Displaying a Single Department on the Time Clock MTS Client

This Time Clock MTS How-To guide explains how to restrict the employees displayed on the Time Clock MTS Client Software to a single department. This is useful if you do not want employees from one department seeing employees from another department when punching in and out. It’s even possible to create a department per employee and restrict display to a single employee per time clock computer. Here’s the steps to follow to restrict the employees displayed on the time clock client software to one department:

Create Departments and Assign them to Employees

To learn how to create and assign employees to departments take a look at this how to guide.

Show Department Folders

The next step is to display department folders on the time clock employee list. To learn how to do this take a look at this how to guide.

Configure the Time Clock Client Software to Display a Single Department

On the computer where you want to restrict display of employees to a single department start up the Time Clock MTS Client program. You’ll see that all employees and departments are displayed as per the image below:

All Departments Visible

To select a department to display Log in as the Administrator and go to the Tools->Options->System Options screen. Toward the bottom of the screen is a drop down labelled Only Display Employees from Dept (Local PC Only). Click that and select a department to display. See the image below for a visual explanation:

The System Options Screen

Once a department is selected click the Save button and log out of the administrator account using the File->Log Off of Administrator Account menu. The list of employees will refresh and you’ll see that only the employees from the selected department are displayed. See the image below.

Only One Department Visible

Note that the parent department on the display has Filtered next to it to remind you that you’re seeing a filtered display of employees. Note also that the filtering ONLY takes place when you’re not logged into the Administrator account.

Assigning Time Clock Employees to Departments

This Time Clock MTS How-To guide was the result of this question by a Time Clock MTS User:

I have multiple companies under the same timeclock. How do I assign employees to a specific department? Employees are always in the same department. We do not mix the 2 departments at all.

So, how do you set up departments, assign them to employees and then report on those departments? This how-to-guide covers the entire process.

Managing / Creating Departments

The Tools->Options->Departments screen can be used to create and manage any number of departments in Time Clock MTS. Add, edit, or delete departments using this screen. The Manage Departments screen can be seen below in the process of adding a new department called “Manufacturing”.

Adding a New Department

Assigning an Employee to a Department

Assign your employees to the correct department once you’ve created your company department list. This is easily accomplished by selecting the employee you want to edit and going to the Employee Maintenance->Edit Selected Employee->Employee Information screen. On this screen towards the top is a dropdown box containing each of your departments. Just select the department you want your employee to work in from this drop down and click the Save Employee button. Below you can see what this screen looks like while we’re assigning an employee to the “Accounting” department.

Assigning the Employee to the Department

Running a Payroll Report for a Department

You’re going to want to report on their activity once you’ve got employees assigned to a department and they are punching in and out of Time Clock MTS every day. This is usually done by running a payroll report from the Reporting->Payroll Reports menu. Select a department from the Department drop down box at the top left of the Report Configuration screen (see image below). Making a selection from this drop down allows you to filter any report by department.

Running a Departmental Payroll Report

Some payroll reports are specifically designed to create departmental information. These include the Departmental Wages Report and the Simple Wages (Departmental) Report.

That concludes this how-to article. It should be noted that this method will only work if your employees always work in one department. If your employees split their time between departments then you’d want to use the Time Clock MTS Job Tracking System. If, for example, you’re a restaurant and your employees split their time between front-of-house and the bar then you could create a job called “front-of-house” and one for “bar” and have your employees punch in and out each job as required. But that is really the subject of another how-to article!

Stand Alone Edition Running on More than One Computer

The Stand Alone Edition of Time Clock MTS can only be used on one computer. However, if you ever need to move it to a new computer (perhaps because the old one died) you’ll want to move your time clock software and data file to the new computer. When you run the Stand Alone Edition on the new computer for the first time you might be confronted by this screen:

Warning : Time Clock MTS is running on more than one computer

This can happen because your old computer died while Time Clock MTS was running and some cleanup to your data file didn’t happen as it should. Rectifying the problem is simple. Just click the Continue button and then log in as the administrator and go to the Tools->Manage Connections screen.

The Manage Connections Screen

On this screen you’ll see something like that above. The red line indicates the old computer’s connection to your time clock data file. All you need to do is click on that line and then click the Disconnect button. This will remove the entry and you should see something like this:

The old connection is now gone and you’re ready to use your new Stand-Alone installation without further interruption!

The Date Format on Report Configuration Screen

From time to time we get asked how to change the date format on the report configuration screen. In fact, you cannot change the format from within our software because the format used is retrieved from the Windows regional date format setting. However, you can certainly change the format, from say, MM/DD/YYYY to DD/MM/YYYY but you’d have to change the regional date format that Windows uses and then restart Time Clock MTS to pick up the new setting.

For example here’s the relevant part of the Report Configuration screen with the Windows 10 Region Format set to English (United States):

English (United States) MM/DD/YYYY Format

And here’s what it looks like with the Windows 10 Region Format set to English (Australia):

English (Australia) DD/MM/YYYY Format

Now, how you change your Windows regional date format is really beyond the scope of this article. But if you’re on Windows 10 type “region” into the taskbar search box and choose the Region & Language Settings option. Then choose the Additional date, time, & regional settings option which you’ll see part way down the screen. Finally on the Clock Language, and Region window choose the Change date, time, or number formats and choose your regional format from the window that then appears.

Choosing the Date Format Region (Windows 10)

Choose Time Punches from Hours and Minutes or Decimal Hours

Time Clock MTS records all time punches accurate to the second. It can display elapsed times between time punches in either hours and minutes (1:30) or decimal hours (1.50). Hours and minutes are typically used for timesheets in most businesses. Decimal hours are usually used when time needs to be tracked, costed, and even charged out. Obviously it’s a lot easier to cost out 10.85 hours at $50 / hr than it is to cost out 10 hours and 51 minutes at $50 per hour. Changing how times are displayed in Time Clock MTS is controlled from the Tools->Options->Report Settings Screen.

Change the Time Display Format on the Report Settings screen.

Choosing between the two time display formats is simply a matter of choosing an option from the Display Times as drop down.

A Comparison of the Two Time Display Formats

Below is a side-by-side comparison of the same time card displayed with hours and minutes (left) and decimal hours (right).

Hours and Minutes

Decimal Hours

Some examples to note are the first time punch, recorded as 7 hours and 30 minutes on the left and as 7.50 hours on the right, and the second punch recorded as 7 hours and 15 minutes on the left and 7.25 hours on the right.

Setting up Simple 40 Hour Weekly Overtime

Here’s a question we got recently from a user:

I’m wondering how to setup our overtime rules. Our overtime is calculated based off a Sunday to Saturday work week. Any hours worked over 40 should be paid at overtime rate.

There’s two things to answer here, firstly, how to setup the work week, and second, how to setup the simple 40 hour weekly overtime. The first day of the work week can be configured from the Tools->Options->Payroll Settings screen, which is only accessible when you’re logged in as the time clock administrator. The Payroll Settings screen scan be seen below.

Simple Overtime – Payroll Settings

To change the First Day of the Week choose an option from the First Day of Week dropdown. In this case we’re going to choose Sunday. This means that overtime calculations will start on Sunday of each week. Next we need to adjust the overtime settings to suit, overtime settings are available on the Tools->Options->Overtime Settings screen (see below).

Simple Overtime – Overtime Settings

Setting up weekly overtime using this screen is quite simple. Make sure ALL boxes are unchecked except for the Pay Weekly Overtime box. Enter the Weekly Overtime Limit in the text box next to this checkbox, in this case 40 hours. The final step is to choose a Overtime Calculation method from the Overtime Calculation dropdown box. We’ll choose “Weekly Only” in this case. When you’re happy with settings click the Save button and you’re done!

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