TimePilot Central: Menus
Edit
Everybody makes mistakes. That's why it's important to be able to make changes—corrections, updates, etc.—to employees' transactions. This can come in handy if, for instance, an employee forgot to clock in and a supervisor wants to insert an In transaction for the employee.
- Modify...: Allows you to make changes to an employee's transaction. To use this function, first click on the transaction you want to modify, then click the "Edit" menu and choose "Modify." A box like the one at right will pop up. In it you can:
- Change the date of a transaction.
- Change the time of a transaction.
- Change a transaction from "Out" to "In" and vice-versa.
And if you click the "More" button (circled in the screenshot at right), you've get even more options:
- Tell the software not to apply Auto Lunch to this transaction.
- Change the location, shift, department or company or name of the clock listed in the transaction.
- Add a note to the transaction.
- Delete...: Allows you to delete a transaction from the database. First click on the transaction, then click "Delete." You'll be asked to confirm your choice before the transaction is deleted.
- Insert In Transaction: Allows you to quickly insert an "In" transaction for any employee.
- Insert Out Transaction: Allows you to quickly insert an "Out" transaction for any employee.
- Insert Amount of Time: Besides inserting in and out transactions, you can also insert a block of time for an individual employee; a paid vacation, for
instance. At the top of the box is a drop-down menu that lets you specify the category of time you're inserting:
- Regular Time
- Lunch Time (if you don't use Auto Lunch)
- Vacation Time
- Sick Time
- Holiday Time
- Unexcused Time
- Personal Time
- Jury Duty
- Bereavement Time
- Salary Hours
You can designate the date and amount of time to be inserted, as well as add a note that explains the insertion. Click here for details. You can also use this function to subtract time from an employee, if, for instance, an employee was paid inadvertently for hours they did not work in a previous pay cycle. To subtract time, click the "Negative Values" checkbox at the top right of the screen (the + signs will change to — signs next to the fields where you enter the amount of time added or subtracted) and continue as if you were adding time.
- Insert Pay: There may be a time when you want to reward an employee with a bonus in dollars. To do this, you'll use the Insert Pay function. When you Insert Pay, you specify the employee and the amount of his or her bonus. Click here for details.
- Add Note: Supervisors can add a note to a transaction. (Example: "Authorized to leave early by Joe Smith.")
- Check for Holidays: Generally, holiday transactions are handled automatically; the system looks at the holiday schedule that has been applied to each employee and inserts the appropriate transaction. However, what happens if you realize on July 6 that you've forgotten to include July 4 as a holiday on your schedule? You could add the holiday time to every employee, but that's probably quite time-consuming. A faster and simpler choice would be to use the Check for Holidays function. Click here for details.
- Adjust Transaction Dates and Times: If you have a group of transactions whose start and end time is off by a certain number of days or minutes (for instance, if you changed from Daylight Savings Time to Standard Time and you forgot to update your clock), you can use this function to adjust the entire group. Click here for details.
- Toggle Snap-To: Let's say you have the Snap-To function set up and assigned to a particular employee, so that if they click in up to 5 minutes before or after their 7 a.m. shift start, their clock-in time is snapped to 7 a.m. The employee clocks in at 6:56 a.m., but TimePilot Central will display the clock in time as 7 a.m. If you want to see when they really clocked in, highlight the transaction and click "Toggle Snap-To." Want to return to the snapped time? Repeat the actions above.
- Toggle Ignore Transaction: There may be times when you don't want the TimePilot software to consider a transaction when calculating work hours, but you also want to keep a record of the transaction. This function allows you to do that. Click the transaction to highlight it, then choose "Toggle Ignore Transaction" from the Edit menu. In TimePilot Central, this symbol will appear in the first column: , the transaction will be flagged with the word "Ignore" in the "Trans" column and the employee's work hours will be recalculated without including that transaction. Want to remove the "Ignore Transaction flag? Repeat the actions above.
- Suppress Salary Transactions: Normally, salaried employees' transactions for an entire pay period are automatically inserted the first time you start TimePilot Central in that pay period. If you don't want that to happen, click the box to suppress the automatic insertion. However, don't forget that now that the automatic insertion is turned off, you'll have to insert them manually (using "Insert Amount of Time" and choosing the "Salary Hours" Transaction Type.) Even if you use this function, the TimePilot system will still record clock-ins and clock-outs by salaried employees.
- Approve Transaction(s)*: This is a simpler way than a note to indicate that a transaction has been approved by a supervisor. There are several ways to use this function, though all have the same result: a check in the "OK" box next to the transaction. (see screenshot at right). Here are the ways to use this function:
- Highlight the transaction(s) that you wish to indicate has your approval, then, from the Edit Menu, click "Approve Transactions."
- Click the checkbox in the "OK" column in the list of transactions.
- Highlight the transaction(s) that you wish to indicate has your approval, hold down the Alt key on your keyboard and press "A"
Using any of the three methods will cause a check to appear in the checkbox in the "OK" column. Don't see the "OK" column? Here's how to see it:
- Click TimePilot Central's "View" menu.
- In the menu that appears, choose "Show/Hide Columns - All..."
- Check the box next to "OK" (it's the first item in the list.)
- Click "Save."
- The OK column will appear, with an "approved/unapproved" checkbox for each transaction.
- Unapprove Transaction(s)*: The opposite of Approve Transactions—it simply removes the check(s) from the checkbox(es). See the item above for details. The keyboard shortcut to unapprove a transaction is Alt-U.
*Note: Items marked by asterisks in the list above are only available in the Enterprise Edition of the TimePilot software. (Click here to find out what edition of the software you have.) If you find you need these items, you can order a reasonably priced upgrade to TimePilot Enterprise Edition at the TimePilot web site (https://timepilot.com/Enterprise/enterprise-softwareupgrades.htm), by contacting us at sales@TimePilot.com or calling us at 630-879-6400.