As we strive to provide you with all the tools to manage employee time, we also want to ensure that you know how to properly utilize all the tools made available to you in TimeClick. We have provided a video tutorial to using the accruals feature within TimeClick. While it does not cover all the possible different scenarios, most methods of accrued time tracking can be handled by the methods explained in the video. The related articles link to above have written instructions for the same process. If you still have questions please reach out to on our our support technicians and have them setup your accruals system.
This video will take you through the initial one-time setup for integration of TimeClick with QuickBooks Pro for Windows and through the simple integration process. This TimeClick integration is designed for QuickBooks Pro for Windows, 2015 and later, but may function on older versions of QuickBooks. Versions of TimeClick earlier than LE 16 will not be able to integrate. It is important to note that the initial TimeClick and QuickBooks setup will only need to be completed once.
We will begin by setting Up QuickBooks. First, we must enable Time Tracking. Open QuickBooks and Go to the Edit menu on the top tool bar. Select Preferences, then scroll down and choose Time & Expenses. Click the Company Preferences tab, select Yes under Do you track time?, and click Ok to save the selection.
Now, we will enable employee time data. Click on the Employees menu on the top tool bar and select Employee Center. Select an employee by double clicking on their name and then choose the Payroll Info tab. Check the box that reads Use time data to create paychecks. You will need to do this for each employee whose time you want to import. Once you are done, close the Employee Center.
Now, we’ll export the timer list file. Click the File menu on the top tool bar and select Utilities, Export, and then Timer Lists. Name the file TimerList.iif and save the file in a location you will remember, such as the desktop, as you will need to access the file at a later time.
Now, we’ll export the employee list. Click the File menu on the top tool bar and choose Utilities, Export, and then Lists to IIF Files. Check the Employee List box and Click OK. Name the file EmployeeList.iif and save the file in a location you will remember, such as the desktop, as you will need to access the file at a later time.
Now, we must export payroll items. Click the Reports menu on the top tool bar and choose List, then Payroll Item Listing. Click the Excel button, and then select Create New Worksheet. On the next window select Create a comma separated values (.csv) file, and select Export. Name the file ItemListing.csv and save the file in a location you will remember, such as the desktop, as you will need to access the file at a later time. The initial QuickBooks setup has now been completed. Now we will go through the initial TimeClick setup, which will only need to be completed once.
We’ll first allow data extraction. Log in to the Administration Mode, choose Preferences and then Passwords and Misc. Controls. Check the box that reads Create Data Extraction File. This will allow TimeClick to create the files used in the QuickBooks import. Click Finished and Finished again to go back to the Administration Options Screen.
Now ensure that all your employees are eligible for all the different types of hours you want to import into QuickBooks. Within the Administration Options choose Employees and click Edit Employee Record. Then choose an employee and click on the Eligibility button. You will need to ensure that each employee is marked as eligible for any of the different hour types they will be using in TimeClick. Failure to do so will result in those hour types not appearing on the QuickBooks import. Please note that employees MUST be marked as Eligible for OT. Otherwise they will not appear on the integration report. By default on version LE 16 all new employees are marked as eligible for all the different hour types. When done, select Finished to navigate back to the Administrative Options window.
Now we’ll set up report preferences. Within the Administration Options window select Report Preferences. Make sure that your overtime preferences are correct. The initial TimeClick setup has now been completed.
Now we will run the integration report, which must be run at the end of each pay period. To run this report, go into the Administration Mode choose the Reports button and select Payroll Integration. On the screen that appears you will need to enter the beginning and ending dates of your pay period. Once you are ready click the Accept button. The report will appear very similar to the other reports within TimeClick. Verify that the employee hours and overtime are correct and that no errors appear on the report. When you are sure all the employees are included and their times are accurate close the report window.
After closing the Payroll Integration Report click the Launch Integration Center button. Before you can use TimeClick’s online payroll integration center you must first create an account. On the login screen that appears select Create an Account and fill out the form provided to create your account. After creating an account you will be asked to verify your account. You will be emailed a verification link that you must click to begin using your account.
The first time you utilize the Payroll Integration Center you will need to upload the TimerList.iif, EmployeeList.iif, and PayrollItems.csv files that were exported earlier from QuickBooks. Click upload file and browse to the appropriate file. Once you have uploaded these files the will remain associated with your account. You can change or re-upload them at any time.
Now you will need to match the QuickBooks payroll items to TimeClick’s hour codes. For example, overtime hours in TimeClick need to be matched to your overtime payroll item in QuickBooks. Select Not Used for TimeClick items that you don’t use. Click Save and then Next.
Now you will need to upload the TimeClick report for the pay period you would like to import into QuickBooks. Click the Upload TimeClick Report button. Browse to the Payroll_Exports folder and upload the TC_Payroll_integration_Import.csv file. The default location is located in this directory. C:\Program Files (x86)\Hawkeye Technology Inc\TimeClick\Payroll.
After uploading the TimeClick report you will be directed to match the employee names from TimeClick with the employee names in QuickBooks. You will need to match each name. If you do not want to include an employee select Remove Employee. When you are finished click Save then Done. After doing this once you will not be required to do it again unless you add new employees or change an employee’s name in QuickBooks.
You will be directed back to the previous screen to generate your import file. Click the Generate QuickBooks Import button. After you have generated the report the Download QuickBooks Import button will turn blue. Click the button. Name and save the file in a location you will remember, such as the desktop, as you will need to access the file at a later time.
From within Quickbooks Click the File menu on the top tool bar and choose Utilities, Import and then Timer Activities. Choose the .IIF file you saved in the previous step. The following window will appear meaning the import was completed successfully. You are not required to view the report, but you can to verify what was imported.
You have now successfully imported the employee hours from TimeClick to QuickBooks.
Adding TimeClick to the Start Up Menu will cause TimeClick to automatically open when the computer is turned on. This makes employees more likely to remember to clock in and out and saves employees time.
The process is very simple. You need to right click your TimeClick icon on your desktop and select Copy.
Press the Windows and R keys at the same time.
This will open the Run window.
Type in shell:startup.
This will open the startup folder.
Right click inside the folder and select Paste.
TimeClick will now launch automatically when the computer starts.
Here is a video on how to install the TimeClick Server/Database. Written instructions are found below.
Installing your TimeClick database on your server is a simple process that should only take a few minutes. This process begins with the TCServer_Install.exe file. Double click on the file to begin the process. When the installation wizard comes up click Next. Read through the license agreement and accept the terms and conditions and click Next. If you would like to enter a user name and organization you are able to but it is not required. Select Next and then you can choose where you would like to install the time clock application. By default this is in the program files. Select Next to create the database folder. Please pay attention to the location of the where you will be installing the database. The default location is normally on your C drive. Your database should not be installed to a network drive or an external hard drive. If you need to adjust this location you may do so by clicking the Change button. Select Next and then Install. The installation may take a few minutes to complete. Once it has completed click Finished. You will see a confirmation that the database has been created. This screen provides instructions for how to get started with TimeClick. After reading this screen you may close it. You will now have a grey TimeClick icon on your desktop. Double click on the icon. If you are running a trial you can see how many days you have left on the trial. If you have purchased you can click the Register Now button to register the software. Select Continue Trial to open and begin using the time clock program.
If you are new to TimeClick this video is for you. It provides instructions for how to setup TimeClick after you have installed the program. In two minutes review all the basic functions of your time clock software such as adding employees, clocking in and out, setting up your preferences and more. It is quick, easy and will save you time and money. Get started with TimeClick today.
Whether you’re a regular TimeClick customer or you’ve downloaded a 30 day TimeClick trial, installing a TimeClick workstation is a very simple process.
Simply run the TimeClick Client Installer that you received access to when purchasing TimeClick or signing up for the trial. Go through the installation steps and when you’re finished, open TimeClick from the blue icon that appears on your desktop.
We are constantly striving to provide our users with useful content and helpful hints for using our software. You can move the TimeClick licenses around as much as you need to at no additional charge. Below we have provided an instructional video with detailed steps on how to more the database for your time clock software.
Relocating your TimeClick database to a new computer is a simple process that requires a few steps.
First, you will need to unregister your database from your current server computer which has a gray TimeClick icon on the desktop. To do this, open TimeClick and enter Administration Mode.
Select Transfer Key
Select Unregister Now
This will cause your Transfer Key to appear. It is very important that you write this number down to give to a TimeClick Support Agent in a future step, because you will not be able to register your database on the new computer without your transfer key.
Do not reopen TimeClick now that you have unregistered the database.
Next, you’ll need to find the database located on this computer.
By default, your TimeClick database should be located in this directory: C:/Hawkeye Technology/TimeClick/Database
However, it is possible to select a different location during installation of TimeClick so if you don’t see it in the default directory you can look on other drives on your computer.
When you have located the database folder you’ll want to copy all of the files contained inside except for the CreateTCDB executable and any files that start with TCDBConfig (there may be 3 or 4 of these).
Next you’ll need to transfer your database files to your new computer. This can be done with a thumb drive, a network drive, or by email.
If file size is a concern you can compress the folder, which is particularly useful if you’re using email.
Do not delete this database folder until you’re certain that your database is running successfully on the new computer.
Now you’ll need to uninstall TimeClick from this computer. Don’t worry, uninstalling TimeClick will not remove the database.
On your new server computer, you’ll need to run your TimeClick Server Install file that you received after purchasing TimeClick. Be sure to select the exact location you want to store your TimeClick database during the installation process.
After installing TimeClick, navigate to your newly installed database. You’ll need to copy the database files from your old computer into the database folder on the new computer. You will need to replace the newly installed database files with your database files from your old computer.
Now that you’ve moved your database files onto the new computer, you’ll need to re-register the database.
Open TimeClick and select Register Now.
Enter the Licensee Name and Email with your company’s information.
In order to receive a new registration code or password, you’ll need to send an email to email@example.com with the following information:
• Your Transfer Key
• Your new Registration Serial Number
• Your office name that TimeClick is registered under
• Your telephone number that TimeClick is registered under
Your TimeClick Support Agent will respond with your new Registration Code. Enter the code you receive here and select the correct license size.
Your TimeClick database has now been registered on your new computer.
If you have other workstation computers that run TimeClick, you will need to enter the server computer’s new IP address into their Client Configuration, which is covered in this video.
Here is a quick video tutorial on how to remove a workstation from your TimeClick license. This is a required process to move TimeClick to a new computer.
If you need to uninstall TimeClick from a workstation, you will need to unregister your computer from the TimeClick database to free up that computer’s license. It is important to note that uninstalling TimeClick will not unregister that computer from the TimeClick database. It must be unregistered before uninstalling.
First, you’ll need select the blue TimeClick icon on the computer you want to unregister.
Enter Administration Mode
Choose Unregister Workstation
Your workstation is now unregistered. Reopening TimeClick on this computer at anytime will cause the program to reclaim its license, so be sure to uninstall TimeClick.
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Meet TimeClick, the windows-based time clock software that tracks your employees’ time. TimeClick makes it fast and easy for employees to clock in or out so that they can focus on what’s important.
And if you’re an administrator, then TimeClick’s got some good news for you too. Whether you’re changing your TimeClick settings to fit your needs, adding or editing your employees’ times, tracking accrual categories like vacation or paid time off, or exporting a report to be customized and sent in an email, TimeClick’s got you covered. TimeClick runs on your own network so you know it’s secure. It also offers multiple levels of administration and tracks EVERY change to employee clock actions, so no need to worry. TimeClick also offers advanced features like overtime tracking, auto lunch deduction, and much more so you can get the most out of your time card program. And with over 5000 businesses using TimeClick across the country, it’s nice to know that you’re in good company.
There are times when due to your network settings the IP address of you server may change. If your server’s IP Address changes, you can set your workstations to connect to the server by entering the new IP Address in your workstation’s Client Configuration. This is especially useful if you’ve moved TimeClick to a new server or if your router has assigned your server a new IP address which causes a Fatal Error Column Not Found ACC_RECID to appear when you open TimeClick on the workstation. More information on this error can be found here.
If your IP address continues to change then you can set up a static IP for your server. More details are available in this article.
Here is a video on how to change the client configuration with written instructions below.
Now you’ll need to enter the server’s IP address into your workstation computer’s client config.
If you’re running Windows 7 or Windows XP, select the Start Menu, All Programs, TimeClick, Client Config. If you’re running Windows 8 search for Client Config in the search bar and select it.
This will open the client configuration window. Select Change and enter the IP Address of your server. Enter 12010 for the port and select Connect and your workstation computer will now be able to connect to the database. Click on TimeClick to open and test the connection.