First, please remember that all of our clocks keep the last 12,000 clock-ins and clock-outs in the clock’s memory, even after you’ve downloaded them, so even though you don’t see the data, it’s almost always still available. Some of the more common errors include:
- Confusing “importing” data with “Processing a Pay Period,” and processing data before the pay period is over. Importing means bringing the data collected by Extreme Blue Enhanced, Vetro or Tap clocks into the TimePilot database. That’s done several ways, including via the Cloud (Extreme Blue Enhanced, Vetro, Tap), the USB drive (Vetro) or USB cable (Tap).
You can import your data as often as you want, but processing your data should be done only after the pay period is complete.
To illustrate the problem, imagine this situation: Mary’s pay period ends at midnight on Friday, and she imports the data from her clocks into the TimePilot software at the end of each workday. Friday afternoon, she decides to get a jump on payroll and processes her pay period. Monday morning, she’s looking over the data for payroll and sees that quite a few clock-outs are missing. That’s because she processed the pay period before her employees were able to clock out on Friday. What should she do? Perform a “Reverse the Pay Period” (instructions here) and re-process the pay period.
- Setting an incorrect time and/or date on the clocks. This is especially common just after New Year’s Day. For example: On January 5, 2025, Joe sets up a Vetro system. When setting the date and time on the clock, he mistakenly enters 01/05/24. His employees clock in and out as usual, but when he extracts the pay period on January 16, 2025, he receives a message saying there were no transactions during the pay period. That’s because each transaction was recorded as occurring in January 2024 instead of January 2025. What should he do? Right-click the erroneous transaction and edit the transaction to correct it. Repeat for each transaction.
When all else fails, you can start all over by re-downloading the data from the clock’s memory. This is called “setting back the pointer,” and is best done with the help of a TimePilot tech support specialist. You can contact them by phone at 630-879-6400 or online.