Selected TimePilot 5 tips

These items cover TimePilot 5; for TimePilot 4, please click here

Q. We have an Extreme Blue clock and we're missing all the transactions from one day of the workweek. How do we get those missing transactions?

A. The last 12,000 transactions remain in the clock's memory even after they've been downloaded to your phone, so don't worry—there's a strong chance they're still available. To retrieve the missing transactions, you will need to be at the Extreme Blue clock with your gray management iButton and the XBlue Sky app on your phone.

Here's the process:

  1. Start the XBlue Sky app on your phone.
  2. Tap the "Clock" icon. (If you have an iPhone, it's at the bottom of the screen. If you have an Android phone, it's at the top.)
  3. Tap "Menu" at the top right corner of the screen, and choose "Get Past Transactions" from the choices that appear.
  4. You'll be asked how many transactions you want to download. This is an important question, and requires some thought because you probably don't need to weed through all 12,000 transactions in the clock.
    The answer is best illustrated by an example: Let's say you have 10 employees, and they clock in or out eight times a day (IN at the start of the day, OUT and IN at morning break, OUT and IN at lunch, OUT and IN at afternoon break and OUT at the end of the day.) That's 80 transactions per day.
    It's the end of the day on Friday, and you find you're missing all of Tuesday's transactions. Therefore, you'll need to download from the clock the last four days' of transactions (Tuesday through Friday). That's 320. But wait—it's always best to overshoot a bit, just in case there are a few more than you expect. Don't worry, the software can handle duplicate transactions.
    So in this case you should tell the app to download the last 350 transactions.
    Go ahead and make your calculations, then enter the resulting number in the app.
  5. Follow the instructions that appear in the app to get your missing transactions into the TimePilot database, then process your pay period again and you should be good to go.

Q. An Extreme Blue clock will hold up to 12,000 punches; what happens when we go over that limit?

A. Once the clock reaches that limit, new transactions will replace the oldest transactions in the clock's memory. There is nothing you need to do and you won't even know it’s happening.

Q. Does your software calculate accrued time for PTO?

A. Yes, it does. For details, please click this link to see the explanation in the software's help files.

Q. Can my employees clock in at one TimePilot clock and out at another?

A. If you’re using our Cloud-Based software, yes, they can clock in at any of your TimePilot clocks and out at any other. If you’re using our On-Premise software, yes, as long as the data collected by the clocks goes to the TimePilot database on your server or PC.

Q. Is there a way to have an employee not automatically receive holiday pay?

A. When you set up your employee, you assigned them to a Pay Class that that you created that includes automatic holiday insertion. To have an employee not automatically receive holiday pay, create another Pay Class that does not include automatic holiday insertion and assign that employee to that Pay Class. As a note, the holidays are inserted into the future, so to view them in the “Unprocessed Transactions” view, you will need to change the dropdown from “Unprocessed to Date” to “Unprocessed All.”

Q. I am a Vetro user and recently upgraded to TimePilot 5 Cloud-Based Edition, which means I can start using TimePilot Mobile. How do I get the data from the cell phone into my software?

A. There is no collection process for the TimePilot Mobile app. Once someone clocks in or out in the app, the transaction is automatically sent to the cloud database. To set up the app in your TimePilot 5 software, go to the Clock Manager tab and click on “Add New Clock.” Select the Mobile app and follow the remaining instructions for setup. At the end of the process, the software will give you a license number that needs to be entered into the app on the employee’s smartphone to connect the app to your cloud database.

Q. I’d like to add a Vetro clock to my TimePilot system and use the USB drive to collect the data. How do I do this?

A. It just so happens that we have a YouTube video that shows exactly how to do that. Click or tap here to see it. It’s one of many instructional videos in our help files. Click or tap here to see the TimePilot 5 Help.

Q. I have an employee who lost her iButton in the middle of a pay period. How do I get her a new iButton and transfer all her information to it?

A. Here’s how:

  1. The main thing to keep in mind for the iButton change is to import all the data from the clocks before assigning a new iButton and updating the clocks as needed. After all the most recent data is imported, you can simply open the employee’s profile and delete their old iButton number.
  2. Save the profile and exit the TimePilot Central software.
  3. Now re-start the TimePilot software. With the software re-opened, you can open the employee’s profile again and assign the new iButton to the employee.
  4. 4. Finally, update the TimePilot clock(s) and phone(s) where applicable.

By following that procedure, all the data associated with the old iButton will be imported into the database and the employee can begin to use their new iButton.

Note: If the lost iButton is eventually found, because it is no longer associated with anyone it can be re-assigned to another employee.

Q. Our company uses Paychex to handle our payroll. Is there a way to prepare the data collected by TimePilot so we can send it to Paychex?

A. Yes, there is. It’s a called “exporting.” In TimePilot Central, click the “Pay Periods” tab on the left side of the screen. In the box labeled “Payroll Exports,” click “Install Payroll Export.” A list of all the available exports will appear. (If you don’t see yours, check periodically—we’re adding them frequently.) In your case, click “Paychex” and “Install.” After it installs, click the “Account” tab, then go back to “Pay Periods,” and you’ll see a Paychex button in the Exports box. Click the button and follow the instructions that appear to prepare your data in the correct format. For more on Payroll Exports, click or tap here.

Q. We have the Cloud Edition and our employees clock in and out with the smartphone app, TimePilot Mobile. Is there a way they can send a note with their clock-in or clock-out?

A. Yes! Here’s how: After starting up the app, you’ll see the big “In” and “Out” buttons. Under the green “In” button is a small white icon that looks like a note with a clock superimposed on it. Before you tap “in” or “Out,” tap the white icon. A box will appear for you to type your note. After you’re done, tap the “In” or the “Out” button. The note will accompany the “In” or “Out” transaction and be visible on TimePilot Central’s Transactions screen. Click or tap here for illustrated instructions.

Q. Does the Tap clock have a low battery warning?

A. No. The clock is always charging when it is cabled to your PC. The Tap uses so little energy from its rechargable battery that it would be incredibly diffcult to run the batteries down to zero. Our tech staff recently found two Tap clocks that had been sitting untouched for five years, and both clocks still ran.

Q. Is your Cloud version web-based software?

A. Just your database is stored in the Cloud. The TimePilot 5 management software must be installed on Windows computers. You can download and install the password-protected software on as many Windows computers as you like.

Q. Can I use one Vetro time clock for more than one business?

A. You can use one Vetro for multiple companies if you’re running either version of TimePilot 5: the Cloud-Based Edition or the On-Premise Edition. TimePilot 5 will handle an unlimited number of companies. If you have multiple Vetros (or any of our other clocks), employees can clock in or out at any of the clocks and the software will list the clock-ins and clock-outs and their locations. If you’re running an earlier version of the TimePilot software and want to upgrade to Version 5, click or tap here.

Q. We have TimePilot Extreme Blue. Can we set the clock-in time at 6:45 a.m. no matter what time the employees clocks in? Some employees clock in at 6:30 or even 6:20 but only start working at 6:45.

A. Yes, that’s a common situation. You’ll be using a feature called “Snap-To” in the TimePilot software. TimePilot's Snap-To function allows employees to clock in early and not go "on the clock" until their shift starts. It also allows them to clock out late but go "off the clock" when their shift ends. In Snap-To setup, you can designate how many minutes will be "snapped" and when that will occur. For details and instructions ton how to set up Snap-To, see this page in TimePilot 5 help.

Q. How do I print a report listing the transactions of all employees?

A. Click the “Reports” tab on the left side of TimePilot Central 5. On the screen that appears, you’ll see five main report categories: Memorized Reports, Summary Reports, Transaction Reports, Administrative Reports and Profile Reports. In the Transaction Reports category, click the icon labeled “Transaction.”

A. When that report opens, you can customize it so that it fits your needs. To get a list of each employee’s transactions, go to the top of the screen where the employee’s name is shown. Click the dropdown arrow and select “All Employees” from the list that appears. You can change the date range of the report with the other menu items at the top of the screen. And if you click the Customize button at the top left, you can add or delete columns of data in the report.

For more on reports, see this page in the TimePilot 5 help.

Q. If we have multiple clocks across multiple sites with different managers at each site, do I need to purchase software and support for each?

A. No. You’ll need one “Starter Kit”: That includes one clock (Extreme Blue, Vetro or Tap), plus TimePilot 5 software, 10 iButtons and the accessories you’ll need. After that, you’ll just add individual clocks—and you can add any of the three clocks mentioned above to an existing system. If you purchase a Cloud-Based system you get unlimited support covering everything; if you buy an On-Premise system you get 30 days of free support and can purchase a year’s worth of tech support for $179 that covers everything.

Q. We just bought another Extreme Blue clock. Do I need to reprogram all our employees' iButtons on the new clock?

A. The clock will not require that the iButtons be re-assigned. The clock does not match the iButton to the employee, this is done within the app or the software.

Q. I’m upgrading to Windows 11. What version of TimePilot Central can I run on Windows 10? Is there a cost for upgrading my local version?

A. Both our newest version, TimePilot 5, and our older version, TimePilot 4, are very happy on Windows 11. If you are upgrading the operating system on the computer you are currently using, you may want to uninstall and reinstall the TimePilot software to ensure you have the most recent version. Here’s a link to the software’s download page. Make sure you click the link for your version of the TimePilot software. Uninstalling the software will not delete any of your data.

You can also use the link above to download the software if you are getting a new computer.

Q. My remote workers don't have smartphones. How can they clock in?

A. If their on-site supervisor has a smartphone, he can clock in each member of the crew using the smartphone app.

Q. Does the smartphone app, TimePilot Mobile, track my employees at all times? We're concerned about privacy.

A. No. It just takes a "snapshot" of the GPS location at the moment the employee clocks in or clocks out. You can also set up "geofencing," which means that when an employee enters an area that you've designated as a job site in the TimePilot 5 software and clocks in or out, their transaction location will be listed in TimePilot Central 5 as the designated job site. This means that a supervisor won't have to call up a GPS map and determine where the employee was when they clocked in or out.

Q. We have an accomplished IT person and we're confident she can handle having the TimePilot database on our network server. Is there any other benefit to having our database on the Cloud?

A. Yes, several:

  • Real-time access to your database even when you're nowhere near your network.
  • No need to worry about crashed hard drives or hackers.
  • Should you need support, TimePilot's technical support staff can easily access your database to diagnose problems. (Many of the support questions they receive involve TimePilot databases on local area networks.)
  • One additional benefit: Cloud-based TimePilot Central 5 includes free unlimited phone and email tech support. (Regular price: $179 per year.)

Q. It would be helpful to see which of our employees are on the clock at any one time. Does TimePilot offer anything like this?

A. Yes, this is just one of the new features in our new software. In TimePilot Central, on the left side of the screen is a tab labeled “In/Out Board.” Just click the tab and you’ll see the current status of each employee. A green arrow indicates they’re clocked in, a blank space that they’re clocked out and boxes of different colors indicate whether they’re currently on vacation, a holiday, taking paid time off, etc.