Fire or Emergency Evacuation Tip

Time Clock MTS has a useful feature that can be used in the event of an emergency evacuation or fire.  The time clock administrator can immediately print out an employee status report which can then be used to determine who should (or should not) be present after an evacuation. Here’s how to print the report:

The Current Status Report Menu

The Current Status Report Menu

  1. When using the Time Clock MTS Administrator Software or the Client software with the Reports User enabled go to the Reporting->Current Status Report Menu (see image above). 
  2. Printing Immediately

    Printing Immediately

  3. You’ll be asked if you want to print the report immediately (see above).  Choose the Yes option and you’ll be given the chance to select a printer (see image below) on which your report should appear shortly.
  4. Choosing a Printer

    Choosing a Printer

That’s all there is to it. You might be wondering why users need to log in before being able to print this report? The answer is that when it was available without logging in first we had many (many), oh so many reports of employees printing the report accidentally (or perhaps deliberately) in their day to day use of Time Clock MTS. Hence, it’s now only available when logged in.

This guide is just one of many you can find over at our Tips, Tricks, and How-To Guides page

How to Email Payroll Reports

Running the Employee ID Report

Running the Employee ID Report

This Time Clock MTS How-To article explains how to email payroll reports using Time Clock MTS Version 6 and later. Note that this will only work if you’re NOT using web-based email. So you’ll need to be using desktop email software like Outlook or Thunderbird or The Bat!. If you’re using web-based email like GMail or Hotmail then you’ll have to export your time clock reports to one of the many available formats and attach them to an email manually. If you’re using a desktop email program like Thunderbird that allows you to send email using a Hotmail or GMail account then YOU CAN EMAIL TIME CLOCK REPORTS using Time Clock MTS.

Time Clock MTS can create payroll reports and attach them directly to an email in many different file formats including PDF, HTML, Rich Text (RTF), Excel (XLS and XLSX), comma separated (CSV), plain text, and various direct image formats such as bitmaps, JPEG, and PNG.

Here’s how to email a Time Clock MTS Payroll Report:

  1. Log into Time Clock MTS as the administrator or as the reports user and run a payroll report. In this example we’re going to run the Employee ID Report (see image at the top of this article).
  2. The Employee ID Report

    The Employee ID Report

  3. When the report is generated it’ll be shown to you in the reporting window (see above). Look for the Email Report button on the far right of the toolbar and click it. When clicked a drop down will appear showing you the various file formats the report can be emailed in (see image below).
  4. Emailing the Report as PDF File

    Emailing the Report as PDF File

  5. Choose the format you want to email (we’re choosing PDF here) and Time Clock MTS will prompt you for a file name for the report (see image below).
  6. Choosing a File Name

    Choosing a File Name

  7. Give the report file a name, click the SAVE button and in a second or two your email client will pop up a new email message with the report file attached to it (See below).
  8. Ready to Email!

    Ready to Email!

  9. Now you’re ready to add some text to the email and send it!

How to Export Payroll Reports

The Generate Payroll Reports Screen

The Payroll Reports Configuration Screen

This Time Clock MTS How-To article explains how to export payroll reports for Time Clock MTS Version 6 and later. For earlier versions of the software read this article.

It is a common requirement that payroll reports from any employee attendance or time clock tool can be exported to other programs for further data processing or distribution about the company or to external service providers. Time Clock MTS is able to export all reports to a range of different formats including PDF, HTML, Rich Text (RTF), Excel (XLS and XLSX), comma separated (CSV), plain text, and various direct image formats such as bitmaps, JPEG, and PNG.

Here’s how to export a Time Clock MTS Payroll Report:

  1. Log into Time Clock MTS as the administrator or as the reports user and navigate to the Reporting->Payroll Reports menu.
  2. You’ll then be shown the Payroll Reports Configuration screen (see image at top of this page). Choose your report criteria (employees, departments, shifts, date range or job number) and one of the many payroll reports available in Time Clock MTS.
  3. Once you’re happy with the report selections click the Create Report button. Your report will be created and you’ll see a report something like that shown below:
  4. A Payroll Report

    A Payroll Report

  5. On the far right of the toolbar at the top of the report is the Export button. Click that and you’ll be given the chance to select what format you want to export your payroll report to. See the image below.
  6. Payroll Report Export Options

    Payroll Report Export Options

  7. You’ll see there are a number of export options. It’s simply a matter of choosing one of the options and your report will be exported to the chosen format and you’ll be given the opportunity to view your exported file once the process is complete. In this example we chose to export our report to the Adobe PDF format and we were able to view the exported file as shown below:
  8. The Exported Payroll Report in PDF Format

    The Exported Payroll Report in PDF Format

Full List of Export Formats Available

All Time Clock MTS Reports can be exported to the following formats:

  • Adobe Portable Document Format(PDF)
  • Web Page File (HTML)
  • Single File Web Page (MHT)
  • Rich Text (RTF)
  • Excel Spreadsheet (XLS and XLSX)
  • Comma Separated Text (CSV)
  • Plain Text (TXT)
  • Image format (BMP, GIF, JPEG, PNG, TIFF, EMF, WMF)

Time Clock MTS also includes a system for creating your own text based export formats for use in external payroll systems such as Quickbooks, Sure Payroll and Union Bank Payroll. For more information on creating your own export formats read the Data Export help topic.

Use the Employee List with Barcode Scanners, Magnetic Card or RFID Readers – Method 1

This post details the first way that the Employee List Interface of Time Clock MTS can be used with some sort of data reader (such as a barcode scanner, magnetic card reader, or RFID reader). This method relies on badges, bar codes, or RFID fobs being encoded with the employee name and a couple of other characters.

Badge Format

You must be able to print your barcodes, or encode your magnetic cards or RFID badges to a standard format for them to function with Time Clock MTS while it is operating with the Employee List Interface.  The required format begins with the standard = character, is followed by each letter of the employee’s full name  set on the Employee Information screen, and then concluded with the + character.

Thus, an employee with the name Hardy, Frank would need to be encoded as:

=Hardy, Frank+

While an employee with the full name Bob Jones would need to be encoded as:

=Bob Jones+

Clocking In and Out

Clocking in and out is simply a matter of encoding your barcode, magnetic cards, or RFID fob or badges as described above for each employee in Time Clock MTS. Once you’ve done that, plug the device into your computer and ensure it’s working correctly. You’ll need to make sure it’s either plugged into the keyboard port on the PC or in the case of a USB device make sure your “software wedge” is installed. To test if things are working correctly start up Windows Notepad and make sure it is the active Windows application. Scan your properly encoded employee barcode, card, or RFID badge and some text should appear in Windows Notepad that looks something like what we talked about earlier, =Bob Jones+ where Bob Jones is the Time Clock MTS employee name.

Once you’ve verified that the badges are working correctly start up Time Clock MTS and make sure it’s the active Windows application. Scan one of the employee badges and you should see that employee either clocked in or out. The software will clock someone in who is clocked out, and vice versa for someone who is clocked out.

Use the Employee List with Barcode Scanners, Magnetic Card or RFID Readers – Method 2

This post details the second way that the Employee List Interface of Time Clock MTS can be used with some sort of data reader (such as a barcode scanner, magnetic card reader, or RFID reader). This method relies on a unique identifier being stored with each employee and changing a single setting on the Interface Settings screen.

Data and Scanner Requirements

The first requirement for this method to a unique number of identifiers that are stored on a bar code, proximity card, or magnetic card. It doesn’t matter too much what the identifiers are as long as they are 255 characters or shorter. They could be pre-programmed fobs, bar codes generated in Excel using a barcode font, your internal ID badges, or a national identity card. Of course you must have means of reading this data and inputting it into a computer via a keyboard wedge or software wedge, which is the de-facto method most card, RFID, and bar code readers use.

Storing an Employee's Unique ID

Storing an Employee’s Unique ID

Store Unique ID’s with Employee Records

The first step in the process is to store a unique ID against each employee’s record in Time Clock MTS. This is done on the Employee Information screen (see above). Once you’ve got the employee’s information showing select the Unique ID field and scan the card, RFID fob, or barcode you’ve decided to allocate that employee. Your data reader will populate the field. Once done click the Save button. Repeat for each employee, remembering of course to allocate a different card, fob, or barcode to each employee.

Enable the Match Unique ID Setting

Enable the Match Unique ID Setting

Enable the Match Employee Unique ID Setting

The next step is to enable the Match Employee Unique ID setting on the Interface Settings screen (see above). Simply check the box and click Save.

Start Scanning Your Unique ID’s!

The final step is simply to start scanning your employee ID’s using your data scanner of choice. Of course, you must have the employee list interface selected for this to work. When an ID is scanned using your barcode scanner, or magnetic card reader, or your RFID fob reader (see below) Time Clock MTS will attempt to match the employee with that ID and punch them in or out depending on what their current status is. By the way the RFID scanner below was purchased for less than $20 along with 10 pre-programmed fobs like that shown. So it’s really not expensive to set this sort of system up!

USB RFID Read and Fob

USB RFID Reader and Fob

Move the Time Clock Data File to a New Server

This Time Clock MTS how-to guide is for users of the software who are replacing their in-house file server with a new one and need to move their time clock data file from the old server to the new one.  This guide covers what to do with both the Time Clock MTS Administrator software and the Time Clock MTS Client software.

Moving the Data File

1. Set Up New Mapped Drive

The first step in the process is to set up a mapped drive on your new server that points to the folder that your time clock data file is going to reside in. All computers that have Time Clock MTS on them must have full read/write/delete permissions on this folder. The actual process of setting up a mapped drive (and assigning correct permissions) is beyond the scope of this article but this guide may be useful. For this tutorial we’ve set up folders in the Windows Explorer window below. In the bottom left you can see mapped drives to the Old Server and the New Server, which are the G:\New_Server and H:\Old_Server folders. Of course your folder names and paths will be different but for the sake of an example we’ll work with this for this tutorial.

Setting up the Mapped Drives

Setting up the Mapped Drives

2. Move the Time Clock MTS Data File

Whether you’re using the Stand Alone Edition or the Network Edition of Time Clock MTS the first step is to move the Time Clock Data File to your new mapped drive. This is done by starting up the Time Clock MTS administrator software and logging in as the administrator using the File->Log in as Administrator menu and going to the Tools->Options->System Options screen. You can see that screen below.

The Time Clock MTS Administrator System Options Screen

The Time Clock MTS Administrator System Options Screen

Once you’re on that screen click the Move button. You’ll then be asked to confirm that you want to move the data file via these two screens:

Confirm the Move

Confirm the Move

Now Select a Directory to Move it To

Now Select a Directory to Move it To

Once accepted you’ll be shown a Windows Explorer window like the one below. It will be opened by default to the directory that your time clock data file is currently in (on your old server). In this example that’s the H:\Old_server folder.

Moving the Data File Location 1

Moving the Data File Location 1

Just navigate to the new folder where your data file is going to be moved to (on your new server). In the case of our example that’s the E:\New_Server folder.

Moving the Data File Location 2

Moving the Data File Location 2

Once you’re done selecting the folder to move your data file to click the Save button and you’ll be shown the screen below informing you of the success of the move. If you’re using the Time Clock MTS Stand-Alone Edition then that’s all that you need to do to move your data file to your new server. If you’re using the Time Clock MTS Network Edition then please read the Redirect the Time Clock MTS Client Software section of this how-to article.

Success! The file has been moved.

Success! The file has been moved.

Redirect the Time Clock MTS Client Software

Once you’ve moved your time clock data file to your new server you’re going to have to redirect the Time Clock MTS Client software to look for the data file in the new location. Note that you’ll have to do this on every computer that has the client software installed on it. Start up the Time Clock MTS Client software and log in as the administrator using the File->Log in as Administrator menu and go to the Tools->Options->System Options screen.

The Time Clock MTS Client System Options Screen

The Time Clock MTS Client System Options Screen

Once you’re on that screen click the Browse button and you’ll be shown a Windows Explorer window like the one below. It will be opened by default to the old directory that your time clock data file was in. In this example that’s the F:\Old_server folder.

Changing the Client Data File Location 1

Changing the Client Data File Location 1

Now navigate to the new folder where your data file was moved to. In the case of our example that was the G:\New_Server folder.

Changing the Client Data File Location 2

Changing the Client Data File Location 2

Click the Save button and you’ll be shown the message below informing you of your success! Don’t forget that you’ll have to follow this process for every computer that has the Time Clock MTS Client software installed on it.

new-server-client-4

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