Icon Time Systems Universal Time Clock RTC-1000 2.5 Specification sheet

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Quick | Simple | Reliable
Universal Time ClockTM
Product User Guide
RTC-1000 2.5®

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Copyright © 2014 Icon Time Systems, Inc. All rights reserved.
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 of Icon Time Systems.
All other products, brand names, or company names mentioned in this document are properties and trademarks or registered
trademarks of their respective companies.
__________________________________________________________________________________________________
Icon Time Systems, Inc.
15201 NW Greenbrier Pkwy.
STE A1
Beaverton, OR 97006
Phone: [phone]
[e-mail]
www.icontime.com

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RTC-1000 2.5 Universal Time Clock User Guide
Table of Contents
RTC-1000 2.5 Universal Time Clock User Guide..................................................................................................................................3
Table of Contents ..............................................................................................................................................................................3
Chapter 1 | Getting Familiar with Your Time Clock............................................................................................................................6
Introduction ..........................................................................................................................................................................................6
Welcome........................................................................................................................................................................6
System Requirements....................................................................................................................................................6
Features .........................................................................................................................................................................6
Feature Comparison Chart .......................................................................................................................................................... 7
Upgrade Comparison Chart .........................................................................................................................................................8
Connection / Setup ........................................................................................................................................................8
Logging In.......................................................................................................................................................................8
Support and Troubleshooting........................................................................................................................................9
Payroll Interfaces ...........................................................................................................................................................9
Register your Time Clock ...............................................................................................................................................9
Navigating the Time Clock Software .....................................................................................................................................................9
Home Page...................................................................................................................................................................10
Current Alerts ............................................................................................................................................................................ 10
Lists Menu....................................................................................................................................................................10
Reports Menu ..............................................................................................................................................................10
Files Menu ...................................................................................................................................................................10
Settings Menu..............................................................................................................................................................10
Help Menu ...................................................................................................................................................................10
Using Your Time Clock Terminal..........................................................................................................................................................11
Time Clock Key Functions ............................................................................................................................................11
Employee Functions at the Clock.................................................................................................................................11
Punching In and Out ..................................................................................................................................................................11
Proximity Badge Entry ...............................................................................................................................................................12
Web Punch Time Clock Entry.....................................................................................................................................................13
Tracking Paid Breaks ..................................................................................................................................................................13
Department Change (Punch In and Transfer)............................................................................................................................13
Entering Tips, Job Numbers or Piece Counts ............................................................................................................................. 14
Chapter 2 | Setting Your Time Clock Preferences ............................................................................................................................15
Setting Your Pay Preferences ..............................................................................................................................................................15
Setting Your Overtime Preferences.....................................................................................................................................................15
Setting Your Punch Preferences..........................................................................................................................................................16
Setting Employee Input Preferences...................................................................................................................................................17
Setting Your Device Preferences ......................................................................................................................................................... 18
Setting Your Alert Preferences............................................................................................................................................................19
Alert Setup...................................................................................................................................................................20
Creating Custom Fields........................................................................................................................................................................ 20
Chapter 3 | Setting Up Your Employees...........................................................................................................................................22
Employee List ......................................................................................................................................................................................22
Adding Employees...............................................................................................................................................................................22
Employee Information .................................................................................................................................................23
Employee Settings .......................................................................................................................................................23
Lunch Time Deduction.................................................................................................................................................24
Web Punch Time Clock Settings ..................................................................................................................................24
Accrual Settings (Upgrade Required)...........................................................................................................................25
Delete Employee’s Punches.........................................................................................................................................25
Chapter 4 | Departments and Supervisors.......................................................................................................................................26

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Departments ....................................................................................................................................................................................... 26
Customize Your Departments......................................................................................................................................26
Assigning/Changing Departments ...............................................................................................................................26
Removing a Department............................................................................................................................................................ 27
Punching In/Out of a Department ...............................................................................................................................27
Supervisors..........................................................................................................................................................................................27
Setting Supervisor Permissions....................................................................................................................................27
Assigning Employees to a Supervisor ..........................................................................................................................28
Supervisor Login ..........................................................................................................................................................29
Chapter 5 | Generating Reports ......................................................................................................................................................30
Reports Overview................................................................................................................................................................................30
Adding a Punch ............................................................................................................................................................30
Adding Non-Work Hours (Holiday and Non-Worked) .................................................................................................31
Editing a Punch ............................................................................................................................................................32
Viewing Additional Reporting Details ..........................................................................................................................32
Using the Attendance Report..............................................................................................................................................................33
Using the Timecard Report .................................................................................................................................................................33
Using the Department Report.............................................................................................................................................................34
Using the Timecards by Department Report ......................................................................................................................................34
Creating Custom Reports ....................................................................................................................................................................34
Chapter 6 | Maintaining Your Time Clock ........................................................................................................................................36
Creating a Data Backup .......................................................................................................................................................................36
Data Backup from the Software Interface...................................................................................................................36
Data Backup to a USB Flash Drive................................................................................................................................36
Restore Time Clock Data Backup......................................................................................................................................................... 37
Restore a Time Clock Data Backup from the Software Interface ................................................................................37
Restore a Time Clock Data Backup from a USB Flash Drive.........................................................................................37
Removing Data from Your Application................................................................................................................................................37
Updating Your Time Clock ................................................................................................................................................................... 38
Updating Your Time Clock from the Software Interface .............................................................................................38
Updating Your Time Clock Using a USB Flash Drive.....................................................................................................39
Resetting Your Time Clock Passwords.................................................................................................................................................39
Resetting the Software Interface Password ................................................................................................................39
Resetting the Supervisor Mode Security Code ............................................................................................................39
Changing Your Time Clock Software Interface Password ............................................................................................40
Changing the Time on the Time Clock Terminal .................................................................................................................................40
Chapter 7 | Alternate Employee Entry Options ...............................................................................................................................41
Web Punch Time Clock........................................................................................................................................................................41
Setting Up Your Employees - Web Punch Time Clock .................................................................................................41
Punching In/Out Using Web Punch Time Clock ...........................................................................................................42
Clocking In/Out from GPS Enabled Smart Phone –Location Tracking ........................................................................42
IP Address Restriction .........................................................................................................................................................................43
Setting Authorized IP Addresses Globally....................................................................................................................43
Setting Authorized IP Addresses by Employee....................................................................................................................................43
Running Reports with the Web Punch Time Clock ......................................................................................................44
Using Proximity Badges....................................................................................................................................................................... 44
Assigning Proximity Badges to an Employee ...............................................................................................................44
Locking the Time Clock Terminal Keypad ....................................................................................................................45
Punching In/Out Using Proximity Badges ....................................................................................................................45
Chapter 8 | Software Upgrades .......................................................................................................................................................46
Installing Software Upgrades ..............................................................................................................................................................46
Employee Capacity Upgrades..............................................................................................................................................................46
Web Punch Time Clock........................................................................................................................................................................46
Benefit Tracking Upgrade....................................................................................................................................................................47
Enhanced Overtime Preferences ...............................................................................................................................................47

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Non-worked Hours and Benefit Time (Vacation, Sick, Personal).................................................................................47
Customizing Benefit Accrual Rules ............................................................................................................................................48
Using Accrued Benefit Hours (Vacation, Sick, Personal)............................................................................................................48
Revision Zones ........................................................................................................................................................................... 49
Email Alerts Upgrade...........................................................................................................................................................................50
Outgoing Email Settings (SMTP Server).......................................................................................................................50
Common SMTP Server Settings .................................................................................................................................................51
Setting up Email Alerts ................................................................................................................................................52
Enabling SSL Server - Data Encryption.........................................................................................................................53
Chapter 9 | Multi-clock Configuration .............................................................................................................................................54
Connecting Multiple Time Clocks........................................................................................................................................................ 54
Set Up the Parent Clock...............................................................................................................................................54
Set Up the Child Clock(s)..............................................................................................................................................54
Additional Child Clock Settings Available in Supervisor Mode ..................................................................................................55
Chapter 10 | Configure the Time Clock for Remote Access ..............................................................................................................57
System Requirements: ........................................................................................................................................................................57
Step 1: Set Up the Universal Time Clock on the Local Network..........................................................................................................57
Step 2: Router Configuration ..............................................................................................................................................................57
Assign a Static IP Address to the Time Clock ...............................................................................................................58
Set Up Port Forwarding on the Router................................................................................................................................................ 58
Step 3: Connect to Your Universal Time Clock over the Internet .......................................................................................................59
Remote Connection Frequently Asked Questions ..............................................................................................................................60
Troubleshooting Remote Connection Problems .................................................................................................................................60
Standard Remote Connection Setup Diagram.............................................................................................................61
Connect Clocks Remotely with Multi-clock Diagram...................................................................................................62
Troubleshooting & Frequently Asked Questions .............................................................................................................................63
Frequently Asked Questions ............................................................................................................................................................... 63
Warranty Information .....................................................................................................................................................................65
FCC Part 15 ......................................................................................................................................................................................67

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Chapter 1 | Getting Familiar with Your Time Clock
Introduction
Welcome
Welcome to Universal Time Clock 2.5 software!
Thank you for choosing Icon Time Systems, we appreciate your business.
Our mission is to provide our customers with ease-of-mind through our quality products and excellent customer service. All of us at
Icon Time Systems wish to thank you for placing your trust in our products. We pride ourselves on being innovators in the time and
attendance industry, by developing products that are quick to install, simple to operate and reliable.
Use this guide to learn how to use your Universal Time Clock to perform essential tasks that will make tracking employee time, as
well as your payroll processes, more efficient.
The Universal Time Clock system offers breakthrough web-enabled technology that brings the simplicity of embedded software to
your time and attendance system, all without requiring Internet access. With the Universal Time Clock, you will be able to track and
manage your employees’ time and attendance, add employees, edit timecards, run and export reports, and much more directly from
your Web browser.
Your Universal Time Clock can be connected directly to your computer via USB, Ethernet connection, or to your network via
Ethernet. For instructions on connecting your employee time clock, please refer to the Quick Start Guide that came in your time
clock package.
System Requirements
Windows PC, Mac, Linux, Android, iOS, or any other device that uses a web browser.
One available Ethernet port for a Network connection, or an available USB port on a Windows based PC.
If connecting remotely over the Internet, Network and Internet connection is required.
USB connection requires Windows Operating System (XP and above).
QuickBooks Plug-in, Paychex Online Payroll Export and the ADP Export programs require Windows Operating System (XP
and above) and can be found on the Setup Wizard / Documentation CD included.
Note: If you are using your Universal Time Clock with a Macintosh computer, you must connect your time clock to your
Network using Ethernet.
Features
The Universal Employee Time Clock can be found in two distinct models: the SB-100 PRO 2.5 and the RTC-1000 2.5.
The SB-100 PRO 2.5 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 2.5 comes standard with 25 employees and is upgradeable
up to 250 employees.

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The RTC-1000 2.5 Universal Time Clock is the perfect fit for a growing business that requires a time clock that can keep up
with changing needs. This time clock is ideal for those companies looking for a feature-rich product that is fully supported
by a nationwide network of experts. The RTC-1000 2.5 comes standard with 50 employees and is upgradeable up to 250
employees.
Feature Comparison Chart
Feature
SB-100 PRO
RTC-1000
Employee Capacity
25
(upgrade to 250)
50
(upgrade to 250)
Proximity Entry
Badges Sold
Separately
15 Badges Included
Remote Internet Access Option
Additional Setup
Required
Additional Setup
Required
Paid Break Tracking
QuickBooks, ADP and Paychex Online
Payroll Interface
Auto Deduct Lunch
Timecard & Attendance Report
Holiday / NonWorked Hours Tracking
Global Add Hours (add hours for multiple
employees, with a single transaction)
Track Tips, Job Numbers, or Piece Counts
Department Support
Timecard by Department Report
Supervisor Logins with Employee
Assignment
Connect Up-to 16 Clocks Together (250
employee max)
Custom Employee PIN #
Customize Report Filter Options
Notes by the Punch
Employee Web Punch Entry
5 Employee License
Included

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Upgrade Comparison Chart
Connection / Setup
Refer to the Universal Time Clock Quick Start Guide for instructions on setting up your employee time clock's connection and logging
into your time clock for the first time.
You can find a copy of the Quick Start Guide on the Setup Wizard / Documentation CD supplied with the time clock or on our
website at the link below.
http://www.icontime.com/index.php/support/knowledge-base-search/44-user-manuals/312-rtc-1000-2-5-quick-start-guide
Logging In
To log in and view employee information and punch details, enter the time clock’s assigned Internet Protocol (IP) address into your
Internet browser address field. You will not need to enter www at the beginning of the address.
You must enter the address exactly as displayed below. For example, if the assigned address is 192.168.2.103, enter that text directly
into the address field, preceded with “http://”.
Note: If you are logging in using USB, click the Employee Time Clock Login icon on your desktop or follow the same
instructions described above, entering 127.0.0.1 as the IP address.
Upgrade Feature
SB-100 PRO
RTC-1000
Benefit Tracking
Accrue Benefit Hours for Vacation, Sick,
and Personal Time
Additional Overtime Options
Upgrade Employee Capacity
50, 100 or 250
100 or 250
Proximity Entry Badges
Wave badge in front of clock, to clock In or
Out
Sold in packs of 15 or 25
Badges Sold
Separately
15 Badges
Included
Employee Web Punch Entry
Clock In/Out from Web browser on Smart
Phone, Tablet or work station
Sold in packs of 5, maximum of 25
employees can use Web Punch entry
5 Employee
License Included
Email Alerts
Send email alerts to Supervisor for high
hours, low hours, approaching overtime
SSL Data Encryption for increased security

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Support and Troubleshooting
For your convenience, troubleshooting tips and how-tos can be found in Chapter 8 | Troubleshooting and Frequently Asked
Questions. In addition, our technical support site lists more troubleshooting tips and how-tos to assist you with the Universal Time
Clock. You can reach this site at www.support.icontime.com.
This system includes a 30-day trial of our Gold Technical Support Plan, which includes unlimited telephone support and remote
assistance. Support can be reached Monday through Friday from 7:30am to 4:30pm (PST) at [phone] option 1 or via email at
[email protected].
Payroll Interfaces
Your time clock package includes QuickBooks, Paychex Online Payroll, and ADP Payroll Export interfaces, as well as a CSV export.
The QuickBooks Plug-in, Paychex Online Payroll, and ADP Payroll Export programs are compatible with Windows operating systems
only.
To download the Payroll Export program, click on the appropriate link below:
QuickBooks –www.icontime.com/utc-quickbooks-export
Paychex Online Payroll –www.icontime.com/utc-paychex-online-payroll-export
ADP –www.icontime.com/utc-adp-payroll-export
Register your Time Clock
We highly recommend that you register your employee time clock to ensure that you receive email notification of free software
updates, instate your manufacturer’s warranty, and 30 days of free technical support.
Register Your Time Clock at - www.icontime.com/universal_time_clock_registration.asp
Navigating the Time Clock Software
The time clock interface is designed to allow you to quickly and easily complete your tasks and run your reports. In this chapter you
will learn how to navigate through your time clock application. Application navigation is done through six distinct menus: Home,
Lists, Reports, Files, Settings, and Help. Moving your mouse cursor over each icon displays the individual drop-down menu items.

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Home Page
When you first log into your time clock application, the Home page displays automatically. The Home page provides a quick glance at
the activity on your time clock, including notifications of custom alerts. The Home page also contains helpful links to configure your
software.
Current Alerts
The Home page displays important system alerts and time clock activity alerts.
For instructions on customizing your alert settings, refer to Setting Your Alert Preferences in Chapter 2.
When you no longer want to be notified of a particular task or alert, check the checkbox next to that item in the IGNORE column,
and click Submit. If you would like to see past alerts, click Show All.
To view the details of the alert, click the alert link in the ALERT/TASK list.
Lists Menu
Use the Lists menu for adding, modifying or deleting employees, departments, supervisors, or enabling or disabling additional time
clocks connected to the system. Refer to Chapter 3 | Setting Up Your Employees for instructions on setting up employees, and
Chapter 4 | Departments and Supervisors for instructions on configuring departments and additional time clock supervisors.
Reports Menu
Your time clock comes with four reports that make it quick and easy to get the information you need to complete your work and
process payroll. In addition, with the Create Report option, you can run custom filters for specific punch times, dates, employees,
and departments. Use the Reports menu to access the reports. Refer to Chapter 5 | Generating Reports, for additional information
on generating and customizing reports.
Files Menu
Use the Files menu to back up data, restore data back-ups, delete unneeded data, and update your employee time clock. Refer to
Chapter 6 | Maintaining Your Time Clock, for additional information on time clock maintenance.
Settings Menu
Use the Settings menu to customize your payroll, overtime, punch, device, and alert preferences. Before running any reports, set
your preferences as described in Chapter 2 | Setting Your Time Clock Preferences.
Help Menu
The Help menu gives you quick access to the Help Center and to view the About Your Clock page for your time clock.