The Tools ribbon tab contains an assortment of functions and utilities that apply to the employees as a whole.
Processing – communicate to the time clocks to get the punch information (polling), then process and calculate the punches into the time cards. This is typically performed as a scheduled task on the server.
Clock Communications – provides clock functionality other than polling, such as template management, setting the time, and configuration of the time clocks.
Preliminary Payroll - edit the preliminary payroll file before processing to the actual payroll file.
Pre Employment - perform a series of pre-employment checks before entering an employee into the software.
Import – add or update information in the software by providing Excel files.
Power Edit – provides a grid based view of the employees allowing you to change the labor levels, pay rules, base schedules and holiday groups for employees. This is quicker than going from employee to employee when you have bulk changes to perform. The grid allows you to group employees.
Close Pay Period – closes the pay period(s) to stop further editing. Use the pay period configuration to close the pay periods automatically. (A user that is already in the middle of editing an employee will be able to continue editing even after closing, until they click off from the employee).
Scheduled Tasks - schedule saved reports to be emailed automatically.
Move Reports - Move Saved Reports from one user to another user. This will also move the scheduled task for the saved report if there is any.
Messaging - display all users who are currently logged on in the software.
Update Team Support - for internal use only.
Processing comprises communicating to the time clocks to get new punches, and the calculation of the time cards and accruals.
Poll – retrieves the punches from the selected time clocks.
Select Clocks – selects the time clocks that you want to poll.
Time Card Calculation
No Calculation – no punch processing or time card calculation will be performed.
Employees With Unprocessed Punches – any new punches from polling the time clock, or any existing punches that match either a new employee or an existing employee with a new or changed clock ID, will be matched to the employee and their time cards calculated.
All Employees – this is a complete calculation of every employee's time card.
All Employees – this is a complete calculation of every employee's accruals.
In a multi facility software, you can select to calculate a single facility, or all facilities.
The below Time Cards / Pay Periods will are never recalculated:
- Closed/locked pay periods. (Open the Pay Period to have it recalculated).
- Pay periods older than the previous. (Freeze the Pay Period to have it recalculated).
- Time cards that have been approved.
Perform template management and clock configuration in Clock Communications.
Set Time (uses NIST time server) – updates the computer's time from the atomic clock and if successful, the correct time is sent to the time clock. This is the recommended way of setting the time.
Synch Employees – synchronizes the hand templates between time clocks. This gets a list of employees from each clock, deletes employees who should not be at a particular clock, updates the clock with the employee’s latest hand template, and adds any new employees. This is the recommended way to manage hand templates.
Synch Employees (Update Supervisors) - same as Synch Employees except that any users in the HandPunch that are supervisors will update the employee as a supervisor. Normally the software controls who is a supervisor at the time clock and not the time clock itself.
Configure – sends the configuration information to the time clocks.
Get Status – retrieves information about the time clock including the model number and the number of users enrolled.
Send Punching Zones – sends the information that restricts employees from punching at the time clock. This is based on the employee punching zone in their Clock Info tab or the employee's schedules if using schedule based restrictions (Work Pattern tab).
Send Employee Messages – sends the custom per employee messages to the time clocks.
Select Clocks – select the clocks to communicate to.
The miscellaneous tab contains less commonly used clock communication methods, which should be used with caution and only on the advice of tech support.
Get Employees – gets all hand templates from the time clocks, ignoring any information about when the template was acquired. Use this to get the hand templates from one HandPunch when switching from another system, when you know that one HandPunch has the best hand templates for the employees.
Send Employees – deletes all the hand templates then sends the hands in the software. If there are no hand templates in the software, then this will wipe the clock empty.
Set Time (uses computer time) – sends the computer's time to the clocks without verifying that the time is correct.
Get Configuration – use an existing HandPunch as the source of the configuration settings in the software. This is very handy when switching from an existing system to this software and you do not know what the settings in the time clock are.
Send Tech ID / Remove Tech ID – this sends a no verification hand template with supervisor authorization to the time clock so that a technician can gain access to the HandPunch configuration menus. You MUST follow these guidelines before using:
- Make sure another employee does not use the clock ID that you are going to use unless they are the supervisor and they are going to re-enroll themselves.
- Stop all communications to the HandPunch otherwise you will have this tech ID floating around in your time clocks.
- Once the technician has access to the HandPunch, they should remove and re-enroll their hand so that a biometric verifcation is required.
Calibrate – performs the calibration of the time clock. This command is of a limited value with the newer HandPunches as they perform a calibrate on powering up.
List Clients –
Who Is There? –
Keep Alive –
Private Message –
Status Bar Message –
Global Message –
Task Scheduler Version –
List Scheduled Tasks –
Update All Scheduled Tasks –
Move Off Current Employee –
Test Configuration –
Configuration Changed –
Exit Application –