjust them every time you return.

For Employee Review Dates and Employee Birthdays to show - these dates must be entered on the Employee Data Screen.

The "BNR" appearing at the bottom of a Calendar Date, corresponds to a "Birthday, Note or Review Due".  The bottom of Calendar window lists who has Birthdays or Reviews Due on what dates. Click on any date with an "N" to view or edit a DayNote for that day.

DayNotes may be appended to any length, but there is only ONE field available to contain all notes for that date. Any number of notes can be listed in this field. As your WorkDay progresses, you may edit the DayNote, or re-set the alarm time as often as you like.

If you choose to use the Alarm, the computer's speakers must be on. The alarm can be set to ring on ALL networked computers running PC Timeclock, or on the computer setting the alarm ONLY.

Use <Alt> <Left/Right> to scan Previous/Next MONTH.
Use <Alt> <Up/Dn> to scan Previous/Next YEAR.

Daysheets
        View, Daysheet
Click "Day" on Mid-Left of Punch Screen. Timecards can be accessed directly from Daysheets - and Daysheets directly from Timecards. Just Rt-Click on the Name or Date desired.   Employee names will appear grayed if they are no longer active, or if they are a recent addition that was NOT active on the Date being displayed.

The Calendar can be used in conjunction with the Daysheet. Just place them in different corners of the screen, and Rt-Click a Calendar Date to request that Daysheet. PC Timeclock will remember your "Last used" screen positions.

A Green icon at the left margin indicates an Employee is punched in and "working".  Red indicates they are punched out and "not working". The Daysheet can be moved past the right screen margin, so only the name field is showing. The green/red indicators provide an excellent "In/Out" board. Click the " Refresh every minute" box to keep the display updated. The lower portion shows exactly how many Employees are working in each Activity, at any given moment, and uses the same Green-Red indicators.

A Yellow "caution" icon at the left margin indicates a punch was edited, but the punch has not been replaced or re-punched. Yellow just means an edit (may) require further attention.

Square yellow icons in top "Select" areas give "Default" values: "Current" date, and "Activities used", etc. Activity column lists "Default" Activities left justified. If the Employee punched in an Activity other than their "Default" Activity, the "Non-defaults" will show as slightly indented.

The far right column will indicate ">" when more than six punches are present. Click on the Edit" headers to view more punches. Up to 12 punches can be recorded each day, for each Activity the Employee uses. If you wish to edit hours into an activity that doesn't currently exist for the Employee desired, select the activity desired from the Activity box, and then edit the screen as desired.

A field near the Lower-Right corner shows the "WorkStation Name". This shows the source of the punch-time or edit currently highlited. The same field indicates what "Type" of punch was recorded; KB Keyboard, FP FingerPrint, MS Magnetic Strip.

Date, Employee, Payperiod Selection areas; When the Up/Dn/Lt/Rt "Arrow" keys are Underlined - these keys can work with the <Alt>key.
On Daysheets, use <Alt> <Left/Right> arrows to quickly scan to Previous/Next Daysheets.

Decimals or Not - Use 3rd Click-box on Setup, Options - to Select if you want Timecard / Daysheet Hour Totals to automatically show in Decimal Format.
Examples:
6hrs 15min (6:15) is  6.25  Hrs in Decimal format; 6 1/4 Hrs.
7hrs 30min (7:30) is  7.50  Hrs in Decimal format; 7 1/2 Hrs.

Employee Capacity
Employee Capacity is limited only by your available Disk space. The price of PC Timeclock is based upon how many active Employees will be using the software. Prices

Your Registration Key -"RegKey"- is dependent upon your requested Employee Capacity. Check this by going to your "Setup, Registration" screen. PC Timeclock will allow you to exceed the Employee Capacity originally purchased, however you will be asked to return to the Registration area of the Website to increase your Employee capacity. A new Registration "Key" will be Emailed to you for a small additional fee.

Employee Data       View, Employee Data
To quickly get up and running - only fill in the first three fields: Last Name, First Name and Punch Code for each Employee. Distribute "Punch Codes" - and Employees can begin punching "immediately".

All remaining fields are optional, and can be completed as time allows. The default Activity is "None". If you have created additional Activities - the Activity where the Employee is "usually" working should be selected here.

If you prefer a "Spreadsheet" format - use View, Employee List - to input Employee information.

Employee pictures are also optional - "Scan" an existing picture - or take new pictures with a Cell Phone or Digital Camera.

PC Timeclock will automatically "link" an Employee Picture to the appropriate Employee - if you "Name" the Employee Picture File EXACTLY as their Employee Name appears on this screen - and "Save" picture in the "Pictures" folder, under the Datafile Path as defined on "Setup, Main".  Example: "Bugs Bunny.jpg".

Employee List     View, Employee List
This is the Employee Data screen in "Spreadsheet" format - often easier for Input, Edit, or Sorting. Input new Employees using the last line in the grid.

To sort Accending/Decending Order - click on the heading of the column you wish to sort.  You must click "anywhere in the grid" between each click to the same column heading - if you wish to change sorting from Ascending to Descending .

Use "Ctrl + Lt-Click" to MOVE columns.

Employee Notes      Notes, Employee Notes
Employee Notes are shown on the Employee Data Screen, and can be accessed thru Clickboxes at top of Timecards, Daysheets. Also via the "Notes" menu. This feature allows you to quickly document any situation that arises with Employees. Date/Time Stamp is available.

Notes can by anything - an Employee Review observation, attitude, the recording of a verbal or written reprimand, tardiness warning, Names and Birthdays of Employee children, Emergency Contact Info, etc.

Password-protect these areas by using Setup, Main.   Check with your Labor Board regarding the Employee's right to access their Reviews - you may wish to keep certain information elsewhere.  Copy/Paste using standard Windows Commands.

Employee Punch Notes    See "Punch Notes" below.

Employee Reviews
      Utilities, Reviews
Most businesses fail to hold Employee Reviews on a regular schedule - although regular Reviews can make a DRAMATIC improvement in any business. PC Timeclock helps you hold Reviews on Schedule.

"One-to-One" meetings with Employees, if only for a few minutes, allows Employees to feel important to the business - and that management is available with an Open Ear, should they have problems - or IDEAS to - increase productivity / profits.

Employee Review Due Dates appear at the bottom of Timecards and Daysheets - if a Level 2 (or higher) Password was used to access. If PAST DUE - the Review Dates appear as Red. On "Utilities, Review" screen, Click Column Headers to sort the various columns in Accending or Decending order. Review Due Dates also appear on the Calendar screen.

Enter Employee Review Due Dates using View, Employee Data or View, Employee List screens.

Fast Keys - Use when ANY PC Timeclock screen is in use.
Ctrl + D   Shows Current or Last Viewed Daysheet.
Ctrl + T   Shows last Timecard viewed.
Ctrl + H   Shows Hour Totals instantly.
Ctrl + L   Shows Employee List -
Ctrl + C   Calendar - Shows DayNotes, Birthdays, Review Due Dates.
      Rt-Click on a Date to select that Daysheet.
Ctrl + N   Employee Notes - For Quick "Documentation".

Column Commands: Click column headers to sort Accending/Decending Order.
Use "Ctrl + Lt-Click" to MOVE Columns Left or Right.

Daysheets: Place Calendar and Daysheet in different corners of the screen.
   RIGHT click Calendar Date to see that Daysheet.
   Use <Alt> Lt/Rt to go to Previous/Next Daysheet.
   RIGHT Click any Employee to see their Timecard for that Payperiod.

Punch Screen: Click the Day, Date, Time - to see Daysheet, Timecard, Hour Totals Screens.

Timecards: Use <Alt>Up/Dn to see the Next/Previous Employee.
   Use <Alt>Lt/Rt to see the Next/Previous Payperiod.
   RIGHT click any date to see that Daysheet.

FingerPrint Punching    Setup, Main     Utilities, Add Fingerprint
You can use Digital Persona's Fingerprint Reader, to verify Employee punches.  The 1" square USB device is available directly from us for $120, or integrated into a Keyboard for $160.  Email us  to order.

Managers know the punch was verified, because "FP" is placed with the "Punch Location" field, lower-right on Timecards and Daysheets.  FingerPrint Readers eliminate Card Maintenance problems of Barcode and Magnetic Strip systems, and they also prevent "Buddy Punching".

After installing USB FingerPrint Reader, use "Setup, Main" and click "Verify Punch Using FingerPrints".  Reboot program, then go to "Utilities, Add Fingerprint" to input Employee FingerPrints.

Employees will punch normally using individual punch-codes, or use "Employee Name Dropdown" on Punch Screen.  Use "Setup, Options" screen to activate "Employee Name Dropdown".

Employees will be asked to place their Finger upon the reader to complete their "Punch". The "Punch" will be completed only after Fingerprint is "Verified".

Hour Totals       View, Hour Totals
The Hour Totals screen shows Total, Regular, Overtime, and "Other" Hours for any Payperiod, OverTime Period, Quarter, or a Custom Range desired.  Sort Accending-Decending by clicking Column Headers.

Using the Yellow Left/Right icons immediately goes to the Previous/Next period selected. The Yellow square icon between the Left/Right arrows goes to the period closest to the CURRENT date.

You can use the "Show Activity Detail" Click-Box if you have Employees punching into Activities other than their "Default". This will list all Activities worked adjacent to the Employee Name, however the "Grand-Total" hrs worked for each Employee will NOT be listed. Simply click "Show Activity Detail" OFF to view the TOTAL Hours worked for each Employee.

Activity summaries appear at the bottom of the screen, in a separate section. The Activity Summary respects any "Sort" you may have requested, by Clicking on column headers. You can adjust the Horizontal Border up/dn using the mouse.

Installing PC Timeclock
First - determine your Computer's Operating System -
If using PcTc on a Network, there is no problem running PcTc with 'mixed' versions of Windows.  However, the Install process is different for versions PRIOR to Windows 6 - and those AFTER Windows 6. To determine the Windows OS installed on your computer -
a)  Click "Start" button - usually on Left of Windows Taskbar.
b)  Type "winver" in the Search Box.

For Windows 6 and below - (prior to XP SP3)

1)   Make sure you are Logged-on as 'Administrator' on the computer you wish to Install PcTc.   If Networked - use the 'Host' Computer - that 'stores' most of your office Documents and 'Shared' files.   If you have an old '...PC Timeclock/Data/Home/...' Database you wish to continue using, make sure the folder is Backed-up.

Temporarily close all other applications on your computer.

2)   Click "Free Download" at Top-Left of Website  www.pctimeclock.com  to Download and SAVE  "pctcw_install.exe" (~18mb) to your Computer.

Note the "Saved" location - usually the "Downloads" Folder.  Download can take a minute or so - depending on your location, connection speed, etc.

If the computer where you wish to install PcTc does NOT have Internet Access - use a computer that does, and use a USB "Jump Drive" to copy "pctcw_install.exe" to the computer desired.

3)   Run the downloaded file, "pctcw_install.exe".   This will lead you thru the install process. When you are asked WHERE to install PC Timeclock - select ".../Program Files/" folder.

4)   After Install, Go to "View, Employee Data" screen, to input a few Employee Names - and Punch Codes. These Employees can start "Punching" immediately. The rest of the fields on "Employee Data" screen are optional - see "Employee Data" above, for more information.

Try PC Timeclock for 30-days in your own business - using your own Employees. After 30-Days, PC Timeclock will ask you to return to www.pctimeclock.com  and click "Registration" at Top-Left.   Upon Registration and Payment, you will be issued a RegKey - that will "Unlock" your copy of PcTc.  See "Registration" below.

For Windows 6 and Later - (XP SP3 and later)

1)   Make sure you are Logged-on as 'Administrator' on the computer you wish to Install PcTc. If Networked - use the 'Host' Computer - that 'stores' most of your office Documents and 'Shared' files. If you have an old '...PC Timeclock/Data/Home/...' Database you wish to continue using, make sure the folder is Backed-up.

Temporarily close all other applications on your computer.

2)   Click "Free Download" at Top-Left of Website  www.pctimeclock.com  to Download and SAVE  "pctcw_install.exe" (~18mb) to your Computer.

Note the "Saved" location - usually the "Downloads" Folder. Download can take a minute or so - depending on your location, connection speed, etc.

If the computer where you wish to install PcTc does NOT have Internet Access - use a computer that does, and use a USB "Jump Drive" to copy "pctcw_install.exe" to the computer desired.

3)   RIGHT Click on the newly Downloaded 'PcTcw_Install.exe' file and then LEFT Click 'Properties'. Click 'Compatibility' Tab at top, and Click the following selections:

    'XP Service pak 3'
    'Run as Adminstrator'
    'Apply to all Workstations'      Click 'Apply' and then 'OK' when done.

4)   RIGHT Click on 'PcTcw_Install.exe' - and LEFT Click 'Run as Administrator' near top of Drop-down Menu. 'Click Thru' the 'Agreement' screens. MAKE SURE THE INSTALL LOCATION IS 'Program Files (x86)' (on 'Host' Computer). You can run PC Timeclock and Install Employees immediately by using 'View, Employee Data' screen. 'Helpfile' should answer most questions.

5)   IF you have an older PcTc Database you wish to continue using - COPY the 'Home' Folder to '[Host Drive]... /Program Files (x86)/PCTimeclock/Data/Home/'. Open 'Setup, Main' to verify 'Datafile Path' is pointing to correct location.

You can proceed immediately to Installing Employees using - "View, Employee Data" or "View, Employee List".

Installing Employees
See Employee Data above, for details on Installing Employees.

Networking 
PcTc must already be installed on you "Host" Computer - see: "Installing PC Timeclock" above.

1)   Determine the Version of Windows OS installed on Workstation - where you wish to install PcTc. Click Windows 'Start' Button, on the Windows Taskbar. Type 'winver' in the search box.
If Workstation OS is BELOW Version 6 - Install PcTc under Program Files folder.
If Workstation OS is Version 6 or ABOVE - Install PcTc under Program Files (x86) folder.

2)   Sit at 'Host' Computer and open 'Windows Explorer'. Browse to 'PC Timeclock' folder under Host's Program Files or Program Files (x86) Folder. RIGHT Click on PC Timeclock .exe. (The ".exe" is often not showing).

Click 'Share' and set your permissions. If needed, ask your local computer Tech for help with your particular system.

3)   Sit at WorkStation where you want to install PcTc for use by Employees or Staff. Open 'Windows Explorer' and Browse to your 'Host' Computer. Locate 'pctcw_install.exe' file on 'Host' Computer, usually located in 'Host' Downloads folder. RIGHT Click on "pctcw_install.exe" and select 'Run as Administrator'. Install PcTc under Workstation's '...\Program Files (x86)\...' Folder. NOTE: Install under Workstation's '...\Program Files\...' Folder - if Workstation Windows Version is LESS than Version 6. See 1) above.

4)   Open PC Timeclock.exe on Workstation. Open 'Setup, Main' and use 'Datafile Path' to browse to your PcTc Database on 'Host' computer - usually:
(Host)...\Program Files (x86)\PC Timeclock\Data\Home.
Path may be "...\Program Files\..." if Host is running a Windows OS Version LESS than Windows 6.

NOTE- Depending on your configuration - 'Path' may start with EITHER the 'Drive-Map-Letter' - or the 'Machine Name' of your 'Host'. If necessary, consult your local Network Tech for help with Rights, Permissions, Sharing, Drive Mapping. Firewalls, AV Software, etc - for your particular system.

Repeat process on additional Workstations, as desired.

Overtime     Tracks up to Four types of Daily / Weekly OT -
Open your PcTc   Setup, Activity - Overtime Rules

1)   Input a new Activity Name in Bottom field of Activities List.
       Default Activity "None" - will not allow changes to OT Rules.
2)   Set your OT rules at bottom of screen.
3)   Go to View, Employee Data Screen for Employee desired.
       Select Activity desired.
       Select "OT Eligible".

Overtime Types (1,2,3,4) appear on Timecards.
Column with yellow/green bars denote Weekly OT Periods. -
     OT Week Ending Day - is user defined on Setup, Activity - OT Rules.
You may install different OT rules for different Activity's, if you wish.
Check with your local labor board, as Overtime Rules vary.

Use View, Hour Totals Screen to see which Employees are approaching 40 hrs in the current (Weekly) Overtime Period. Just select the Overtime button at Upper Right, and the OT Period desired. After the Data is retrieved, click on the Regular Hrs column header, to sort the Employees by hours. PC Timeclock will remember your settings, making it easier to check staff approaching Overtime often.

Passwords   -   Use Setup, Main to input Passwords.
Many Managers leave Level 1  blank - so Employees can view their Timecards.
A Password allows access to THAT level - and all LOWER levels. Therefore, you will not be allowed to leave UPPER Password Levels 'Blank".

Level 1   View Timecards and Daysheets Only
Level 2   Edit Timecards and Daysheets
Level 3   Above plus Reports, Payperiod Processing
Level 4   Above plus Employee Data, Setup.

Be sure to write down Passwords in a safe place.
Passwords are Case Sensitive - Check your Caps Lock key.

Payroll Functions      View,  Hour Totals
The Hour Totals screen provides information to run Payroll. Use File, Print to print Hard-Copy records to fax to Accountant, or export to a .csv file. The "csv" (Comma Separated Variable) format is the industry standard, and can be read by most Word Processors, Spreadsheets, Accounting, or Payroll Packages.

Use "View, Hour Totals" and click "Process Payperiod" after you are finished editing all Timecards, awarding Sick/Vacation hours, etc.

Sick/Vacation hours are accrued - and awarded - when "PayPeriod Processing" is run. No further editing for that Payperiod will be allowed. Simply correct any mistakes on a successive Payperiod - you can use an "Absense / Reasons Memo to document - or the "Employee Note" area on "View, Employee Data" screens.

Many users print and then fax the Hour Totals printout to their Payroll Service.

Printing
Click File, Print on the screen you want to print. A preview screen includes any requested Sorting. Use Windows "Copy/Paste" commands to add your own notes or graphics. You can edit the form any way you like, before printing or exporting to .csv format.

Program Requirements
"PC" Computer running "Professional" versions of MS Windows 95, 98, NT, ME, 2000, XP, Vista, Windows 7, 8.  Works on Novel Networks.

Minimum of 512 Megs of RAM, and 15 Megabytes of free Hard-Disk space for program files.
An additional Megabyte of Hard Disk space each year, for every 20 Employees.

Punch Screen
Main screen of program. Employees enter their "Punch Code" here - and select an alternate Activity to "Punch" - if other than their default.

Click the Day, Date, or Time - to quickly open Daysheet, Timecard, HourTotals Screens. Password may be requested, if Passwords were Setup using "Setup, Main".

Employee "Punch Codes" are assigned on View, Employee Data Screens. The Punch Code can be any string of Alpha/Numeric characters, such as the last 4 digits of the Employee Phone or SSN, Employee Initials, etc. 3 or 4 characters are usually sufficient.

If "Buddy-Punching" is a problem in your workforce, consider an inexpensive FingerPrint Reader to "verify" Employees. The 1" square USB devices are available from us for $120 (per Workstation).

The Workstation NAME is recorded with each punch. Managers see the Time and Activity the Employee punched to, and also the LOCATION from which the punch was made, on both Timecards and Daysheets. The TYPE of punch is also noted as KB Keyboard, BC Barcode, MS Magnetic Strip; FP FingerPrint.

Punch Notes    Notes, Punch
Manager's can leave "Punch Notes" for a particular Employee, specific Activities, or the entire Workforce.

Employee's will see the Note every time they "Punch" - but Punch will not be accepted - until they check the "Acknowledged" box. The message will appear for the specified Employee, Activity, etc - for ALL punches on the Date specified.

If a specification changes on a certain project, Managers can use a "Punch Note" and select that Activity. This will broadcast the changes to every Employee punching that Activity.

Registration
After a trial period of about 30 days, PC Timeclock will ask you Click "Registration" at Top-Left of our WebSite to Register.   Or you can Click Here to Register

Your Acct Information is used to create your Registration "Key" to UNLOCK your copy of PC Timeclock after Payment. VERIFY that all the information input on your Acct Information Page is accurate - Particularly your Email Address . NO Sales people will contact you - we will NOT distribute your Acct Information to ANYONE.

Anticipate your future needs - when selecting your Employee Capacity.

Our Registration Website will send an Email to the address provided - immediately after payment. Enter the RegKey, your Employer Name, and Customer Number - on your "Setup, Registration" screen. These 3 items must be entered EXACTLY as they appear in the Email.

Secure System Time
You may "Password Protect" your computer's system clock, to prevent unauthorized tampering. Open Control Panel; then select: Admininstrative Tools/Local Security Policy/Local Policies/User Rights Assignment/Change the System Time.  If you need help with this - consult your local computer tech.

Setup - Main
All fields are self-explanatory. Enter each Password twice, to confirm. Write passwords down, so they're not lost or forgotten. "Close Protected Screens" allows users to work in normally protected areas, without having to re-key passwords. The default value is 10 minutes. If you stop working in the protected areas, the Password Protected screens will CLOSE automatically after the time specified.

Sick / Vacation Time     Input using "View, Employee Data"
S/V Hours can be accrued automatically, when "Utilities, Payroll Processing" is run at the end of each Payperiod.  S/V Hours are Setup at Lower-Left of View, Employee Data screen.  Enter Hours you wish to award each payperiod, hours currently accrued using your old system, and maximum total hours you wish to allow to accrue.  Be sure to input the S/V beginning date, at Middle-Right of this screen.  Most Employers don't award S/V Hours until Employees have completed a probation period of 30-90 days.

Available S/V Hours for each Employee are displayed at the bottom of Timecards and Daysheets - if accessed with Level 2 or higher Password.  When awarding hours, place them in the "Other" column, and input an S or V - in the "Memo" field.

Support
If you have questions or problems, Email us by Clicking Here.   Many support issues center around Installation and Networking.  PC Timeclock install runs fine, provided the following rules are followed:

1)  The user MUST be logged on as Administrator during Install.

2)  Other applications need to be temporarily closed during the few minutes of PC Timeclock's installation.  PC Timeclock checks and updates MS dll's, ocx's, etc, and this can NOT occur if these files are in use by other programs.

3)  Network permissions; sharing, mapping, passwords, Anti-Viral software, rights, etc. must be used properly.  If you are unfamiliar with Network Security, consult your local computer Tech regarding your particular settings and configurations.

PC Timeclock is the result of thousands of suggestions submitted by clients for over 25 years.  If you have ideas for improving usage, please Email them to us.

Timecards     View, Timecards
Click "Time" on Punch Screen. Timecards can also be accessed directly from Daysheets - and Daysheets directly from Timecards. Just RIGHT-Click on the Employee Name or Date desired.

A Green icon at left margin indicates an Employee is punched in and "working"  Red indicates they are punched out and "Stopped working". This identifies who is present, what they're doing, and helps locate "missed punches".

A Yellow "caution" icon at the left margin indicates a punch was edited out, but the punch has not been replaced or re-punched. Yellow indicates an edit occured, and (may) require further attention.

Square yellow icons within the upper "Select" areas give "Default" values: "Current" Payperiod, "First" Employee, "Activities used", etc. Activity column lists "Default" Activities left justified. If the Employee punched in an Activity other than their "Default" Activity, "Non-defaults" will show as slightly indented.

When hyphens exist in Up/Dn/Lt/Rt icons, arrow keys can work with the <Alt>key.
Use <Alt> <Up/Down> arrows to directly access the Previous/Next Employee.
Use <Alt> <Left/Right> arrows to directly access the Previous/Next Payperiod.

The far right column will indicate a ">" marker when more punches are present. Click either "Edit" headers, to view more punches.

If you wish to edit hours into an activity that doesn't currently exist on the date desired, select the activity desired from the Activity box, and then edit as desired.

A field near the Lower-Right corner shows the "WorkStation Name". This shows the source of the punch-time or edit currently highlighted. The same field indicates what "Type" of punch was recorded; KB Keyboard, BC Barcode, MS Magnetic Strip, FP Fingerprint.

Decimals or Not - Use 3rd Click-box on Setup, Options - to Select if you want Timecard / Daysheet Hour Totals to automatically show in Decimal Format.
Examples:
6hrs 15min (6:15) is  6.25  Hrs in Decimal format; 6 1/4 Hrs.
7hrs 30min (7:30) is  7.50  Hrs in Decimal format; 7 1/2 Hrs.



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