TimePilot Vetro

Adding Employee Profiles

You initially set up employees with iButtons or ID numbers when you installed the TimePilot software and ran the Setup Assistant. Later, after you've finished using the assistant, you'll probably find that you want to add more employees and assign them an iButton or an ID number.

For the greatest security we strongly recommend using iButtons. If you're using ID numbers, it's easier for one worker to clock in another; all they have to know is their co-worker's number. Because iButtons are usually kept on an employee's keychain, it's much less likely that an employee will loan another their keys to clock them in. Note: iButton serial numbers will appear in Employee Profiles in TimePilot Central after the clock-in and clock-out data is collected for the first time.

If you have an iButton Reader or a TimePilot Tap clock, it is easier to assign the iButtons to each employee by editing employees' profiles. iButtonReader instructions are here; Tap instructions are here.

When you save the changes to the profile, the software will guide you through the next steps to transfer those changes to each clock depending on whether the clocks are in Network Mode or Standalone Mode. If you don't have an iButton Reader or Tap clock, iButton assignments can be made using one of the following two methods:

For users of Standalone Mode (using USB drive to collect data)

1. Start TimePilot Central 5 by clicking the icon on your desktop.
2. Click the "Setup" tab on the left side of the screen.
3. Make sure you're in the "Employees" screen (note the tab at the top of the screen), then click the "+ Add a Profile" button.
4. Enter the employee's name and other information by filling in the blanks. If you want to allow this employee to clock in and out with an ID number, enter a four-digit number of your choosing and click the "Allow Employee to clock in/out with User ID." box in the profile's Identification section. You don't need to enter an iButton serial number; that will be done at the Vetro clock later in this process.
5. Click OK.
6. Insert your TimePilot USB drive into your computer's USB port.
7. Click the "Clock Manager" tab on the left side of the screen.
8. On the Clock Manager screen, right-click the image of the clock that will receive the employee. In the menu that appears, select "Transfer pending changes via USB." The data will load onto the USB drive.
9. When the loading process is complete, remove the drive from the computer and plug it into the USB port on the Vetro clock.
10. On the Vetro clock's keypad, enter Administrative Mode by pressing "99" and then "OK," followed by your Vetro password.
11. Select "Read USB Drive" from the menu that appears on the clock's screen by entering its menu number (3) on the keypad. The data will be transferred from the USB drive to the clock.
    
    If you're just using ID numbers to clock in and out, skip to Step 15. If you're going to use iButtons, continue with Step 12, where you'll assign an iButton to each employee:
12. Select "Assign iButtons" from the clock's menu by entering its menu number (4) on the keypad.
13. Use the up and down arrow keys to scroll to the name of the employee who will be assigned the iButton and tap the iButton to the "In" or the "Out" probe. The iButton's serial number will appear on the timeclock's screen.
14. Repeat Step 13 for the next employee.
    
    In the following steps, you'll load your employee data from the clock onto the USB drive and transfer it back to the TimePilot software, so both the clock and the software have exactly the same data.
15. Press "OK" to return to the Administration menu on the clock.
16. Select "Collect Data" from the menu that appears on the clock's screen by entering its menu number (1) on the keypad. The data will be transferred from the clock to the USB drive.
17. When the process is complete, remove the USB drive.
18. Press ESC to return to the Administration menu, then press ESC a second time to exit Administrative Mode.
19. Important: Finally, plug the USB drive into your computer running Clock Manager. The data will transfer into the software and your clock and software will be synchronized.

For users of Network Mode

1. Start TimePilot Central 5 by clicking the icon on your desktop.
2. Click the Setup tab.
3. Make sure you're in the "Employees" screen (note the tab at the top of the screen), then click the "+ Add a Profile" button.
4. Enter the employee's name and other information by filling in the blanks. If you want to allow this employee to clock in and out with an ID number, enter a four-digit number of your choosing and click the "Allow Employee to clock in/out with User ID." box in the profile's Identification section. You don't need to enter an iButton serial number; that will be done at the Vetro clock later in this process.
5. Click OK.
6. You will be prompted to transfer the changed to the clock. Clicking "Yes" will send the data to the clock.
   
   If you're just using ID numbers to clock in and out, stop here; the process is complete. If you're going to use iButtons, now you'll need to assign an iButton to each employee:
7. On the Vetro clock's keypad, enter Administrative Mode by pressing "99" and then "OK," followed by your Vetro password.
8. Select "Assign iButtons" from the clock's menu by entering its menu number (4) on the keypad.
9. Use the up and down arrow keys to scroll to the name of the employee who will be assigned the iButton and tap the iButton to the "In" or the "Out" probe. The iButton's serial number will appear on the time clock's screen.
10. Repeat Step 9 for the next employee, or press the "ESC" key to return to the Administrative Menu and ESC again to exit Administrative Mode.
11. Important: Now the TimePilot software on your PC must retrieve the newly entered iButton serial numbers. Return to TimePilot Central on your PC and open Clock Manager. Right-click on the picture of the clock, choose "Network Functions" from the menu that appears and select "Get ID assignments from clock." The data will transfer into the software and your clock and software will be synchronized.

Note: iButton serial numbers will appear in each employee's profile in TimePilot Central after the clock-in and clock-out data is collected for the first time.

Deleting an employee's iButton or ID code

Do you want to delete an employee's iButton or ID code? (This might occur if an employee leaves your company.) Here's how:

• iButtons: Enter Administrative Mode on your Vetro clock (99 > OK > password), select "Assign iButtons" from the clock's menu by entering its menu number (4) on the keypad. Use the up and down arrows to select an employee and press "1" to clear the iButton number. This process will change the employee's assigned iButton number to all zeroes. You can now assign his or her iButton to another employee.
• ID Numbers: Every employee has to have an ID number, but you can prevent him or her from clocking in with it. In TimePilot Central, open the employee's profile and clear the "Enable User ID Entry" checkbox. Then transfer your changes to the clock either with the USB drive or with the Clock Manager as described above.