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.