Icon Time Systems Universal Time Clock RTC-1000 2.5 Product User Manual Download

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2014-01-27

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RTC-1000 2.5 Universal Time Clock User Guide

Table of Contents

RTC-1000 2.5 Universal Time Clock User Guide.................................................................................................................................. 3

Table of Contents .............................................................................................................................................................................. 3

Chapter 1 | Getting Familiar with Your Time Clock ............................................................................................................................ 6

Introduction .......................................................................................................................................................................................... 6

Welcome ........................................................................................................................................................................ 6

System Requirements .................................................................................................................................................... 6

Features ......................................................................................................................................................................... 6

Feature Comparison Chart .......................................................................................................................................................... 7

Upgrade Comparison Chart ......................................................................................................................................................... 8

Connection / Setup ........................................................................................................................................................ 8

Logging In ....................................................................................................................................................................... 8

Support and Troubleshooting ........................................................................................................................................ 9

Payroll Interfaces ........................................................................................................................................................... 9

Register your Time Clock ............................................................................................................................................... 9

Navigating the Time Clock Software ..................................................................................................................................................... 9

Home Page ................................................................................................................................................................... 10

Current Alerts ............................................................................................................................................................................ 10

Lists Menu.................................................................................................................................................................... 10

Reports Menu .............................................................................................................................................................. 10

Files Menu ................................................................................................................................................................... 10

Settings Menu .............................................................................................................................................................. 10

Help Menu ................................................................................................................................................................... 10

Using Your Time Clock Terminal .......................................................................................................................................................... 11

Time Clock Key Functions ............................................................................................................................................ 11

Employee Functions at the Clock ................................................................................................................................. 11

Punching In and Out .................................................................................................................................................................. 11

Proximity Badge Entry ............................................................................................................................................................... 12

Web Punch Time Clock Entry ..................................................................................................................................................... 13

Tracking Paid Breaks .................................................................................................................................................................. 13

Department Change (Punch In and Transfer) ............................................................................................................................ 13

Entering Tips, Job Numbers or Piece Counts ............................................................................................................................. 14

Chapter 2 | Setting Your Time Clock Preferences ............................................................................................................................ 15

Setting Your Pay Preferences .............................................................................................................................................................. 15

Setting Your Overtime Preferences ..................................................................................................................................................... 15

Setting Your Punch Preferences .......................................................................................................................................................... 16

Setting Employee Input Preferences ................................................................................................................................................... 17

Setting Your Device Preferences ......................................................................................................................................................... 18

Setting Your Alert Preferences ............................................................................................................................................................ 19

Alert Setup ................................................................................................................................................................... 20

Creating Custom Fields........................................................................................................................................................................ 20

Chapter 3 | Setting Up Your Employees........................................................................................................................................... 22

Employee List ...................................................................................................................................................................................... 22

Adding Employees ............................................................................................................................................................................... 22

Employee Information ................................................................................................................................................. 23

Employee Settings ....................................................................................................................................................... 23

Lunch Time Deduction ................................................................................................................................................. 24

Web Punch Time Clock Settings .................................................................................................................................. 24

Accrual Settings (Upgrade Required) ........................................................................................................................... 25

Delete Employee’s Punches ......................................................................................................................................... 25

Chapter 4 | Departments and Supervisors....................................................................................................................................... 26

Summary of Contents for Universal Time Clock RTC-1000 2.5

Page 1: ...2014 01 27 1 P a g e Quick Simple Reliable Universal Time ClockTM Product User Guide RTC 1000 2 5 ...

Page 2: ...on Time Systems product names mentioned in this document are registered trademarks of Icon Time Systems All other products brand names or company names mentioned in this document are properties and trademarks or registered trademarks of their respective companies __________________________________________________________________________________________________ Icon Time Systems Inc 15201 NW Greenb...

Page 3: ...ctions 11 Employee Functions at the Clock 11 Punching In and Out 11 Proximity Badge Entry 12 Web Punch Time Clock Entry 13 Tracking Paid Breaks 13 Department Change Punch In and Transfer 13 Entering Tips Job Numbers or Piece Counts 14 Chapter 2 Setting Your Time Clock Preferences 15 Setting Your Pay Preferences 15 Setting Your Overtime Preferences 15 Setting Your Punch Preferences 16 Setting Emplo...

Page 4: ...from Your Application 37 Updating Your Time Clock 38 Updating Your Time Clock from the Software Interface 38 Updating Your Time Clock Using a USB Flash Drive 39 Resetting Your Time Clock Passwords 39 Resetting the Software Interface Password 39 Resetting the Supervisor Mode Security Code 39 Changing Your Time Clock Software Interface Password 40 Changing the Time on the Time Clock Terminal 40 Chap...

Page 5: ...nal Child Clock Settings Available in Supervisor Mode 55 Chapter 10 Configure the Time Clock for Remote Access 57 System Requirements 57 Step 1 Set Up the Universal Time Clock on the Local Network 57 Step 2 Router Configuration 57 Assign a Static IP Address to the Time Clock 58 Set Up Port Forwarding on the Router 58 Step 3 Connect to Your Universal Time Clock over the Internet 59 Remote Connectio...

Page 6: ...ur Web browser Your Universal Time Clock can be connected directly to your computer via USB Ethernet connection or to your network via Ethernet For instructions on connecting your employee time clock please refer to the Quick Start Guide that came in your time clock package System Requirements Windows PC Mac Linux Android iOS or any other device that uses a web browser One available Ethernet port ...

Page 7: ... upgrade to 250 Proximity Entry Badges Sold Separately 15 Badges Included Remote Internet Access Option Additional Setup Required Additional Setup Required Paid Break Tracking QuickBooks ADP and Paychex Online Payroll Interface Auto Deduct Lunch Timecard Attendance Report Holiday NonWorked Hours Tracking Global Add Hours add hours for multiple employees with a single transaction Track Tips Job Num...

Page 8: ...as displayed below For example if the assigned address is 192 168 2 103 enter that text directly into the address field preceded with http Note If you are logging in using USB click the Employee Time Clock Login icon on your desktop or follow the same instructions described above entering 127 0 0 1 as the IP address Upgrade Feature SB 100 PRO RTC 1000 Benefit Tracking Accrue Benefit Hours for Vaca...

Page 9: ... programs are compatible with Windows operating systems only To download the Payroll Export program click on the appropriate link below QuickBooks www icontime com utc quickbooks export Paychex Online Payroll www icontime com utc paychex online payroll export ADP www icontime com utc adp payroll export Register your Time Clock We highly recommend that you register your employee time clock to ensur...

Page 10: ...p Your Employees for instructions on setting up employees and Chapter 4 Departments and Supervisors for instructions on configuring departments and additional time clock supervisors Reports Menu Your time clock comes with four reports that make it quick and easy to get the information you need to complete your work and process payroll In addition with the Create Report option you can run custom fi...

Page 11: ...d Out The employee procedure to punch In and Out at the time clock may vary depending on the entry method selected Refer to Chapter 3 Setting Up Your Employees for additional information The punch entry method procedures are described below Validated Entry Method The Validated Entry Method is the most common and recommended method for punching In Out with the time clock Enter the assigned PIN badg...

Page 12: ...fer to Adding a Punch in Chapter 4 for additional information Proximity Badge Entry Proximity badges allow employees to punch In Out by waving the badge in front of the time clock keypad There are many benefits to using proximity badges minimizing buddy punching quicker punching in and out and no PIN to memorize Proximity badges are assigned at the time clock terminal Follow the instructions below...

Page 13: ... paid break the employee must be assigned to the break department and must transfer into the break department To transfer into the break department follow the instructions below The employee must already be punched In to the employee time clock Enter the assigned PIN badge number on the time clock terminal or wave the proximity badge in front of the number 1 pad Instead of pressing Out press the B...

Page 14: ...ee Inputs on either an In or Out punch Employee Inputs are used to track employee tips piece counts or job numbers This optional data will be recorded on the Timecard Report Employee Inputs can be configured to collect data on either the In punch or Out punch Follow the instructions below to collect employee input data on the In punch Note This option must be activated under Setting Your Punch Pre...

Page 15: ...the calendar and select the date that your previous pay period started 3 Tip Use the and arrows to select the year Use the and arrows to select the month Click in the This Pay Start field to open the calendar and select the date that your current pay period started 4 Click in the Next Pay Start field to open the calendar and select the date that your next pay period will start 5 Type the time of d...

Page 16: ...ces and click on the Punch tab The Punch Preferences section displays Note The rounding rule selected affects all punches system wide The original punch time remains unchanged on the employee timecard The punch hours round according to the rounding rules set Follow the instructions below to set your Punch Preferences Select the applicable rounding type from the Rounding Type drop 1 down menu The a...

Page 17: ...h E Type the number of minutes in the Reject Like Punches within field If an employee accidentally tries to enter the same 4 type of punch at the time clock within the minutes specified the second punch is ignored Click Submit to save your settings and return to the Home page 5 Note Making a change to the rounding options will prompt the time clock to restart Doing so will make the time clock unav...

Page 18: ...n Refer to Chapter 3 Setting Up Your Employees for additional information Check the Hide Employee PIN checkbox to hide employee PINs ID 3 numbers at the time clock terminal preventing coworkers from viewing another employee s PIN Use System Prompt 1 2 and 3 fields to set up to three custom 4 prompts at the employee time clock terminal The default system prompt on the time clock display is Enter ID...

Page 19: ...SMTP Preferences Outgoing Email Settings should be customized if you wish to receive automatic email alerts or email the Timecard Report to an individual An SMTP server is a computer that receives outgoing mail messages from users and routes them to their intended recipients For additional information on setting up your SMTP server refer to Chapter 8 Software Upgrades Setting Your Alert Preference...

Page 20: ...e drop down menus under the Lifetime column to select the amount of time the alert remains on the Home page After that time the alert is automatically removed E mail If you have purchased the Email Alerts upgrade select how often you would like an e mail alert sent from this drop down menu See Email Alerts Upgrade for more information Repeat If you have purchased the Email Alerts upgrade select ho...

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