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Time Guardian Pro
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AMANO Time Guardian Pro User’s Manual

Chapter 4: Working with Time Guardian Pro

Company Profile

The Company profile and general settings can be set in the Setup Wizard or in the Company screen. The Company window consists of two tabs: General and Settings. The General tab is used for Company profile information and the Settings tab is used for hours and time format, Pay Period data protection, auto polling, IM settings, display units, and auto-synchronization with Access Control.
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To set the Company Profile with General Settings:
1. Select the Company module within the Setup group in the Tree View. The General tab will appear in the Table View.
2. Enter the following (Fields in yellow are required):
• Company Name: Enter your company name here.
• Address: Enter your company’s street address.
• City: The city where your company is located.
• State: The state or province where your company is located.
• Zip: The postal zip code of the city where your company is located.
• Country: The country where your company is located.
• Phone: The phone number of your company.
3. Click on the Settings tab and the following is an example of the Company view that will appear:
4. Select the following:
• Hours Format: Hours/Minutes (60th’s: 8 hours, 30 minutes = 8:30), or Hundredths (100th’s: 8
hours, 30 minutes = 8.50).
• Time Format: Select either Standard (12-hour: 3:00 PM), or Military (24-hour: 15:00) format.
• Access Control:
a. Auto Sync Access on Login: When checked, Time Guardian Pro will synchronize with the
installed Amano Access control software (AXP-200 or AmanoNet) at Login. If None was selected as the installed access control software during installation, this option will be disabled
b. Repunch Protection: Enter the interval, in seconds, that will prevent duplicate punches
from being recorded. If an employee attempts to punch twice at the terminal during the interval set, the second punch will not been accepted. Once the interval has passed, the employee’s punch will be accepted. This option is only available if used with Amano Access control software (AXP-200 or AmanoNet).
• Misc.:
c. Close Pay Period: When checked, data from previous Pay Periods will be “Closed” (Read-
only) from editing.
d. Auto Poll on Login: When checked, Time Guardian Pro will poll all connected terminals at
Login.
• IM Settings: Escalation Frequency - The number in minutes before the Escalation Server will
update messages.
• Benefit: Tracking Type: The choices are; None, Deaccruals, and Import Balances. When
Deaccruals are selected employee benefit use will be tracked by the system, but the system will not accrue benefits. Benefits must be entered as values into the system, and then the system will keep track of updating available amounts based upon use. When Import Balances is selected, the system will accept existing benefit values and keep track of their use, but it will not allow additional values to be added (accrued).
5. Click on the
button to save your settings
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Labor Levels

Labor levels are used to determine where an employee worked and what an employee worked on. Up to (6) main Labor Level categories can be created with an unlimited number of entries per category. These multiple levels can be used simultaneously for where an employee worked as well as what an employee worked on.

Example of Multiple Labor Levels:

An employee is scheduled to work from 9:00 AM to 6:00 PM. From 9:00AM to 11:00AM, they work in Building A and in the Production Department. While working in Production, the employee performed the job of welding parts that were needed for Work Order # 100200, and then from 11:00 AM to 6:00 PM, the employee switched to the job of Assembly of parts needed for Work order # 100300. The assignment of labor for the day would look like this:
Time of
Day
9:00-11:00 2:00 Regular Building A Production Welding Work Order# 100200 11:00-5:00 6:00 Regular Building A Production Assembly Work Order# 100300 5:00 - 6:00 1:00 Overtime Building A Production Assembly Work Order# 100300
Hours
Worked
How many labor levels the employee’s hours are assigned to simultaneously varies from company to company and is therefore part of the software configuration. Labor Levels can be created through the Setup Wizard or by selecting the Labor Levels module within the Company module.
Pay
Code
Labor
Level 1
Labor
Level 2
Labor
Level 3
Labor Level 4
To create Labor Levels, you must specify how many of them you wish to use, and then enter a name for each in the desired level in the General Tab and check Active for each Labor Level used. By default, Level 1 is always active.
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Once entered, the main Labor Level name will appear in the desired field number. To add levels within each Labor Level, click on the Edit Names
Names window for the selected Labor Level will appear as shown in the following example:
button in the desired row. The Labor
To add a Labor Name, click on the button. All the fields in the window will go blank. In the Name field, enter a name for the Labor Name. In the number field, enter a number that will be associated with the Labor Name. Enter a brief description of the Labor Name in the Description field.
If the Labor Name is to expire on a specified date, click on the
button and select an expiration date
from the calendar. When you have finished, click on the to the Labor Names window.
To save the Labor Name, click on the
To delete a Labor Name, select the labor name from the list and click on the Name will be removed from the list.
button. The Labor Name will appear in the Names List.
button to save your settings and return
button. The Labor
You can use the drop down list in the Names list or the Labor Names.
To modify a Labor Name, select the desired Name from the active list and click on the button to view the General tab window for that labor name, change current labor name to new name and save your changes. To add a new Labor Name make an inactive level active by clicking on the
box alongside “Active”
Click on the
After you have finished entering Labor Levels, click on the save your settings and return to the main tree view.
button to save your settings and return to the Labor Levels window.
.
button in the Labor Levels window to
buttons to view other
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Wages

To assign a Cost or Billable Rate for wages, click on the Add button or check Use Rate Template.
For Use Rate Template check the box:
Select the desired Rate Template from the list in the Template field.
To Add a rate:
Click on the Add button and a row will appear in the Rates box. In the Date field, enter a date when the rate for the labor level will be in effect. Enter a rate for the labor level in the Rate field. In the Operation field, select Rate, Add to, Percentage. Rate is the labor level's actual rate. Add to will add to the existing rate (as defined in Rate Setup). Percentage will increase the existing rate for the labor level by the percentage as defined in Rate Setup.
Rates can be increased using the Operation field or clicking on the Percent Increase button. The following window will appear for percent increase:
Click on the rate you wish to increase the rate by. Click on the
button to enter an effective date for the increase and enter in a percentage of the
button when finished.
To delete a rate or rate operation, select the desired row, and click the Delete button.
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Rate Setup

The Rate Setup module allows you to classify employee wages or rates in terms of cost or billable rates per employee or Labor Level(s). There are (2) types for each; Standard or Combined. Standard applies the rate based on the order set, and Combined applies the rate based on the combination of items (Employee and Labor Levels) selected. For multiple employees, a Rate Setup template must be configured for each individual employee.
To define the criteria for Rate Setup templates:
1. Select the Rate Setup module within the Company group in the Tree View.
2. The top line can be used as a filter to select the desired row. Also, clicking on any column heading in the list will sort the list in ascending/descending order based upon the column that was clicked
on. Select a row and click on the
button to edit a Rate Setup.
3. In the General tab, select the number of decimal places (2 thru 5) that will be used for the rates.
4. Click on the Standard tab.
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5. Select either Cost Rate or Billable Rate Order in the Type field.
6. To add a selection, highlight the desired item in the Available list and click the Add button. To select all the listed items, click the Add All button. To remove an item, highlight the desired item in the Selected list and click the Remove button. To remove all the listed items, click the Remove All button.
7. Click on the Combined tab.
8. Select either Cost Rate or Billable Rate Order in the Type field.
9. To add a selection, highlight the desired item in the Available list and click the Add button. To select all the listed items, click the Add All button. To remove an item, highlight the desired item in the Selected list and click the Remove button. To remove all the listed items, click the Remove All button.
10. Click on the
button to save your settings.

Combined Cost Rates

This module enables you to create Combined Cost Rates, and is enabled when at least one item is assigned to the Cost Rate Order in the Combined tab of the Rate Setup window, and at least one employee has been added in the Employees module. The rate templates created here are assigned to employees in the Wage tab of the Employees module.
To create a Combined Cost Rate:
1. Select the Combined Cost Rates module within the Company group in the Tree View.
2. Click the the desired template within the Combined Cost Rates module in the Tree View and click the
button, or double-click on the template row and the following type of screen will appear.
button to create a new Cost Rate. To edit a Combined Cost Rates template, select
The items assigned to the Cost Rate Order in the General tab of the Rate Setup window will appear in the Combined Cost Rates window.
3. Using the drop down lists provided, select the employee or the Labor Level subcategory you wish to track. To save your changes, click the
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button.
4. To add a rate based on a Rate Template, check the Use Rate Template option and select a Rate Template using the drop down list in the Rate field as illustrated in the following example.
If you do not wish to use a Rate Template, click on the Add button. A row will appear in the Rates box as shown in the following example.
5. Click on the button in the Date field to enter the effective date for the rate will be in effect. When you have finished, click on the
Template window.
6. Enter a rate in the Rate field.
button to save your settings and return to the Rate
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7. Repeat Steps #3 thru #6 to add additional Rates to this template.
8. To delete a rate select the desired row and click on the Delete button.
9. To automatically increase the rate by a %, click on the Percent Increase
button.
10. Click on the
button in the Date field to enter the effective date for the rate increase and enter
the percentage increase of the rate in the Increase field. When you have finished, click on the
button to save your settings and return to the Combined Cost Rates window.
11. Click on the
button to save your settings. The Combined Cost Rate will be added to the Main
View.

Editing a Combined Cost Rate Template

To edit a Combined Cost Rate Template, select the desired template within the Combined Billable Rates module in the Tree View and click the save your changes, click the
button.
button, or double-click on the template row. To

Deleting a Combined Cost Rate Template

To delete a Combined Cost Rate Template, select the desired template within the Combined Billable Rates module in the Tree View and click the
button.

Combined Billable Rates

This module enables you to create Combined Billable Rates, and is enabled when at least one item is assigned to the Billable Rate Order in the Combined tab of the Rate Setup window, and at least one employee has been added in the Employees module. The rate templates created here are assigned to employees in the Wage tab of the Employees module.
To create a Billable Cost Rate:
1. Select Combined Billable Rates module within the Company group in the Tree View.
The items assigned to the Billable Rate Order in the Combined tab of the Rate Setup window will appear in the Combined Cost Rates window.
2. Using the drop down lists, provided, select the employee or the Labor Level subcategory you wish to track.
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3. To add a rate based on a Rate Template, check the Use Rate Template option and select a Rate Template using the drop down list in the Rate field.
If you do not wish to use a Rate Template, click on the Add button. A row will appear in the Rates box.
4. Click on the have finished, click on the
window.
button in the Date field to enter the date that the rate will be in effect. When you
button to save your settings and return to the Rate Template
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5. Enter a rate in the Rate field.
6. Repeat Steps #3 thru #6 to add additional Rates to this template.
7. To delete a rate select the desired row and click on the Delete button.
8. To automatically increase the rate by %, click on the Percent Increase
button.
9. Click on the enter the percentage increase of the rate in the Increase field. When you have finished, click on
the
10. Click on the Main View.
button to save your settings and return to the Combined Billable Rates window.
button in the Date field to enter the date that the rate increase will be in effect and
button to save your settings. The Combined Billable Rate will be added to the

Editing a Combined Billable Rate Template

To edit a Combined Billable Rate Template, select the desired template within the Combined Billable Rates module in the Tree View and click the save your changes, click the
button.
button, or double-click on the template row. To

Deleting a Combined Billable Rate Template

To delete a Combined Billable Rate Template within the Combined Billable Rates module, select the desired template in the Tree View and click the
button.
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Rate Templates

A Rate Template allows you to create a rate to assign to employees. Rate Templates are assigned to employees in the Wages tab of the Employee window.
To create a Rate Template:
1. Select the Rate Template module within the Company module in the Setup group in the Tree View. The following Rate Template window will appear:
2. Enter a number for the Rate Template in the Number field.
3. Enter a name for the Rate Template in the Name field.
4. In the Description field, enter a brief description of the Rate Template.
5. To add a rate, click on the Add button. A row will appear on the Rates box.
6. Click on the button in the Date field to enter the effective date for the rate. When you have finished, click on the Apply
window.
7. Enter a rate in the Rate field.
button to save your settings and return to the Rate Template
8. Repeat Steps #5 thru #7 to add additional Rates to this template.
9. To delete a Rate from a template, select the desired row and click on the Delete button.
10. Click on the Apply
button to save your settings and return to the Labor Levels window.

Editing a Rate Template

To edit a Rate Template, select the desired Rate Template in the Tree View and click the button, or double-click on the template row. To save your changes, click the
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button.

Deleting a Rate Template

To delete a Rate Template, select the desired Rate Template in the Tree View and click the button.

Users

The Users module in the Setup group is used to create user profiles/accounts and assign access privileges to these accounts. This is accomplished through the use of User ID’s, Passwords, and Groups (access levels). Groups are specific levels of rights and accessibility privileges. These levels are custom to your company’s needs and are created in the Groups module, which is beneath the Users module in the Tree View. Groups must be created before Users can be assigned.

Groups

Access privileges are set in the Groups selection of the Users module in the Tree View.
Filter tool for Groups using Name or Description
Secondary filter field
Click on column headings to sort by ascending or descending (toggled)
Note: The Administrator and Support Groups are default groups and cannot be deleted. User Groups can be initially filtered in ascending order by using a field with a drop down list located
on the top of the groups window (see above illustration). The choices in this list are; Name or Description.
Additional filtering in ascending order can be accomplished by entering characters in a case sensitive field located to the right of the drop down list (see above illustration).
Click in the column headings anywhere to further sort both columns. Each click toggles between ascending, or descending order.
To add Groups:
1. Click on the
2. In the General Tab, enter a name and a description for the Group in the fields provided.
3. Click on the Modules tab, and the following type of window will appear:
button. The following is an example of the Groups window that will appear:
By default, all modules are selected for each new group and will appear in the Selected List. When a module is highlighted or selected from within this list, the privileges or rights options for that module will be enabled in the checkboxes below the Selected list. They are:
• Read: Read-only
• Write: Modify records in the module.
• Add: Add records in the module.
• Delete: Delete records in the module.
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Placing or removing a check in each checkbox can modify the privileges or rights options. If you disable the Write (Edit), Add, or Delete functions for the Group, the corresponding buttons (
, and ) will be disabled when a user assigned to the Group is using the software. Modules can be removed from the Group by selecting them in the Selected list and clicking on the Remove button. All the modules can be removed from the Selected list by clicking on the Remove All button.
4. Make your selections for the Group’s rights and privileges and click the close without saving, click on the
button.
button to save. To

Editing a Group

To edit a Group, select the desired Group name in the Tree View and click the button, or just double-click on the group row. To save your changes, click the
button.

Deleting a Group

To delete a Group, select the desired Group name in the Tree View and click the button.
,

Users

To create a User account:
1. Click the button with the Users module selected in the tree view. The User’s window will
appear. The User’s window can consist of up to (10) tabs: General, Password, Employee, Payclass, and the up to 6 user defined Labor Levels.
2. In the General tab, enter the name of the individual or account you are adding in the Name field.
3. Select the Group that this user will belong to.
4. In the Account Settings section, select the following:
• Disabled: If checked, the user will be disabled. (Enabled is default)
• Expires: When checked, the password will expire on a given date. When the date arrives, a
check will automatically be placed in the disabled option.
• Read Rates: When checked, the user will have read-only access to the Rates’ modules.
• Write Rates: When checked, the user will have write access to the Rates’ modules.
5. Click on the Password tab.
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6. Enter in a password for the user. The password must then be confirmed.
Note: The minimum required password length is (6) characters, and can be any combination of letters
and numbers and is case-sensitive.
7. Set the password expiration options. The choices are:
• Must change password on next login: The user will be prompted to enter a new password for
this account at login.
• Never expires: The password created will never expire.
• Expires after: This allows you to set a specific date for the password to expire. After this date
the user will be prompted to enter a new password.
• Cannot change password: The users will not be able to change their password.
8. Click on the Payclass tab. This tab is used to set which Pay Class the user has access to. The employee list will only show the employees belonging to the selected payclass.
By default, all Pay Classes are selected and will appear in the Selected list. Pay Classes can be removed from the Group by selecting them in the Selected list and clicking on the Remove button. All the Pay Classes can be removed from the Selected list by clicking on the Remove All button.
9. Repeat the above procedure for the remaining Labor Level tabs (up to 6 user defined).
10. Click on the Employee tab. This tab is used to set which employee records the user will have access to.
Select sort criteria from the drop down list to filter employees
Enter information in this dedicated field to filter the Available list
Enter information in this dedicated field to filter the Selected list
11. By default, all employee records are selected and will appear in the Selected list. Employees can be removed from the Group by selecting them in the Selected list and clicking on the Remove button. All the employees can be removed from the Selected list by clicking on the Remove All button.
Employees can be simultaneously
UfilteredU in both the “Available” and Selected” lists in ascending
order by using the Sort field drop down list. The choices in this list are; employee number, badge number, payroll number, last name, first name, or comment field.
Additionally, Employee(s) can be UfilteredU in the “Available” or “Selected” lists by entering additional case sensitive characters in dedicated Criteria fields (see above illustration). The Criteria field located above the “Available” list filters only that list, while the Criteria field above the “Selected” list filters that list. Each list is filtered independently in ascending order.
Note: By unselecting Pay Classes, it will reduce the Employees that the user can have access to.

Editing a User Account

To edit a user account, select the desired User name in the Tree View and click the button. To save your changes, click the
button.

Deleting a User Account

To delete a user account, select the desired User name in the Tree View and click the button Note: The Administrator and Support accounts cannot be deleted.
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Pay Codes

Pay Codes determine how an employee’s hours will be categorized and displayed throughout the system.
To create a Pay Code:
1. Click on the Pay Codes module within the Setup group in the Tree View.
2. Click the Add
button. The Pay Codes window will appear.
3. In the Name field, enter in a name for the Pay Code.
4. In the Description field, enter in a brief description of the Pay Code.
5. Enter the Position number, if desired. A Position number is assigned automatically but can be changed. This number is used for display order on reports and the Timecard grid.
6. Select the Primary Type (how the hours awarded to a specific Pay Code will be classified). Hours corresponds to worked hours (REG, OT) and non-worked hours (SIC, VAC). Dollars corresponds to monetary amounts given to an employee (Bonus, Tip).
7. Select the Hours Type: Non-worked (SIC, VAC, etc.) or Worked (REG, OT)
8. In the Cost Multiplier field, enter in the cost multiplier for the Pay Code. For example, TT = 3.0 in the example shown above.
9. In the Billable Multiplier field, enter in the billable multiplier for the Pay Code. For example, TT =
1.0 in the example shown above. For example, this field could be used to markup the cost of labor charges that are billable for rendered services.
10. Check Split Hours if you want the Pay Code to be used for Split Hours. Split hours allow the system to move hours from one Pay Code to another.
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