Usage Tips
Suggested Daily Operating Routine
Regular management of Time & Attendance Data is key to keeping your ClockRite System running efficiently and ensuring that reports are accurate. This article presents a suggested Operating Routine designed to streamline the process of data management and help you get the most from your ClockRite System
In this article
While it isn't always feasible to download and review Time & Attendance Data every day we recommend doing so at least once a week if possible. It's best to avoid leaving everything until payroll day, especially while the system is new and staff are still getting used to clocking in and out
Step 1: Downloading Data
Use the Clock Utility to download clocking records from the Terminal(s). Data can be downloaded via network (LAN/WAN/WiFi), or via USB. This process can take a little while and must not be interrupted. Downloads may take longer if you are performing a download from multiple clocks, have a large number of employees, or if data is more than one month old.
Users with Multiple Networked Clocks
If there are multiple Terminals on the network the Clock Utility will attempt to download form each of them in sequence, one Terminal at a time. In the event that a Terminal cannot be reached, the Clock Utility will return an [Error Code -7]. Simply click OK to prompt the Utility to move on to the next Terminal in the sequence.
Once data has been downloaded the Clock Utility can be closed. Downloaded data will then be processed automatically.
If users click on the Software while it is processing it may display a (not responding) message. If this happens the software must not be closed down, as this may lead to loss or corruption of data. The Software will always return to a responding state within a couple of minutes, and users are advised to be patient and allow the Software to complete all operations before closing it down.
Step 2: Reviewing Data
Downloaded clocking data can be viewed and managed in the Time & Attendance screen. Depending on the kind of information you are looking to get from the ClockRite System there will be a number of things to consider when reviewing Time & Attendance data:
- Uneven Clockings - Signify where an employee has missed either an IN or an OUT clocking, or clocked twice by mistake. All Uneven Clockings must be amended to ensure accurate Reports.
- Absences - Signify where an employee has not registered any attendance clockings on a designated work day if the corresponding Day Rule has been set to flag absences. Absence codes can be assigned against absences as needed.
- Late Starts & Early Finishes - Signify where an employee has clocked IN late, or clocked OUT early if the corresponding Day Rule has been set to flag these things.
- Minimum Hours not Worked - Signifies where an employee has clocked fewer than their expected number of hours if the corresponding Day Rule has been set to look out for this.
- Number of Clockings - Signifies where an employee has registered fewer than their expected number of clockings if the corresponding Day Rule has been set to look out for this.
Uneven Clockings, Minimum Hours, and Number of Clockings flags can be searched for using the Next Discrepancy button, highlighted in green on the lower toolbar of in the screenshot above. The button will take you through all Uneven Clockings, Minimum Hours, and Number of Clockings flags in the System, starting with the oldest by date. If the Next Discrepancy button regularly brings up old or irrelevant 'junk' data, consider performing a Database Archive
Absences, Late Starts, and Early Finishes are not highlighted by the Next Discrepancy button and must be identified manually.
If you don't want to amend a discrepancy, right click on it and select 'Mark/Unmark OK' to clear it from the Status bar. 'Mark All Ok' will clear all Status notifications currently on the screen. Note that Uneven Clockings must be corrected in order for the Software to properly calculate total hours.
Step 3: Generating Reports
Once Time & Attendance Data has been checked and amended, accurate Reports can be generated. Reports can be filtered by date, Company, Department, and Individual as needed.
Some useful reports include:
| Clockings and Hours: | A comprehensive breakdown of the Time & Attendance screen by Employee |
| Hours and Gross Pay (Summary): | A concise breakdown of hours worked and accumulated pay over a specified date range |
| Today's Clockings: | An at-a-glance review of the day's Clockings |
| Absence by Calendar View: | A calendar summery of all Absences |
| Holiday Status: | A breakdown of holidays taken and remaining holiday allowance by employee |
Archiving Data
Archiving is a way of removing old or irrelevant data from the ClockRite System. Such 'junk' data may be left over from initial setup and registration of fingerprints, or may occur if the system has not been managed for an extended period of time. Performing an Archive can also reduce the size of the current database and speed up calculations and loading times within the Software.
Select File, Create Archive in the ClockRite Software to perform an Archive. The System will create an Archive of all data prior to the date selected.
Once Archived, data will no longer be part of your main database. Although Archived data can still be accessed through menu options in the ClockRite Software we recommend using the Archive feature with caution. Apart from clearing the System of 'junk' data before going live, most users will not need to archive data unless the system goes unmanaged for an extended period of time. If you do wish to archive data, we suggest doing so in line with your financial or holiday year.