Thank you for evaluating Virtual TimeClock! This software is fully functional. The only program limitation during the evaluation period is the shareware reminders on screen and on your time card reports.
Program Overview
Virtual TimeClock 2.0 consists of two main components – a time clock window and an employee time card file.
The time clock window consists of two lists designated ‘Employees Out’ and ‘Employees In’. The employees in and out lists are built and maintained using the data stored in the employee time card file.
The employee time card file is a small data file that consists of an electronic time card for each employee. All of your employee time card information is stored in this file.
Launching Virtual TimeClock for the First Time
When you double click the Virtual TimeClock program icon for the first time, a number of things occur. Several of the start up actions may require input from you, the user:
A preferences file is created for you that will store all of your user settings. If you have version 1 of Virtual TimeClock on your computer, it will recognize this and ask you if you want to copy your user preferences from version 1.
Virtual TimeClock looks for a time card file. If it cannot find one, it asks you to locate your time card file. Although it can be stored anywhere, by default the time card file is found within the Time Card Folder that is within the Virtual TimeClock folder. If a time card file is not properly located, Virtual TimeClock is forced to quit.
Lastly, the main time clock window opens. This window informs you of the current date and time along the top of the window. It also gives you two lists of your active employees – those employees who are ‘clocked in’ and those who are ‘clocked out.’
Using the Time Clock
When you first launch Virtual TimeClock, the time card file is set up with one employee with the name of ‘DoubleClick Me’ (for reasons explained in the next paragraph!) ‘DoubleClick Me’, as an active employee, is displayed in the time clock window list ‘Employees Out’.
To move (or ‘Clock’) an employee ‘In’ or ‘Out’, simply double-click on an employee name in the time clock window. An audible chime as well as the movement from one list to the other signifies that the employee has been successfully clocked in or out.
Double-clicking on an employee name causes Virtual TimeClock to do two things. First, it date and time stamps the selected employee’s time card as ‘In’ or ‘Out’ and secondly it moves the employee name to the opposite list on the time clock window (from ‘Out’ to ‘In’ and vise versa).
Try this!
1. Double-click on ‘DoubleClick Me’ to clock him (or ‘her’ if you prefer!) in.
2. Select ‘Open TimeCards’ from the File menu (or press command-T).
Your will notice that ‘DoubleClick Me’ has a time card – in fact it is the only time card (the time card says it is ‘1 of 1’).
You will also see today’s date displayed with a ‘Clock In’ time shown under the first ‘In’ column. Since many companies have their employees clock in and out at lunch, there are two ‘In’ and two ‘Out’ columns for each date. In practical use, your business may have only one in and out per day or your employees may clock in and out several times using more than one line. Virtual TimeClock manages all these scenarios without difficulty when it comes time to total the employee’s hours.
3. Select ‘Open TimeClock’ from the File menu (or press command-T) to return to the time clock.
Setting Up User Preferences
Under the Edit menu, there are several user selectable settings. You will need to explore and set up several of these to make Virtual TimeClock useful to your business.
Selecting ‘Payroll Period’ from the Edit menu displays the current payroll period stating date as well as the frequency in which your company pays your employees – weekly, biweekly, semi-monthly, or monthly. Select the payroll frequency you use by clicking once on the drop down box and then selecting the appropriate payroll frequency from the resulting list that appears. To change the payroll period starting date, click once on the button ‘New Date.’ Using the calendar that is now displayed, double-click on the correct starting date for your current payroll period. Once you are satisfied with your payroll period settings, click the ‘OK’ button to dismiss the Payroll Start Date and Frequency dialog.
Selecting ‘Admin Password’ from the Edit menu allows you to create an admin level password to limit access to the administrative features of the program. It is helpful to not use an admin password as you learn the program. This avoids being constantly requested for an admin password as you explore the program’s features. The admin password can be accessed and modified at any time by selecting it in the Edit menu. Entering nothing for an Admin Password and then selecting ‘OK’ causes the program to remind you that you are turning off all admin level password protection.
Selecting ‘Preferences’ from the Edit menu displays the User Preferences dialog. You will notice that the preferences dialog allows you to customize how Virtual TimeClock functions according to your business needs and preferences. See the more comprehensive "User’s Guide" to learn more about your user preferences options.
Adding Employee Time Cards
To create a new employee time card:
1. Select ‘Open TimeCards’ from the File menu (or press command-T). Once you are in the time card file, you will notice that the TimeCard menu is enabled.
2. Select ‘New Card’ from the TimeCard menu (or press command-N). When you create your first employee time card, Virtual TimeClock modifies the first time card with the name ‘DoubleClick Me’. Subsequent to the first employee, Virtual TimeClock creates a new employee time card and alphabetizes the file by last name.
3. When prompted, enter the employee’s name (First Last, i.e. John Doe) and press ‘OK’.
4. At the next prompt, enter the employee’s Social Security number (optional).
5. At the following prompt, enter the employee’s password (optional). Employee passwords are used if you set the User Preferences (Edit menu) to require a password to clock in/out or to view employee time cards.
6. If you enter a password for the employee, you will be prompted to confirm the password by reentering it.
That’s it! Additional employee time cards can be created by repeating steps 1 through 6.
New employee time cards are set by default to ‘Active Employee’ (as shown by the check box selected in the lower right corner of the time card). Being an ‘Active Employee’ has two consequences – (1) the employee’s name is shown on the Time Clock lists and (2) the employee’s current time card and totals are included in all payroll reports.
When you are finished, select "Open TimeClock" from the File menu (or press command-T) to return to the time clock. All active employees will be listed in the time clock window in alphabetical order. Active employees can now be clocked in and out.
Printing Time Card Reports
Virtual TimeClock provides four different reports for your employee time cards. From the time clock window, the file menu presents the option to (1) print a report, (2) print a summary, or (3) export the time cards. When you open the time card file, you have an additional menu item added allowing you to (4) print a single time card. Before printing, Virtual TimeClock always verifies the current payroll period starting date and frequency.
Printing a Report provides a detailed report of the time card hours, totals and overtime for all active time cards – one per page or continuous depending on your user preference settings.
Printing a Summary prints a summary of all of the totals of all active time cards.
Exporting TimeCards allows you to export current time card information into a comma separated file (CSV), that can be sent to your payroll department or imported directly into your payroll accounting program.
Printing This Card allows you to print a single time card. This option is available to any employee with access to the time card while all the other reporting options are protected by the administrative password if one is in effect.
Next Steps…
Please register if you decide to use Virtual TimeClock. Information on registering and obtaining a serial number can be found by selecting ‘Register’ from the Contact menu, or by opening the ‘Registration Info’ document that is in the Virtual TimeClock folder. Your registration fee helps tremendously to keep shareware affordable and supportable.
More comprehensive information on Virtual TimeClock can be found in the User’s Guide included (in hypertext and text formats) with the documentation that came with this program. An on-line User's Guide, as well as the latest Virtual TimeClock information can be found on the internet by selecting ‘Contact Info’ or ‘Go to Web Site’ from the Contact menu.
