Employee Field Descriptions
Taking a few minutes to read about the employee field descriptions will help you understand and use TimeClock Pearl. All the fields marked with asterisks (*) are required.
Employee First*
Enter the employee’s first name in this field.
Employee Last*
Enter the employee’s last name in this field. If you have two employees with the exact same name, you’ll need to alter either the first or last name slightly. When TimeClock Pearl prints timecards, it creates a timecard for each employee and summarizes time clock records based on the combined first and last names. Note: You could use this feature in the following manner for an employee who works in more than one Department. You could create two employee records for the same employee (using the exact same first and last names), but assign them a different PIN for each department (you could even use the same PIN, but a different decimal for each department). They would use the PIN for whichever department in which they are working. When timecards are printed, TimeClock Pearl will put all of their time clock entries on one timecard, but you could use the Departmental Report, which would separate their time for accounting purposes. The one limitation of this arrangement is that since hours are summarized by the different PIN’s, overtime hours may not calculate correctly.
PIN*
This is the employee’s personal identification number (PIN) they use to clock in and out, submit vacation and sick leave, check their timecard, send and check messages, etc. Employees should keep their PIN confidential. A PIN must be entered for every employee and it must be unique. The PIN must be a number and can include decimals. You can enter a PIN of your choice or use the Create PIN button to have TimeClock Pearl create a random four-digit PIN.
If employees work in more than one department and you want to track their time accordingly, as stated in the paragraph above, you can create two employee records for an employee, assigning two different PINs (e.g., you could use the same whole number with a different decimal) using the appropriate PIN when working in each department. The times will be combined for the timecard (if the first and last names are identical in both employee records), but the time will be divided on the departmental and supervisor reports.
Supervisors and Timekeepers must be added as employees so they can access the time clock entries of the employees for whom they are responsible.
Payroll#
If your payroll accounting system has a payroll number for each employee, you may enter it here. This number is only printed on the Employer copy of timecards for your reference, not on the Employee copy of timecards. Entering a value in this field is optional.
Department*
Enter the Department in which the employee works. This information is used to produce Departmental Payroll Reports. When you tab to or click in the Departments field, a pop-up list will appear, which you can edit and customize for your business. Note: Every employee must be assigned a Department. If your company doesn't have Departments, you can select "General" from the pop-up list.
Supervisor First and Last*
Enter the first and last names of the employee’s Supervisor in these two fields. This information is used to produce Supervisor’s Payroll Reports and allows Supervisors to view, but not modify, the timecards of the employees for whom they are Supervisor. Note: Every employee must be assigned a Supervisor. Additional Note: If you want Supervisors to be able to view (not modify) and review/stamp the timecards of the employees they supervise, Supervisors must be added as employees, even if they are not hourly employees and don’t need to clock in or out. When Supervisors click the “Supervisor” button on the Time Clock (Home) screen, they are asked to enter their PIN. TimeClock Pearl verifies that it’s a valid employee PIN, then compares their Employee First and Last Names with the Supervisor’s first and last names of all the employee records. If it finds matches, a list of the names of those employees is displayed. Supervisors click on the employee whose current or previous timecard they want to view.
Timekeeper First and Last*
Enter the first and last name of the employee’s Timekeeper in these two fields. A Timekeeper is the person authorized to view and edit the current time clock entries of an employee. They can also add or approve vacation and sick leave requests. They can view, but not modify previous timecards. Note: For Timekeepers to be able to carry out their responsibilities, they must be added as employees, even if they are not hourly employees and don’t need to clock in or out. When Timekeepers click the “Timekeeper” button on the Time Clock (Home) screen, they are asked to enter their PIN. TimeClock Pearl verifies that it’s a valid employee PIN, then compares their Employee First & Last Name with Timekeeper’s first and last name of all the employee records. If it finds matches, a list of the names of those employees is displayed. Timekeepers click on the employee whose current or previous timecard they want to view. They can modify time clock entries for the current payroll period, but can only view (not modify) previous payroll period time clock entries.
Vacation
Enter the number of annual vacation hours an employee is allowed on a calendar year basis. If a value is not entered in this field, the employee will not be permitted to submit vacation requests.
Sick Leave
Enter the number of annual sick leave hours an employee is allowed on a calendar year basis. If a value is not entered in this field, the employee will not be permitted to submit sick leave requests.
Holiday Pay
Check this box if an employee is to receive pay for holidays. All employees with this box checked will have their “Holiday Hours“ added to their Timecards when you “Add Holiday to Timecards” from the Admin Menu. You’ll be given an opportunity to review and modify eligibility and hours when you add holiday hours to employees’ timecards.
Holiday Hrs
Enter the number of hours the employee is to be paid for a holiday. You’ll be given an opportunity to review and modify this number when you are actually adding holiday hours to employee timecards.
Enable Messages
When this box is checked, an employee can receive messages. Messages sent to an employee are automatically displayed when the employee clocks in or out or when the “Check Messages” link is clicked. Note: Salaried employees (perhaps Supervisors) who are “Message Enabled,” who aren’t required to clock in or out, will need to regularly check to see if messages have been sent to them.
Active Employee
All current employees using TimeClock Pearl must be checked [x] as active. TimeClock Pearl will not allow inactive employees access to any functions from the Time Clock (Home) screen. All active employees count toward the total number of employees allowed with your License Key. If an employee is no longer working for your business, you can uncheck [ ] the box, thus disabling their ability to use TimeClock Pearl and reducing the total number of employees being counted toward your License Key maximum.
Clock-Out Status
If the “Track Employee’s Clock-Out Status” preference is set to “On,” this field will display the current clock-out status of the employee, e.g., “End of Shift,” “Out to Lunch,” etc.
Clock-Out Memo
If the “Track Employee’s Clock-Out Status” preference is set to “On,” this field will display any notes an employee may have entered when they clocked out.
Additional Employee Fields
Additional optional employee fields are available by clicking the right tab in the header of the Employees screen. That tab will take you to the following screen.
These other “optional” fields are provided on the Employee screen above to store additional employee information, however, entering any data in them is entirely optional and is not required for the operation of TimeClock Pearl.
SSN#
An employee’s Social Security Number can be entered in this field, but again, it's entirely optional. It’s provided only as a convenient place to store it. The data in this field is not displayed anywhere else in TimeClock Pearl and is not printed on timecards or reports. Only individuals with the admin password have access to this screen, but if you have concerns about security, you could just leave this field blank.
Title
You can enter the employee’s job title in this field.
Hire Date
This field can be used to store the date the employee was hired.
Picture
You can, if you choose, store the employee’s picture in this field. Just click on the link, locate the employee’s picture and select it.
End Date
If an employee leaves your business, you can enter the date they left employment. Note: Don't forget to [ ] uncheck the active box. Doing so not only disables that employee’s ability to use TimeClock Pearl, it reduces the total number of employees that count toward your employee license total.
Memo
This field can be used to store any pertinent information or notes regarding the employee.
Employees Screen Button Functions
Add Employee
Clicking this button creates a new employee record.
Create PIN
You can either enter or assign a PIN of your choice for each employee, but if you’d like TimeClock Pearl to create a PIN for an employee, clicking this button will create a random, 4-digit PIN.
Find
Use this button to do a query for the employee or group of employees you’d like to view. Click it once, enter your query data, then click enter.
Find All Active
Clicking this button will display all active employees and sort them by employee last and first names.
Print
You can print your employee list by clicking this button.
Help
The “Help” button gives you immediate access to all the employee field descriptions.
Home
Takes you to the Time Clock screen (Home).
<Back
Takes you back to the Admin Menu screen.
