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.
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.
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 at right:
These are your menus. To move from screen to screen, just tap the menu item. The blue bar under the menu items indicates which screen is in view (in this case, it's the "Employees" 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 clock-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, editing and deleting transactions."
Want to see an individual employee's transactions? Just tap the employee's name.
Want to clock in or clock out an employee? There are two ways to do this; please click here to see them.
Want to edit or delete an individual employee's profile? Tap and hold the employee's name, then choose from the menu that appears.
Want to edit an employee's transactions? See "Adding, editing and deleting transactions."
Tapping the "Add" button opens the New Employee screen and allows you to create a new employee profile. For more on adding employees, see the instructions for setting up the app.
There are two ways to add a clock-in or clock-out for an employee:
Method 1: This shortcut method creates a clock-in or clock at the current time. 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 an out transaction will be added for that employee at the day and time you tapped Clock IN or Clock OUT.
This method also gives you the opportunity to edit or delete the employee's profile.
Method 2: This method allows you to specify the date and time of the clock-in or clock-out that you're adding. In the Main View, tap the employee's name to view his or her transactions. To insert a clock-in or clock-out transaction, tap the "Insert" button at the bottom of the screen. Choose from In or Out and enter the date and time (see screenshot). When you're done, tap "Save."
To edit or delete a transaction, tap and hold the transaction, then choose "Edit" or "Delete" from the pop-up menu.
This screen (shown at right) displays your past pay periods.
What's a past pay period? As employees clock in and out, their transactions are kept in an area called "Current Transactions." But once a pay period is over, it's a good practice to "extract"—or move—those transactions into a file of their own. We call them "past pay periods." There are several good reasons for doing this:
See below for instructions on how to extract a pay period and how to view an extracted pay period.
Here's how to extract a pay period:
And here's how to view your extracted pay periods:
To delete a pay period, tap and hold it. In the pop-up menu that appears, tap "Delete."
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 Extraction" 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.
This is where you download the data collected by your Extreme Blue clock to your phone.
To do so, tap the "Collect" menu and follow the instructions on the screen.
When you tap the "Settings" menu, you'll see several options—General, Pay Period, Overtime and Rounding—that you dealt with with when you set up your app. If you need to make changes in that setup, this is where it's done.
There are also three more menu items: Dropbox (Cloud), Clock Administration and About. Here's a summary of each one:
This feature allows you to back up all the TimePilot data on your phone—current transactions, extracted pay periods and employee profiles—to Dropbox, a free cloud-based service. The intent is that by using this feature, if you lose your phone your data will still be safe.
Dropbox is a free internet-based Cloud service. You can learn more about it here: Dropbox.com.
Let's say you have been using this feature and then lose your phone. All you need to do after getting a new phone is download the Android App, link it to your Dropbox account and restore your data.
You can also view your data from a PC that shares your Dropbox account using Microsoft Excel.
There are three options here:
This lists the version number of your app, as well as links to the TimePilot web site and the app's help pages on the web site.