ICON SB-100 PRO 2.0 User manual

15201 NW Greenbrier Pkwy., STE A1, Beaverton, OR 97006
[phone] www.icontime.com
Icon Time Systems®
Universal Time ClockTM
Product Manual
Software Version 2.0
SB-100 PRO 2.0®/ RTC-1000 2.0®

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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 ............................................................................................ 7
Using the Home Page.................................................................................................................................... 7
Current Alerts ...................................................................................................................................................... 7
The Reports Menu ........................................................................................................................................8
Files Menu..................................................................................................................................................... 8
Settings Menu...............................................................................................................................................8
Help Menu ....................................................................................................................................................8
Using Your Time Clock Terminal ..................................................................................................................................9
Time Clock Key Functions..............................................................................................................................9
Employee Functions at the Clock..................................................................................................................9
Signing IN and OUT.............................................................................................................................................. 9
Tracking Paid Breaks.......................................................................................................................................... 11
Department Change (Sign IN and Transfer) - Optional Add-on ........................................................................11
Chapter 2 | Setting Your Time Clock Preferences ................................................................................................13
Setting Your Pay Preferences......................................................................................................................13
Setting Your Overtime Preferences ........................................................................................................................... 14
Setting Your Punch Preferences.................................................................................................................................14
Setting Your Device Preferences................................................................................................................................ 16
Setting Your Alert Preferences...................................................................................................................................17
Alert Setup ..................................................................................................................................................18
Setting Your User Fields .............................................................................................................................................18
Chapter 3 | Setting Up Your Employees ..............................................................................................................20
Customizing Your Employees.....................................................................................................................................20
Chapter 4 | Running Reports ..............................................................................................................................22
Printing Reports .........................................................................................................................................................22
Roster Report .............................................................................................................................................................22
Timecard and Attendance Reports ............................................................................................................................ 22
Adding a Punch ...........................................................................................................................................23
Editing a Punch............................................................................................................................................24
Using Batch Edits........................................................................................................................................................24
Viewing Additional Reporting Details ........................................................................................................................25
Using the Attendance Report.....................................................................................................................................26
Using the Timecard Report ........................................................................................................................................26
Creating Custom Reports - RTC-1000 2.0 Only ..........................................................................................................27
Chapter 5 | Maintaining Your Time Clock............................................................................................................28
Creating a Backup of Your Time Clock Data............................................................................................................... 28
Removing Unneeded Data from Your Time Clock ......................................................................................28
Creating a Backup Directly to a USB Flash Drive.........................................................................................29
Restoring a Time Clock Data Backup..........................................................................................................................29
Restoring a Backup Directly from a USB Flash Drive ..................................................................................30

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Updating Your Time Clock..........................................................................................................................................30
Updating Your Time Clock Using a USB Flash Drive....................................................................................31
Resetting Your Time Clock Passwords ....................................................................................................................... 31
Resetting the Software Interface Password ...............................................................................................31
Changing Your Time Clock Software Interface Password ...........................................................................31
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 ....................................................................................................................................................34
Mobility Pack...............................................................................................................................................34
Web Punch Time Clock ............................................................................................................................... 34
Installing Software Upgrades .....................................................................................................................................34
Advanced Pack Upgrade - In Detail............................................................................................................................ 35
Employee Capacity Upgrades.....................................................................................................................................35
Management Plus - In Detail...................................................................................................................................... 35
Setting Up User Permissions.......................................................................................................................35
Logging In Using Multi-user Access ................................................................................................................... 36
Using Departments .....................................................................................................................................36
Customizing Your Departments.........................................................................................................................37
Assigning/Changing Departments..................................................................................................................... 37
Rules Plus Pack In Detail.............................................................................................................................................38
Revision Zones ............................................................................................................................................38
Setting Your Revision Zones ..............................................................................................................................38
Enhanced Overtime Preferences ................................................................................................................39
Non-worked Hours and Benefit Tracking and Accruals ..............................................................................39
Customizing Benefit Accrual Rules....................................................................................................................39
Using Accrued Benefit Hours............................................................................................................................. 41
Mobility Pack In Detail ...............................................................................................................................................42
SMTP Server Settings ..................................................................................................................................42
Common SMTP Server Settings.........................................................................................................................43
Setting Up Email Alerts ...............................................................................................................................44
Enabling SSL Server - Data Encryption ........................................................................................................44
Web Punch Time Clock - In Detail..............................................................................................................................44
Setting Up Your Employees - Web Punch Time Clock.................................................................................45
Web Punch Time Clock Employee List...............................................................................................................45
Punching IN/OUT Using Web Punch Time Clock...............................................................................................45
IP Address Restriction........................................................................................................................................46
Running Reports with the Web Punch Time Clock .....................................................................................47
Using Proximity Badges..............................................................................................................................................48
Assigning Proximity Badges to an Employee ..............................................................................................48
Locking the Time Clock Terminal Keypad ...................................................................................................48
Punching IN/OUT Using Proximity Badges..................................................................................................48
Chapter 7 | Multi-clock Configuration - RTC-1000 2.0 Only..................................................................................49
Getting Started - Setting Up your Multi-clock System...............................................................................................49
Configuring your Multi-clock System On a Local Area Network (LAN).......................................................49
Setting Up the Parent Clock On a LAN...............................................................................................................49
Configuring Your Child Clocks On a LAN............................................................................................................50
Configuring your Multi-clock System on a Wide Area Network (WAN) or through the Internet...............50

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Setting Up the Parent Clock On a WAN.............................................................................................................51
Configuring Your Child Clocks over a WAN .......................................................................................................51
Enabling the Child Clock from the Time Clock Software.............................................................................52
Additional Child Clock Options Available In Supervisor Mode ...................................................................52
Updating the Child Clock Software ............................................................................................................53
Multi-clock Software Settings and Optimal Configuration ........................................................................................53
Chapter 8 | Troubleshooting and Frequently Asked Questions ............................................................................55
Frequently Asked Questions ......................................................................................................................................55
Warranty Information........................................................................................................................................58
FCC Part 15 ........................................................................................................................................................60
Copyright © 2009 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 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.

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Introduction: Welcome
Welcome to the Universal Time Clock 2.o! Universal Time Clock 2.0 is our latest release and includes many new features
and improvements to the Universal Time Clock product including; paid break tracking, create custom reports, export
programs to ADP®and QuickBooks®and more!
Use this guide to learn how to use your Universal Time Clock to perform essential tasks that will make tracking employee
time and 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, serial, 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 employee time clock package.
Universal Time Clock Features
The Universal Time Clock product line is one of a kind, available with features that cannot be found on any other time
clock in the market. We are certain that you will be pleased with your new time clock purchase.
The Universal Employee Time Clock can be found in two distinct models, the SB-100 PRO 2.0 and the RTC-1000 2.0.
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.
The RTC-1000 2.0 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 2.0 comes standard with 50 employees
and is upgradeable up to 250 employees.
Most of the information in this User Guide is applicable to both the SB-100 PRO 2.0 and the RTC-1000 2.0. In instances
where the information is only applicable to one of the time clock models, look for the following labels
RTC-1000 2.0 Only - If the information is only applicable for users of the RTC-1000 2.0 Time Clock.
SB-100 PRO 2.0 Only - If the information is only applicable for users of the SB-100 PRO 2.0 Time Clock.

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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.
Note: If you are using your Universal Time Clock with a Macintosh computer, you must connect your time clock
to your network using Ethernet.
Connection / Setup
Refer to the Universal Employee 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 Configuration/Documentation CD supplied with the time clock pr on
our website at the link below.
http://www.icontime.com/support/_search.asp?search=quick+start+guide&table=Manuals
For instructions on connecting your time clock over the Internet, refer to the Chapter 8 | Troubleshooting and
Frequently Asked Questions.
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.
Upon product registration, you receive a complimentary 30-day trial of our Gold Technical Support Plan, which includes
unlimited telephone support and remote assistance. For those subscribers of our technical support plans, your
dedicated support team can be reached Monday through Friday from 7:30am to 4:30pm (Pacific coast time) at
[phone] option 1.
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
Accessories and Upgrades
The Universal Time Clock offers basic features to meet most small to mid-sized businesses needs. For companies that
require additional features and functionality, upgrade packs and accessories are available for your employee time clock
including; employee capacity upgrades, proximity badges, browser based Web Punch Time Clock, benefit accruals, and
more. For a list of available upgrades and instructions on enabling these upgrades go to Chapter 6 | Accessories and
Upgrades.

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Chapter 1 | Getting Familiar with Your Time Clock
The Universal Time Clock interface is designed to allow you to quickly and easily complete your tasks and run your
reports. For this reason, the time clock is divided into sections to make navigating through your time clock interface
intuitive and easy. In this chapter you will learn how to navigate through your time clock.
Navigating Through Your Time Clock Software Interface
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.
Using the Home Page
When you first log into your time clock, the Home page will display automatically. The Home page provides
a quick glance at the activity on your time clock including notifications of custom alerts. More on this in
Chapter 2 | Setting Your Time Clock Preferences. The Home page also provides you with helpful links to
configure your software.
Current Alerts
The Home page is designed to display important system alerts or alerts that you have setup in the program along with
the time and date they occurred.

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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.
To view the details of the alert, click on the alert link in the ALERT/TASK list.
The Reports Menu
The Universal Time Clock has three basic report types that make it quick and easy to get the
information you need to complete your work. Use the Report menu to access your Timecard,
Attendance and employee Roster reports. It is important to set up your time clock settings and
preferences before generating reports so that the data is accurate and customized for the
company needs.
Later in Chapter 4 | Running Reports, we will discuss generating and customizing reports.
RTC-1000 2.0 Only - The RTC-1000 2.0 model includes an additional Create Report option. The Create Report option
gives more flexibility when running reports and allows you to select a time range for one or more employees. If you have
the Management Plus upgrade, you can also select one or more Departments for a report.
Files Menu
The Files menu is used for backing up data, restoring data back-ups, and updating your
employee time clock. Time clock maintenance is discussed in Chapter 5 | Maintaining Your Time
Clock.
Settings Menu
The Settings menu is used 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 the option to view this User Guide and to view the About Your Clock
page for your time clock.
About Your Clock lists important information about your employee time clock such as the Serial
Number, Software Version, and enabled and available upgrades.

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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
In/Out - used by the employee to punch IN or OUT.
Break/Department Transfer - used by the employee to transfer into a Department or Paid Break.
Info - displays daily and weekly hourly totals for the employee.
Supervisor Mode - allows supervisor to access advanced employee time clock terminal options.
Up\Down - used to scroll through menu options.
Enter - selects and saves menu options.
Clear - returns user to the previous menu option.
Employee Functions at the Clock
Signing IN and OUT
The procedure used by the employee to punch IN and OUT at the employee time clock may vary depending on the Entry
Method selected in the Customizing Your Employees section of the program. Refer to Chapter 3 for more information.
The punch Entry Method and procedure is described below.
Validated Entry Method
The Validated Entry Method is the most common and recommended method for employee sign IN/OUT when using only
one time clock.
1. Employee enters their employee ID number on the time clock terminal.

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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.
3. Showing Total Hours - after an employee signs OUT, the total hours worked by the employee for the shift will
appear on the time clock display. The employee can see additional hour’s information by pressing the Up or
Down key to view total hours for the day and the week.
Note: This option is activated in the Device Preferences tab as discussed in Chapter 2. If you are using a Multi-
clock system, we recommend that you turn this feature OFF to increase system performance.
Non-Validated Entry Method
The non-validated entry method is most often used with multiple time clocks. This allows the employee to sign IN on
one clock and OUT on a different clock.
1. Employee enters their employee ID number on the time clock terminal.
2. The employee's Display Name will appear on the time clock. Beneath the display name, the employee will see IN
and OUT.
3. The employee must press either the IN or OUT key on the keypad depending on whether they are starting or
ending their shift.
4. Showing Total Hours - after an employee signs OUT, the total hours worked by the employee for the shift will
display on the time clock display. The employee can see additional hours information by pressing the Up or
Down key to view total hours for the day and the week.
Automatic Entry Method
This method is also known as "Swipe and Go."
1. Employee enters their employee ID number on the time clock terminal.
2. The time clock will simply display their Display name and Entry Recorded. The employee will not be allowed to
make any other selections at the employee time clock terminal. This provides a simple and quick method for
signing IN and OUT at the employee time clock.
The employee time clock will automatically determine whether the punch is to be assigned as an IN or OUT
punch.
Note: You cannot use the 'Show Hours' at the clock or make any lunch override or hours adjustments to these type of
punches. See the Adding a Punch section in Chapter 4 for details.
Web Punch Time Clock Entry - Optional Add-on
The Web Punch Time Clock allows you to capture your employees time punches anytime, anywhere using a browser
based time clock that runs on LAN, WAN, or Internet. Web Punch Time Clock is offered in packages of 5 licenses and will
allow a maximum of 25 employees to clock IN using the Web browser interface. For more detailed information on the
Web Punch Time Clock, refer to Chapter 6 | Upgrades and Add-ons.

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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 Chapter 6 | Upgrades and Add-ons.
The same punch entry methods as described above also apply with proximity badges.
Tracking Paid Breaks
The Universal Time Clock comes standard with one Department that can be used to track Paid Breaks. Tracking Paid
Breaks allows you to better manage the time your employees are taking during their paid break periods.
In order to track time that an employee spends on their Paid Break, employees must transfer into the Break
Department.
To transfer IN to the Break Department, follow the instructions below.
Employee must already be signed IN to the employee time clock.
1. Employee must enter their ID number (PIN) at the time clock terminal.
2. Instead of pressing IN or OUT the employee must then press the Break/Department Transfer key on the time
clock.
3. A message stating 'Going To... Break' will be displayed on the time clock. To clock IN to Break press the Enter
key.
This will sign the employee OUT of the default Work department and IN to the Break department.
4. To transfer OUT of the Break Department and back to Work, follow the instructions below.
5. Employee must enter their ID number (PIN) at the time clock terminal.
6. Instead of pressing IN or OUT the employee must then press the Break/Department Transfer key on the time
clock.
7. A message stating 'Going To... Work' will be displayed on the time clock. To sign OUT of Break and IN to Work,
press the Enter key.
This will sign the employee OUT of the Break department and IN to the Work department.
Department Change (Sign IN and Transfer) - Optional Add-on
With the Management Plus upgrade, your time clock can track time spent by an employee in a certain department.
With this upgrade you can assign employees to multiple departments.
To sign IN to a department, follow the instructions below.
1. Enter the employee ID number (PIN) at the time clock and press the IN key.
2. The employee will be prompted to choose a department. Use the Up or Down keys to choose the desired
department.
3. Press the Enter key to sign IN at that department.

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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. The employee will
be prompted to choose a department.
2. Use the Up or Down keys to choose the desired department. Press the Enter key to sign IN at that
department. The employee will automatically be signed OUT of the previous department.
Note: Employees that are assigned the Automatic Entry Method in the program will not be able to choose
departments at the employee time clock terminal.
For more detailed information on this upgrade, please refer to Chapter 6 | Upgrades and Add-ons.

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Chapter 2 | Setting Your Time Clock Preferences
Before accurate reports can be generated, you must set your time clock rules and preferences.
Setting Your Pay Preferences
You can access your Pay Preferences in one of two ways:
Click on the 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:
Weekly - employees are paid once per week
Bi-weekly - employees are paid every two weeks
Semi-Monthly - employees are paid twice per month
Monthly - employees are paid once per month
If you select semi-monthly pay period, two additional date windows will appear that must be filled out.
Start Semi-Monthly on - manually enter the first day of the month that your pay period begins.
and on - manually enter the second day of the month that your pay period begins. In this example the
pay period begins on the 1st and the 15th of every month.
Note: Due to leap year rules, a semi-monthly pay period cannot be set to start after the 28th of the month.
2. Select Your Last Pay Start - click on the date field to open the calendar
time-picker and select the date that your previous pay period started.
Tip: Use the << and >> arrows to select the year. Use the < and > arrows
to select the month.
3. Select This Pay Start - click on the date field to open the calendar time-
picker and select the date that your current pay period started.
4. Select Next Pay Start - click on the date field to open the calendar time-
picker and select the date that your next pay period will start.
5. Select Day Start - enter the time of day that your workday begins. This setting only needs to be altered if your
company has a 24-hour work schedule and needs to accommodate overnight shifts. If you do not have overnight
shifts, it is recommended that this setting remain at 12:00am.
6. Select Week Start - enter the day of the week that your work week begins. For most companies this will be set
to Sunday. The company's weekly overtime calculations are based on the Week Start set for the company.

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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. double
time) are available with the RulesPlus Upgrade. Read about this upgrade in Chapter 6 | Upgrades and Add-ons.
Follow the instructions below to set your Overtime Preferences.
1. Set Daily Overtime Rules - enter in the number of
hours an employee must work in one day before they
receive overtime. If your company does not pay daily
overtime, enter '99'.
2. Set Weekly Overtime Rules - enter in the number of
hours an employee must work in one week before
they receive overtime. If your company does not pay weekly overtime, enter '99'.
3. Set Consecutive Day Overtime Rules - leave this option set to 'No', unless your company pays overtime to
employees on the 7th consecutive day of work (regardless of hours worked). This rule is most commonly used by
unions and in California.
You have now set your Pay Preferences. Click Submit and move on to setting your Punch Preferences.
Setting Your Punch Preferences
From the Pay Preferences tab, select the Punch tab
to go to the Punch Preferences screen.
Follow the instructions below to set your Punch
Preferences.
1. Set Your Rounding Type - from the drop-
down menu, select none, 15 minute, 15
minute slant, or 10th hour.
Note: The rounding rule selected affects all
punches system wide. The original punch
time remains unchanged on the employee
timecard. The punch hours round according
to the rounding rules you set.
The available choices are:
None: (No Rounding) accumulates 100% of all time registered on the clock. Punches are calculated to
1/100th of an hour.

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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
A punch at 7:53am would calculate as 8:00am
15 Minute Slant: Quarter hour rounding similar to above except the break point occurs on the 5th
minute or 10th minute depending on whether it is an IN punch or an OUT punch. (10/5 split on IN
punch, 5/10 split on OUT punch.)
To Illustrate: An IN punch of 4 minutes 59 seconds rounds back
An IN punch of 5 minutes 00 seconds rounds forward
An OUT punch of 9 minutes 59 seconds rounds back
An OUT punch of 10 minutes 00 seconds rounds back
Example: A punch at 7:49am would calculate as 7:45am
A punch at 7:50am would calculate as 8:00am
10th Hour: Rather than rounding the punch hours, this selection calculates punches from the
tenth hour point and advances each six minutes.
To Illustrate:
Example: An IN punch at 7:30am would calculate at 7.5am
An OUT punch at 4:05pm would calculate as 4.0pm
2. Automatic Punches become IN at - this option is used when an employee entry method is set to Automatic,
discussed in Chapter 3 | Setting Up Your Employees.
This option is convenient if an employee forgets to clock OUT. This will automatically make the next punch an IN
punch after a determined number of hours.
If you plan on using the Automatic Entry Method, enter the number of hours that must pass before the next
punch automatically becomes an IN punch. Unless your employees regularly work more than 13 hours a day, the
default setting is recommended.
3. Flag edits on Reports - check this box if you want manually edited punches to be flagged on reports. If checked,
all edited punches will be marked with an 'E'.
4. Reject Like Punches within - if an employee accidentally tries to enter the same type of punch at the clock
within the minutes specified, the second punch will be ignored. Enter the appropriate value in this field.
You have now set your Punch Preferences. Click Submit and move on to setting your Device Preferences.

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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.
1. Calculated Time Format - use the drop-
down menu to select whether you want to
display minutes on your reports in decimal
or 60 minute format.
2. Hide Employee PIN - by selecting this
option, your employee's ID number (PIN)
will be hidden at the time clock terminal,
preventing the employee's coworkers from
seeing their PIN.
RTC-1000 2.0 Only
PIN Number Length - using the drop-down
menu, select the length of the custom employee PIN (ID number). Employee PINs (ID numbers) are customized
under the Edit an Employee screen discussed in Chapter 3 | Setting up Your Employees.
System Prompt 1, 2, and 3 - these fields allow you to set up to three custom prompts at the employee time
clock terminal. The default System Prompt on the time clock display is Enter ID Number.
Companies often use this feature for employees that speak languages other than English and to send global
messages to employees.
Example:
Marque Su Numero
Work Safely
Closed Tomorrow
3. Supervisor Code - to secure your employee time clock, enter a unique 6-digit security code.
This code is needed to access Supervisor Mode on the employee time clock.
The default supervisor code is '00 00 00'.
4. Lock Keypad - checking this box will lock the keypad to prevent keypad entry of employee ID (PIN)numbers to
punch IN and OUT at the employee time clock. This option can be used if you have purchased proximity badges
for your employee time clock. See Chapter 6 | Upgrades and Add-ons for a description of the proximity badge
upgrade.
5. Use Daylight Savings - select this checkbox if you want the clock to automatically adjust time for daylight
savings.
6. Default Attendance Report To - using the drop-down menu, select the default time frame to view when you
open the Attendance Report screen.
7. Default Timecard Report To - using the drop-down menu, select the default time frame to view when you open
the Timecards Report screen.

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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. Use Popup Windows for Edits - check this item to have a separate popup window appear when editing a punch
in a report screen. This allows you to view the original report screen in the background while you edit - we
recommend keeping this option checked.
10. Use Batch Edits - check this item to do multiple punch edits on your reports before updating the report. In order
to "batch" update the report screen with your edits, you need to click on the Refresh link in the upper right of
your report screen.
Tip: Choose both the Use Popup Windows for Edits and the Use Batch Edit options to speed up your report
editing.
RTC-1000 2.0 Only
If you have an RTC-1000 2.0 Universal Time Clock, you have additional options displayed on the Device Preferences tab
screen. These additional options are only used for connecting multiple time clocks together using the Multi-clock option.
Multi-clock configuration is discussed in Chapter 7 | Multi-clock Configuration.
Note: If you are not using multiple time clocks, do not change these settings.
You have now set your Device Preferences. Click Submit and move on to setting your Alert Preferences.
Setting Your Alert Preferences
Select the Alerts tab in the Preferences screen to setup the
alert notices displayed on the Home page.
Note: Alerts will not immediately update on the Home page.
The Home page will be updated based on your time setting
for the Check Alerts Every option described below.
1. Alert Low Hours at - if an employee works a shift
that is less than the hours specified, an alert will be
generated.
Tip: To disable an alert, set the alert value to '99'.
2. Alert High Hours at - if an employee works a shift that is more than the hours specified, an alert will be
generated.
Tip: To disable an alert, set the alert value to '99'.
3. Alert Maximum Time at - this is the maximum time a punch pair will should accumulate.
For example, if you enter '24', any employee that forgets to punch OUT the day before or that has a shift
duration of more than a day will have a maximum of only 24 hours assigned to the punch pair, and an alert will
be generated.
4. Alert Day Overtime OT at - this option will trigger an alert before an employee hits daily overtime by using the
daily overtime value that you set under Overtime Preferences.

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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. Alert Week Overtime OT at - this option will trigger an alert before an employee hits weekly overtime by using
the weekly overtime value that you set under Overtime Preferences.
Example:
If you have Week OT1 set to 40 hours and Alert Week Overtime OT set to 8 hours, an alert will be posted to the
Home page when the employee reaches 40-8 = 32 hours worked for the week.
6. Check Alerts Every - new alerts will be checked and posted to the Home page based on the time entered here.
To maximize systems speed and performance, we recommend setting this value to 10 minutes or more.
7. Update Employee Hours Every - enter in minutes how often punch information from the employee time clock is
updated on your report screen. If the system seems to be running slowly, enter a larger number in this field.
You have now set your Alert Preferences. Click on Submit to save your settings.
For additional Alert configuration, use your mouse cursor and click Settings and then Alert Setup.
Alert Setup
Follow the instructions below to set up alerts to be posted on the
Home page.
1. Enabling/Disabling Alerts - to disable an alert, deselect the
checkbox in the far left column. This will prevent the alert from
being posted to the Home page.
Tip: We recommend disabling any unused alerts in order to
minimize the resources used by your time clock and to optimize
system performance.
2. Lifetime - using the drop-down menu under the Lifetime column, select the amount of time the alert is to
remain on the time clock Home page. After that time, the alert will be automatically removed.
You have now completed Alert Setup. Click Submit and move on to Setting Your User Fields.
Setting Your User Fields
User Fields are used to set customer fields to track information, as shown
in the example to the right.
This option is often used to track an employee hire date, social security
number, or department account number as shown in the example to the
right.

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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.
The available choices are:
System - adds the User Field to the User tab screen
Employee - adds the User Field to the Edit an
Employee screen
Department - adds the User Field to the Edit a Department screen
None - does not add the User Field to any screen
Repeat these steps with each User Field you wish to add.
Note: ADP USERS must use the User Field to track the employee’s ADP Payroll ID. Refer to the ADP manual installed
with the ADP Payroll Export for instructions.
Once complete, click on Submit to save your settings. Move on to Chapter 3 | Setting Up Your Employees.

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Chapter 3 | Setting Up Your Employees
Employees and their ID numbers (PIN) are preset in the Universal Employee Time Clock. This makes setting up your
employees fast and easy! RTC-1000 2.0 users also have the option to customize the employee ID numbers (PIN). Refer to
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.
Go to Chapter 6 | Upgrades and Add-ons to learn more about upgrading your employee time clock for additional
employee capacity.
A list of your employees and their ID numbers (PIN) can be found by running a Roster Report. You can find
the Roster Report by using the Navigation menu. Use your mouse to hover over Reports and then click on
Roster Report.
For a detailed description on Roster Report features, go to Chapter 4 | Running Reports.
Customizing Your Employees
To customize an employee, click on the employee name in the Roster
Report.
SB-100 PRO 2.0 Only - If you have chosen to use the pre-assigned ID
number cards from Step 3 of the Quick Start Guide, use the ID
number pad to assist you in matching employee names with their
assigned ID number.
1. First Name - enter the employee's first name.
2. Middle Initial - enter the first initial of the employee's middle name.
3. Last Name - enter the employee's last name.
4. Display Name - enter the name that the employee will see at the
clock and on reports.
5. Address - enter the employees address. This field is optional.
6. PIN/Badges - lists the employee’s 3-digit ID number.
RTC-1000 2.0 Only - The following options are only available with the
RTC-1000 2.0.
Note - this field is used to track a custom note for the employee.
Display ID - this field is used for those companies that wish to sort
employees by a number other than the employee PIN number. We recommend keeping the Display ID set to the
employee PIN.
PIN/Badges - enter the custom ID number (PIN) you wish to assign to the employee. The default PIN length is set
to 3 digits; you can customize the PIN length up to 9 digits under Device Preferences.
7. Active - all employees default to an active status. Deselect this checkbox to make the employee inactive and to
hide their name from the Roster Report and all other reports.
8. Track Paid Break - select this box to track the employees time spent in their Paid Breaks. Read Tracking Paid
Breaks in Chapter 1 for instructions on punching IN/OUT of break.