The Info Tab

The Info Tab is designed to contain all personal information for an employee such as name, address, phone, etc. The majority of this information is not required; this data can be displayed on many of the reports provided with TimeClock Plus. If you do not have this data stored in another software application we recommend that you input and

maintain it here. To input data, press the tab key to move to the field you wish to edit and type in the requested information.

Fields can be marked as required in the system defaults under Employee Entry (refer to section 6.2 for setting defaults).

Most fields on this tab ask demographic information; however, a few fields in the Other Information track additional information for that individual.

Welcome to TimeClock Plus, Version 5.0 page 89 Hire Date – while this is an optional field, it is recommended that you populate it with the employee’s actual hire date to allow TimeClock Plus to automatically set and remind you of the employee’s first review date.

A review will only be scheduled when the individual is first added through the Add/Edit screen with a valid hire date. If the hire date is added at a later date, their initial

review will NOT be scheduled.

Termination Date – if the termination date is entered into this field, the employee’s data will be maintained in the system but they will not be able to clock in after the termination date. This permanently terminates an employee and in order to reactivate the employee, the Termination Date should be removed (see instructions regarding the Individual is Suspended checkbox below).

You can filter criteria based on employees that have been marked as terminated with a termination date. This allows you to only view employees that are not terminated.

Classification – this is an optional, multi-purpose field (numeric only). It is designed for use in grouping employees for reporting, editing and/or control purposes via the Criteria Function (see Section 3.5 for more information on Criteria). For example, if a company has multiple physical locations, employees at corporate HQ might be given classification code “1” while employees in an out of state location might be given classification code

“2”. Functions within the system, and reports, could then be filtered to only include employees in classification code “1”, etc.

Dept: - this is an optional field (alpha-numeric). Data can either be selected from the field’s drop-down box, or entries can be added to the drop-down box on the fly by typing them into this field. The ‘Dept’ field can be used to designate what department this employee is in.

Once a new Dept has been added, it will become available for future use in the drop down list. If a department is removed and no one is assigned to it using the drop down

list, that department will no longer be available to any employees.

Badge : - this is an optional field. If the employee’s badge number is different than their employee ID number, their badge number should be input to this field. In addition, the appropriate Badge Search Order setting should be enabled on TimeClock Defaults (see section 6.4.2 regarding this setting). If no badge number is input, the employee can only clock in/out by their employee ID number and, if they are using a badge, this badge must reflect their employee ID number.

Welcome to TimeClock Plus, Version 5.0 page 90 The Badge Search Order can be changed by setting how the system searches for the employee identifier (employee number vs. badge field). This option is set in TimeClock

Manager Defaults).

Export Code – if you will be exporting data from the TimeClock Plus system to any other application (or file) this field must be populated. Determine the contents of this field as follows (for more information on exporting data see Section 9.6 of this manual):

• If the employee has a different ID number in the system to which you are exporting data, that employee ID number should be input to the export code field.

• If both systems use the same ID number for each employee, the common ID number should be input here.

Network Id: - The Network Id field allows you to specify the network login information for a specific employee. So if you enter that employee’s network login information and you enable the option in the On-Screen TimeClock, on the Options tab, ‘Determine employee id using network id ’, when using the On-Screen TimeClock, TimeClock will determine what your employee number is by whom you logged on to the network as.

In order for TimeClock to use the Network Id field, you MUST enable the option in On-Screen TimeClock to ‘Determine employee id using network id’.

Individual is Suspended (Check box) – If checked, an employee is considered suspended and can no longer clock in/out of the system. The employee will remain in the system as suspended and can be excluded from all dropdown lists; however, their historical data is not deleted (“Deleting” an employee results in the loss of their historical data).

Suspending an employee also makes it easy to allow them to clock in/out again if/when they return to work. (See Section 5.3 for more information on Terminating, Suspending or Deleting an employee).

You can filter the criteria based on the suspended status. That allows you to only view the employees that are not marked as suspended.

Enable Job Costing for this individual (check box) – only applicable if the Job Costing Module was purchased. Job Costing must be turned on for an employee if they will be tracking their time at the multiple levels provided by the Job Costing Module. If job costing for an employee is turned off, that employee will never be asked for a cost code when making clock transactions (even if the job code they use is setup to require a cost code).

Welcome to TimeClock Plus, Version 5.0 page 91 5.1.2. The Custom Tab

This tab is used to input data to the Custom, or user-defined, employee fields in TimeClock Plus (refer to Section 6.6.2 regarding establishing Custom fields at the Employee Level). Available custom fields will display in the “Field” column.

To input data for an employee into custom fields, double-click on the line item and type in your input to the “Value” column (or make a selection from the drop-down box displayed if this custom field was established as an Item- List type).