Employee Maintenance

Add/Edit/Delete/Select An Employee

Here you can add, edit, delete, or select an employee to use with another task (for example dispensing Paid Time Off)

Many tasks (like pay period processing) can be done for "All Employees" or for just the "Currently Selected Employee" Other task (like the Accrual Wizards) can on be preformed only on the Currently Selected employee. After selecting the employee, choose the task by clicking on the desired task bar in the task list on the left. After the task is finished click back here to select another employee, then return to the task or select another.

To Select an employee to use with another task just click anywhere in the employee's row (except in the Active column). When selected, the employees name will be displayed in the Current Employee box above the grid and the employee will be available for use with several other tasks.

Finding who you want in the grid

Sort the Employees: The employees can be sorted by any column by click on the column heading. For example to sort the employees by last name just click on the Heading of the Last Name column. Similarly they can be sorted by wage, employment date, etc.

Filter the Employees: Each column has a filter box located directly beneath the column heading and above the first row. By entering a few characters in the filter box you can hide all the employees who don't match the filter. For example to filter out all employees whose last name does not start with the letter 'M' enter an 'M' in the filter box located just below the LastName column heading. Only employees whose last name starts with the letter 'M' will then be listed.

Adding Employees

Employees are always added in the bottom "Starred" row of the grid. The only info that you must add for an employee to use ShopClock is the employees name. By default the status of employees added to the grid is set to Active. If the employee is active (the is a Yes in the active column for that employee), then his/her name will be listed in the employee list and they will be able to clock in and out.

As soon as you start to add the new employee, a pencil will replace the star (indicating that the data has not yet been saved), and a new row with a star in its record selector will be added to the bottom of the grid. To Save the new employee you must move to another row - either by using the up and down arrow keys on the key board or by clicking above or below the current row.

Editing Employee Information

To Edit an employee click once in the cell you want to edit. A little boarder will be drawn around the cell In the above example the LastName column of Jill's row has been click on once and the last name "Officemanager" has the selection box drawn around it. At this point any characters typed will totally replace the contents of the cell.

To edit the cell contents without having to total re-enter them click twice more within the cell. An insertion cursor will now mark the spot where your edit will occur. If you make a change the black triangle in the row selector will be replaced with a pencil as shown to the left. The pencil indicates that changes have been made but not yet saved. To Save your changes you must move to another row - either by using the up and down arrow keys on the key board or by clicking above or below the current row.

To quit editing without saving the changes press the Escape Key until the pencil is gone.

To Delete and Employee

Click on the row selector (the row will become highlighted as shown above) and press the Delete Key on the keyboard. This will delete the employee and all of their time card data.

Or you can remove the employee from the Employee List (so that they can no longer clock in and out) but keep all of their data by changing their status to inactive. Just click in the active column to toggle the employees status. After changing an employees status, remember to move to another row to save your changes.

Active/Inactive Employees

Rather than deleting and employee, you may want to change their status from Active to Inactive.

Active employees can review their time cards by clicking on their names in the employee list on the left hand side of the time clock. They can then clock in and out. When an employee is no longer working for you, they can be deleted (but then all of their data is lost), or they can be reclassified as inactive by clicking on the Active column and changing the 'Yes' to a 'No'. Inactive employees are not listed on the time clocks employee list as so can no longer clock in or out. However, they are still listed in the Admin window and all of their past data is still available for review.

Importing Employees from QuickBooks

When using ShopClock with QuickBooks, QuickBooks serves as the master database. New employees should be added to QuickBooks and then the list of employees should be exported to ShopClock.

There are two phases to this operation: first the employee list must be exported from QuickBooks and saved to file located in an area of your computer that is easily accessible by ShopClock The way to do this varies slightly from version to version of QuickBooks. In QuickBooks Pro 2007, select the following QuickBooks menu option: File->Utilities->Export->List to IIF Files ... , as shown in the following screen shot.

When the "Select the lists that you would like to export" dialogue box appears select "Employees" and then click on the OK button and choose to save the file somewhere (like your desktop) where you can easily find it. Then click on the Import Employees form QuickBooks button on the Employee Maintenance task of ShopClock's Admin Window. Navigate to and select the employee list that you save earlier.

When importing the employee list, ShopClock uses the employees social security number to distinguish between employees. If no employee in ShopClock has a matching social security number the employee is added to ShopClock's list of employees. If ShopClock finds the social security in its database, it just updates the information based on the data in the import file.