WEB CLOCK MANUAL

April 2009
 Table of Contents
Table of Contents..................................................................................................2
Chapter 1: WebClock Overview.....................................................................3
Chapter 2: Installing WebClock .....................................................................4
Components for Installing WebClock.............................................................4
System Requirements ...................................................................................4
Installing WebClock .......................................................................................5
Uninstalling WebClock...................................................................................9
Creating a Virtual Directory..........................................................................10
Creating a System DSN for a SQL database...............................................11
Creating a System DSN for Visual FoxPro ..................................................14
Chapter 3: Using WebClock – Clock Functions ...........................................16
Clocking In ...................................................................................................16
Clocking Out ................................................................................................18
Starting Lunch or Break ...............................................................................20
Ending Lunch or Break ................................................................................22
Transferring to a new Department, Job, Step, Operation or Task................24
Enter Tips ....................................................................................................27
Chapter 4: Using WebClock – The Extras ...................................................29
Viewing the Timecard ..................................................................................29
Viewing the Schedule ..................................................................................31
Viewing Benefits ..........................................................................................33
Viewing the Transactions.............................................................................34
Viewing the Status Board ............................................................................36
Submitting Time Sheets...............................................................................38
WebClock Restriction ..................................................................................41
Changing a Password..................................................................................41
Chapter 5: Using WebClock – Supervisor Functions...................................43
Approving Overtime .....................................................................................43
Adding a Category Transaction ...................................................................46
Delete a Transaction....................................................................................50
Appendix A – Adding the “WEB1” Clock .........................................................53
Appendix B – Adding the “TIME” Clock for TimeSheet Submittal....................58
Appendix C - Customizing Function Keys .......................................................62
Appendix D – Assigning Employees to the WebClock and a Web Time zone 73

© April 2009 Time America, Inc. 2

Chapter 1: WebClock Overview
WebClock is revolutionizing the way time and attendance data is collected. It
harnesses the power of your local network or the entire World Wide Web to
gather clock in/out transactions and it distributes valuable time-related
information. All this is delivered to your organization in a familiar Web browser
environment.

WebClock involves a single server installation, eliminating the need for multiple
client installations. Maintenance and upgrading WebClock is fast and easy –
everything is done on the server, so updates are available to all employees
instantly.

The main function of WebClock is to give employees a means by which they can
clock in and out via the Web. This includes clocking in and out for the day, lunch,
or breaks. It is also used to transfer into a department or job, review timecards,
review schedules, review benefits and view the status board.

The steps to ensure WebClock will be up and running are as follows:

1. Create a “WEB1” clock in the software.
2. Create a “TIME” clock in the software (if you will be utilizing the TimeSheet
Submittal feature.)
3. Assign WebClock capabilities to the appropriate employees in the
software and assign them to a Web time zone.
4. Install the WebClock.
As you can see, steps 1-3 should be configured in the software prior to installing
the WebClock. If these steps have not been completed you may use the
Appendixes in this manual to complete them.
Chapter 2: Installing WebClock

Components for Installing WebClock

Three main components must be installed on the designated Web server before
you can install WebClock:
• Internet Information Server (IIS) for Windows 2000/XP
• FrontPage 98/2000 Extensions
• TCP/IP Networking Protocol

After installing these three components, you can run the WebClock set-up. The
set-up will install all files needed to run the WebClock and MDAC 2.1. These
files allow users to access the WebClock through a browser. WebClock acts just
like any other Data Collection method (badge, biometric, PC software, etc.).

System Requirements

The following represents the minimum set of requirements to run WebClock:

SQL
• Microsoft 2000/XP with IIS 5.0
• Pentium II 300 Mhz processor or higher
o 128 MB or RAM or greater
o 128 MB available disk space
o CD-ROM Drive
o 800 x 600 SVGA or greater
o Mouse or other approved pointing device

Visual FoxPro
• Microsoft 2000/XP with IIS 5.0
• Pentium III 500 Mhz processor or higher
o 128 MB or RAM or greater
o 500 MB available disk space
o CD-ROM Drive
o 800 x 600 SVGA or greater
o Mouse or other approved pointing device

© April 2009 Time America, Inc. 4

Installing WebClock

Once you have selected the computer you would like to use to serve WebClock,
follow these instructions:

1. Add a local user account with administrative rights.

This account is needed to run components of WebClock.

NOTE: If you do not know how to do this or do not have permissions to do

this please see your Network Administrator.

2. Place the WebClock CD into your computer’s CD-ROM drive.

Auto-run Interface - on most computers, the CD will auto run, launching

the installation wizard. If CD-ROM does not automatically start:
• Click on Windows’ Start button.
• Click on Run.
• Type: d:/setup.exe, where ‘d’ is the letter corresponding to your
system’s CD-ROM drive.

The welcome screen will appear:

Figure 1: WebClock Setup Welcome Screen

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 3. Click Next. The Select Components to install screen will appear:

Figure 2: Select components to install screen

4. Select Create Virtual Directory and then type in the Virtual Directory
Name. This field must contain the correct name to be assigned to the
WebClock Directory. It is recommended you use WebClock.

NOTE: If you selected “Do not add anything to my IIS” then you will have
to manually Create a Virtual Directory – see Creating a Virtual Directory,
page 10.

5. Click Next. The Settings screen will appear:

Figure 3: Settings Screen

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 6. Specify where the WebClock files will be installed in the Destination
Path.

7. Enter the User Name. (This is the user account added in Step 1 of the
Installing WebClock section, page 5)

The COM User section specifies the identity the WebClock DLL runs
under. The COM User needs to have permissions to accept the database.

8. Click Next. The Start Installation screen will appear:

Figure 4: Installation Screen

9. Click Install. When the installation is complete it will Show “Installation

Complete” at the top of the screen as seen below:

© April 2009 Time America, Inc. 7

 Figure 5: Installation Complete Screen

10. Click Close to exit the program set-up.

© April 2009 Time America, Inc. 8

Uninstalling WebClock

WebClock can be uninstalled from the Add/Remove Programs applet in the

Control Panel:
• Click Start
• Select Settings
• Select Control Panel
• Select Add/Remove Programs
• Select WebClock

Figure 6: Add/Remove Programs Screen

• Click Change/Remove
• When WebClock Uninstall is complete Click Close

Figure 7: WebClock Uninstall Screen

© April 2009 Time America, Inc. 9

Creating a Virtual Directory

A virtual directory is a folder that does not have to be physically located under the
home directory, but, to the visitor, it will appear as if it does. A virtual directory is
assigned an alias, which visitors will use to access the WebClock folder. This
had two major advantages:
• The alias can be a name that is much shorter than the actual path
• Users do not know where your files are physically located on the server
and, therefore, can’t use the information for unscrupulous purposes.

Follow these instructions to create your virtual directory:

1. Open your IIS service manager and select the Default Web Site
folder.

2. Click the Action tab.

3. Click New.

4. Select Virtual Directory.

5. Type in the alias name (www.domain.com/alias, suggestion:

WebClock).

6. Click Next.

7. Click Browse to find the WebClock folder. This should be the

default path given in the beginning of installation or the path that
you have assigned to it.

8. Click Next once you have selected the correct folder.

9. Select the appropriate access permissions for this Web site. The
read and run scripts should be checked off for this set-up.

10. Click on Finish to complete this set-up.

© April 2009 Time America, Inc. 10

Creating a System DSN for a SQL database

A Data Source holds information on how to connect to a database. With

WebClock you will need a system DSN to connect to the SQL database.

Windows 2000 and XP

1. Click on the Start button then Settings then Control Panel.

2. Open the folder called Administrative Tools.

3. Open the service called Data Sources (ODBC).

4. Click on the System DSN tab.

5. Click on the Add button on the right.

Figure 8: Create New Data Source

6. Here you will select a driver for your Data Source. You will need to
select the SQL Server driver.

7. Click on Finish.

8. Now we will add a Data Source.

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 • In the Name please enter WebClock.
• In the Description you can enter anything.
• In the Server enter the name of the SQL Server that the
software is running on.

Figure 9: Microsoft SQL Server DSN Configuration Screen

9. Click Next.

Depending on your method of authentication on your SQL Server.

If its on through SQL or Windows Authentication or Both? If you
have rights through your windows authentication then click on Next.
If not then select SQL Server authentication. Once you have
selected SQL Authentication then you will need to enter your login
ID: and Password:

9. Once the information is entered then click on Next. This will give
you access to your SQL Server database.

10. The last step is selecting the database. Check the box Change the
default database to: Genesis

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 Figure 10: Microsoft SQL Server DSN Configuration Screen

11. Click on the down arrow and point to your Genesis database.

12. Click Next.

13. On the next Screen click Finish and don’t change any settings.

14. The last Screen you can click OK or Test Data Source. Test Data
Source will test the communication to your database. If Successful
then you will see a message as seen in the picture below.

Figure 11: Test Results Screen

15. Now you should see an entry called WebClock in your system
DSN.

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Creating a System DSN for Visual FoxPro

A Data Source holds information on how to connect to a database.

Windows 2000 and XP

1. Click on the Start button then Settings then Control Panel.

2. Open the folder called Administrative Tools.

3. Open the service called Data Sources (ODBC).

4. Click on the System DSN tab.

5. Click on the Add button on the right.

Figure 12: Create New Data Source

6. Here you will select a driver for your Data Source. You will need to
select the Microsoft Visual Fox Pro Driver.

7. Click on Finish.

8. Now we will add a Data Source.

a. In the Data Source Name please enter WebClock

b. In the Description you can enter anything

© April 2009 Time America, Inc. 14

 c. In the Database type select Free Table directory
d. In the Path browse to the location of the Genesis Pro database.
e. Click the Options button.
i. In the Collating sequence select Machine and check
Deleted and Fetch data in background.

Figure 13: ODBC Visual FoxPro Setup

9. Click OK.

© April 2009 Time America, Inc. 15

Chapter 3: Using WebClock – Clock Functions
The available clock functions for WebClock are programmable. The functions
should be configured for the needs of your company in the software.

The functions listed below are some of the most common clock functions.
However, it is quite possible that you may have additional functions or that the
ones listed will vary based on your company’s needs.

Clocking In

1. Launch your preferred web browser and point it to the proper web page
(e.g. your company’s intranet site that contains the WebClock). The
WebClock home page will appear:

Figure 14: WebClock Home Page

2. Enter a Badge Number and a Password.

NOTE: The Badge Number may include alphanumeric characters, if so;

all alpha characters must be in uppercase.

© April 2009 Time America, Inc. 16

 3. Click Login. The Clock Function page will appear:

Figure 15: WebClock Function Page

4. Select Clocked In. The Clocked In page will appear:

Figure 16: WebClock Clocked In Page

5. Enter any additional information as prompted.

NOTE: Additional prompts may exist depending on the configurations of

the clock in the software.

6. Click Submit when all prompts have been completed. The Transaction
Successfully Entered label will appear at the bottom of the screen:

Figure 17: Transaction Successfully Entered label

7. Click Log Out to return to the WebClock Home Page.

© April 2009 Time America, Inc. 17

Clocking Out
1. Launch your preferred web browser and point it to the proper web page
(e.g. your company’s intranet site that contains the WebClock). The
WebClock home page will appear:

Figure 18: WebClock Home Page

2. Enter a Badge Number and a Password.

NOTE: The Badge Number may include alphanumeric characters, if so all

alpha characters must be in uppercase.

3. Click Login. The Clock Function page will appear:

Figure 19: WebClock Function Page

4. Select Clocked Out. The Clocked Out page will appear:

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 Figure 20: WebClock Clock Out Page

5. Click Submit. The Transaction Successfully Entered label will appear:

Figure 21: Transaction Successfully Entered label

6. Click Log Out to return to the WebClock Home Page.

© April 2009 Time America, Inc. 19

Starting Lunch or Break

1. Launch your preferred web browser and point it to the proper web page
(e.g. your company’s intranet site that contains the WebClock). The
WebClock home page will appear:

Figure 22: WebClock Home Page

2. Enter a Badge Number and a Password.

NOTE: The Badge Number may include alphanumeric characters, if so all

alpha characters must be in uppercase.

3. Click Login. The Clock Function page will appear:

Figure 23: WebClock Function Page

4. Select Out For Lunch or Out On Break whichever is appropriate. The

Out For Lunch or Out On Break page will appear:

© April 2009 Time America, Inc. 20

 Figure 24: WebClock Out For Lunch Page

5. Click Submit. The Transaction Successfully Entered label will appear:

Figure 25: Transaction Successfully Entered Page

6. Click Log Out to return to the WebClock Home Page.

© April 2009 Time America, Inc. 21

Ending Lunch or Break

1. Launch your preferred web browser and point it to the proper web page
(e.g. your company’s intranet site that contains the WebClock). The
WebClock home page will appear:

Figure 26: WebClock Home Page

2. Enter a Badge Number and a Password.

NOTE: The Badge Number may include alphanumeric characters, if so all

alpha characters must be in uppercase.

3. Click Login. The Clock Function page will appear:

Figure 27: WebClock Function Page

4. Select In From Lunch or In From Break whichever is appropriate. The In

From Lunch or In From Break page will appear:

© April 2009 Time America, Inc. 22

 Figure 28: WebClock In From Lunch Page

5. Click Submit. The Transaction Successfully Entered label will appear:

Figure 29: Transaction Successfully Entered Page

6. Click Log Out to return to the WebClock Home Page.

© April 2009 Time America, Inc. 23

Transferring to a new Department, Job, Step, Operation or Task

1. Launch your preferred web browser and point it to the proper web page
(e.g. your company’s intranet site that contains the WebClock). The
WebClock home page will appear:

Figure 30: WebClock Home Page

2. Enter a Badge Number and a Password.

NOTE: The Badge Number may include alphanumeric characters, if so all

alpha characters must be in uppercase.

3. Click Login. The Clock Function page will appear:

Figure 31: WebClock Function Page

4. Select Enter Department (or Enter Job, Enter Step, Enter Operation or
Enter Task - whichever is appropriate.) The corresponding screen will
appear:

© April 2009 Time America, Inc. 24

 Figure 32: WebClock Enter Department Page

5. Enter the Department code. If you need Help determining how

many characters are in the Department code click the Question
Mark.

Figure 33: WebClock Enter Department Page with department code--manual entry

6. Click Enter. Your entry will appear as seen below:

Figure 34: WebClock Enter Department Page with department code

© April 2009 Time America, Inc. 25

 7. Click Submit. The Transaction Successfully Entered label will appear:

Figure 35: Transaction successfully entered label

8. Click Log Out to return to the WebClock Home Page.

© April 2009 Time America, Inc. 26

Enter Tips

1. Launch your preferred web browser and point it to the proper web page
(e.g. your company’s intranet site that contains the WebClock). The
WebClock home page will appear:

Figure 36: WebClock Home Page

2. Enter a Badge Number and a Password.

NOTE: The Badge Number may include alphanumeric characters, if so all

alpha characters must be in uppercase.

3. Click Login. The Clock Function page will appear:

Figure 37: WebClock Function Page

4. Select Tip. The Tip page will appear:

© April 2009 Time America, Inc. 27

 Figure 38: WebClock Tip Page

5. Enter the Tip Amount.

Remember to use the decimal—e.g. $10.00 = 10.00

If you need Help determining how many characters are available click
the Question Mark.

6. Click Enter. The tip amount will show as entered.

Figure 39: WebClock Tip Page with tip amount

7. Click Submit. The Transaction Successfully Entered label will appear:

Figure 40: Transaction Successfully Entered Page

8. Click Log Out to return to the WebClock Home Page.

© April 2009 Time America, Inc. 28

Chapter 4: Using WebClock – The Extras

Viewing the Timecard

1. Launch your preferred web browser and point it to the proper web page
(e.g. your company’s intranet site that contains the WebClock). The
WebClock home page will appear:

Figure 41: WebClock Home Page

2. Enter a Badge Number and a Password.

NOTE: The Badge Number may include alphanumeric characters, if so all

alpha characters must be in uppercase.

3. Click Login. The Clock Function page will appear.

4. Select the Timecard tab. The Timecard page will appear:

NOTE: The Timecard is a snapshot of The timecard in the software based

on the most current process of data. The Timecard display is view only
and will not accept any edits.

© April 2009 Time America, Inc. 29

 Figure 42: WebClock Timecard Page

5. Click Previous and Next to display other pay periods.

Codes and Colors:

• A = Absent (red)
• D = Default Hours (pink)
• I = In Now (green)
• M = Missing Punch (purple)
• L = Leave Request (cyan)
• R = Rejected Leave Request (maroon)

6. Click Log Out to return to the WebClock Home Page.

© April 2009 Time America, Inc. 30

Viewing the Schedule

1. Launch your preferred web browser and point it to the proper web page
(e.g. your company’s intranet site that contains the WebClock). The
WebClock home page will appear:

Figure 43: WebClock Home Page

2. Enter a Badge Number and a Password.

NOTE: The Badge Number may include alphanumeric characters, if so all

alpha characters must be in uppercase.

3. Click Login. The Clock Function page will appear.

4. Select the Schedule tab. The Schedule page will appear:

NOTE: The Schedule is a snapshot of The schedule in the software

based on the most current process of data. The Schedule display is view
only and will not accept any edits.

© April 2009 Time America, Inc. 31

 Figure 44: WebClock Schedule Page

5. Click Previous and Next to view other weeks.

6. Click Log Out to return to the WebClock Home Page.

© April 2009 Time America, Inc. 32

Viewing Benefits

1. Launch your preferred web browser and point it to the proper web page
(e.g. your company’s intranet site that contains the WebClock). The
WebClock home page will appear:

Figure 45: WebClock Home Page

2. Enter a Badge Number and a Password.

NOTE: The Badge Number may include alphanumeric characters, if so all

alpha characters must be in uppercase.

3. Click Login. The Clock Function page will appear:

4. Select the Benefits tab. The Benefits page will appear:

NOTE: The Benefits are a snapshot of the benefits in the software based
on the most current process of data. The Benefits display is view only and
will not accept any edits.

Figure 46: WebClock Benefits Page

5. Click Log Out to return to the WebClock Home Page.

© April 2009 Time America, Inc. 33

Viewing the Transactions

1. Launch your preferred web browser and point it to the proper web page
(e.g. your company’s intranet site that contains the WebClock). The
WebClock home page will appear:

Figure 47: WebClock Home Page

2. Enter a Badge Number and a Password.

NOTE: The Badge Number may include alphanumeric characters, if so all

alpha characters must be in uppercase.

3. Click Login. The Clock Function page will appear:

4. Select the Transactions tab. The Transactions page will appear:

NOTE: The Transactions page displays the individual punches for the
employee.

© April 2009 Time America, Inc. 34

 Figure 48: WebClock Transactions Page

5. Click Log Out to return to the WebClock Home Page.

© April 2009 Time America, Inc. 35

Viewing the Status Board

1. Launch your preferred web browser and point it to the proper web page
(e.g. your company’s intranet site that contains the WebClock). The
WebClock home page will appear:

Figure 49: WebClock Home Page

2. Enter a Badge Number and a Password.

NOTE: The Badge Number may include alphanumeric characters, if so all

alpha characters must be in uppercase.

3. Click Login. The Clock Function page will appear:

4. Select the Status Board tab. The Status Board page will appear:

NOTE: The Status Board is a snapshot of last punches in the software

based on the most current process of data.

© April 2009 Time America, Inc. 36

 Figure 50: WebClock Status Board Page

5. Click Log Out to return to the WebClock Home Page.

© April 2009 Time America, Inc. 37

Submitting Time Sheets

Configuring a TimeSheet Submittal Clock MUST be added in the software in

order to use the TimeSheet Submittal feature in WebClock. See Appendix B – ,
page 58.

1. Launch your preferred web browser and point it to the proper web page
(e.g. your company’s intranet site that contains the WebClock). The
WebClock home page will appear:

Figure 51: WebClock Home Page

2. Enter Badge Number and Password.

NOTE: The Badge Number may include alphanumeric characters, if so all

alpha characters must be in uppercase.

3. Click Login. The Clock Function page will appear:

4. Select the Time Sheet Submittal tab. The Time Sheet Submittal page
will appear:

© April 2009 Time America, Inc. 38

 Figure 52: WebClock Time Sheet Submittal Page

5. Verify that the dates for the time sheet you wish to submit are showing.
Click Previous or Next to scroll to the week desired.

6. Enter the number of shifts per day you wish to add in the Shifts Per Day
field and then click the Update button.

7. Fill in the Time Sheet data information for each shift, for each day as
follows:

Note: Multiple “Types” of shifts can be entered for any one given day.

Note: You do have the ability to complete a single day and Submit Shifts
For Processing only for that day or you can wait and complete the entire
week then Submit Shift For Processing.

© April 2009 Time America, Inc. 39

 Setting Definition
Type Select the pay type that applies for this shift. (Work)
Start Day Type in the specific start time of the shift for the day.
Start Lunch Type in the specific start time for lunch.
End Lunch Type in the specific end time for lunch.
End Day Type in the specific end time of the shift for the day.
Enter Department Select the department to which this shift will be coded.
Enter Job Select the job to which this shift will be coded.

8. When all the shifts have been entered, click the Save New Shifts button.
NOTE: The successfully added shifts will appear in blue text below the
date and day listing.
9. When all shifts have been entered and confirmed, click the Submit Shifts
For Processing button and the Submit Time Sheet For Week Screen
will appear:

Figure 53: WebClock Submit Time Sheet For Week Page

10. Click Log Out to return to the WebClock Home Page.

© April 2009 Time America, Inc. 40

WebClock Restriction

WebClock restrictions can be created by IP Address. Each employee must be

assigned to a valid IP Address in Genesis Pro/SQL. If the IP Address does not
match, the employee will be denied access into the WebClock.

Figure 54: WebClock Access Denied Page

Changing a Password

Changing passwords periodically is a good security practice. Employees can

change their own passwords themselves using WebClock.

1. Launch your preferred web browser and point it to the proper web page
(e.g. your company’s intranet site that contains the WebClock). The
WebClock home page will appear:

Figure 55: WebClock Home Page

2. Enter a Badge Number and a Password.

NOTE: The Badge Number may include alphanumeric characters, if so all

alpha characters must be in uppercase.

3. Click Login. The Clock Function page will appear:

4. Click the Employee link in the top left corner of screen. The Change
Password page will appear:

© April 2009 Time America, Inc. 41

 Figure 56: WebClock Change Password Page

5. Enter the old password in the Existing Password field and press Tab.

6. Enter the new password in the New Password field and press Tab.

7. Reenter the new password in the Confirm Password field. Click Submit.

8. The system will automatically return to the Clock Function Screen when
complete.

© April 2009 Time America, Inc. 42

Chapter 5: Using WebClock – Supervisor Functions

Approving Overtime

1. Launch your preferred web browser and point it to the proper web page
(e.g. your company’s intranet site that contains the WebClock). The
WebClock home page will appear:

Figure 57: WebClock Home Page

2. Enter a Supervisor Log In ID for the Badge Number and enter in a

Password.

NOTE: The Badge Number may include alphanumeric characters, if so all

alpha characters must be in uppercase.

Figure 58: WebClock Home Page w/badge number and password

3. Click Login. The Select Employee To Maintain page will appear:

© April 2009 Time America, Inc. 43

 Figure 59: WebClock Select Employee To Maintain Page

4. Select the employee to work with by clicking on the Employee Name link
or the Employee Number link.

The Supervisor Clock Function with the selected employee name page will
appear:

Figure 60: WebClock Supervisor Clock Function Page

5. Select Approve Overtime. The Approve Overtime page will appear:

© April 2009 Time America, Inc. 44

 Figure 61: WebClock Approve Overtime Page

6. Enter the Overtime hours in HHMM format (e.g. 3 Overtime Hours =

0300.)
If you need Help determining what can be entered into this field click the
Question Mark.

Figure 62: WebClock Approve Overtime Page with amount—manual entry

7. Click Enter. Additional prompts for a date and time will appear.
8. Confirm the date and time (which you can edit) then Click Submit. The
Transaction Successfully Entered label will appear:

Figure 63: Supervisor Transaction Successfully Entered Page

9. Click Log Out to return to the WebClock Home Page.

© April 2009 Time America, Inc. 45

Adding a Category Transaction

1. Launch your preferred web browser and point it to the proper web page
(e.g. your company’s intranet site that contains the WebClock). The
WebClock home page will appear:

Figure 64: WebClock Home Page

2. Enter a Supervisor Log In ID for the Badge Number and enter in a

Password.

NOTE: The Badge Number may include alphanumeric characters, if so all

alpha characters must be in uppercase.

Figure 65: WebClock Home Page w/badge number and password

3. Click Login. The Select Employee To Maintain page will appear:

© April 2009 Time America, Inc. 46

 Figure 66: WebClock Select Employee To Maintain Page

4. Select the employee to work with by clicking on the Employee Name link
or the Employee Number link.

The Supervisor Clock Function with selected employee name page will
appear:

Figure 67: WebClock Supervisor Clock Function Page

5. Select Enter Category. The Enter Category page will appear:

© April 2009 Time America, Inc. 47

 Figure 68: WebClock Enter Category Page

6. Enter the Category Code.

If you need Help determining what characters will be accepted click

the Question Mark.

Figure 69: WebClock Enter Category Page with category code—manual entry

7. Click Enter. An additional prompt for the hours and minutes will appear.

8. Enter the Category Hours in HHMM format (e.g. 8 Hours = 0800.)

If you need Help determining what can be entered into this field click the
Question Mark.

© April 2009 Time America, Inc. 48

 Figure 70: WebClock Enter Category Page with Add Hours—manual entry

9. Click Enter. Additional prompts for a date and time will appear.

10. Enter the date and time for the Category Transaction then Click Submit.

The Transaction Successfully Entered label will appear:

Figure 71: Supervisor Transaction Successfully Entered Page

11. Click Log Out to return to the WebClock Home Page.

© April 2009 Time America, Inc. 49

Delete a Transaction

1. Launch your preferred web browser and point it to the proper web page
(e.g. your company’s intranet site that contains the WebClock). The
WebClock home page will appear:

Figure 72: WebClock Home Page

2. Enter a Supervisor Log In ID for the Badge Number and enter in a

Password.

NOTE: The Badge Number may include alphanumeric characters, if so all

alpha characters must be in uppercase.

Figure 73: WebClock Home Page w/badge number and password

3. Click Login. The Select Employee To Maintain page will appear:

© April 2009 Time America, Inc. 50

 Figure 74: WebClock Select Employee To Maintain Page

4. Select the employee to work with by clicking on the Employee Name link
or the Employee Number link.

The Supervisor Clock Function with selected employee name page will
appear:

Figure 75: WebClock Supervisor Clock Function Page

5. Select the Transactions tab. The Transactions page will appear:

© April 2009 Time America, Inc. 51

 NOTE: The Transactions page displays the individual punches for the
employee. You may need to delete a transaction that has been made in
error. Delete carefully, as there is no way to retrieve deleted data.

Figure 76: WebClock Supervisor Transactions Page

6. To Delete a transaction click the to the left side of the screen.

7. When you click the a confirmation screen will appear:

Figure 77: WebClock Transactions Delete Confirmation

8. Click OK to confirm the deletion.

NOTE: You may click to Add Transactions, which will return you to the
Supervisor Function page. The will allow you access to previous pay
periods.

9. Click Log Out to return to the WebClock Home Page.

© April 2009 Time America, Inc. 52

Appendix A – Adding the “WEB1” Clock

Configuration of the WebClock is done under the TA500 or TA600 series time
clock.
1. Click the Clocks menu, Configure, TA500. The Configure Clock dialog
box will open.

Figure 1: Configure Clock - General Tab

2. Click the Add button.
Since multiple clocks can be defined in the software, a copy feature is
available to copy an existing clock’s parameters when adding a new clock.
This eliminates the need to re-enter an entirely new clock configuration.
The General Tab will appear after the clock has been added.
3. The dialog box contains several tabs, all of which are described below.
The General tab defines the communication and general operation
settings and contains the following information:
Setting Definition
Code This is a required field.
Enter WEB and a number for this code.
For example: WEB1 or WEB2
Description In this field enter the name of the WebClock for
the description.
Active Click the Active check box to indicate that the
clock is currently in use. Uncheck this box if the
clock is not being used at this time.

© April 2009 Time America, Inc. 53

 4. The Configure tab defines the message.

Figure 2: Configure Clock - Configure Tab

Setting Definition
Idle Message Enter the message text that displays on the time
clock when in an idle state. If this field is left
blank, no message will be displayed.
TA500 series clocks can accept a two-line
message that is up to 16 characters per line.
5. The Function Keys tab allows you customize the clock's keypad. As customizing the
keypad can be an extensive process, a section of this manual has been dedicated to it.
See Appendix C - Customizing Function Keys, page 62. This section merely describes
the contents of the screen.
The tab contains the following information:

Figure 3: Configure Clock - Function Keys Tab

© April 2009 Time America, Inc. 54

 Setting Definition
Clock Code Displays the unique ID code assigned to this
clock.
Function Key Displays the function key number of the key
selected on the keypad graphic to the left.
Soft Key Displays the software function currently assigned
to the selected key.
Prompt Displays the prompt associated with the function
key. The prompts themselves are entered in the
Prompt area in the upper left corner of the
keypad display. Up to four prompts are available.

Key Check this box to indicate that employees may

key the information requested by the prompt.
Example: Enter Tips
Class The Class defines the information being entered,
for reporting. For example, is it a department
number, tips, etc.? Class choices cannot be
added. If None is chosen, the Type setting will
not be available.

© April 2009 Time America, Inc. 55

 Setting Definition
Type Select the data Type for the information being
entered. The settings in Company Defaults of
Main company determine which Type options
are available for each Class.
The options are:
Alphabetic: Clock will accept letters only for this
entry.
Numeric: Clock will accept numbers only for this
entry.
Alphanumeric: Clock will accept both numbers
and letters.
Number with forced decimal places: Clock will
accept numbers only and will automatically place
the last two numbers entered behind the decimal
place. (For example, if 1499 is entered, the clock
will format it as 14.99).
Alphanumeric – hidden entry: Clock will
accept letters only; the letters will not display on
the clock's screen.
Number – hidden entry Clock will accept
numbers only; the numbers will not display on
the clock's screen.
Maximum Enter the maximum total number of characters
Input that can be entered for this Prompt. The number
Characters displayed in this field is based on the Class
selected.
Minimum Enter the minimum number of characters that
Input can be entered for this Prompt. The default value
Characters for this field is 1, but may be changed.

Number of Enter the number of places after the decimal

Decimal point for a numeric entry. A maximum of 4
decimal places may be entered. This field will
only be available if a Numeric option was chosen
in the Class field.
Display Entry Check this box to display the input information.
data

© April 2009 Time America, Inc. 56

 Setting Definition
Verify valid Check this box to enforce the Validation
entry available with the Job Cost/Validation Module.
Validation must be turned on for each level,
Download Names must be checked under the
miscellaneous tab, and Load Level Validation
must be checked as a polling option.
The clock will check the input information against
the downloaded level information. If the level
entry does not exist at the time of the last
programming, the data will be considered invalid.
Update Soft Click this button to commit the changes made to
Key a key's functions or settings.

© April 2009 Time America, Inc. 57

Appendix B – Adding the “TIME” Clock for TimeSheet Submittal
Configuring a TimeSheet Submittal MUST be done to use the TimeSheet
Submittal feature in WebClock. The configuration can be done under the TA500
or TA600 series time clock.
NOTE: The TimeSheet Submittal portion of WebClock only permits up to 3
levels of Job Costing to be entered or transferred.
1. Click the Clocks menu, Configure, TA500. The Configure Clock dialog
box will open.

Figure 4: Configure Clock - General Tab

2. Click the Add button.
Since multiple clocks can be defined in the software, a copy feature is
available to copy an existing clock’s parameters when adding a new clock.
This eliminates the need to re-enter an entirely new clock configuration.
The General Tab will appear after the clock has been added.
3. The dialog box contains several tabs, all of which are described below.
The General tab defines the communication and general operation
settings and contains the following information:
Setting Definition
Code This is a required field.
Enter TIME for this code.
Description In this field enter the name TimeSheet
Submittal for the description.
Active Click the Active check box to indicate that the
clock is currently in use. Uncheck this box if the
clock is not being used at this time.

© April 2009 Time America, Inc. 58

 4. The Configure tab does not need to be configured.
5. The Function Keys tab allows you customize the clock's keypad.
When the WebClock should accept Job Costing information in the
TimeSheet Submittal process you must configure the “In” key and the “0”
key with the same Job Costing information.

For example:
The “In” key’s “soft key” should read “Clocked In” and the Prompts to
follow should be “Clocked In” and the appropriate Job Costing information
you wish to collect.

The “0” key’s “soft key” should read “Change” and the Job Costing
information should be duplicated from the prompts listed under the “In”
key’s first prompt, “Clocked In.”

As customizing the keypad can be an extensive process, a section of this

manual has been dedicated to it. See Appendix C - Customizing
Function Keys, page 62. This section merely describes the contents of
the screen.
The tab contains the following information:

Figure 5: Configure Clock - Function Keys Tab

Setting Definition
Clock Displays the unique ID code assigned to this clock.
Code

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 Setting Definition
Function Displays the function key number of the key
Key selected on the keypad graphic to the left.

Soft Key Displays the software function currently assigned to

the selected key.
Prompt Displays the prompt associated with the function
key. The prompts themselves are entered in the
Prompt area in the upper left corner of the keypad
display. Up to four prompts are available.
Key Check this box to indicate that employees may key
the information requested by the prompt.
Example: Enter Tips
Class The Class defines the information being entered, for
reporting. For example, is it a department number,
tips, etc.? Class choices cannot be added. If None
is chosen, the Type setting will not be available.
Type Select the data Type for the information being
entered. The settings in Company Defaults of Main
company determine which Type options are
available for each Class.
The options are:
Alphabetic: Clock will accept letters only for this
entry.
Numeric: Clock will accept numbers only for this
entry.
Alphanumeric: Clock will accept both numbers and
letters.
Number with forced decimal places: Clock will
accept numbers only and will automatically place
the last two numbers entered behind the decimal
place. (For example, if 1499 is entered, the clock
will format it as 14.99).
Alphanumeric – hidden entry: Clock will accept
letters only; the letters will not display on the clock's
screen.
Number – hidden entry Clock will accept numbers
only; the numbers will not display on the clock's
screen.

© April 2009 Time America, Inc. 60

 Setting Definition
Maximum Enter the maximum total number of characters that
Input can be entered for this Prompt. The number
Characters displayed in this field is based on the Class
selected.
Minimum Enter the minimum number of characters that can
Input be entered for this Prompt. The default value for this
Characters field is 1, but may be changed.

Number of Enter the number of places after the decimal point

Decimal for a numeric entry. A maximum of 4 decimal places
may be entered. This field will only be available if a
Numeric option was chosen in the Class field.
Display Check this box to display the input information.
Entry data

Verify Check this box to enforce the Validation available

valid entry with the Job Cost/Validation Module. Validation
must be turned on for each level, Download Names
must be checked under the miscellaneous tab, and
Load Level Validation must be checked as a polling
option.
The clock will check the input information against
the downloaded level information. If the level entry
does not exist at the time of the last programming,
the data will be considered invalid.
Update Click this button to commit the changes made to a
Soft Key key's functions or settings.

© April 2009 Time America, Inc. 61

Appendix C - Customizing Function Keys
Although each clock's keypad is slightly different, the basic procedures for
customizing the function keys are the same. There are four basic steps:
1. Select the key you wish to customize
2. Select the function you wish to assign to the clock.
3. Enter up to four prompts for information that will display when the
key is pressed.
4. Define the type of information to be entered following each one of
the prompts.
When the clock’s function key is pressed the first prompt displays. After an
employee enters the appropriate response to the first prompt, the second
prompt displays, and so on. This continues until all prompts are displayed
or an unsuitable response is encountered. At least one prompt or
message must be entered per function.

© April 2009 Time America, Inc. 62

Pre-Defined Function Keys

There are 12 programmable function keys on the keypad. These

are numbered 0 through 9, In and Out. Some of these keys come
preset from the factory but can be modified or reassigned.

Function Key Definition

0 Change (department, job, step, etc.)

1 None

2 None

3 None

4 Out for Lunch

5 None

6 In from Lunch

7 None

8 Supervisor Overtime Approval

9 Category Entry

In (10) Clocked In

Out (11) Clocked Out

Available Functions
The following table describes the functions that are available and their uses:
Function Definition Sample Prompt
None Function key unassigned No message.

Clock In Clock In Prompt 1 CLOCKED

In
Clock Out Clock Out Prompt 1 CLOCKED
Out
Blank System ignores entry No message required.

© April 2009 Time America, Inc. 63

 Function Definition Sample Prompt
Change Transfer an employee to Prompt 1 ENTER
another level DEPT.
Prompt 2 ENTER JOB
Prompt 3 ENTER
STEP
Prompt 4 ENTER
OPER.
Out on Break Clock Out for break Prompt 1 Out FOR
BREAK
In from Break Clock In from break Prompt 1 In FROM
BREAK
Out for Clock Out for lunch Prompt 1 Out FOR
Lunch (factory preset) LUNCH

In from Clock In from Lunch Prompt 1 In FROM

Lunch (factory preset) LUNCH

Level Change Transfer employee to the Prompt 1 CHANGED –

to Clock clock default level. O.K.
Default

Out on Clock Out on service Prompt 1 Out ON

Service SERVICE

In on Service Clock In on service Prompt 1 In ON

SERVICE
Category Post time In specific Prompt 1 ENTER
Entry categories (vacation, CATEGORY
sick, personal, etc.)
Group Transfer a group of Prompt 1 ENTER
Transfer employees to another GROUP
level (department, job,
step, operation, etc.)
Group Transfer group back to Prompt 1 ENTER
Transfer original level GROUP
Back

Tip Entry Enter tips Prompt 1 ENTER TIP

AMOUNT

© April 2009 Time America, Inc. 64

 Function Definition Sample Prompt
Supervisor Enter supervisor Prompt 1 APPROVE
OT approval approved overtime OVERTIME

Leave Enter category, hours Prompts are set by

Request and date default.

Available Classes
Classes define the type of information to be entered following a
prompt. The following table describes the classes that are available
and their uses

Function Definition
None This class is used for all prompts or
messages that do not require a
response, such as CLOCKED In or
PUNCH ACCEPTED
Department This option classifies the input as a
Department. The clock will be
expecting a Department number to
be entered.
Job This option classifies the input as a
Job. The clock will be expecting a
Job number to be entered.
Step This option classifies the input as a
Step. The clock will be expecting a
Step number to be entered.
Operation This option classifies the input as an
Operation. The clock will be
expecting an Operation number to be
entered.
Category Code This class is used to enter
miscellaneous entries (such as
Absences, Per Diems, Vacation, etc.)
at the clock.
TIP: A prompt asking for a dollar
amount or number of hours to be
added or subtracted should follow it.

© April 2009 Time America, Inc. 65

 Function Definition
Hours to Add This class is used to enter hour
additions (adjustment) to the
employee's time. This could be used
to grant bonus hours, or to make time
adjustments from previous pay
periods.
Hours to This class is used to enter hour
Subtract subtractions (adjustment) from the
employee's time. This could be used
to make time adjustments from
previous pay periods.
Dollars to Add This class is used to enter dollar
additions (adjustment) to the
employee's time. This could be used
to add Bonuses or Commissions from
the clocks.
Dollars to This class is used to enter dollar
Subtract subtractions (adjustment) from the
employee's time. This could be used
to deduct Union Dues or payments
from the clocks.
Overtime Accrue This class is used to specify if hours
entered through a Category Code,
Hours to Add, or Hours to Subtract,
should count toward overtime. The
classes Overtime Accrue and
Overtime Level are only appropriate
with hours, not dollar amounts.
The valid entries for Overtime Accrue
are 0 (do not accrue) and 1 (accrue).
Overtime Level This class is used in conjunction with
the Overtime Accrue to indicate the
OT level at which the overtime that
are accruing should be paid.
The valid entries for Overtime Level
are 0 (regular time), 1 (OT1), 2
(OT2), and 3 (OT3).

© April 2009 Time America, Inc. 66

 Function Definition
Group Code This class transfers a group of
employees from their current level
assignment to another level. Another
function key can be assigned to
transfer them back. When defining a
key for the group transfer, you must
first identify the group code you are
transferring. The Group Code class
is used for this purpose.
Tip1 This class is used to enter and total
tips (typically cash or charge tips).
Tips entered with this class are
reported on the employee’s time card
and added to the category TIP1 for
reporting.
Tip2 This class is used to enter and total
tips (typically cash or charge tips).
Tips entered with this class are
reported on the employee’s time card
and added to the category TIP2 for
reporting.
Accepted This class is used to enter Piece Rate
Quantity information. The Accepted Quantity
indicates the number of pieces that
were successfully completed.
This option is only available if the
optional Job Costing module is
installed and the Level being worked
on is configured for Piece Rate.
These quantities apply to the current
department, job and step levels the
employee is working at the time of
entry.

© April 2009 Time America, Inc. 67

 Function Definition
Rejected This class is used to enter Piece Rate
Quantity information. The Rejected Quantity
indicates the number of pieces that
were not successfully completed.
This option is only available if the
optional Job Costing module is
installed and the Level being worked
on is configured for Piece Rate.
These quantities apply to the current
department, job and step levels the
employee is working at the time of
entry.
Generic Entry This class is used to collect custom
data for use by another software
system. If you’re collecting numeric
values, such as a dollar amount, use
Generic Decimal Quantity to specify
the number of decimal places.
Generic dec. If you’re collecting numeric values,
quantity such as a dollar amount, use
Generic Decimal Quantity to specify
the number of decimal places. An
entry of 0 indicates a whole number.
Tip3 This class is used to enter and total
tips (typically banquet or other tips).
Tips entered with this class are
reported on the employee’s time card
and added to the category TIP3 for
reporting.
Tip4 This class is used to enter and total
tips (typically banquet or other tips).
Tips entered with this class are
reported on the employee’s time card
and added to the category TIP4 for
reporting.
Task This option classifies the input as a
Task. The clock will be expecting a
task number to be entered.

© April 2009 Time America, Inc. 68

Customize Function Keys

1. Navigate to the Function Keys tab of the clock you wish to edit.
2. Select the key you wish to configure on the keypad figure on the left of the
dialog box.

NOTE: Not all function keys can be edited. The settings on the right side of
the dialog box will remain grayed out if you have selected a key that cannot
be edited.
The fields on the right side of the screen will display the current settings for
the button, if any.

Figure 6: Configuring the Function Keys

3. Edit the settings as appropriate:
Setting Definition
Clock Code Displays the unique ID code assigned to this
clock.
Function Key Displays the function key number of the key
selected on the keypad graphic to the left.
Soft Key Select the software function you wish to assign
to the key.

© April 2009 Time America, Inc. 69

 Setting Definition
Prompt 1 Enter the Prompt(s) you wish to display when
through 4 the employee presses the selected function
(Prompt area) key. You may enter up to four prompts per key.
At least one prompt must be entered.
NOTE: The Prompt settings in the lower right of
the screen will not become available until you
have entered at least one prompt.
Supervisor only Check this box to allow only supervisor access
to this function key. (Supervisor access is
gained by swiping a supervisor badge in the
clock.)
This is used for function keys that collect data
or change employee assignments, such as
Group Transfer or Category Entry. Clearing this
box permits any employee to access this
function key.
Prompt Displays the prompt associated with the
function key. The prompts themselves are
entered in the Prompt area in the upper left
corner of the keypad display. Up to four
prompts are available.
NOTE: These Prompt settings will not become
available until you have entered at least one
prompt in the Prompt area in the upper left of
the screen.
Key Check this box to indicate that employees may
key the information requested by the prompt.
Example: Enter Tips
Class Select the class of information to be entered
following the prompt.
NOTE: If None is chosen, the Type setting will
not be available.

© April 2009 Time America, Inc. 70

 Setting Definition
Type Select the data Type for the information being
entered. The settings in Company Defaults of
Main company determine which Type options
are available for each Class.
The options are:
Alphabetic: Clock will accept letters only for
this entry.
Numeric: Clock will accept numbers only for
this entry.
Alphanumeric: Clock will accept both numbers
and letters.
Number with forced decimal places: Clock
will accept numbers only and will automatically
place the last two numbers entered behind the
decimal place. (For example, if 1499 is entered,
the clock will format it as 14.99).
Alphanumeric – hidden entry: Clock will
accept letters only; the letters will not display on
the clock's screen.
Number – hidden entry Clock will accept
numbers only; the numbers will not display on
the clock's screen.
Maximum Input Enter the maximum total number of characters
Characters that can be entered for this Prompt. The
number displayed in this field is based on the
Class selected.
Minimum Input Enter the minimum number of characters that
Characters can be entered for this Prompt. The default
value for this field is 1, but may be changed.
Number of Enter the number of places after the decimal
Decimal point for a numeric entry. A maximum of 4
decimal places may be entered. This field will
only be available if a Numeric option was
chosen in the Class field.
Display Entry Check this box to display the input information.
data

© April 2009 Time America, Inc. 71

 Setting Definition
Verify valid entry Check this box to enforce the Validation
available with the Job Cost/Validation Module.
Validation must be turned on for each level,
Download Names must be checked under the
miscellaneous tab, and Load Level Validation
must be checked as a polling option.
The clock will check the input information
against the downloaded level information. If the
level entry does not exist at the time of the last
programming, the data will be considered
invalid.

4. When all settings are complete, click the Update Soft Key to commit the
changes.

© April 2009 Time America, Inc. 72

Appendix D – Assigning Employees to the WebClock and a Web
Time zone

1. Navigate to the Configure Employee window.

2. Click the Details tab to display the following information:

Figure 7: Configure Employee - Details Tab

Setting Definition
Web time zone Select the time zone the employee will
be clocking in and out of when using
the WebClock.
NOTE: This is only available if the
Use WebClock option is selected.
Allow Remote/Web Allow access to the selected employee
Access for Remote/Web Access.

NOTE: The WebClock module must

be purchased.
Use WebClock Allow access to the selected employee
for Web Clock
View Benefits Allow the selected employee to view
their benefit balances.

© April 2009 Time America, Inc. 73

 Setting Definition
View Schedule Allow the selected employee to view
their schedule.
View Timecard Allow the selected employee to view
their timecard.
View Status Board Allow the selected employee to view
the Status Board.
Submit Time Sheet Allow the selected employee to submit
work and non-work time.
Change Password By default an employee’s password is
blank.
If the employee forgets their password
the administrator may clear their
password by pressing this button.

3. Click the Apply button.

4. Click the OK button.

© April 2009 Time America, Inc. 74