Summary of Contents for ICON SB-100 PRO 2.0
- Page 1 ® Icon Time Systems Universal Time Clock Product Manual Software Version 2.0 ® ® SB-100 PRO 2.0 / RTC-1000 2.0 15201 NW Greenbrier Pkwy., STE A1, Beaverton, OR 97006 (800) 847-2232 www.icontime.com...
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Page 2: Table Of Contents
Table of Contents Table of Contents ..............................2 Introduction: Welcome ............................5 Universal Time Clock Features ............................. 5 System Requirements ..............................6 Connection / Setup ..............................6 Support and Troubleshooting ............................6 Accessories and Upgrades............................6 Chapter 1 | Getting Familiar with Your Time Clock ....................7 Navigating Through Your Time Clock Software Interface .................... - Page 3 Resetting the Supervisor Mode Security Code ................... 32 Chapter 6 | Accessories and Upgrades ........................ 33 Software Upgrades Overview ............................ 33 Advanced Pack Upgrade - SB-100 PRO 2.0 Only ..................33 Employee Capacity Upgrades ........................33 Management Plus ............................33 Rules Plus ..............................
- Page 4 Reproduction of this document in whole or in part is strictly prohibited. This document may contain typographical or copy errors. Universal Time Clock, Icon Time Systems, the Icon Time Systems logo, and all other Icon Time Systems product names mentioned in this document are registered trademarks Icon Time Systems.
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Page 5: Introduction: Welcome
The SB-100 PRO 2.0 Universal Time Clock offers a basic set of features at an entry level price and is designed for small companies that do not require a lot of features. The SB-100 PRO 2.0 comes standard with 25 employees and is upgradeable up to 250 employees. -
Page 6: System Requirements
System Requirements Any machine that uses a Web browser (Mac, PC, iPhone etc.) Ethernet and Internet connection are required for remote Internet access One available Ethernet, USB or Serial port Using USB or Serial Connection requires Windows Operating System (XP and above) QuickBooks Plug-in and ADP Export programs require Windows Operating System (XP and above) and can be found on the Configuration and Documentation CD included with your time clock package. -
Page 7: Chapter 1 | Getting Familiar With Your Time Clock
Time clock navigation is done through five distinct menus; Home, Reports, Files, Settings, and Help. Place your cursor over the appropriate icon in the Navigation menu (shown below) to view menu options. Moving your mouse cursor over each of the icons will display the individual drop-down menu items. -
Page 8: The Reports Menu
Note: For instructions on customizing your alert settings, go to Chapter 2, Alert Preferences. When you no longer want to be notified of a particular task or alert, simply select the checkbox next to that item in the Ignore column and click the Submit button. If you would like to see the past alerts that have been set to "ignore", select the Show all option. -
Page 9: Using Your Time Clock Terminal
Using Your Time Clock Terminal It is important for you to understand the features and functions available on your time clock terminal. Take the time to familiarize yourself with these features. In this section, we will give a brief overview of the features available Time Clock Key Functions ... - Page 10 2. The employee's Display Name will appear on the time clock. Beneath the display name, the employee will see IN and OUT. One of these options will be flashing. The employee must press the corresponding key on the employee time clock for the entry to be accepted. Once the punch has been accepted the employee will see the message stating that they have signed IN or OUT.
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Page 11: Tracking Paid Breaks
Proximity Badge Entry - Optional Add-on Proximity badges allow employees to sign IN or OUT by simply waving a badge in front of the clock. This option allows for increased time clock security and minimizes "buddy punching". For more detailed information on proximity badges, refer to... - Page 12 Department Transfer Key - by pressing the Break/Department Transfer key, as shown in the image in the beginning of this section, the employee has the ability to quickly transfer from one department to another. 1. If an employee needs to punch OUT of one department and IN to another department, simply enter the employee ID number (PIN) or wave a badge and press the Break/Department Transfer key.
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Page 13: Chapter 2 | Setting Your Time Clock Preferences
Setup Your Pay Period link in the Alert/Task list Select Preferences from the Settings icon on the Navigation menu. Follow the instructions below to set your Pay Preferences. 1. Your Pay Period Type - the available choices are: ... -
Page 14: Setting Your Overtime Preferences
Setting Your Overtime Preferences Your Overtime Preference settings can be found on the Pay tab under your Payroll Preferences section. The Universal Time Clock comes standard with one level of daily, weekly, and consecutive day overtime. Overtime is calculated at "time-and-a-half" (hours are multiplied by 1.5). Note: The ability to calculate multiple levels of overtime and the option to pay at customized overtime rates (i.e. - Page 15 15 Minute: Rounds and calculates punches from the nearest quarter hour (15 minutes). The split occurs in the middle of each quarter hour. This rounding option is also referred to as 7/8 rounding. To Illustrate: 7 minutes 59 seconds rounds back 8 minutes 00 seconds rounds forward Example: A punch at 7:52am would calculate as 7:45am...
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Page 16: Setting Your Device Preferences
Setting Your Device Preferences From the Punch Preferences tab, select the Device tab to go to the Device Preferences screen. Important information such as your Database Version, Software Version, and time clock Serial Number will appear at the top of this section Follow the instructions below to set your Punch Preferences. -
Page 17: Setting Your Alert Preferences
8. Refresh Home Page - this option sets how often the alerts on the Home page should be refreshed. We recommend leaving this setting as is, unless your system seems to be running slowly or you are using multiple time clocks. If that is the case, enter a larger number for the refresh time (5 to 15 minutes). 9. -
Page 18: Alert Setup
Example: If you have Day OT1 set to 8 hours and Alert Day Overtime OT set to 2 hours, an alert will be posted to the Home page when the employee reaches 8-2 = 6 hours worked for the day. 5. - Page 19 Select the Users tab in the Preferences screen to setup custom fields. 1. Title for User 1 - enter a field name for the additional the user field. 2. Assign User 1 to - using the drop-down menu select the screen that will display the new field.
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Page 20: Chapter 3 | Setting Up Your Employees
Customizing Your Employees below for instructions on setting customer employee ID numbers (PIN). The SB-100 PRO 2.0 comes with 25 employee limit and the RTC-1000 2.0 comes with 50 employee limit. Both systems can be upgraded to handle up to a total of 250 employees. - Page 21 9. Wage - if you would like the time clock to track and calculate the employee wages, enter wage in this field. 10. Entry Method - this option determines the procedure for punching IN and OUT by the employee at the employee time clock.
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Page 22: Chapter 4 | Running Reports
Printing Reports To print reports, simply select the Print icon from the Navigation menu. Some browsers and computers may print differently depending on the font size and margin settings. The report may print better using narrower margins. Check your browser's print preferences to adjust print margins. -
Page 23: Adding A Punch
Note: The program will report the time elapsed since the IN punch occurred if there is no matching OUT punch. An example is shown below. Employee 745 punched IN at 8:00am. The current time on the employee time clock is 2:50pm. Thus 6.75 minutes have elapsed since the employee punched IN. -
Page 24: Editing A Punch
Example: Let's say you have setup daily overtime to accrue after 8 hours. The employee has worked 8 hours but you want to give them 1 extra hour for coming in for that day. Enter 1.00 in the ADJ field and click the Submit button. -
Page 25: Viewing Additional Reporting Details
4. Make the desired punch edit and click the Submit button. Note: You will NOT immediately see the changes in the Report screen. AFTER editing all of the punches, click the Refresh link in the upper right of the report screen. The edited data will now appear on the report. Viewing Additional Reporting Details Customizing your reports and viewing additional details on a Timecard or Attendance report is easy. -
Page 26: Using The Attendance Report
Most companies use this report to view who has clocked IN or OUT for the day. Click on the date link to choose the time period for the report. Note: As with all reports, you can print by clicking on the Print icon in the Navigation menu. Using the Timecard Report The Timecard Report is the report that you will use to do your payroll. -
Page 27: Creating Custom Reports - Rtc-1000 2.0 Only
The CSV file can be opened in a text editor or Excel for editing. Tip: Icon Time Systems also provides an API (Application Programming Interface) for creating custom exports from your Universal Employee Time Clock. Contact Icon Time Systems' sales department for information on obtaining this API. -
Page 28: Chapter 5 | Maintaining Your Time Clock
Follow the instructions below to create a backup of your time clock's data. 1. From the Navigation menu, select the Files icon and then the Save to Backup File option from the drop-down menu. -
Page 29: Creating A Backup Directly To A Usb Flash Drive
WARNING: Restoring a backup file will OVERWRITE the current data on the clock. Create a CURRENT backup of your data before attempting to restore and view "historical" data. 1. From the Navigation menu, select the Files icon and then the Restore Backup File option from the drop-down menu. -
Page 30: Restoring A Backup Directly From A Usb Flash Drive
If you have an RTC-1000 2.0 Universal Time Clock, download the software at the following address. www.icontime.com/rtc-1000_time_clock_update.asp If you have an SB-100 PRO 2.0 Universal Time Clock, download the software at the following address. www.icontime.com/sb-100_pro_time_clock_update.asp 2. From the Navigation menu, select the Files icon and then System Update. -
Page 31: Updating Your Time Clock Using A Usb Flash Drive
If you have an RTC-1000 2.0, download the software at the following address. www.icontime.com/rtc-1000_time_clock_update.asp If you have an SB-100 PRO 2.0 Universal Time Clock, download the software at the following address. www.icontime.com/sb-100_pro_time_clock_update.asp 2. Rename the file to update.bin and save the file to the root of the flash drive. -
Page 32: Resetting The Supervisor Mode Security Code
Resetting the Supervisor Mode Security Code The Supervisor Mode security code is set from the software interface. 1. Select Preferences from the Settings icon on the Navigation menu. 2. Go to the Device tab and find the Supervisor Code field. -
Page 33: Chapter 6 | Accessories And Upgrades
Installing Software Upgrades section of this chapter. Advanced Pack Upgrade - SB-100 PRO 2.0 Only The Advanced Pack upgrades the SB-100 PRO 2.0 to have all of the functionality of the RTC-1000 2.0 Universal Time Clock. This upgrade includes: ... -
Page 34: Rules Plus
Rules Plus The Rules Plus upgrade can help increase payroll efficiency and help reduce labor costs with the following features. The Rules Plus upgrade includes: Revision Zones Revision Zones provide sign IN and sign OUT windows for employees who work regular shifts. Rounds employee IN and OUT punches up to the assigned clock shift time. -
Page 35: Advanced Pack Upgrade - In Detail
2. Scroll through the options using the Up or Down key until you find the option Enable Upgrade and press Enter. 3. Using the keypad, enter in the 9 digit software upgrade code provided to you and then press Enter. 4. -
Page 36: Logging In Using Multi-User Access
Permission Level 1 settings overrides Level 2 and Levels 3 permissions. To block a user from viewing wages on both the Edit an Employee screen and the Timecard Reports be sure to set the Wages option to No Access. Click No Access to make the area off limits for the user. -
Page 37: Customizing Your Departments
departments and each employee can be assigned up to 32 departments as well. All employees must be assigned to at least one home department. Customizing Your Departments To view the Departments list, go to Reports and then Roster Report. Scroll down to the Department section and click on a department name in the Departments column. -
Page 38: Rules Plus Pack In Detail
Department Change Key - by pressing the Department Change key, (discussed in Chapter 1 in the Using Your Time Clock Terminal section), the employee has the ability to quickly transfer from one department to another. 1. If an employee needs to punch OUT of one department and IN to another department, simply enter the employee ID number or wave a badge, press the Department Change key. -
Page 39: Enhanced Overtime Preferences
2. In Revision End Time - Enter a time in hh:mm:a/p format - for example 8:00a. Example: If an employee clocks IN between the In Revision Start and End Time, the shift start time will be rounded to the In Revision End time as shown in the example above. If an employee clocks IN between 7:30am and 8:00am, the "shift start"... - Page 40 To customize an employee's Benefit Accrual Rules, go to the Edit an Employee screen by selecting the employee name from the Roster Report. 1. Accrual Start Date - click on the field and by using the calendar; select the date to begin tracking accruals for the employee.
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Page 41: Using Accrued Benefit Hours
The Accrual Summary Report and the Timecard Report are used to report accrual information. Accrual Summary Report To generate the Accrual Summary Report, go to the Reports icon from the Navigation menu, select Accrual Summary Report from the drop-down menu. -
Page 42: Mobility Pack In Detail
Mobility Pack in Detail The Mobility Pack allows system alerts to be automatically emailed to one or more managers. This upgrade also includes a data encryption option to encrypt data when being transferred over the Internet. In order to send email alerts, you must have a SMTP Server available. Contact your network administrator to find out if your company has a SMTP Server. -
Page 43: Common Smtp Server Settings
Common SMTP Server Settings Refer to the list below to find the most common SMTP Servers and their configuration settings. If your Internet Service Provider (ISP) is not on the list below, contact your ISP or Network Administrator for configuration instructions. Note: We recommend using Google's free Gmail account for companies that don't have an available SMTP Server. -
Page 44: Setting Up Email Alerts
Setting Up Email Alerts Before setting up automatic Email Alerts, you must customize your Alert settings. For instructions on how to do this, refer to Chapter 2 Setting Your Alert Preferences. To customize your email settings, go to Settings from your Navigation menu and then clicking on Alerts Setup. With the Mobility Pack installed, you will have two additional columns under the Alerts Setup screen, as shown below. -
Page 45: Setting Up Your Employees - Web Punch Time Clock
Setting Up Your Employees - Web Punch Time Clock To assign the employees to use the Web Punch Time Clock, open the Roster Report and select the employee you wish to assign. This brings up the Edit an Employee screen. Follow the instructions below to assign the employee to the Web Punch Time Clock. -
Page 46: Ip Address Restriction
IP Address Restriction Using IP Address restriction, you can restrict an employee to punch IN/OUT from only authorized locations via the IP address of their computer or web-enabled device. If an employee attempts to punch IN/OUT from an unauthorized location (IP Address), you may set the system to lock them out or flag the punch as coming from an unauthorized location on the report. -
Page 47: Running Reports With The Web Punch Time Clock
Running Reports with the Web Punch Time Clock To make it simple to identify punches coming from a Web browser, punches coming from the Web Punch Time Clock are flagged with a W after the punch time. In addition, if a punch comes from an Unauthorized IP Address, it will be flagged with an X. By clicking on the punch you can see additional information about that punch. -
Page 48: Using Proximity Badges
Using Proximity Badges To add Proximity Badge Entry to your Universal Time Clock, simply purchase the badges as a separate add-on to your clock. Proximity badges use the latest in RFID proximity technology and allow employees to clock IN/OUT by simply waving the badge in front of the time clock keypad. -
Page 49: Chapter 7 | Multi-Clock Configuration - Rtc-1000 2.0 Only
The RTC-1000 2.0 Universal Time Clock offers a unique way of connecting multiple time clocks together to share one database through your local area network, wide area network, or over the Internet. Note: This feature is only available with the RTC-1000 2.0 Universal Time Clock. If you have the SB-100 PRO 2.0, you must purchase the Advanced Pack upgrade. -
Page 50: Configuring Your Child Clocks On A Lan
2. Before continuing, set up your Parent Clock by following the instructions in the Quick Start Guide that came with your time clock package. You can find a copy of the Quick Start Guide on our website at the link below. http://www.icontime.com/support/_search.asp?search=quick+start+guide&table=Manuals Configuring Your Child Clocks on a LAN The Child Clock(s) sends employee IN/OUT punch data to the Parent Clock. -
Page 51: Setting Up The Parent Clock On A Wan
Setting Up the Parent Clock On a WAN The Parent Clock is the main host clock that stores and calculates the employee time clock data for the entire system. Note: To set up a Multi-clock System on a WAN, your time clock must be assigned a Static IP Address. For instructions on assigning a Static IP address, refer to How do I set a static IP Address in the... -
Page 52: Enabling The Child Clock From The Time Clock Software
you may need. Refer to Chapter 5 | Maintaining Your Time Clock for instructions on creating a backup of your data. 1. Enter into Supervisor Mode at your employee time clock terminal. Press the key on the time clock. ... -
Page 53: Updating The Child Clock Software
Updating the Child Clock Software Occasionally, Icon Time Systems releases new updates for your employee time clock. These updates are provided for free and often include new features and improvements for your employee time clock. If you are using a Multi-clock system, you only need to update the Parent Clock. - Page 54 Child Offline sync delay - this option allows you to set a time interval (in seconds) for attempting to sync the Child Clock with the Parent Clock in the event that the Child Clock or the Parent Clock loses connection with the network. This option is set to 60 second interval as default.
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Page 55: Chapter 8 | Troubleshooting And Frequently Asked Questions
Chapter 8 | Troubleshooting and Frequently Asked Questions For your convenience, troubleshooting tips and answers to the most frequently asked questions are provided in this section. In addition, our technical support site lists more troubleshooting tips and how-to’s to assist you with the Universal Time Clock. - Page 56 A "Port-Forwarding" router (Most newer routers can do this.) An Icon Time Systems RTC-1000 2.0 or SB-100 PRO 2.0 connected to your router by an Ethernet (i.e. CAT5) cable Tip: A static external IP address, while unnecessary, is recommended. (This would be obtained by your ISP, or Internet Service Provider.)
- Page 57 Why can't I access my time clock? How do I set a static IP Address? If the clock was assigned a dynamic IP Address, this address may have changed if the router reboots or your time clock is unplugged from the power. To assign a Static IP Address, follow the instructions below. 1.
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Page 58: Warranty Information
ICON TIME SYSTEMS, INC. offers the original purchaser a warranty for One (1) Year on Parts and Labor. ICON TIME SYSTEMS will repair and exchange parts for your unit free of charge in the USA in the event of a... - Page 59 This warranty gives you specific legal rights and you may also have other rights that vary from state to state. If a problem with your ICON TIME SYSTEMS unit develops during the warranty period, contact ICON TIME SYSTEMS SERVICE DIVISION, 15201 NW Greenbrier Parkway, Suite A1, Beaverton, Oregon 97006 There are no other express warranties except as listed above.
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Page 60: Fcc Part 15
FCC Part 15 This equipment has been tested and found to comply with the requirements for a Class B digital device under Part 15 of the Federal Communications Commission (FCC) rules. These requirements are intended to provide reasonable protection against harmful interference in a residential installation.
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