INDEX

Install/Uninstall

Launch Time Clock program

Create Users/Password

Delete Users

Set Access Levels

Create Manager User

Setup in IntraVet – program path

Launch/Use from IntraVet

Clock In/Out

View Timesheets/Reports

Manager Access

Make Adjustments

Backup Instructions

Troubleshoot

NOTE: This is completely separate software from IntraVet. Be sure that you add the Time Clock information/data to your daily backup routine.

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Install 1. Insert the Time Clock disk or IntraVet Update 290 and above.

Time Clock CD:

The Install Shield Wizard should come up automatically. (If it does not, open the drive in My Computer. Double-click on the setup.exe file [sailboat icon])

Update CD:

If you use the IntraVet Update CD:

• Go to My Computer.

• Right-click on your CD drive and select Explore.

• Double-click on the Miscellaneous folder.

• Double-click on the Time Clock folder.

• Double-click on the setup.exe file (sailboat icon).

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2. Click Next.

3. Select which type of Time Clock to be installed.

• Single User (not recommended)

• Multi-User (always use – recommended)

• For multi-user option on the server, select “server” to put the data here only or server/workstation if you will both put the data here and run the Time Clock program from this computer.

o Server-only runs engine/data storage location (not recommended).

o Workstation – allows log in from desktop/no data stored on PC.

o Server/Workstation – runs as a Server and a Workstation.

NOTE: If you are running Terminal Services and wish to launch Time Clock from within IntraVet, be sure to install the Server/Workstation type on the server.

• Click Change to change the path of the install to from C:\Public\Timeclock to M:\Timeclock\ if you have IntraVet hardware and wish to ensure this data is backed up daily (recommended). See Backup Instructions section below.

***If you want to change the default install location and there is not a Time Clock folder, you may need to create one before you continue with the installation***

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4. Click Next.

5. Click OK.

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6. Click Install.

7. Click Install.

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8. Click Finish.

MULTI USERS If multi-user, run the install on other workstations. Choose multi-user, then workstation as the install type (server should be chosen for one computer only).

You will have a Time Clock icon on each desktop but only the server will have the SQL engine as an option.

TERMINAL SERVICES Terminal Services can install on each workstation to launch Time Clock from the desktop. To use inside of IntraVet, only need to install on Server. This is ideal for remote locations that would like to use the same Time Clock database.

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UNINSTALL

1. BEFORE you uninstall stop the SQL engine on the server. In Task bar RMC on SQL icon and select to EXIT.

2. Be sure to make a copy of the Data folder outside of the Time Clock folder. You should have a dental.db and a dental.log file.

NOTE: You will not get a good copy if the database engine is still running you MUST stop prior to making a copy.

3. Insert the Time Clock disk or IntraVet Update 290 and above.

Time Clock CD:

The Install Shield Wizard should come up automatically. (If it does not, open the drive in My Computer and double-click on the sailboat icon.)

IntraVet Update CD:

• Go to My Computer.

• Right-click on your CD drive.

• Select Explore.

• Double-click on the Miscellaneous folder.

• Double-click on the Timeclock folder.

• Double-click on the setup.exe file (sailboat icon)

4. Click Next.

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5. Select Remove.

6. Click Next.

7. Click Remove.

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8. Once completed, click Finish.

9. You may or may not be prompted to restart. It will be fine if you do not at this time. If needed you can go ahead and install Time Clock again.

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Setup in IntraVet – Program Path If you would like to start the Time Clock program from the File menu within IntraVet, follow the steps below. YOU MUST BE ON INTRAVET BUILD 290 OR ABOVE for this feature.

1. In IntraVet, click on Setup.

2. Click on Other Programs.

3. Click on Time Clock.

4. This will prompt you for a password. You must contact IntraVet Support to receive the password.

5. Once the password is entered the Time Clock Path Setup window will open. Enter the following path (or wherever you chose to install during installation) into the blank space. Do not include the executable in the path (timeclock.exe).

(Default Install Path) C:\Program Files\Timeclock\Shared Files\

or (IntraVet Hardware/Terminal Services)D:\Public\Timeclock\Shared Files\

(IntraVet/Terminal Services on M:Drive) M:\Timeclock\Shared Files\

6. Save this window to close.

7. Completely close IntraVet and reopen for a fresh session—mainly for Terminal Services.

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Launch from Desktop NOTE: The Time Clock Server program must be running for the Time Clock program to work. To start the Time Clock server:

• Go to the server and click Start | Programs | Timeclock | Start Timeclock Server.

It is recommended that you right-click on Start Time Clock server and send a shortcut to the desktop. This allows the office to start the database engine without having to go thru this path each time.

Once the server is running, you can launch Time Clock from any workstation that you installed it on. This puts a Time Clock icon on the desktop and you may also choose to set it up to launch through a menu within IntraVet if the practice is running Terminal Services.

See Backup Instructions below for directions on how to stop the Time Clock Server program before you attempt a backup when this program and data are loaded on M: Public on Dataserver.

Launch from IntraVet NOTE: The Time Clock Server program must be running for the Time Clock program to work. To start the Time Clock server, go to the server and click Start | Programs | Timeclock | Start Timeclock Server.

1. Click on File.

2. Click on Time Clock.

3. The Time Clock software will launch in its own window and can be kept open but minimized throughout the workday for convenience. (If you close IntraVet it will NOT close Time Clock.)

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Create Users/Passwords Security Administrator Account

1. Double-click to open the program.

The first time you open the program you will be prompted for a password. Leave the username as “Security Administrator” and leave the password field blank.

2. Click Log On. This is a built-in user created specifically to create or edit individual user’s permissions and passwords.

The Providers/Staff List window will open.

3. Click on Edit. This is where you will create your password for the “Security Administrator” username as well as three questions & answers to reset your password. Be sure you set up a password for this account as it is the only user allowed to add/edit users.

A separate managerial user will need to be added and given full permissions to edit, create, and delete Time Clock entries, print timesheet reports, etc. These permissions can be given to an employee’s user name, such as the person in charge of payroll or you can simply create a “Manager” user for these functions.

**Any staff member you give this access to will be able to edit time sheets so it is recommended that you do not give this access to employees but only the staff that is in charge of payroll.

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ADD STAFF You can now add the rest of your Providers/Staff Members (employees) as users.

1. Click New from the Providers/Staff List window.

2. Fill out all the basic information. The ID for each user needs to be 1 – 3 characters (letters or digits). You may add passwords to log on or leave it blank and/or add passwords for users to clock-in/out or leave them blank.

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DELETE STAFF To delete a user, the Manager user would have to delete all timesheet entries for that employee. Then you will be able to pull up the staff list and delete the user. It you are still unable to delete, broaden date range for timesheets and look for any missed entries and delete. See Make Time Sheet Adjustments on how to delete entries.

Password Button

To edit or add a user:

1. Click on Password to create the password to log into the program (optional). Passwords are case-sensitive.

2. There are 3 security questions that you have to fill out for the user to reset forgotten passwords if you choose passwords.

3. Fill out the Access Options for each user as desired. Be sure to have at least one person (manager) able to edit Timesheet entries. (You probably don’t want everyone else to have this option.)

4. Click Check All to give the user full access to everything.

If you give someone Timesheet Management access, they have full rights to add, edit, view and delete all timesheet entries. All boxes are filled out. They cannot be set up to view without access to edit. Those without Timesheet access will not have the button enabled when logged in. Each user may view (NOT EDIT OR NOTE) his/her own timesheet when they clock in and out.

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Time Clock Button

Similar to the Password button but there is no option for user access.

Forgotten Password If a user forgets their password they will receive a prompt to retrieve that password.

It will show the 3 security questions with blanks for them to provide the answers to. If they have completed the questions at all and cannot obtain their password, they must return the authorization form for IntraVet to assist in this.

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If user can answer the three questions successfully then a popup with the password in it will appear. Use this password to log in at this point.

(The password for this user is 1)

Clock In/Out 1. Open time clock program from the desktop icon. Or click on File | Time Clock (if

you have set it up to launch within IntraVet).

2. Select username from the drop-down menu.

3. Enter password if set up.

4. Click Log On.

5. Click on Time Clock icon.

6. Click on Clock In (or Clock Out)

• If Time Clock passwords were created in addition to log in passwords, this will need to be entered prior to clicking on clock in/out.

• If you are currently clocked in you will only have the option to clock out. If you are currently clocked out you will only have the option to clock in.

• You may click Timesheet to see time clock entries as well.

**NOTE** The Time Clock program will not register the new date until closed out from all workstations and re-opened. This Time Clock program is not recommended for 24-hour practices as it will not allow a shift to cross the midnight hour. The employee would have to clock out before and back in after midnight. The Time Clock program being released with the .NET version of IntraVet will have this functionality.

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View Timesheets/Reports A user can check his or her timesheet when they clock in or out. After they clock in or out:

1. Click on Timesheet to view. Timesheet entries for selected date range will display.

You can change the date range.

1. Click on the button to the right of each date blank.

To print Timesheets:

1. Click on Report. 2. Click on Print.

Make Timesheet Adjustments 1. Log in as Manager, or whoever you set up to access this function. (Remember

only the “Security Administrator” logon can add or change access options. If you need to give a user access to view/edit timesheet entries, log on as the Security Administrator.)

2. Open Time Clock and click Timesheet. 3. Select the date ranges from the top and the employee from the drop-down menu

or All timesheet employees to see everyone.

To edit an existing entry:

4. Click on it once to highlight it, and then click on Edit. To delete an entry altogether:

5. Click once to highlight it, and then click on Delete.

To create a missed entry:

6. Click on New.

To add Notes to an entry to explain adjustments or irregularities:

7. Click once to highlight, and click Notes.

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Note: Incomplete entries (a clock-in without a clock-out for example) appear in red.

Reports Click Report to print out totals for any or all employees. There is a filter button at the top to select only vacation or sick hours, depending on which totals you need.

Backup Instructions Backup of Time Clock will be easiest with the program and data installed on the server’s Public folder (see the Install section) with our equipment and network setup. Nothing needs to be changed in the setup or options of the backup software since we know that our standard is to target mapped drives I: and M: Issue becomes that the server runs the Time Clock Server program and backup applications will skip those files while in use. The difference in the routine for the staff is as follows:

Before you start the backup: 1. Go to the Dataserver and double-click on the Time Clock icon at the bottom

right corner (near the digital clock).

2. Click Shutdown. Confirm anything necessary. This is similar to when you make sure no one is signed into IntraVet on the workstations.

Note: This is ok to do while people are currently clocked in for work. 3. Run the backup normally.

When backup is complete: 4. Restart the Time Clock program on the Dataserver. Click on Start |

Programs | Timeclock | Start Timeclock Server. 5. Go to any Workstation to clock out normally.

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If the network and backup were not setup by IntraVet, the clinic must contact their hardware support group for assistance to add the “Timeclock” folder of the server to their backup settings. Target the same location that is typed in the IntraVet launch path described in set.

Troubleshoot I can’t print timesheet reports.

• Can they print outside of IntraVet? Time Clock prints to the Windows default printer.

• Can they display the Time Clock report? If they can not even view the report then it is a print driver issue.

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