4. USER SETTINGS (Set these before using Virtual TimeClock!)
Administrative Password
Payroll Period
System Time
Preferences
5. EMPLOYEE TIME CARDS
The Time Card File
Linking to a Different Time Card File
Creating the First Employee Time Card
Creating Additional Time Cards
Modifying Time Cards
Deleting Time Cards
Importing Time Card Information
6. USING TIME CLOCK
Clocking In & Out
Manually Adjusting Times
7. REPORTS
Printing A Single Time Card
Time Card Reports
8. SOFTWARE LICENSE
Distribution
License
Limited Warranty
1. GENERAL INFORMATION WELCOME!
Since its inception in 1988, Virtual TimeClock has grown up into a general purpose replacement for mechanical time clocks and hand written employee time cards. I have customized Virtual TimeClock to meet the needs of my clients while preserving its simple intuitive user interface. As a Shareware author, I am committed to your feedback and comments to continually improve the usefulness of Virtual TimeClock in your business environment.
VIRTUAL TIMECLOCK NEWS AND INFORMATION
Keith DeLong, the author of Virtual TimeClock, can be reached via e-mail at: kdelong@lightspeed.net The latest Virtual TimeClock news and information is available on the Internet at the following address: http://userzweb.lightspeed.net/~kdelong/timeclock
The Internet being as evolutionary as it is, my ISP may or may not even exist when you read this. If the above address is not longer valid, you will be able to find me by doing a search for the latest version of Virtual TimeClock at www.download.com or the Info-Mac archive.
2. OVERVIEW FEATURES
Virtual TimeClock uses the internal clock on your Macintosh to clock your employees in and out in much the same way as a mechanical time clock using a 2 week time card. Virtual TimeClock can be ran as needed or in the background of a departmental Mac. Alternately, many current users are running Virtual TimeClock as a dedicated program on older, otherwise unused Macs in a centrally located time area. Besides being high-tech and extremely cool, Virtual TimeClock provides the following benefits to you as a business owner:
Convenience
- Freedom from the hassle and cost of a mechanical time clock
- 14 day (56 event) reusable electronic time cards.
- At a glance knowledge of who is clocked in and out.
- Convenient back-up of electronic time card data.
- Easy to file standard size paper reports of time card histories.
- 'Try before you buy' fully usable Shareware distribution
Confidence
- Accurate information on employee arrival and departures.
- Optional administrative password protection for all administrative features.
- Optional password protected employee clocking in and out.
- Optional password protected time card access.
Flexibility
- Password protected time card modifications for management adjustments.
- At a glance knowledge of week to date hours and overtime by employee.
- User customizable calculations for computing time worked and overtime hours.
Time Saving Reports
- Accurately totaled employee hours (by the week).
- Optional calculated overtime for on a daily and/or weekly basis.
- Convenient time card summary report (registered version only).
CALCULATING TIME WORKED
The program has the ability to calculate work time to the minute or in quarter hour increments. The calculation method is set in the Preferences (select "Preferences" from the Edit menu). The Preferences dialog also enables you to set whether the program calculates daily and/or weekly overtime as well as the number of hours required to work daily and/or weekly before calculating overtime.
If quarter hour work increments is selected, the 'seven minute rule' is used to calculate employee time. The seven minute rule functions according to the following example:
7:53 - 8:07 = 8:00 (up to 7 minutes past the hour)
8:08 - 8:22 = 8:15 (up to 7 minutes past 8:15)
8:23 - 8:37 = 8:30 (up to 7 minutes past 8:30)
8:38 - 8:52 = 8:45 (up to 7 minutes past 8:45)
8:53 - 9:07 = 9:00 (up to 7 minutes past 9:00)
Since the same rules apply for clocking in and out, the credits and costs of this rounding process tend to even themselves out, creating a payroll and time scheme that credits hours worked in neat 1/4 hour increments.
68K AND PPC VERSIONS
Alas, a new use for those older classic Macs collecting dust! Virtual TimeClock is available in a black & white 68k version for use on older classic Macs (Plus, SE, Classic). The color PowerPC version is functionally identical to the black & white 68k version.
SYSTEM & MEMORY REQUIREMENTS
Virtual TimeClock has been tested on a wide variety of Macs using system 6.07 to Mac OS 8.1. The black & white 68K version runs in 1200k of RAM while the FAT PPC color version of Virtual TimeClock needs about 2 MB of RAM. A Mac SE30 running system 6.0.8 with 4MB of RAM and the 68K Black & White version of Virtual TimeClock makes a perfect stand alone time clock station.
Tip: Virtual TimeClock is anything but a speed demon on the older Macs. It does get the job done while leveraging your older, unused Mac hardware.
INSTALLATION
The Virtual TimeClock file is distributed compressed in a Stuffit format. Once unstuffed the Virtual TimeClock folder contains all the Virtual TimeClock files. The first time Virtual Time Clock is started, it creates a preferences file in the Preferences folder within the System folder.
Virtual TimeClock's 'all in one folder' design allows you to help me by putting Virtual TimeClock on a disk and giving it to your business friends for their evaluation. Virtual TimeClock does require a registration number every time it is moved to a new machine. While you are encouraged to share the program with others, please don't distribute your Virtual TimeClock registration number! Your support of Shareware keeps me developing affordable software for the small business community.
MOVING THE PROGRAM BETWEEN COMPUTERS
The Virtual TimeClock folder can be moved to another computer without losing its functionality. In order to move the color FAT version (2MB) application on a floppy disk, it will need to be compressed, stuffed or zipped before attempting to copy it onto a floppy.
In order to maintain your user preferences on the new computer, make sure you also copy the "Vtimeclock Prefs" file found in the Preferences folder within the System folder.
THE VIRTUAL TIMECLOCK FOLDER
As originally distributed by the author, the color FAT version and black & white 68K version of Virtual TimeClock 1.8 include the same number and named files.
Virtual TimeClock 1.8ƒ
Virtual TimeClock 1.8 program file
TimeCard(Standard) file
TimeCard (Small Screen) file
What's New?/Version History
Virtual TimeClock documentation in text format
Virtual TimeClock documentation in HTML format
VTCimages folder (contains graphics files for the HTML docs)
3. REGISTRATION SHAREWARE INFORMATION
You may use this software for a period of 30 days to evaluate its usefulness to you. A gentle reminder of the software's unregistered status will appear at launch, on the time clock window and on all of your reports.
If you continue using this software beyond your evaluation, you are urged to register the software with the author. The Shareware fee is $10 per employee time card you will be using in Virtual TimeClock. This sliding scale seems fair in that it allows affordable license fees appropriate to the size of your company and the proportional benefits you receive in using Virtual TimeClock.
Select REGISTRATION FORM from the File menu, complete the registration form, and select PRINT REGISTRATION FORM from the File menu. Mail the printed form along with your Shareware fee to the address printed in the registration form.
If the registration form is missing or inoperative in your software package, simply complete and print the form below, mailing it to:
A serial number will be e-mailed (or mailed if necessary) to you the same day payment is received. A single license fee covers a single Virtual TimeClock program running on a stand alone Mac at one business site. Contact Keith DeLong (kdelong@lightspeed.net) for information on running multiple copies or networking Virtual TimeClock.
ENTERING YOUR SERIAL NUMBER
In return for paying the Shareware fee, you will receive a license to use Virtual TimeClock, a serial number, a clear conscience =), and freedom from the Shareware reminders on your Virtual TimeClock screen and reports. Virtual TimeClock is easily registered by selecting SERIAL NUMBER from the Edit menu and entering the registration number and company name.
Tip: The serial number is tied to your company name as printed out on your Registration Form. This same company name is printed out on your time card reports. Make sure your entered company name matches your registered company name when you enter your serial number.
4. USER SETTINGS
The following user settings must be set prior to your use of Virtual TimeClock:
ADMINISTRATIVE PASSWORD
Virtual TimeClock's initial administrative password is PASSWORD. Passwords are not case sensitive. Since your entire system is protected by your administrative password, immediately change your administrative password to a password unknown and not easily guessed by your employees.
Select ADMINISTRATIVE PASSWORD from the Edit menu to change the administrative password. You must supply the old password (default is PASSWORD) to change it.
Tip: Disabling the administrative password. If your user environment makes the administrative password unnecessary, you can disable the frequent program requests for a password by changing the administrative password to 'NONE' (no quotes).
Tip: Changing the administrative password to NONE (disabling the feature) before doing a number of administrative activities within Virtual TimeClock allows you to do numerous tasks without repeatedly being asked for your administrative password. Caution: Make sure you reenter an administrative password when you are finished!
Tip: Entering the administrative password any time an employee password is requested allows you (the business owner or manager) to clock an employee in or out or change an otherwise unknown or forgotten employee password.
PAYROLL PERIOD
The payroll period beginning and ending dates are entered by selecting PAYROLL PERIOD from the edit menu. Virtual TimeClock allows for up to two week long payroll periods. For convenience sake, new payroll period dates are prompted from you when you print time card reports.
SYSTEM TIME
Virtual TimeClock runs using the standard Macintosh system time. If honesty is an issue, it is suggested you remove the 'Date & Time' control panel from your system extensions folder. This will prevent employees from being tempted to use the control to reset the Mac system clock thus change the true time or date clocked in or out.
Several solutions are in use for shops who desire to restrict employee access to the system date and time while preserving the ability to periodically reset the system:
1. The control panel can be moved to a separate utilities folder, putting it back in the system folder and rebooting the system only when needed. 2. A start up boot floppy can be made that includes the date and time control panel. 3. The date and time control panel can be stored on a floppy and copied over to the machine running Virtual TimeClock as needed.
Tip: in order to promote honesty, an 'immediate termination' policy for resetting the system clock or clocking other employees in or out is an effective deterrent. This type of policy has been widely used in businesses using mechanical time clocks.
PREFERENCES The preferences dialog is located by selecting PREFERENCES form the Edit menu. The dialog controls the program in four major areas: Calculating Time, Calculating Overtime, Password Protection and Report Defaults
Calculating Time Checking the "Round to quarter hours" check box causes Virtual TimeClock to round and calculate employee hours worked into quarter hour segments. Unselecting this option causes hours to be calculated to the minute.
Checking the "Auto calculate totals" check box causes Virtual TimeClock to automatically calculate all employee hours and totals on the fly. On newer Macs, this option will not significantly slow down the program and will provide up to the minute time card totals whenever you access the time card file. On older Macs, unselecting this option keeps the program functionality crisp. Time card hours can can be updated and displayed manually at any time by selecting TOTAL HOURS from the TimeCard menu.
Calculating Overtime Checking the "Calculate daily after..." check box causes Virtual TimeClock to calculate overtime hours according to the threshold number of daily hours entered. Unselecting this option prevents Virtual TimeClock from any calculation of daily overtime.
Checking the "Calculate weekly after..." check box causes Virtual TimeClock to calculate overtime hours according to the threshold number of weekly hours entered. Unselecting this option prevents Virtual TimeClock from any calculation of weekly overtime.
Password Protection Checking the "Clocking In and Out" check box creates the requirement for an employee password (or the administrative password) in order to use the timeclock (clocking in and out). Unselecting this option allows anyone to clock an employee in or out simply by clicking on the employee name.
Checking the "Viewing Time Cards" check box creates the requirement for an employee password (or the administrative password) in order to use the access the time card file (selecting OPEN TIME CARDS from the File menu). Entering a password will take the employee only to their time card without allowing access to other time cards. Unselecting this option allows anyone access to the employee time cards.
Report Defaults Checking the "1 time card per page" check box causes Virtual TimeClock to print one time card per page on a time card report. Unselecting this option causes Virtual TimeClock to print time cards in a continuous format.
Checking the "Print a summary" check box defaults Virtual TimeClock to print a time card summary report before printing out the detailed time card report. Unselecting this option causes Virtual TimeClock to not print a summary by default.
Tip: Both '1 per page' and 'print a summary' are default values only. They can be easily changed when you actually print. Both of these check boxes are also in the print dialog box when you select PRINT REPORT form the File menu.
Tip: These reporting features are only ignored in unregistered versions of Virtual TimeClock. Unregistered versions print only one time card per page and will not print a summary.
5. EMPLOYEE TIME CARDS
THE TIMECARD FILE
Virtual TimeClock comes with two empty TimeCard database files - a standard screen file and a smaller file for small Macintosh monitors. CREATE A BACKUP OF YOUR EMPTY TIME CARD FILE FOR archive purposes.
By default the employee time card file is available to anyone using Virtual Time Clock. The time card file can be password protected to limit employees to only looking at their own time cards. To enable this limitation, select the "Viewing Employee Time Cards" check box in the Password Protection options of the Preferences dialog.
LINKING TO A DIFFERENT TIME CARD FILE
Virtual TimeClock is initially linked to the standard sized Time Card File. This can be changed at any time by choosing SELECT TIME CARD FILE form the File menu. A standard Macintosh dialog will appear asking for you to link a time card file to the time clock. The program then builds an employee in and out list for the time clock window and automatically links the file to the program. Virtual TimeClock remembers the Time Card Link as long as the files are not moved or folders renamed.
CREATING THE FIRST EMPLOYEE TIME CARD
The first employee time card is created by modifying the blank 'Employee' time card included in the TimeCard File. To create the first employee time card:
1. Select OPEN TIME CARDS form the File menu.
2. On the blank time card, click on the Employee Name field. Enter the name of the employee you want to assign to this time card. (You will be asked to supply your administrative password to authorize the name change.)
3. Repeat step two for the employee Social Security number field
4. Select EMPLOYEE PASSWORD... from the TimeCard menu
A. Enter a unique password for the employee
B. Verify the new password by entering it again when prompted.
Tip: A common password used for employees is their birth date. It's hard for them to forget and unlikely to be immediately remembered by other employees.
CREATING ADDITIONAL TIME CARDS
Additional employee time cards are created by selecting NEW CARD from the TimeCard menu. After supplying your 'administrative' password, the resulting dialog box asks for the employee name and social security number. After selecting the 'Create' button on the dialog, Virtual TimeClock will ask you to enter and then confirm an employee password for this employee. The program then creates a new employee time card, alphabetizes the time card file, and adds the new employee to the Employees Out list in the main Virtual TimeClock window.
MODIFYING TIME CARDS
Selecting EMPLOYEE PASSWORD from the TimeCard menu allows employees or owners to change their passwords.
Selecting TOTAL HOURS in the TimeCard menu will total the hours worked to date on any or all time cards.
Selecting CLEAR TOTALS in the TimeCard menu clears the current totals of hours worked to date on any or all time cards.
Selecting CLEAR CARD in the TimeCard menu allows the owner (with the administrative password) to delete all time card information (clock ins and outs) from the current or all time cards.
Selecting DELETE LINES in the TimeCard menu allows the owner (with the administrative password) to delete a number of consecutive lines from a time card. This command is usually used when old time card information has been previously reported on but not deleted automatically (perhaps there is a question on the hours worked possibly requiring another report to be run).
Clicking on any line on a time card allows the owner (with the administrative password) to modify the date and/or times in and out.
Clicking on any field on a time card allows the owner (with the administrative password) to modify that field.
DELETING TIME CARDS
Selecting DELETE CARD in the TimeCard allows the owner (with the administrative password) delete the current time card. One Time card is always required in the TimeCard file. The final time card cannot be deleted since it is necessary as a place holder for the TimeCard database.
IMPORTING TIME CARD INFORMATION
Importing allows you to switch time card file types (standard or small screen) or bring existing time card data into a new time card file as upgrades are released. Importing preserves all employee data (including passwords) as well as any existing time card hours. Beginning at the Time Clock window, the import process is as follows:
1. Ensure than both the existing time card file and the new time card file are in the same folder with Virtual TimeClock.
2. Link to the new time card file which will receive the data. (see 'linking to a new time card file' above)
3. Select IMPORT TIME CARD DATA from the File menu (it will be disabled if you have the Time Card file open!)
4. From the resulting dialog, select the old time card file which has the data you want to import.
5. Select 'OK'
The new (linked) time card will contain all the information from the old time card file.
Tip: Beginning with version 1.8b6, all passwords are encrypted. After importing time card files from pre 1.8b6 versions of VTC, you will need to manually reenter each employee password. When prompted for the old password, simply use your administrative password to override the unencrypted password that was imported.
6. USING TIME CLOCK CLOCKING IN & OUT
The user interface for Virtual TimeClock is very simple. The Virtual TimeClock main window consists of two list boxes entitled appropriately enough 'Employees Out' and 'Employees In'. The lists show all employee names and lists them alphabetically according to their 'in' or 'out' status. Clocking in and out is as simple as a single click on your name.
By default the employee time clock can be used by anyone. The time clock can be password protected to limit employees to clocking themselves in by entering their assigned employee password. To enable this limitation, select the "Clocking In and Out" check box in the Password Protection options of the Preferences dialog.
If password protection is enabled, when the employee clicks on his/her name a dialog box appears requesting the employee's password. Successful entry of the employee password (or the administrative password) records the employee 'in' or 'out' time on their time card and moves their name to the list appropriate to their new status as 'in' or 'out'. At any time during the day, the main window of Virtual TimeClock will inform you at a glance who is clocked in or out.
MANUALLY ADJUSTING TIMES
If an employee forgets to clock in or out, the owner (with the 'administrative' password) can make manual adjustments to the employee's time card. An employee who forgets to clock in can clock in when they remember and then request a manual adjustment to their time card. The employee who finds they forgot to clock out can clock out the next time they clock in and then proceed with a new clock in. As an owner, you can easily go back and modify the employee's time card to reflect a true (agreed upon!) clock out time and day. To modify a time card:
1. Select FIND... from the TimeCard menu.
2. Enter the employee name and select "OK".
3. The employee time card will open (assuming timecard password protection is off)
4. Click on the line of the time card you wish to modify.
5. Entering your 'administrative' password allows you to add, modify, or delete any line on the time card.
7. REPORTS
Unregistered versions of Virtual TimeClock print a shareware reminder at the top of each time card report. The registered version of the program prints your company name (as entered on the registration form) on the top of each page.
PRINTING A SINGLE TIME CARD
The PRINT THIS CARD file menu is only available when the time card file is open. After navigating to the time card you desire to print, simply select PRINT THIS CARD from the File menu. The hours, total hours, and any overtime are all automatically calculated before the time card is printed. A printer can be directly connected to your Virtual TimeClock station (can you say Imagewriter?), the Virtual TimeClock station can be networked to a printer, or the time card file can be put on a disk using 'sneakernet' to bring it to another Mac for printing from a second copy of Virtual TimeClock. Printing from a Mac other than the original Virtual TimeClock station requires you to exercise care to keep both machine's payroll period in sync. The payroll dates in the report printing dialog box is an easy place to make sure you are calculating payroll for the proper time period.
Tip: When moving the time card file to another computer running Virtual TimeClock for printing, you can also copy the "Vtimeclock Prefs" file in the Preferences folder within the System folder. Moving the preferences file ensures that that the overtime and payroll calculation preferences and the payroll dates are the same on both computers accessing the time card file. In order to ensure proper access of the user preferences, make certain that Virtual TimeClock is NOT running when you copy the preferences file.
Tip: Saving a copy of your Time Card file previous to printing reports and clearing the time card data is a great way to archive your employees time cards.
TIME CARD REPORTS
Employee time card reports can be easily printed at any time from either the main Virtual TimeClock window or from within the time card file by selecting PRINT REPORT form the File menu. After supplying the administrative password, the reports dialog allows you select the number of copies as well as manually modify the dates which are totaled.
The printer dialog gives you the option to print continuous or one-per-page time card reports. There is also a check box allowing you to print a time card summary. These features only function in the registered version of Virtual TimeClock! Unregistered versions only print in one-per-page format and will not print a time card summary.
While all hours recorded on the time card are printed, only hours within the time interval specified in the print dialog are included in the totals. All hours, total hours, and any overtime hours are all automatically calculated before the time cards are printed.
If the default interval of the entire payroll period is used for the report, a dialog box follows the print job allowing you to automatically save or delete the time card data just printed. If the time card data is deleted, the user is asked to update the payroll period dates for the next payroll period.
For registered users, the file menu also offers the option to print just a time card summary. Summary reports are a great tool for entering time card totals into payroll programs or to forward on to another department or payroll company for processing.
Tip: Only Time cards with the "Payroll Report" box checked on the time card are printed during a report run. This allows you to keep a terminated, inactive, vacationing, or disabled employee's time card 'on file' for a period without printing a blank time card for them during report cycles where they have not worked any hours.
8. SOFTWARE LICENSE DISTRIBUTION
Virtual TimeClock (the Software) is a copyrighted work. It is not in the public domain. It is freely distributed as Shareware. As Shareware, you are encouraged to give a copy of this software to another individual if you include this document and all other related software materials that came with this software package. The Software may not be sold, incorporated into other products, or in any way commercially sold or marketed without the prior written consent of the author.
LICENSE
No license exists during the evaluation period of the Software. Unregistered Software is not warranted and is distributed 'as-is' for the purpose of evaluating the usefulness of the software for a 30 day period.
Once the Software is registered with Keith DeLong, the Software license is the property of Keith DeLong or his licensors and is protected by copyright law. While Keith DeLong continues to own the Software, you will have certain rights to use the Software after your registration and acceptance of this license. Except as may be modified by a license addendum which accompanies this license, your rights and obligations as a registered used of this Software are as follows:
You can:
1. Use one copy of the Software on a single computer;
2. Make one copy of the Software for archival purposes, or copy the software onto the hard disk of your computer and retain the original for archival purposes;
3. Use the Software on a network, provided that you have a licensed copy of the Software for each computer that can access the Software over that network;
4. After written notice to Keith DeLong, transfer the Software on a permanent basis to another person or entity, provided that you retain no copies of the Software and the transferee agrees to the terms of this agreement.
You cannot:
1. Copy the documentation which accompanies the Software;
2. Sublicense, rent or lease any portion of the Software;
3. Reverse engineer, decompile, disassemble, modify, translate, make any attempt to discover the source code of the Software, or create derivative works from the Software; or
4. Use the registration number provided with this license on more than copy of the Software.
LIMITED WARRANTY
Finally, a word from our lawyers...
Your sole remedy in the event of loss resulting from the use of the Software will be that Keith DeLong will, at his option, refund the money you paid for the Software. Keith DeLong does not warrant that the Software will meet your requirements or that operation of the Software will be uninterrupted or that the Software will be error-free.
The above warranty is exclusive and in lieu of all other warranties, whether express or implied, including the implied warranties of merchantability, fitness for a particular purpose and non infringement. This warranty gives you specific legal rights. You may have other rights, which vary from state to state.
REGARDLESS OF WHETHER ANY REMEDY SET FORTH HEREIN FAILS OF ITS ESSENTIAL PURPOSE, IN NO EVENT WILL KEITH DELONG BE LIABLE TO YOU FOR ANY SPECIAL, CONSEQUENTIAL, INDIRECT OR SIMILAR DAMAGES, INCLUDING ANY LOST PROFITS OR LOST DATA ARISING OUT OF THE USE OR INABILITY TO USE THE SOFTWARE EVEN IF KEITH DELONG HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. SOME STATES DO NOT ALLOW THE LIMITATION OR EXCLUSION OF LIABILITY FOR INCIDENTAL OR CONSEQUENTIAL DAMAGES SO THE ABOVE LIMITATION OR EXCLUSION MAY NOT APPLY TO YOU. IN NO CASE SHALL KEITH DELONG'S LIABILITY EXCEED THE PURCHASE PRICE FOR THE SOFTWARE.
