ShopClock ( time clock software) Features

Hours Per Session
Each time an employee punches in and out of the ShopClock is considered work session and is displayed as a single row on the employee’s time card. An employee can have as many sessions as desired. For example, an employee can punch in and out in the morning and then again in the afternoon. That way lunch and be any length and is not included in the hours worked.
The hours worked for each session are calculated by dividing the time in seconds between when the employee clocks in and out by 3600. This number can be displayed as decimal hours (rounded to the nearest hundreds of an hour) or as hours:minutes:and seconds. The total number of Regular, Overtime, Vacation, and Sick hours worked or taken during the pay period are displayed in the status bar at the bottom of the time card. This keeps employees constantly informed as the number of hours they have worked during the current pay period, and thus helps them avoid working overtime. Back to Top of Page

Regular & and Overtime Hours Per Week
ShopClock can calculate overtime according to either the U.S. Department of Labor's Fair Labor Standards Act (FSLA) or California's Labor Standard section 510. The FSLA method is used by default. In either case you can select any day of the week as the first day of your work week.
ShopClock automatically calculates overtime correctly no matter when pay period ends or begins. Previously paid hours, used solely to calculate over time, are clearly marked on ShopClock's Pay Period Processing Report. Back to Top of Page

Gross pay per Pay Period
Gross pay is included on the administrators password protected Pay Period Processing Report, but in order to keep pay rates confidential it is not displayed on the employees timecard. Back to Top of Page

Flexible Pay Periods
Each pay period runs from the close of the previous pay period until closed by the administrator. There is nothing to “Setup”. – Just close the pay period (by running the Final Pay Period Processing Report) when it’s time to do payroll. Thus, for example, for a weekly pay period just close once a week (which day doesn't matter – overtime will be correctly calculated). For a biweekly pay period close every other week - again which day of the week doesn't matter. For semimonthly, just close twice a month (or example on the 1st and 15th), and for monthly close only once a month.
When a pay period is closed the time cards are automatically cleared and made ready for the next pay period. However, the data is not lost. It is kept on file for the summary reports, and If needed, any pay period can be re-opened, edited by the administrator, and then re closed. Back to Top of Page

Employee Passwords
The Employee Password can only be assigned by the system administrator. If a password has been assigned to an employee, the employee must click on their name and then enter the password, before they can punch in or out. When the employee clicks on their name a second time, their time card will be hidden and cannot be redisplayed without re-entering the password.Back to Top of Page

Employees can easily avoid working unauthorized overtime
By displaying the total hours worked this week at the bottom of each time card (even when some of the hours belong to a previous pay period) ShopClock makes it easy for employees to avoid working unauthorized overtime.Back to Top of Page

Employees punch in/out in just 2 mouse clicks (ScreenShot)
In order for the employees to punch in or out they must first click on their name and (enter their password if one has been assigned), then click on the ShopClock Icon located above their time card. If the employee is currently punched out, they will be punched in and a new row (work session) will be added to their time card. If they are currently punched in, then they will be punched out and the hours worked for that session will be calculated and displayed at the end of the session row and added to the regular and overtime calculations displayed at the bottom of the time card.
Sadly, it’s true. Not everyone is a highly skilled computer mouse user and for some non computer using employees clicking on a tiny box like the one containing their name may be difficult. To make it easier for them, you can change the size of the buttons. The size of the button containing the employees name can be changed by clicking on the line between two names and dragging it up (to make the button smaller) or down (to make the button bigger).
If you make the buttons too big (or you have to many employees) not all the names will be visible at the same time. In this case, a scroll bar will appear to the right of the names allowing employees to scroll up or down until their name is visible. ShopClock works best when the size of the name buttons are adjusted such that all of the employees are visible. Back to Top of Page

Proof Sheets make finding mistakes easyScreen Shot
How does the saying go - Everyone one makes mistakes except you and me, and I’am not so sure about you. Well, it’s true. Employees sometimes forget to punch in or out. Then it looks like they started working when in fact they were quitting, and maybe even like they were quitting when then tried to punch in the next day.
Half the work fixing these mistakes is finding them. This is a big part of the reason why ShopClock displays an updated version the employee’s time card each time they punch in or out.
But ShopClock does more, it also provides a Proof version of the Pay Period Processing Report, which can be printed as many times as needed prior to finally closing the pay period. The Proof version of this report is identical to the Final version except that it does not close the pay period. Since this report calculates and prints Total Time, Over Time, and Gross Wages as well as the sessions worked for each employee it is easy to find the errors that need to be corrected before the pay period is processed and closed Back to Top of Page

Mistakes are easy to correct
These mistakes can easily be corrected by the Administrator. By Clicking on the Padlock next to the ShopClock Icon at the top of the time card and then entering the password, the Administrator can unlock the time card. When the time card is unlocked the time in or out can be edited.
If the employee completely forgot to punch in and out new work sessions can be added by entering the data in the last row of the time card. (It becomes visible when the time card is unlocked). Back to Top of Page

Importing the Employee List from QuickBooks Screen Shot
If you are using ShopClock with QuickBooks 2004, setup is particularly easy, you just import the employee list exported by QuickBooks, and then add the amount of vacation and sick leave time available to each employee. Back to Top of Page

Exporting ShopClock's data
When printing the Final Pay Period Processing Report, ShopClock's data (regular and overtime hours worked and vacation/sick leave hours taken) can be Exported directly to QuickBooks via an IIF (Intuit Interchange File) or to other payroll package as a CSV (comma separated text) file.
If your payroll package can import time clock data but not in either of these formats, let us know. We'll be happy to develop the required file Back to Top of Page

Easy Network Setup
Network setup is very easy. First install ShopClock on your sever. Then from the Network Setup task of the Admin window, download and install Microsoft SQL Server express edition. This is very easy, just clicking on the link will download and install a named instance of the server. After the ShopClock instance of Microsofts SQL server has been installed return to the Network Setup task and click on the Use Network Database button. Repeat this last step on each of the ShopClock clients you wish to use. If you plan on using more than 50 clients please contact us.

Employees can punch in and out on any computer
Because ShopClock can be used over a network employees can punch in and out on any computer on the local area network. They don't even need to punch out on the same computer they punched in on.Time data always comes from the server. Back to Top of Page

Use any computer on a network for administrative tasks
When ShopClock is installed on a network any of the computers can be used by the Administrator. Admin tasks are password protected. Back to Top of Page

Overview of Vacation/Sick day management systemScreen Shot
Our Vacation/Sick/PTO day management system is based on an interactive Calendar. Vacation, Sick, Holidays, Breavement, and PTO time is added (or removed) by clicking on calendar dates.

To enter an employees vacation, you simply click on each of the calendar dates, and enter the desired number of hours making up the desired vacation. As the calendar dates are clicked on the background color changes to red to show that the current employee has scheduled vacation time on that day. At the same time the number of vacation hours available to the employee is reduced by the Hrs/Day, and the time is actually scheduled on the employee's time card. Since the vacation time doesn't show up on the time card or get processed until the appropriate pay period, you're done. When the vacation arrives the time will already be on the timecard and will be processed.

If a mistake is made or the employee wants to change vacation days changes, just click on the calendar date again. The date is cleared, the scheduled time is removed from the time card, and the hours are added to the vacation hours available.

Other employees vacations are depicted on the calendar as dates with tan backgrounds. Holding the left mouse button down on one of these days brings up a list of the employees scheduled to take vacation on that day. Clicking a second time on the tan date will schedule vacation time for the current employee and turn the date red. Click a third time on the date will remove the vacation time (adding the hours back to the employees hours available) and turn the date back to tan.

Managing Sick days is similar, except that the days turn green and other employees sick days are not depicted. Holidays and PTO time can be entered for a particular employee of for all employees at the same time
Back to Top of Page
Built in Calendar displays all scheduled vacations and used sick daysScreen Shot
A calendar which displays a full year begriming with the current month is used to schedule vacation and dispense sick days. The calendar, which can be scrolled forward and backward a year at a time, displays the vacations days (planed or already taken) for all employees in tan. The current employee's vacation days are depicted in red. Access to the Calendar is via the Employee Administration window and is password protected. Back to Top of Page

Add or remove managed time (Vacation/Sick/PTO/Holiday/Grief) days with a single mouse click
Vacation/Sick Days are scheduled (and unscheduled) by clicking on a calendar date When a vacation/sick day is added to the calendar: the hours available to the employee are reduced by the hours per day scheduled and the actual time is entered on the employees time card. It will be come visible on the time card during the appropriate pay period. On the time card vacation days hours are shown in dark red and sick time is shown in green. Vacation/sick time can be unscheduled by clicking again on the scheduled date. This clears the calendar, removes the session from the time card, and adds the hours back to those available to the employee.Back to Top of Page

Remaining vacation/sick time is automatically updated
The number of vacation/sick hours available to each employee can be adjust whenever you like (usually at the first of the year or on the employees employment anniversary). Although the vacation/sick time is measured in hours, it is scheduled or dispensed in days. The number of hours per day that will be dispensed defaults to 8, but can be easily change to any number (less than 24) just prior to scheduling vacation/sick days. As days are added to the calendar time it is also added to the employees time card and remove from the hours available.Back to Top of Page

Managed time (Vacation/Sick/PTO/Holiday/Grief) days appear on employees time card in the appropriate pay period
Although a time clock session is added to the employees time card each time a vacation day is scheduled, it will not show up on the time card (nor will it be processed) until the appropriate pay period. This is because time cards only show activity through the current day. When vacation/sick time is not used in overtime calculations, and when processed appears as additional hours labeled appropriately Vacation/Sick time is exported along with the rest of the employees data.
Back to Top of Page

On Screen Time Card - keeps employees informed Screen Shot
Whenever the employee punches in or out, their time card is immediately updated. Regular and overtime hours worked and vacation or sick leave taken is displayed at the bottom of the time card. This helps the employees spot any errors: – perhaps they forgot to punch in or out – perhaps the computers internal clock has drifted and is no longer correct (by the way, on XP there is a setting to automatically set the computers time to the correct time each week – shareware programs are also available which can to this as often as you like). In some cases employees may be asked to monitor their time worked in order to avoid incurring overtime.
Employees can also print their time cards without administrator assistance.Back to Top of Page

End of Pay Period Reports (Proof & Final).
ShopClock provides a Proof version of the Pay Period Processing Report, which can be printed as many times as needed prior to finally closing the pay period. The Proof version of this report is identical to the Final version except that it does not close the pay period. Since this report calculates and prints Total Time, Over Time, and Gross Wages as well as the sessions worked for each employee it is easy to find the errors that need to be corrected before the pay period is processed and closed Back to Top of Page

Employee Phone List
This report which lists employees alphabetically by last name and includes their phone numbers is provided as a convenience. It is, of course, password protected. Back to Top of Page

Employee Birthday Report
This is another password protected report which is provided simply as a convenience. The employees are listed on this report in the order their birthdays occur throughout the year. Back to Top of Page

Easy Backup Utility
Backing up is essential. It not only protects you from hardware failures but also can protect you from operator errors, and can even provide a way to archive old data. Our backup software is flexible and powerful. Flexible because you can backup up to any device like a floppy disk, USB memory Stick, Zip Drive, on the same computer or if they are shared resources on any computer on your local area network.
Our software also creates an automatic backup of the data the first time any employee clocks in each day. These backup can be restored by the administrator with a single click. Back to Top of Page

Database utilities are included (and easy to use)
ShopClock uses either Microsofts SQL Compact Editon (for single computer installations or Microsofts SQL Server Express Edition for networked installations.. Tools to manage these servers are included in the Backup and Restore task. Back to Top of Page

Sensitive areas are password protected.
We realize that payroll data, wages and such can be very sensitive so we have protected the Admin Window of the shopclock with a password. The Admin password is encrypted, can be changed whenever you like (provided you know the current password) and has a place for you to put a password hint so you won’t forget it. Back to Top of Page

Updates are included
Things always change, and updates are often required to deal with them. Sometimes updates just add new features. In any case updates are always included with a ShopClock subscription. You won’t need to worry about being left behind or not having current code. We always welcome suggestions for improving ShopClock. Suggestions can be submitted from our support pages. Back to Top of Page
LogMeIn Support
We now offer LogMeIn support. If you have a high speed internet connection we can can login to your computer, help with setup tasks, trouble shoot, demonstrate program features and more. We can not login without your premission.You need to enter a 6 digit pin number and ask to contact a techinician each time you want us to login.

E-mail support
We like email. It gives us a chance to think before we answer and thus our answers tend to be a bit better - even if we deliver the answer via phone.

We offer several support alternatives (all are included with a ShopClock subscription). . Your first and quickest method to answer any question is to consult the online manual. The manual provides a quick overview path, a table of contents, and an Index which may prove helpful for quickly zeroing in on a particular problem. Next check the Frequently Asked Questions section of our web site. It will keep growing as we add interesting and or frequent questions. If that doesn't answer your question, then send us a support request via email from the Contact Us page. Please send in the support request via the link on the Contact Us page. (Our email clients will not mistakenly reject your email as spam if sent from there). We will try to answer email as soon as possible and at least by the end of the next business day. Since we may answer your email by phone please be sure to include your phone number and the times you are likely to be available. Back to Top of Page

Phone support .
Finally, for those times when you desperately need help to get payroll out – the use of our toll free number is included in your subscription - just give us a call (9am - 5pm Weekdays, legal holidays excluded) You'll find our phone number on the bottom of every web page, in the Contact Us page, and in your online manual. .Back to Top of Page

Employee and Computer Limits
ShopClock-3 can support many employees and client computers. By license it is limited to 500 employees and 50 client computers. If you have more than 500 employees or intend to install ShopClock on more than 50 client computers please call for pricing. The Microsoft SQL Express Editon database server is limited by Microsoft to two gigabytes. If you exceed that you will need to upgrade to a different version of msql
Back to Top of Page

ShopClock Features Summary