Royal TIMEPILOT VER5 GOLD User Manual
PC-Based Time Management System
Consumer Information Products, Inc.
379 Campus Drive, 2nd Floor
Somerset, NJ 08875
TimePilot
Instruction Manual
Table of Contents
Introduction..................................................................................................3
Installing the Hardware ..............................................................................5
Using the Software.......................................................................................12
Configuration Manager...............................................................................13
In/Out Manager ...........................................................................................25
Transaction Manager..................................................................................27
Payroll Processing........................................................................................33
Clocking In and Out....................................................................................37
Keeping Your Clock Accurate....................................................................39
TimePilot Accessories and Upgrades.........................................................40
Limited Warranty........................................................................................41
Safety and Legal Notices .............................................................................43
Licensing Agreement...................................................................................44
Technical Support........................................................................................46
© Contents copyright 2006, Royal Consumer Information Products, Inc.. All rights reserved
TimePilot User Manual 2
Introduction
Congratulations and thank you for purchasing the Royal TimePilot time and attendance system. The system has
been designed to grow with your business and be flexible enough to accommodate a business’ changing needs.
We've worked hard to make it a thorough and easy-to-use time and attendance system. We're sure it will cut your
payroll processing time by hours and virtually eliminate mistakes.
Before you start, we suggest you use Windows Explorer to locate the
“readme.txt” file on the CD. Double-clicking on the file will open it for reading. The file contains a list of the other
useful (and essential, in some cases) software on the CD as well as late-breaking release notes.
How does the system work?
TimePilot stations are connected by cable to a communications adaptor that is attached to a USB port on your personal computer. Each
time an employee clocks in or out, the station sends that information
to your PC, where it is recorded either on the PC’s hard drive or a
network server.
If you have a network, you can have multiple time clocks. In this system, each clock feeds its data to a PC, and each PC then transmits the
data through your network to the server.
That’s an important feature of the Royal TimePilot system: Data is
stored in a safe, central location--not on individual time clocks
throughout your facility. The stations all display the same time, because they use the clock of the computer or server that stores the data.
Did an employee clock in twice by accident or forget to clock out? No
problem. Supervisors can use the TimePilot Transaction Manager to
correct errors. When it comes time to do the payroll, just click a button and choose your payroll package from the list provided. TimePilot
will prepare the data in the correct format. Then start your payroll
package and import the data file created by TimePilot.
What’s an iButton?
The iButton is an electronic chip encased in a stainless steel container smaller than a
dime. The waterproof container is attached to a plastic keyfob that fits on a keychain.
Each iButton has a unique ID number, which is detected by the time clock when the
employee taps his or her iButton to it.
The iButton has a far longer life than magstripe cards--it's much more durable and not
subject to demagnetization, as magstripe cards are--and works as well in dirty environments as it does in offices.
It's also safe to carry in a wallet or purse because it will not demagnetize credit cards. And employees don't feel as
fearful about a loss of privacy as they do with biometric systems.
System requirements
• IBM-compatible PC with
Pentium 166 or higher
processor.
• Operating system: Windows
98 (Second Edition), NT,
ME, 2000, XP or above.
• CD-ROM drive.
• Open USB port that can be
dedicated to the TimePilot
System
• Internet access for updates
and support.
• 128 megabytes RAM
• 50 megabytes free hard disk
space.
• Color monitor with a
minimum resolution of 800 x
600 pixels.
TimePilot User Manual 3
Getting started
To get TimePilot up and running, we suggest the following steps:
1. Mount the stations and run the cable..
2. Install the software.
3. Set up employees and their iButtons.
4. Plug the time clock system into your PC.
The next sections of this manual will guide you through the process.
TimePilot User Manual 4
Installing the hardware
Communications Cable USB Cable
PC
USB Adaptor
Power Supply
Time Clock Station
Getting started
Installing the Royal TimePilot system is a simple process--not much different than installing a printer on your
computer. The following pages will describe the process in more detail, but here is an overview of the process:
1. Plan the TimePilot system. Where will the time clock be located? Where will the PC running the
TimePilot software be located? Will you store your data on your PC or on a server?
2. Run the Communications Cable from the PC to the time clock station.
3. Mount the time clock stations and attach the cable to them.
4. Install the TimePilot software.
5. Plug the power supply into an AC wall socket and the USB Adaptor.
6. Plug the cable from the time clock station into the USB Adaptor, then plug the USB cable into the
adaptor.
7. Plug the USB cable into the PC. The software will find the time clock and start the setup process. Note:
Please be sure you have installed the software before taking this step.
Planning the system
Decide where to put the time clock station
Your first step should be to decide where the station will be located. Usually, this will be either at a central location
in your facility or at the employee entrance. The TimePilot station should not be placed outdoors—it is not
designed to be exposed to the elements.
TimePilot tip
Moving your system
If you decide to move your PC or any part of the TimePilot system after completing your installation
(for instance, moving the clock from one wall to another), please shut down the PC first, then unplug
the power supply from the USB Adaptor. Neglecting to so do could damage your system.
TimePilot User Manual 5
The station can be as far as 4,000 feet from the PC. The system comes with 50 feet of cable, but longer lengths of
cable can be ordered from www.TimePil ot.com.
Simple setup: Data collected at PC and prepared for payroll at the same PC
Communications Cable USB Cable
USB Adaptor
PC
Power Supply
Time Clock Station
Network setup: Collect data on server, work with data at PC
Choose the computer on which you'll be running the TimePilot software.
There are several points to remember when deciding which computer to use:
• The TimePilot software on your PC must be running at all times to keep the entire system operating, but the
PC can still be used at the same time for other tasks, such as word processing, working with spreadsheets or
browsing the Internet.
• The TimePilot data will be used by the person who processes payroll.
If you aren't on a computer network, it's probably easiest to connect the TimePilot system to the
computer that also runs your accounting package. By doing that, exporting the payroll data from
TimePilot and importing it into your accounting program will be a breeze.
If you’re on a network, we suggest setting up a place on the server to contain the data collected by
TimePilot. Make sure the server can be mapped to the computer used by the person handling payroll so
they will have access to the data.
• One of the unique features of TimePilot is the In/Out Manager. Many of our customers also run the
TimePilot software on a PC at the receptionist's desk, so he or she can determine immediately whether an
employee is available.
TimePilot User Manual 6
Running the cable
Running the cable for the Royal TimePilot system is the next step. Essentially,
the cable runs from the time clock to the USB Adaptor.
The following guidelines should be observed:
• Use the cable provided by Royal; longer lengths and/or additional
cable are available. (For details, see page 40.)
• The station can be as far as 4,000 feet from the PC.
• The cable can be run through walls, over drop ceilings, through attics, etc. When pulling through walls, be
careful not to damage the connectors at the ends of the cable or the cable itself.
• The cable should not be run through conduit that includes high-voltage wiring or run over fluorescent
lighting ballasts. These may cause electrical interference and affect the transmission of data over the cable.
• In most installations, cable will emerge from the wall behind the station. This is the most secure setup--the
cable is not visible to the user and thus there's less temptation to tamper with the system.
Warning
The Communications Cable is a custom cable. Additional lengths and custom lengths must be
ordered from Royal or TimePilot only. (See Page 40.) Use of any other cable may damage the
unit and will void the warranty.
The Communications Cable carries a small electrical current. There is a risk of electric shock if
you cut or tamper with the cable. You should run the Communications Cable from the USB
Adaptor to the TimePilot time clock station with both ends of the cable unplugged.
Mounting the stations
TimePilot stations may be mounted on a wall or on any other flat surface.
• If you wish to have the time clock sit on a desk, simply swing out the stand from the back of the clock.
• To mount the clock on a wall, use four screws to attach the clock to the wall. The recommended
placement on a wall is to have the top of the station 5 feet off the floor. At this level, it's easiest for
employees of all heights to see the LCD screen.
The yellow Communications Cable runs from the clock to the USB adaptor. It plugs
into either of the two jacks on the back of the clock and into the single jack at the
black end of the USB adaptor. You have a choice when running the cable through
your facility--it can approach the clock from the top or bottom (use the channels
molded into the back of the clock to route the cable) or emerge from the wall directly
behind the clock. We suggest having the cable emerge from the wall directly behind
the clock to discourage employees from tampering with the cable.
Plug the power supply cable into the silver, rounded end of the USB adaptor and the
USB Adaptor
other end of the power supply into a power outlet. As with all electronic equipment, we
suggest using a surge protector to protect your equipment.
Next, plug the USB cable into the USB adaptor. You'll hear a faint "click" when the connection is made. Do not
plug the other end of the cable into your computer’s USB port until instructed to do so later in this section.
TimePilot User Manual 7
Installing the TimePilot software
1. Place the TimePilot CD in the CD drive of the computer that will be used with the system. The installation
program should start automatically. If it does not, you probably have the W indows "Autorun" feature turned
off. If so, you can use Windows' "Run" feature: Click the "Start" button, choose "Run..." from the menu that
pops up and enter D:\Intro.exe in the box, where D is the letter of your CD drive.
2. The opening screen of the software will appear. Click the "Install Software" button to start the installation
process.
3. Some users may receive a notice that
Microsoft’s .Net Framework 2.0 needs to be
installed. If so, click “Accept” to continue the
installation.
4. The Program Selection screen (right) will appear.
You can choose any or all of the selections. For
details on each, see the appropriate chapter in this
manual.
• Management Console: This consists of
Configuration Manager and Transaction
Manager, two password-protected
functions that are used by managers.
Configuration Manager is used to set up
your company on the system and add and
delete employees; Transaction Manager
is used to examine and manipulate your
employees’ time and attendance data as
well as run reports and prepare the data
for payroll.
• Hardware Manager: This controls the time clock’s operation and should be installed on the PC that
will be connected to the time clock.
• In/Out Manager: This is simply an electronic In/Out board, which shows at a glance and in real time
who is at work and who is not. This could be installed, for instance, at a receptionist’s desk.
When you have made your selections, click “Next.” The installation will start.
5. When the installation is
complete, a TimePilot icon
(right) will be installed on
your desktop and Program
Manager (far right) will
start with two available
buttons: Configuration
Manager and Hardware
Manager. If Program Manager does not start
automatically, click the TimePilot icon on your
desktop.
6. You’ll be asked to register your software. Your
product serial number is on the inside front
cover of this manual.
7. Program Manager will re-appear. Click the
Configuration Manager button.
8. Configuration Manager will ask you where you
want to save your TimePilot data. Choose a
drive on your PC or server.
9. Next, the Configuration Wizard will start. The Wizard will lead you through the steps necessary to set up your
company and employees on the TimePilot system software. For more on the Wizard, see the section on
Configuration Manager in this manual.
10. When you've completed the Wizard, close Configuration Manager and return to Program Manager.
TimePilot User Manual 8
Completing the installation
1. Check all connections to make sure they are secure. Then, with your computer running, plug the USB cable
into an open USB port on your computer.
2. A screen like the one above will appear. Click "No, not this time" and then "Next."
3. Make sure "Install the software automatically (Recommended)" is chosen, then click "Next."
4. The drivers for the USB adaptor will start installing.
TimePilot User Manual 9
5. Partway through, you may see the warning box above. Click "Continue Anyway."
6. Click "Finish."
7. Click the Hardware Manager button to start your TimePilot system.
TimePilot User Manual 10
TimePilot tip
Keep the software running
The Hardware Manager
must be running in order for
the TimePilot system to
operate. The software can
run in the background,
allowing you to perform
other tasks on your PC. To
do this, simply click the
Hardware Manager’s “Hide”
button. The Hardware
Manager will keep running,
but the only sign of it will be
the icon in your computer’s system tray, as seen here.
TimePilot User Manual 11
Using the software
This section covers the use of the Royal TimePilot software, from setting up your employees on the system to
preparing your data for payroll.
First, you’ll use the TimePilot Configuration Wizard to tell the software about your company work policies. In a
simple, step-by-step process, you’ll fill in the blanks to tell the software when you pay overtime, your overtime
rate, your shift schedules, your holiday schedules and many other things that affect your employees’ hourly pay.
Then you’ll set up each employee on the system and assign iButtons to them.
Next, you’ll learn how to use the TimePilot In/Out Manager to see whether an employee has clocked in.
Finally, you’ll learn how to use TimePilot’s Transaction Manager to get the employee data ready for payroll.
You’ll use the Transaction Manager to correct employee clock-ins or outs, to save each pay period’s data in a
separate file, prepare the data in that file for payroll and print out reports on individual employees or groups of
employees.
Let’s get started!
TimePilot User Manual 12
Using Configuration Manager
Getting started
Before the TimePilot software can begin tracking your employees' work, you must give it the information it needs
to do the job. The Configuration Manager is where this is done. In this part of the program, you'll let TimePilot
know detailed information about y ou r pa y policies, overtime policies, vacation policies, etc., as well as set up each
employee's information.
It's a straightforward, step-by-step process, but it needs to be completed before the TimePilot system can go to
work. During the process, you'll be asked to set up:
• Pay Periods • Pay Types • Holiday Schedules • Auto Lunch function
• Company Profile • Shift Schedules • Employees • On Time function
• Overtime Policies • Departments • Passwords • Snap-To function
Each of these tasks may be completed separately, but probably the easiest way for a new or an experienced user to
do it is to use the Configuration Wizard. The wizard will lead you through each of the above tasks and offer extra
advice and tips so you can make the best choices for your company.
The Configuration Wizard should start automatically the first time you run the software. If it doesn’t, start
Configuration Manager, click on the “Setup” menu and then choose “Configuration Wizard.” Details are below,
under the section about the Setup menu.
To start Configuration Manager, follow th ese ste ps:
1. Make sure the TimePilot software has been installed.
2. Click the Start button, then go to All Programs > TimePilot and click on Program Manager. Program
Manager is where all the elements of the TimePilot software can be accessed.
3. Click the “Configuration Manager” button.
4. You’ll be asked to set a password. Do so, then click OK.
Note: We strongly suggest setting your password to something uniqu e to your company after you set up your
system. If necessary, you can change the password later in Configuration Manager’s “Setup” menu. If you
forget your password, please contact technical support.
Now you’re in Configuration Manager.
With the Configuration Manager started, you’ll see a series of drop-down menus across the top of the page. Here’s
a description of each menu item and its contents:
TimePilot User Manual 13
File
• Transaction Manager: A quick way to open Transaction Manager. Configuration Manager remains
open in a window on your screen that’s behind Transaction Manager.
• View/Print Employee Setup: Gives a printable summary of each employee’s data that was entered
when they were set up on the TimePilot system.
• Data Location: Tells where the file is that holds employees’ clock-in and clock-out data. This
function might be used if, for instance, you move the TimePilot data files to another drive or folder.
• Exit: Quits Configuration Manager (but the TimePilot software continues to run).
Sort
Arranges the list of employees by name, their user ID, alternate ID, company, department or shift.
Options
There are several submenus here: Station Options, Identification Options, Time Format and Rounding. Choices
made here apply to all employees and/or all TimePilot stations.
• Station Options: This menu controls what employees can do or see at each TimePilot time clock station.
Enable In/Out Buttons: When this option is checked, employees can clock in or out at the station
(s). When it’s not checked, the buttons don’t work. Generally, the box should be checked.
Enable On Site/Off Site Buttons: When this option is checked, employees can use the station to
designate themselves off site or on site. They will show up in the In/Out Manager as available or not
available. This function is available whether or not an employee is clocked in.
Enable Employees to Use Their Four-Digit ID Number: If you want to offer your employees a
choice of using their iButton or a four-digit ID number to clock in, make sure this option is checked.
This option should also be checked if you are not planning to use iButtons. (The ID number is
assigned by the TimePilot software when the employee is set up in the system. To see an employee’s
ID number, double-click an employee’s name to call up the Employee Setup information.)
Enable Messaging: When this option is checked, messages sent to the employee will appear on the
screen when he or she clocks in or out. Messages are created and sent using the In/Out Manager. For
details on creating and sending messages, see the section titled “Using In/Out Manager”; for details
on retrieving messages, see the section titled “Using the TimePilot Station.”
Display Employee Hours: When this option is checked, employees will see their total hours worked
for the pay period when they clock in (if they have no messages).
• Identification Options: Choose “iButton Time Clock Station.”
• Time Format: Choose from a.m./p.m. format or 24-hour (“military time”) format.
• Rounding: It’s often desirable to round transactions to a “round number”; for instance, to avoid having to
calculate 1 or 2 minutes of overtime or penalizing an employee who starts work a minute late. This is
where you set the amount of rounding your company allows (if any). Rounding is explained in detail and
illustrated with an example when you click on this menu choice.
Setup
(Detailed explanations of many of these functions follow this section.)
• Configuration Wizard: Guides you through the setup process, including all the items below.
• Pay Periods: Sets the period of time each paycheck covers (weekly, bi-weekly, semi-monthly, monthly).
• Company Profile: Sets up company information.
• Overtime: Sets up overtime policies.
TimePilot User Manual 14
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