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 conform 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
  • Comp 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.

• 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.
  
  
• 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.