Creating Employees the Easy Way

One change to Time Clock MTS is simply a new item added to the Employee Maintenance menu. This deceptively simple menu item Copy Selected Employee fixes up one of the most common complaints I had about Time Clock MTS. Usually the complaint went something like this:

“How can I add employees to Time Clock MTS without having to type in all the details for every single one?”

Well, prior to Version 2, the answer to this question was you just can’t add a number of employees quickly and easily. Right though, with the addition of the menu item above the job of adding many employees to Time Clock MTS has suddenly become a lot easier.

Here’s how to quickly add an employee using another employee record as a template:

  1. Add the employee you want to use as a template, give them all the settings you require including payroll, assigning to a department, a shift, and whatever else you need. For the sake of this example we’ll call this employee ‘John Smith’.
  2. Select the employee ‘John Smith’ in the employee list and then select the Employee Maintenance->Copy Selected Employee menu item.
  3. The employee maintenance screen will now been displayed with all the details already filled in, the name of the employee will be set to ‘Copy of John Smith’. All you need to do now is edit the details you want to change for this employee (such as the name, address, and PIN) and in just a few seconds you’ve created a new fully configured employee.

That’s it, there’s nothing else to it. Remember, when you do need to add an employee, and you want the employees record to be based on some existing employee you’ve already set up, then make use of the new Copy Selected Employee menu item!

Find Employees Easily on the Employee List Interface

The employee list interface of Time Clock MTS is simple and easy to use when you have a mouse and keyboard available. However, when the list of employees becomes long it can be a chore to sort through it to find a name to be able to clock in or out. Time Clock MTS Version 2.0.1 introduces a new feature to allow you to easily find a name on the list with just a few keystrokes.

Using the Find Employee Box

Using the Find Employee Box

At the bottom of the employee list you can see a light blue colored text box, in its default state this box says <Search for an Employee>. If you type some letters in this box Time Clock MTS will find the first employee in the list whose name starts with those letters, the more letters you type the more refined the search will be.

For example, in the screenshot above lets say you type a ‘M’ into the box, Time Clock MTS will find the first person whose name starts with ‘M’ and select them (in this case McHugh, Lisa). If you then type an ” it will select the first person whose name starts with ‘Mi’ (Minh, Melissa).

If you want to find someone in the list whose name includes (rather than starts with) some text then start the search box with an asterisk (*) and then type the text you want to search for. For example, if you wanted to find someone named “Lisa” in the employee list shown above you’d type “*Lisa” into the search box.

So, if you have a long employee list, and need to find your own name (or someone elses ) quickly and easily, just select the Search for an Employee text box, type in the first few characters of their name, and you’ll be taken to their listing almost immediately.

Excluding Times from Overtime Calculations

Time Clock MTS Versions 2.0.1 and higher feature a new setting to allow you to exclude a time pair from any overtime calculations. You can do this via the Tools->Edit Times menu. Just select the time pair you want to exclude from overtime calculations and click the Edit Time button and you’ll be shown the Edit Time screen.

The Edit Time Screen

The Edit Time Screen

To exclude a time from overtime calculations all you need to do is select the ‘Ignore for Overtime’ option for the time, and click the Save Time button to save the change. For overtime purposes this time will now be ignored for all overtime calculations regardless of other overtime settings. Let’s examine how this would work with some examples.

Example 1
Daily overtime set at 8 hours, weekly overtime limit set at 40 hours. Employee works a 5 day week of 10 hrs, 8 hrs, 8hrs, 8 hrs, and 8 hrs for a total of 42 hrs. The Time Clock MTS Administrator has flagged two hours of day one as ‘Ignore for Overtime’ because the employee was underpaid by two hours last week. Time Clock MTS will report this week as 42 normal hours only.

Example 2
Daily overtime set at 8 hours, weekly overtime limit set at 40 hours. Employee works a 5 day week of 8 hrs, 9 hrs, 9hrs, 8 hrs, and 8 hrs for a total of 42 hrs. The Time Clock MTS Administrator has flagged four hours of day 5 as ‘Ignore for Overtime’ because the employee went home sick during the day, the administrator wants the employee to be paid for these hours but not impact on overtime calculations. Time Clock MTS will report this week as 40 normal hours, and 2 daily overtime hours.

Why Use this Setting?
There are a few reasons why you’d want to make use of this setting:

1. It’s a way of helping administrators fix up underpayments from previous pay periods. You may want to just add a few hours to the current payroll period to make up for hours not paid previously, but you don’t want these added hours to impact on overtime for the current pay period.
2. You don’t want sick time or vacation time to impact on overtime calculations. Example 2 above covers this case.
3. It’s a way of employers paying employees for time they are making up. For example, an arrangement may be reached with an employee to have 4 hours off work one week on the understanding that they will make it up the next week. Of course you don’t want the make up hours to impact on overtime calculations for the second week.

Microsoft Access Database Password Support

The System Options Screen

The System Options Screen

Version 1.6.2 of Time Clock MTS was released today. It contained a couple of minor bug fixes and added one very important security feature, support for Microsoft Access database passwords.

Users finding and manipulating the back end database of Time Clock MTS has always been a problem. Time Clock MTS has always included a series of internal checks to try to detect this sort of manipulation, but of course no system is perfect. By including support for Access database passwords we have added one additional layer of security to ensure that your time and attendance information is accurate. Using a database password with a Microsoft Access database encrypts the data it contains and prevents non authorized access to the database when someone tries to open it with MS Access.

To setup Time Clock MTS to work with an Access database that is password protected follow these simple steps:

  1. Password protect your Access database using MS Access. How this is done depends largely on the version of MS Access that you have. Consult your MS Access help documentation for detailed instructions.
  2. Run the Time Clock MTS administrator program, the software will detect that the database back end is password protected and prompt you to enter the password.
  3. Once entered click OK and re-start the software as prompted. If you entered the information correctly then you’ll connect directly to the database. If you didn’t enter the password correctly you’ll be prompted to enter it again.
  4. You’ll need to repeat the password entry process for every client installation you have.

That’s all there is to it. If you’re wondering, the MS Access database password you enter into Time Clock MTS is stored locally on each computer (which is why you need to enter the password for every Time Clock MTS Client you have). The password itself is stored in an encrypted format for extra security.

When an Employee Forgets to Clock In

The Edit Times Screen

The Edit Times Screen

Employees forgetting to clock is a common problem that all employers have to deal with. Today we received an email from a Time Clock MTS user asking the best way to deal with this situation. Here’s the users question:

What I am trying to do is to clock in employees while they are working, because sometimes they forget to clock in at the beginning of the shift and they tell me about 2 hours later to clock them in, but I can’t because it won’t let me clock them in without giving them a clock out time as well, and well the times they leave varies because we work in the restaurant business

Solving the problem is easy. Here’s how in just a few simple steps:

  1. Log into Time Clock MTS as the Administrator.
  2. Go to the Tools->Edit Times menu.
  3. Select the employee you want to add the time for and click button-clock-out to clock one or more employees in or out (see image above) and select clock in selected employee.
  4. Click yes to confirm the clock in.
  5. Select the clock out time for the time you have just added on the list of times.
  6. Select that time from the list and you can now click button-edit to edit the selected time to adjust the time back to clock in when the person arrived at work. Click to save the time.

So now the employee is clocked in, with the time added manually and they can clock out normally at the end of the day. You can also add forgotten clock out punches in this way for one employee or all employees. This process takes just under a minute and really couldn’t be easier.

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