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.
This Quick Start guide will help new users become familiar with the basic concepts and functions of Virtual TimeClock.
Program Overview
Virtual TimeClock 2 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.'
Clocking In and Out
When you first use Virtual TimeClock, the time card file is set up with one employee with the name of 'Employee (Click Me)'. The reason for this unusual name will become clear as the functionality of the time clock is understood.
‘Employee (Click Me)', as an active employee, is displayed in the time clock window list 'Employees Out'.
To move (or 'Clock') an employee 'In' or 'Out', perform one of the following:
1. Click on an employee name, then select the top button (between the In & Out lists). The top button will be appropriately entitled ‘Clock In’ or ‘Clock Out’ depending on which list the selected employee resides in (In or Out).
2. Double click on an employee name in the time clock window.
Either operation causes (1) the selected employee's time card to be time stamped as 'In' or 'Out' and (2) the employee name to be moved to the opposite list in the time clock window (from ‘Out' to 'In' and vise versa).
Try this Exercise:
1. Click on 'Employee (Click Me)' in the ‘Employees Out’ list. You’ll notice the top button between the time clock fields becomes active with a name of ‘Clock In >>’.
2. Select the button ‘Clock In >>’. The employee is clocked in.
3. Click on 'Employee (Click Me)' now in the ‘Employees In’ list. You’ll notice the buttons becomes active.
4. Select the ‘Time Card’ button (second button from the bottom). This action opens the time card for the employees selected.
You will notice that ' 'Employee (Click Me)' has a time card. In fact it is the only time card since the time card reads '1 of 1’ at the bottom. 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 providing a sophisticated yet simple time clock program!
5. To return to the time clock window, select OPEN TIMECLOCK from the File menu, or press command-T, or select the ‘TimeClock’ button at the bottom of the actual time card.
Changing the ‘Employees In/Out’ Time Clock Labels
Since it’s inception, many new types of businesses, schools and even businesses in other countries have begun using Virtual TimeClock. Version 2.2 adds a feature to accommodate those who’d like to change Virtual TmeClock’s default ‘Employees In’ and ‘Employees Out’ list headings.
1. Select IN/OUT LABELS from the Edit menu.
2. Enter the new label headings in the resulting dialog box and select ‘Save’. The Time Clock window will be automatically updated with the new list headings.
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 ‘Employee (Click 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. Repeating steps 2 through 6 will create additional employee time cards.
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.
Previewing Time Card Reports On Screen
Virtual TimeClock allows employees and mangers to easily preview a time card report with daily and period regular, overtime and total hours calculations.
1. Begin at the TimeClock window within Virtual TimeClock.
2. Holding down the Option Key, double click on the name of an employee in which you desire a report.
3. With the desired time card now, select "Print Preview" from the file menu.
4. After calculating the daily and period totals, a window opens with an on screen report.
5. When you are finished, click on the 'close window' box located in the upper left corner of the report window.
6. Select "Open TimeClock" from the File menu (or press command-T) to return to the time clock.
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), which 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…
If you decide to use Virtual TimeClock in your business, please register. Online, mail, and fax registration information can be found under the Contact menu or by opening the ‘Registration Form’ 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 the program. An online version of the 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.
