Applies to versions: 1.8, 1.9, 1.10, 1.11, 2.0

Clock In and Out from the TimeIPS Station

Once employees have been entered into TimeIPS with an Employee ID/Badge Number, they can begin clocking in and out. Various employee identification devices are available. Any of the following employee identification devices can be used with any TimeIPS system, although not all are included with every system.

Clocking Modes

TimeIPS clocks offer three operating modes:

• Smart Clocking Only
  

  If you are only using automatic input devices, such as barcode scanners or proximity card readers, you may wish to use "Smart Clocking Only" in order to disable the explicit "Clock In" and "Clock Out" functions, which are designed to be used with a keypad. Older versions of TimeIPS (Prior to Version 1.6) only supported Smart Clocking mode.

• Explicit Clocking Only

If you have a keypad, you may wish to use "Explicit Clocking Only" to require employees to specify whether they are clocking in or clocking out. This behavior is recommended to help identify missed clocks and simplify those corrections.

• Both Methods
  

  By default, both methods are accepted. This allows automatic input devices to work, and allows employees to specify the intent of their clock.

Configure clocking modes under Administration -> Clocking -> Clock Configuration on the Input tab.

The clocking mode can be set per clock, so that clocks with automatic input devices can behave differently than clocks with keypads, if desired.

Numeric Keypad Overview

The keypad is the most common and most versatile clocking device. It allows employees to clock in, clock out, change jobs, check status and enter notes.

Clock Events Using Keypad in "Smart Clocking" Mode

Key Label	Key Name	Description
/ [Info]	Information Code	Retrieves clock-in/out status and hourly time information for an employee
* [ID]	Time Entry Code	Denotes that the following ID number is for time entry
ENTER	Enter Key	Submits job code and/or ID number combinations to the system
Num Lock (if present)	Keypad Lock	Locks and unlocks the keypad
Esc (if present)	Escape	Cancels the current input or exits the current menu
0-9	Number Keys	Used to enter ID numbers and job codes
BS	Backspace	Used to remove last typed character in case of incorrect entry

 

• A successful clock IN or OUT will generate the "In" or "Out" voice confirmation and the LCD will indicate the current date, time, employee name and time IN or OUT.
• If you mistype when entering any number, use the "BS" (Backspace) key on the keypad to clear incorrectly typed numbers.
• The NumLock key must be active for proper keypad function.

To Clock-In/Clock-Out Using the Numeric Keypad

• Type an Employee ID/Badge Number and press [Enter].
  Example: 112233 [Enter]

To Check Clocked In/Out Status and Hours Remaining

• Type forward slash on keypad followed by an Employee ID/Badge Number and press [Enter].
  Example: /112233 [Enter]
NOTE: Hours remaining only display for hourly employees.

If your system includes Job Tracking

Clock-In to a Job/Change to a New Job

• Type the Job Code * and an Employee ID/Badge Number and press [Enter].
  Example: 4567*112233 [Enter]

"Smart Clocking" Keypad Command Examples

* The above commands are followed by pressing [ENTER] on the keypad/keyboard
Note: Job and Work Order functions require IPSJOB and or IPSJWO modules

Clock Events Using Keypad in "Explicit Clocking" Mode

Key Label	Key Name	Description
/ [Info]	Information Code	Retrieves clock-in/out status and hourly time information for an employee
* [ID]	Change Job	Denotes that the employee wants to change jobs
+ [Next]	Clock In	Denotes that the employee wants to clock in
- [Prev]	Clock Out	Denotes that the employee wants to clock out
ENTER	Enter Key	Submits job code and/or ID number combinations to the system
Num Lock	Keypad Lock	Locks and unlocks the keypad
Esc (if present)	Escape	Cancels the current input or exits the current menu
0-9	Number Keys	Used to enter ID numbers and job codes
BS	Backspace	Used to remove last typed character in case of incorrect entry

 

• A successful clock IN or OUT will generate the "In" or "Out" voice confirmation and the LCD will indicate the current date, time, employee name and time IN or OUT.
• If you mistype when entering any number, use the "BS" (Backspace) key on the keypad to clear incorrectly typed numbers.
• The NumLock key must be active for proper keypad function.
• Additional data may be gathered after entering the badge number, including department, work order, job and note.  The prompt mode is set per clock, and can be code input, or selection from a list.

To Clock-In/Clock-Out Using the Numeric Keypad

• Type either + or -, then an Employee ID/Badge Number and press [Enter].
  Example: +112233 [Enter]

To Check Clocked In/Out Status and Hours Remaining

• Type forward slash on keypad followed by an Employee ID/Badge Number and press [Enter].
  Example: /112233 [Enter]
NOTE: Hours remaining only display for hourly employees.

If your system includes Job Tracking

 

Clock-In to a Job

• Type + and an Employee ID/Badge Number and press [Enter]. Then, enter a job code and press [Enter].
  Example: +112233 [Enter]
  Example: 4567 [Enter]

Change to a New Job

• Type * and an Employee ID/Badge Number and press [Enter]. Then, enter a job code and press [Enter].
  Example: *112233 [Enter]
  Example: 4567 [Enter]

 

If your system includes Work Orders

 

Clock-In to a Work Order and Job

• Type + and an Employee ID/Badge Number and press [Enter]. Enter a Work Order code and press [Enter]. Then, enter a job code and press [Enter].
  Example: +112233 [Enter]
  Example: 2000 [Enter]
  Example: 4567 [Enter]

 

Change to a new Work Order and Job

• Type * and an employee ID/badge number and press [Enter]. Enter a Work Order code and press [Enter]. Then, enter a job code and press [Enter].
  Example: *112233 [Enter]
  Example: 2000 [Enter]
  Example: 4567 [Enter]

 

"Explicit Clocking" Keypad Command Examples

* The above commands are followed by pressing [ENTER] on the keypad/keyboard

Biometric Reader Overview

TimeIPS can validate employee identification using biometric fingerprint/thumbprint authentication. Employees clock in and out of TimeIPS and are asked to present their thumb for validation.

TimeIPS offers multiple types of biometric readers, suited to the needs of different businesses. Please review the enrollment and training instructions that are included in the manual that accompanied your biometric device.

Configuration for biometrics are under Administration -> Clocking -> Biometric Validation

See the article on Biometric Validation (keyword "bio") for details.

Magnetic Swipe Badge Reader Overview

The magnetic swipe badge reader is an optional employee identification device for use with employee magnetic swipe badges.

Swiping a Magnetic Swipe Badge

When preparing to swipe a badge, be sure that the front of the badge is facing away from the indicator light and the badge's magnetic strip is facing toward the light. Insert the badge starting at either end of the reader slot and swipe completely through it, exiting the other side. If swiped correctly, the reader will beep to indicate success. If there is no beep, you may have the card backward. Turn the badge so that the magnetic strip is facing the indicator light and try again.

If the clock event is successful, an audible tone will be heard for "In" or "Out" and the LCD display will indicate the current date and time, employee name and the time IN or OUT.

INDICATOR	EVENT	DESCRIPTION
Green Light	Ready to swipe	The reader is ready to read or has successfully read your badge
Audible Beep	Successful swipe	The reader has successfully read your badge
Red Light	Incomplete Swipe	Swipe the badge again with a full swipe
Does not blink or beep	Badge is backward	Reorient the badge so that the back is facing the indicator light and the magnetic strip is fully inserted into the reader

Setting Up Employee Badges

For information on how to set up employee badges, see the article on Setting Up Employee ID and Badge Numbers for Swipe Badge Systems (keyword "badge").

Barcode Reader Overview

The barcode badge reader is an optional employee identification device for entering employee time and Job Tracking information.

Typically, barcode readers are used in "Smart Clocking" mode. A Job or Work Order barcode is scanned first, then a badge with a barcode for the employee's ID.

Proximity Card Reader Overview

The proximity badge reader is an optional employee identification device for use with employee proximity badges that offers higher-security employee identification.

Proximity readers make it fast and easy for employees to clock IN and OUT. In addition, there's no chance of entering an incorrect badge number, reducing errors and saving time for managers.

Web Browser Overview

The Remote Clocking module allows employees to clock in/out, change jobs and check their status using a computer terminal and web browser.

See the article on Remote Clocking (keyword "remote") for details.

Telephone Clocking Overview

Employees can clock in/out, record a clock note, check current status, and listen to messages.

See the article on Telephone Clocking (keyword "phone") for details.

Wireless Device Overview

Wireless devices such as PDA's and web-enabled phones can be used to clock in/out and check status remotely.

See the article on Remote Clocking (keyword "remote") for details.

General Clocking Overview