Now that your app is set up, here's how to use it.
Note: These instructions are for users of the TimePilot Extreme Blue Enhanced time clock system. If you have the Extreme Blue system (without 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.
Tap your phone’s screen and send the employee work hours to Dropbox, then retrieve them with the TimePilot software at your main office.
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:
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 send your data to headquarters via Dropbox? Tap the cloud icon. The app will use your cell phone service to send all the clock-ins and clock-outs you have collected to your Dropbox folder in the Cloud. The TimePilot Central software on your PC at your main office (or wherever you are using the TimePilot Central software) will download the data from there to the TimePilot database. For more on this topic, click here.
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 4-7 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.
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:
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.
Tap "Settings" to set up your app or make changes to your current setup. For more on the Settings screen, click here.
There are two ways to add a clock-in or a clock-out for an employee:
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.
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 delete a transaction, simply swipe the offending clock-in or clock-out to the left and tap the "Delete" button that appears (see below).
A few seconds after the iPhone transmits the data, it will be automatically downloaded to the Dropbox folder on your PC. You can check to see if it’s there by looking here: Dropbox > Apps > XBlue_iOS > XXXXXXXXXX. The X’s represent the number of the phone that sent the information. All uploads and everything for this phone will be stored in this folder.
Here’s how to import the data into TimePilot Central: