Using the Extreme Blue iPhone App

Step-by-Step Guide to Basic Functions

Now that your app is set up, here's how to use it.

Note: These instructions are for users of the TimePilot Extreme Blue timeclock system. If you have the Extreme Blue Enhanced system (with PC software), you'll find your instructions here.

Employees clock in and out with just a tap of an iButton.

Employees clock in and out with just a tap of an iButton.

When it's time for payroll, use your smartphone to collect the data via Bluetooth

When it's time for payroll, use your smartphone to collect the data via Bluetooth

Our smartphone app calculates employee hours right on your phone.

Our smartphone app calculates employee hours right on your phone.

Using the app

The Main View is what you'll see when you start the app after setting it up. Here's an overview, keyed to the image below:

Extreme Blue iPhone App main screen

These are the employees you have set up. If there's a red arrow next to the person's name, that person was clocked in when you last collected your data from the Extreme Blue clock; if there's no arrow, that person was clocked out.

Under each name are the regular and overtime hours worked by the employee, as of the last time you collected data from the Extreme Blue clock.

If you see the hours listed as "-.--", that indicates that the app has detected an error, also known as an "exception." Usually, they occur when an employee has forgotten to clock in or out, and thus has two straight clock-outs or ins. When that occurs, the app cannot calculate an accurate number of hours, and displaying "-.-- is a way of alerting the supervisor. To solve the problem, see "Adding and deleting transactions."

Want to see an individual employee's transactions? Just tap the employee's name.

Want to add a clock in or clock out or edit an individual employee's profile? Tap and hold the employee's name.

Want to delete an employee? Swipe their name to the left and tap "Delete."

Want to add an employee? Tap the "+" icon and fill in the information requested. Need a reminder of the process? Click here to go to the section on setting up employees.

Items 3-6 are visible on all screens of the app.

Tap "Employees" to see your employee list (the "Main View," shown above).

Tap "Pay Periods" to extract the clock-ins and clock-outs for a pay period into a separate file, and to see previously extracted pay periods.

Pay Periods screen

As employees clock in and out, their transactions are kept in an area called “Current Transactions.” Once a pay period is over, it’s a good practice to “extract”—or move—those transactions into a area of their own.

There are several good reasons for doing this:

  • It keeps all the transactions for one pay period in one place.
  • Along with the saved transactions, it also saves all the software settings—overtime policy, shifts, employee profiles, etc.—that were in effect at the moment you extracted the period. This is important because if you later make changes to your company's work policies while working in Current Transactions, those changes will not affect your extracted periods.

To extract a pay period, tap the “Pay Periods” icon to display the Pay Periods screen. Tap “Extract” in the upper right corner. Enter the start and end dates of the period and tap “Extract Pay Period.”

Extracted pay periods always have yellow backgrounds; that’s an easy way to differentiate them from Current Transactions.

To delete a pay period, swipe it to the left and tap the "Delete" button that appears.

Let's say you extract a period, but then realize you have entered the wrong dates. What do you do?

It's an easy fix:

First, tap and hold the offending extracted pay period. The "Reverse Extract" button will appear. Tap it. The offending transactions will be returned to "Current Transactions."

Now tap "Extract," enter your correct dates and extract the pay period.

Tap "Collect" to download to your iPhone the clock-ins and clock-outs collected by the Extreme Blue clock. Follow the instructions that appear to complete the procedure.

Collecting data from clocks

Tap "Settings" to set up your app or make changes to your current setup. For more on the Settings screen, click here.

Adding and deleting transactions

There are two ways to add a clock-in or a clock-out for an employee:

How to insert or edit a transaction.

Method 1 (shown above): This shortcut method assigns the current time to the added clock-in or clock-out. On the Main Screen, tap and hold the name of the employee. In the box that pops up, tap "Clock IN," or "Clock OUT." An In or Out  transaction will be added for that employee at the time you tapped the button.

Adding a new clock-in or clock-out.

Method 2 (shown above): This method allows you to specify the date and time of the added clock-in or clock-out. In the Main View, tap the employee's name to view his or her transactions. Then tap the "+" at the top right-hand corner of the screen. The New Transaction screen will appear. Choose the type of transaction (In or Out), the date and time, then click "Save."

To Edit a transaction, tap the employee's name in the Main View then tap the transaction yoiu want to edit. A screen will appear allowing you to change the time or date of a transaction or flip it from In to Out or vice versa

To delete a transaction, simply swipe the offending clock-in or clock-out to the left and tap the Delete button that appears.

To delete a transaction, simply swipe the offending clock-in or clock-out to the left and tap the "Delete" button that appears.

Extracting pay periods (and why it’s important!)

As employees clock in and out, their transactions are kept in an area called “Current Transactions.” Once a pay period is over, it’s a good practice to “extract”—or move—those transactions into a area of their own.

There are several good reasons for doing this:

  • It keeps all the transactions for one pay period in one place.
  • Along with the saved transactions, it also saves all the software settings—overtime policy, shifts, employee profiles, etc.—that were in effect at the moment you extracted the period. This is important because if you later make changes to your company's work policies while working in Current Transactions, those changes will not affect any extracted periods.

Pay Periods iconTo extract a pay period, tap the “Pay Periods” icon (shown at right) at the bottom of the screen.

On the Pay Periods screen, tap “Extract” in the upper right corner. Enter the start and end dates of the period and tap “Extract Pay Period.”

Extracted pay periods always have yellow backgrounds; that’s an easy way to differentiate them from Current Transactions.