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!

Central New York Society for the Prevention of Cruelty to Animals

We were recently happy to donate a license of Time Clock MTS to the the Central New York Society for the Prevention of Cruelty to Animals. Fred Legawiec, a volunteer for the Society has been kind enough to write a few works about how they’ll be using the software. You can find Fred’s words below:

First and foremost, Thank you very much and I gladly accept the terms of the donated license. Here are the plans for the stand alone time clock in regard to the Central New York Society for the Prevention of Cruelty to Animals. (CNYSPCA):

As a volunteer for the CNY SPCA, I was asked to bring the hour logging of volunteers into the 21st century. Presently the SPCA uses three large binders that volunteers sign in their time in and time out hours on individual sheets! Not fun compiling the hours used! I looked at dozens of PC time clock programs but almost all were lacking in detailed reports. I read a review of MTS time clock program and downloaded the trial version! Perfection Personified!! It was exactly what we were looking for. Very simple to use, point and click clock in and clock out functions, fantastic report functions that allow for detailed reports by job function, flexibility that allows for main screen label changes. Our goal is to be totally PC functional by 1-1-2018 and thanks to MTS, it is within our reach!! With over 250 volunteers, the productivity just increased threefold for our organization. Great program for volunteer non-profit organizations that hope to utilize their volunteers to the maximum. Thank you MTS!! Fred Legawiec, Central New York Society for the Prevention of Cruelty to Animals.

Time Clock MTS Quick Test

Below are some instructions showing how to give Time Clock MTS a quick test. If the software fails at any time during the test please email any error messages to support@timeclockmts.com. Screenshots of any failures would be handy too. If you’ve got any general comments such as if the software is horrifically slow please let me know what they are,

1) Download Time Clock MTS from this link
2) Install the downloaded file. Read these instructions if you’re not sure how to install the downloaded file.
3) Run the software, the first screen you’ll see is the initial setup screen for Time Clock MTS (see below). Enter a password you’ll remember into the Administrator Password and Please Retype text boxes and then click SAVE. Ignore any warnings.

Setup Screen 1

4) You’ll then be shown the Welcome to Time Clock MTS screen (see below). Click the Create Sample Employees button. Once you’ve done that click the I’m Ready Let’s Go! button.

Welcome to Time Clock MTS

5) Log into Time Clock MTS by clicking the File menu at the top left of the application window and then clicking the Log in as Administrator menu item. You then be shown the screen below where you can enter your password that you entered in Step 3 above. Click the Login button when you’ve entered your password.

Administrator Login Screen

6) Once you’re logged in you’ll asked if you want to check for a new version. Click the NO button.

7) Click the Reporting menu and then the Employee ID Report option.

8) After a second or two you should see a screen that looks something like that below. If you do see that screen then that’s it, you’re done. Close down Time Clock MTS and uninstall it! Thanks for your help.

The Employee ID Report

Time Clock MTS and the Vinton First Aid Crew

Thanks to Chris Sayre, Assistant Chief of the Vinton First Aid Crew, located in Vinton, Virginia. Chris reached out to us asking about Time Clock MTS and was happy to share with us how they are going to use Time Clock MTS.

TimeClock MTS is replacing our outdated timeclock system. Our current timeclock system is outdated
and crashes all the time. We need a simple replacement that will allow us to track our volunteer’s time
for our rewards program. We need a system that will allow us to quickly clock in for emergency calls,
even when we are on our units. With the network version of the timeclock we can clock in and out from
our units using our wireless network.

Chris Sayre
Assistant Chief
Vinton First Aid Crew

New User Question and Answer

I like to post up the longer Q&A emails I get from prospective Time Clock MTS users. Here’s a good one I got last week:

1. Can a staff member be entered into more than one department?

No, each employee can only be in one department. If you want to track the time employees spend working on different jobs then I suggest you take a look at the job tracking system. See here:

Job tracking in Time Clock MTS

2. An employee wants extra taxes taken off their pay check (dollar amount). Is this possible?

Time Clock MTS doesn’t do any tax or deduction calculations.

3. We use ADP for payroll right now. Is it possible to connect with them to export payroll?

Sure. ADP can import CSV files and Time Clock MTS can product CSV files of pretty much any format. Just take a look the export data formats help page here:

Exporting Data from Time Clock MTS

4. What details will be shown on the “excel spreadsheet”?

Any report can be exported to Excel. The data shown will depend on what report you’re running.

5. For an employees overtime and double time to calculate on the reports, their schedule will need to be entered. Is this correct?

No. There’s no scheduling system in Time Clock MTS. Overtime is set from weekly limits which are set on the Tools->Options->Overtime Settings screen.

6. Is it possible to have 2 companies set up on one system? We have a company with approx. 50 employees and one company with 3 employees.

No, it’s not possible within the same data file. However, it’s a fairly simply matter to change which data file you are connected to using the Tools->Options->System Options screen and clicking the CHANGE button.

7. Does this program keep track of (or know) when stat days are? How will staff working these days be paid 1.5?

There’s a system to put your own paid holidays into the software. Paid holidays are paid at normal rate.

8. If we are networking, will it need to be linked by cords or it it wireless?

It can be either.

9. If we are networking, will we need a drive at each station?

Sorry I am not sure that I understand that question.

10. I was reading that the price of the program is for 1 year. Is that correct? So does that mean no support after one year also?

No, the price gives you a lifetime license to use the current major release of the software (version 5) and one year of email support and access to software updates. After a year you can renew your support/updates contract for a further year but your software will keep working whether you renew or not.

Exporting to SmoothPay from Time Clock MTS

SmoothPay is software for simple and efficient payroll processing. It originates from New Zealand and appears to be targeted at users in that country as well as those in Australia and Pacific nations such as PNG, Samoa, and the Solomon Islands. It runs on PC and Mac and the publishers have asked us about getting data from Time Clock MTS to their payroll system. Their export requirements are well documented and it’s a fairly simple matter to create a Time Clock MTS Export Format to suit SmoothPay.

First Step – Match Employee Badge Numbers

The first step you’re going to have to take is to match the Time Clock MTS Employee Badge Numbers with those used in SmoothPay. The badge numbers can be edited on the Employee Information Screen.

Create the Export Format

New Export Formats can be created on the Reporting->Data Export->Export Formats screen (view help topic for this screen). Navigate to that screen and create a new export format. You’ll then be shown the Add Export Format screen (see below).

SmoothPay Data Export Format

SmoothPay Data Export Format

Give the export format a name and then set the type. SmoothPay needs an aggregate format (total hours per employee for each day of the period) and requires the DD/MM/YYYY date format so you should go ahead and choose those options. Once you’ve done that you’ll need to match up your rate codes with the time types that are defined by SmoothPay. In the image above we’ve used the default SmoothPay rate codes that are found in their documentation but you should check with your own SmoothPay installation to make sure they match correctly.

The SmoothPay export file doesn’t require a header so you can leave that field blank. The final step to take is to create the actual export line format. Here’s what SmoothPay needs:

1,<EMPLOYEE_BADGE_ID>,”<RATE_CODE>”,””,””,””,<HOURS_DECIMAL>,””,””,””,””,<HOURS_DATE>,””,””,””

Just copy and paste that line into the export format text box, click the Save Export Format button and you’re done.

To use your new export format to export time clock data to SmoothPay use the Reporting->Data Export->Export Data screen.

The Export Data Screen

The Export Data Screen

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