Contents
Employee Project Clock is a single or multi-user employee project time entry tool. It is an ideal solution for those companies wishing to move beyond their existing outmoded manual paper punch card system.
Installing Employee Project Clock
Getting Started
Using Employee Project Clock
Synchronizing Data Between Windows and Project Clock App
Preventing Data Corruption
Multi-language support
Frequently Asked Questions
Purchase Information
License
Feedback
Other CyberMatrix Software
Find up to date information on all CyberMatrix software at:
http://www.cybermatrix.com
About Employee Project Clock
Employee Project Clock is a single or multi-user employee project time tracking tool. It is an ideal solution for those companies wishing to move beyond their existing outmoded manual paper punch card system.
Please note that Employee Project Clock is not free software. It is trial software. You may evaluate it at no charge, but to continue using the program you must purchase a license to use it from CyberMatrix.
Employee Project Clock is copyright (C) 2000-2011, by CyberMatrix Corporation Inc. All rights reserved. Anything not explicitly allowed below is prohibited.
This software is provided "as is". In no event shall CyberMatrix Corporation be liable for any consequential, special, incidental or indirect damages of any kind arising out of the delivery, performance or use of this software. This software has been written with great care but CyberMatrix does not warrant that the software is entirely error free.
You may not attempt to reverse compile, modify, translate or disassemble the software in whole or in part.
You may freely distribute the trial version of Employee Project Clock, provided that all the files are included and are unmodified and that no files have been added to the package. Please distribute it by copying the original zip file. You may not ask any money for the distribution.
If you want to put this application on a CD-ROM or other software compilation, please contact CyberMatrix before doing so. This is to ensure that old or incomplete files are not included in the compilation.
You may evaluate the trial version of Employee Project Clock without any charge for a period of 30 days. After that time, the program must be registered with CyberMatrix or you must completely remove the program from your computer. Each person who will use the program must have a separate license. A site license allows every user in your company to use the software. After 30 days from the time of installation the software will cease functioning but can still be registered.
Installing Employee Project Clock
There are four ways Employee Project Clock can be installed:
On a single user's machine.
On a shared network location where the program and data is accessed by all users.
On every user's machine with only the data stored on the network.
Client/Server.
Note: if installing this software for use by multiple people, all people must have read/write access to the Data folder on the shared drive.
Installing Employee Project Clock on a single machine or a fully shared network location
Use the setup program to make the initial install on a local drive for a single-user. When prompted for an installation type, choose the first option, Standard. The data will be stored in the shared documents\CyberMatrix\EmployeeProjectClock folder. E.g. C:\Users\Public\Documents\CyberMatrix\EmployeeProjectClock on Windows Vista/7/8 or C:\Documents and Settings\All Users\Application Data\CyberMatrix\EmployeeProjectClock on XP. If you want to use a data folder in another location, you should choose the Client Only option when at the installation type selection screen. Otherwise, you will have to change the Data Path setting in the configuration screen. The DataPath setting is stored in a text file called EPClock.Ini. This file can be found in the shared documents\CyberMatrix folder. E.g. C:\Users\Public\Documents\CyberMatrix\EPClock.Ini.
Installing Employee Project Clock on one or more machines with network-shared data
There are two ways Employee Project Clock can be installed in order to share data with multiple people: fully-shared and shared-data-only. In a fully-shared setup the program and all data are installed on a shared network location. Users will use icons to access the software. To tell the program where the shared data is located you will need to either:
1) Enter the data path when you see the file missing message after trying to run the software on each client or
2) Copy over a EPClock.Ini file containing the DataPath setting to each client's C:\Users\Public\Documents\CyberMatrix\ folder or
3) Install the shared data folder in a folder called "Data" off the shared program folder. That is, if you installed Employee Project Clock into a folder called I:\Shared\EPC, just install the data to I:\Shared\EPC\Data.
In a shared-data-only setup, just the data resides on a shared network location. The software and other support files reside on the user's own computer. Installing Employee Project Clock in this way will generally be faster since the program executable will not always be pulled down through the network. However, installation and applying updates will involve significantly more work.
To install only the data on the network and install Employee Project Clock on one or more machines do the following:
Run the setup program on a single machine.
Choose the Data Only option when at the installation type selection screen.
Install Employee Project Clock on all the machines that need to use the software. If you are sharing the entire application on the network just install to this machine.
Choose the Client Only option when at the installation type selection screen.
At the Enter Network Data Location prompt screen, enter the network data folder where you installed the data previously.
Setting up the User's Workstations
In a fully shared multi-user setup, the Employee Project Clock program files and data will reside in a common directory on the network. You will need to manually setup icons for your users.
Client/Server
In a client/server setup, the Employee Project Clock program will connect over the intranet or Internet to a separate server program on the network.
There are two steps involved in installing Employee Project Clock in Client/Server mode: Installing the database server and installing the client software.
Installing the server
To install Employee Project Clock in Client/Server do the following:
Download and install the Employee Project Clock server software on a machine that will store the data. Make note of the IP address of this machine. If you don't know the IP address of the server you can enter IPConfig at a command prompt. To get a command prompt, from the Start menu choose Run then type cmd and press OK.
It is very important to get the correct IP address. You need to get the IP address the server software will be listening on. If you are testing on one machine only (very unlikely) it is OK to use 127.0.0.1 or localhost. If you are using this software on your network only, you can use the network IP address of the server machine. If however you want to connect remotely over the Internet you need to use the Internet IP address.
Note that the server should not be installed in the Program Files folder. This is because by default ordinary users do not have permission to write in this folder. It's best to install the server software in a network folder or in a folder off the root drive e.g. C:\Employee Project Clock Server.
The edbsrvr.exe database server application must be running at all times. If this application is not running, the client applications will not work. If you are using a router or firewall, you may need to open the Port this software uses. The default Port number is 12010.
Installing the client
Download and run the Employee Project Clock setup software. When prompted for an installation type, choose the last option, Client/Server. At the Enter Network Data Location prompt screen, enter the IP address of the machine that is hosting the shared data and server and continue with the rest of the setup.
The client gets the IP Address from the EPClock.ini file. If the client can't read a valid IP Address, it will not run. The EPClock.ini file can be found in the shared documents\CyberMatrix folder. E.g. C:\Users\Public\Documents\CyberMatrix\EPClock.Ini.
Running the Server As A Service
It is possible to run the database server as an NT service. There are several advantages of running the server as a service: you can ensure it restarts if the machine reboots unexpectedly for any reason; you can take actions if the service crashes; and you can run the service as a specified user fairly easily. To install the edbsrvr.exe database server as a service enter the following command at a command line prompt or from the Run Menu:
edbsrvr.exe /install
To install the database server so that it does not interact with the desktop at all, which is required in instances where the current user will be logged out of the system, then you should use the /nointeract flag along with the /install command-line switch:
edbsrvr.exe /install /nointeract
This will install the service as a non-interactive service and the database server will not display a user interface when it is started.
To start the edbsrvr.exe database server as a service enter the following command at a command line prompt or from the Run Menu:
net start edbsrvr.exe
Note that if you start the server as a service, you can't also open the server as a regular Windows application. If you do you will see the error: "Only one usage of each socket address (protocol/network address/port) is normally permitted".
Getting Started
When billing time with Employee Project Clock the most important field is the Employee field. The employee is whom you are billing time to. As well as the Employee, you can also optionally add a Shift, a Client, a Project or a Task.
The first step in using Employee Project Clock is to enter your employees and projects (if any) into the program. To do this, select View | Data Manager from the main menu. The Data Manager screen should pop up. In the radio group to the left, select Employees. This will cause the Employees table data to be displayed in the grid to the right. Enter your employee information in this grid. Repeat this step for your shifts, clients, projects and tasks, if any. See the Data Manager link for more information. Employee Project Clock contains sample data, so you'll probably want to delete it first. See the section on deleting records to learn how to do this.
Note that you cannot simply enter a new employee name in the Employee pull-down list on the main screen. All employees must first be entered in the Employee table before they can have time billed to them.
Changing Employees
To bill time to an employee first select an employee name from the pull-down list near the top of the main screen. To the right of the Employee box, you should see a small gray box with a downward pointing arrow. Clicking on this arrow brings up the Employee List. Click on any name to select it.
You may cycle through the employee list by using the Up and Down Arrow keys. First, click on the Employee box or tab into it to give it the focus. Then press the Up Arrow key to view employees in the upward direction or press the Down Arrow key to view employees in the downward direction.
If security has been enabled and the Force Login option has been set, you need to login first before you can bill time. After you login your name will appear in the Employee pull-down list. In this case, you will not be able to select another name until you logout.
Starting Billing
To start billing click on the In button. You may also manually type in a time in the edit box in front of the In button. Be sure to use the proper time format.
Stopping Billing
To stop billing to the current employee, click on the Out button or enter a time in the Out text box. The time spent will be added to the total amount of time currently billed to the employee, seen in the Time Spent box. The total time spent today can be seen in the Day Total box.
Comments
At any time after punching in and before punching out you may type in a comment about what the billed time involved. To edit the comment after billing has stopped you will have to edit the Employee Project Clock history.
History
The Employee Project Clock history is a record of times billed to all employees. To see the history choose View | Data Manager from the main menu. In the Data Manager screen, select the Time History radio button to the left. Changes may be made here that will be reflected on the time sheet reports. See the Data Manager link for more information.
Time Format
See also: Understanding Time Formats.
You do not always have to enter the exact format: [HH:MM:SS AM/PM].
Here are examples of time entries and their resulting displayed values:
Enter Displays
1 01:00:00 AM
1 p 01:00:00 PM
2:3 p 02:03:00 PM
Be careful. If your In Time is PM and you leave out the AM/PM format you elapsed time will be very wrong:
In Displays
1 p 01:00:00 PM
Out Displays
1:30 01:30:00 AM
Spent Displays
11:30:00
Using Employee Project Clock
Getting to know the main screen
Adding Time Charges Later
Adding Blocks of Time Quickly
Understanding Time Formats
Day Punch
Break for Lunch
Holiday Punch
Configuring Employee Project Clock
Working with Project Clock Data with the Data Manager
Project Management
Printing Reports
Custom Reporting
Using the Security Features
Using with Barcode Scanners
Using Digital Persona U.are.U Fingerprint Reader
Getting to know the main screen
On starting Employee Project Clock, you will see the main form.
The main form is for employees to enter their start and end times. The main form consists of two parts: a menu and a set of visual controls.
Menu
Below you will find an explanation of all the menu items.
File
Login
Allows you to login to the system. See also: security.
Logout
Allows you to logout.
The Login and Logout menu items are only seen when security has been enabled.
Change Password
Brings up the change password dialog that allows you to change your login password.
Language
If you have created other language files, these language files will show up as sub-items of the Language menu. Selecting a new language will cause Employee Project Clock to translate its program text to that language. See also: Multi-language support
Open registration key file
This item is only seen in the non-trial software. Choosing this menu item allows you to import a registration key file to properly register the software.
Exit
Closes the program.
Clock
Punch In
Punches you into the current project with the current time. This has the same effect as clicking the In button.
Punch Out
Punches you out of the current project with the current time. This has the same effect as clicking the Out button.
Add Hours
Brings up the Add Hours screen that allows you to quickly enter blocks of time. See also: Adding Blocks of Time.
Who's in
Brings up the Clocked In Employees screen which show a list of all the employees currently logging time to the system.
Pause
Punches you out of the current project allowing you to resume charging later. After punching out this menu item changes to Resume. When you are ready to begin charging time again choose the Resume menu item. See also: Pausing Billing.
Break for Lunch
Allows you to punch out for your lunch break in one step. See also: Break for Lunch.
Day Punch
The Day Punch feature allows you to punch in an entire working day in one step. See also: Day Punch.
Holiday Punch
The Holiday Punch feature allows you to punch in an entire holiday in one step. See also: Holiday Punch.
Sickday Punch
The Sickday Punch feature allows you to punch in an entire sick day in one step. See also: Sickday Punch.
Tools
Reports
Brings up the Time Reporting screen where several different reports may be viewed. See also: Printing Reports.
Data Manager
Brings up the Data Manager screen. The Data Manager is used to administer the data used in Project Clock. See also: Viewing and Editing Table Data.
Manage Clients
Brings up the Manage Clients screen, where client information can be added or edited. See also: Managing Clients.
Manage Projects
Brings up the Manage Projects screen, where project information can be added or edited. See also: Managing Projects.
Manage Tasks
Brings up the Manage Tasks screen, where task information can be added or edited. See also: Managing Tasks.
Manage Employee Tasks
Brings up the Manage Employee Tasks screen, where users can be associated with tasks. See also: Manage Employee Tasks.
Options
Brings up the Options screen where the different configuration options may be set. See also: Configuration.
Sync with Project Clock App
Transfers data between Employee Project Clock for Windows and Project Clock App software. This function will only work if you have purchased a license to use Employee Project Clock for Windows and have initiated the sync process Project Clock App. The synchronization process moves all your time records from Project Clock App into Employee Project Clock for Windows. The time records on Project Clock App are then deleted. Finally, the Projects, Tasks and Client lists on Project Clock App are replaced by those on Employee Project Clock for Windows. See Also: Synchronizing Data Between Windows and Project Clock App
Sync with Windows Mobile
Transfers data between Employee Project Clock and the Windows Mobile edition of Project Clock CE. This function will only work if you have a PocketPC or Windows Mobile device connected to your machine. The synchronization process moves all your time records from Project Clock CE into Employee Project Clock for Windows. The time records on Project Clock CE are then deleted. Finally, the Projects, Tasks and Client lists on Project Clock CE are replaced by those on Employee Project Clock for Windows. Note that users will need file create privileges on the data folder. Also note that all software must be installed in the default folders or the sync process will not work. Project Clock CE must be installed in \Program Files\Project Clock\ and the NSBasic runtime must be installed in \Program Files\nsbasic\. Firewalls can prevent proper syncing. If you have connection problems ensure this application has an exception in your firewall.
Visual Controls
Below you will find an explanation of all the visual controls on the main screen.
Charge Date
This is the date in which time is being charged to. Usually this will be today's date but it can be changed to add time data for previous days.
Shift
The shift for which to show employees.
Employee
The employee to whom work is being charged.
Review time card
Clicking this button will bring up the Review Time Card screen for the current Employee and date.
Client
Client to whom the work will be charged.
New client button
On clicking this button, the New Client Screen will appear.
Project box
Which project time is being charged to.
Manage project button
Clicking this button will bring up the Manage Projects screen to allow the entering of a new projects and editing of existing projects.
Task
This is an additional code for the current project.
Expense Item
Expense item used during this time period.
Expense item count
The number of expense items used in this time period.
Start Time
Use to manually enter charge account billing start time. The time format is: [HH:MM:SS AM/PM].
In Time Stamp
Click to record current time as the current employee's start time.
Comments
The Comments field is for entering optional notes describing the work performed during the billed time period. If you wish to add a comment you must enter the comment after punching in and before punching out. To edit the list of comments seen when opening the Comments pull-down list, open the Comments.Txt file with any text editor such as Notepad.
Out Time Stamp
Click to record current time as the current employee's end time.
End Time
Use to manually enter charge account billing end time. The time format is: [HH:MM:SS AM/PM].
Time Spent
This field indicates the total time so far that has been logged for the current employee.
Day Total
Indicates total time billed to the employee for current day.
Manage Clients Screen
To manage clients choose Tools | Manage Clients from the main screen menu. The following screen will appear:
This screen will allow you to view information on each client. You can also use this form to add or edit client information. To view information on a client, select the client from the client pull-down list. To edit information on the currently listed client press the Edit button. The fields will now allow changes to them and the Save button will become enabled. After making your changes press the Save button. To add a new client, press the New button. All the fields will become blank allowing you to enter new information. When you are finished entering information press the Save button to add the new client. To delete the current client click the Delete button.
Fields Explained
The Client ID field is a unique identifier for the client. Every different client must have it's own ID. The Name field is a descriptive name for the client. The Rate field indicates the rate at which this client is charged. The Active field indicates whether this client shows up in the client pull-down lists.
Manage Projects Screen
To manage projects choose Tools | Manage Projects from the main screen menu. The following screen will appear:
This screen will allow you to view information on each project. You can also use this form to add or edit project information. To view information on a project, select the project from the project pull-down list. To edit information on the currently listed project press the Edit button. The fields will now allow changes to them and the Save button will become enabled. After making your changes press the Save button. To add a new project, press the New button. All the fields will become blank allowing you to enter new information. When you are finished entering information press the Save button to add the new project. To delete the current project click the Delete button.
Fields Explained
The ProjectID field must be a unique ID for the project. The Description field is a descriptive name for the project. The Rate field indicates the rate at which this project is charged. The ClientID field indicates which client, if any, the project belongs to. The active field indicates whether the project can have time billed to it. If the active field is not set, this project will not show up in any of the project pull-down lists.
Manage Tasks Screen
To manage tasks choose Tools | Manage Tasks from the main screen menu. The following screen will appear:
This screen will allow you to view information on each task. You can also use this form to add or edit task information. To view information on a task, select the task from the task pull-down list. To edit information on the currently listed task press the Edit button. The fields will now allow changes to them and the Save button will become enabled. After making your changes press the Save button. To add a new task, press the New button. All the fields will become blank allowing you to enter new information. When you are finished entering information press the Save button to add the new task. To delete the current task click the Delete button.
Fields Explained
The TaskID field must be a unique ID for the task. The Description field is a descriptive name for the task. The ProjectID field indicates which project, if any, the task belongs to. The Rate field indicates the rate at which this task is charged. The Active field indicates whether this task shows up in the task pull-down lists.
Manage projects screen
On clicking the new project button beside the project pull-down list on the main screen the following screen will pop up:
This screen will allow you to view information on each project. You can also use this form to add or edit project information. To view information on a project, select the project from the project pull-down list. To edit information on the currently listed project press the Edit button. The fields will now allow changes to them and the Save button will become enabled. After making your changes press the Save button. To add a new project, press the New button. A project ID will be automatically created in the form YYYYMM---- where YYYY corresponds to the current year, MM corresponds to the current month and ---- is a four-digit counter. All the other fields will become blank allowing you to enter new information. When you are finished entering information press the Save button to add the new project. To delete the current project press the Delete button.
Fields Explained
The ProjectID field must be a unique ID for the project. The Description field is a descriptive name for the project. The Rate field indicates the rate at which this project is charged. The ClientID field indicates which client, if any, the project belongs to. The active field indicates whether the project can have time billed to it. If the active field is not set, this project will not show up in any of the project pull-down lists.
Manage Employee Tasks
In Employee Project Clock, tasks can be assigned to employees. When tasks have been assigned in this way, employees can only enter hours on tasks to which they have been assigned.
To assign tasks to employees select Tools | Manage Employee Tasks from the main menu. The following screen will appear:
All employees will be listed in a treeview on the left. All tasks will be listed on the right. To assign tasks to an employee, simply select the desired tasks and drag them over to the employee. Multiple tasks can be selected by using the Ctrl and Shift keys. When tasks have been dropped onto an employee they will show as sub items underneath that employee.
Note that changes are made in real time. You cannot cancel employee task assignments you have made.
New Client Screen
On clicking the new client button beside the Client field on the main screen, the following screen will appear:
This screen allows the adding of new clients. After filling in the fields for the new client, press the save button. A client ID will be automatically created in the form ---- where ---- is a four-digit counter.
Adding Time Charges Later
Sometimes employees may forget to punch in or out.
Adding Time to the Current Day
To add time for the current day you can manually enter the start and end times in the main screen. See the Getting Started link for more information.
Adding Time for Previous Days
To make time charge additions for previous days you can change the date in the date pull-down control. When the date is changed the caption will change to indicate the program is now in edit mode. Any manually entered time records will be billed to the date indicated.
Manually Editing Data
You may also manually edit time data in the Table Views screen. Adding new time history records in this screen is not recommended as the timestamp fields must be entered exactly correct or you will not be able to save the record. See the Data Manager link for more information.
Adding Blocks of Time
You can quickly enter blocks of time by using the Hours Entry form. You can access the Hours Entry form by choosing Clock | Add Hours from the main menu. The following screen will then pop up:
This screen is very similar to the main screen except that instead of In and Out fields and buttons there is an Hours field. To add a block of time first set the desired charge account, Task and client. Add a comment if any and in the Hours field type in the amount of hours you need to add. Hours can be entered in decimal (2.5) or time format (2:30). To save this block of time press the Save button or press the Cancel button to close the Hours Entry screen.
Review Time Card Screen
On clicking the Review Time Card button beside the Employee pull-down list on the main screen, the following screen will pop-up:
This screen lists all the time changes made by the current employee on the current day. The elapsed time hour and minute fields can be modified and changes are saved by pressing the Save button.
If the Force Time Card Review option is set, on punching in, this screen will automatically appear. Pressing cancel at this screen will also cancel punching in. To close the screen you should therefore instead press the X button in the top right.
Understanding Time Formats
On the Employee Project Clock main screen the time spent and day total fields displays the total time in Hours:Minutes:Seconds format. However, in the time sheet reports the total time is shown as a decimal number. That is, if your total for a charge account on Tuesday is 3:26:09, on the report this will show up as 3.44. This is calculated as follows: 3 hours + 26/60 minutes + 09/3600 seconds.
Pausing Billing
If you are working on a project but must leave for a few hours, you will find the Pause billing feature to be convenient. This feature punches you out of the current project, but when you punch back in, any comments you had entered will not be cleared. To pause billing select Clock | Pause from the main menu or press the [Ctrl] + [P] key combination.
Note that the pause feature works only for the current person. When switching to another person the pause feature will be canceled.
Day Punch
The Day Punch feature allows a person to punch in an entire working day in one step. Simply choose the date you want to bill to and then choose Clock | Day Punch from the main menu. You must setup your working day in the Options screen for this feature to work properly. For working days that span over midnight you must choose the date the day started.
Break for Lunch
The Break for Lunch feature allows you to punch out for your lunch break in one step. Simply choose Clock | Break for Lunch from the main menu. You will be automatically punched out at your usual lunch start time and punched in at your usual lunch end time. You must setup your working day in the Options screen for this feature to work properly.
Holiday Punch
The Holiday Punch feature allows you to punch in an entire holiday in one step. Simply choose the date you want to bill to and then choose Clock | Holiday Punch from the main menu. You must enter your holiday hours value in the Options screen for this feature to work properly. For working days that span over midnight you must choose the date the day started. Holiday time records have a 1 in the BillingType field of the Time History.
Sickday Punch
The Sickday Punch feature allows you to punch in an entire sick day in one step. Simply choose the date of the sick day and then choose Clock | Sickday Punch from the main menu. You must enter your day hours value in the Options screen for this feature to work properly. For working days that span over midnight you must choose the date the day started. Sick day time records have a 2 in the BillingType field of the Time History.
Synchronizing Data Between Windows and Project Clock App
The data from Project Clock App can be synchronized with any of our Windows time tracking software: Project Clock, Employee Project Clock or Timesheets. The synchronization is a two or three-step process.
In the first optional step, all Clients, Projects and Tasks from the Windows software are copied to an intermediary database on our server. For this reason synchronization should always be started from the Windows software in order to update all Clients, Projects and Tasks. Then any Project Clock App time records on the server will be copied down to the Windows software and then deleted on the server. To perform the synchronization process from the Windows software, select File | Sync with App from the main menu.
In the second step, all the time records from Project Clock App are copied into the intermediary database on our server. The time records on Project Clock App are then deleted. Finally, the Projects, Tasks and Client lists on Project Clock App are replaced by those on intermediary database. To perform the synchronization process from Project Clock App click the Sync Data item on the main screen.
In the third step, any Project Clock App time records on the server will be copied down to the Windows software and then deleted on the server. To perform the second synchronization process from the Windows software, select File | Sync with App from the main menu.
Your first sync should be initiated from the Windows edition of Project Clock, Employee Project Clock or Timesheets. You must be an existing customer of our Windows software in order to synchronize data. If you get a message that you are not authorized for synchronization, send us an email and your synchronization account will be setup. The first time you sync from Project Clock App, you will be asked for your registration key number. You can find the registration number in the registration email. If you did not get a registration number in the registration email, send us an email.
You will also be asked for a login ID to use. You must enter the exact same login ID in which time is entered under in the desktop software. You can check the Time History table in the Data Manager to find your login ID. If you make a mistake entering either your registration number or login ID you can change these settings in the Options screen.
Configuration
On choosing View | Options from the Employee Project Clock main menu you will see the configuration screen. The options are split up into ten different sections: the General Tab, the Billing Tab, the Working Day Tab, the Backup Tab, the Security Tab, the Data Tab, the Report Tab, the Terms Tab, the Network tab, the Sound tab and the EMail tab. Choose a section by clicking on the labeled tab corresponding to that section.
To close this screen saving any changes made press the OK button. To close this screen without saving any changes made press the Cancel button.
General Options
The General Options section is for setting program and report options.
This is what the General Options section looks like.
Pressing the OK button will save the changes made and exit the program.
Press Cancel to exit without saving changes.
Program Options
Launch On Boot Option
If the Launch On Boot option is checked, Employee Project Clock will start automatically when Windows loads up.
Show Splash Screen
If the Show Splash Screen option is checked, on program start up, the Employee Project Clock start screen will show as the program loads.
Always On Top Option
If the Always On Top option is checked, the main screen of Employee Project Clock will always be on top of whatever other applications are currently running.
Enable Auto Fill
If the Enable Auto Fill option is checked, all pull-down lists will automatically show the term in the list matching what you have typed.
Allow manual time edits
If checked employees will be able to type in their time as well as use the In/Out buttons.
Time server
The IP address or machine name of the time server to use to get the current time. Leave blank to use the system time of each workstation. If you don't have your own time server we have one you can download. Click here to download.
Allow time overlaps
If checked employees will be able to punch in twice to the same time period for a day.
Make scanner friendly
If checked the software will work better with bar code scanners. The pull-down lists on the main screen will have blank entries and the buttons beside the pull-downs will no longer be tab stops.
IDs in pull-downs
If the IDs in Pull-downs option is checked, all pull-down lists will show the ID field first instead of the description.
Show Tips on Start Up
If this option is checked helpful tips will be seen when the software first runs.
Left pull-down column width
Determines how wide in pixels the left-most column of the multi-column pull-down lists will be.
Visible Pull-Down Lists
The Viewable Pull-down List section is used to configure which pull down lists are seen on the main screen, the Add Hours screen and the Reporting Screen. To hide a pull-down list, simply uncheck the box next to the pull-down list's name.
Billing Options
The Billing Options section is for setting time billing related options.
This is what the Billing Options section looks like.
Allow changes after punch in
If this option is unchecked, projects and tasks cannot be changed after punching in.
Punch out on new project
If this option is checked, the current person's time will be punched out automatically after choosing a new project.
Punch in or out on new task
If this option is checked, the current person's time will be punched in or out automatically after choosing a new task. If they are punched out they will be punched in with the new task.
Auto Punch out for day
If this option is checked, every 5 minutes the system will check to see if anyone forgot to punch out. If so the current person's time will be punched out automatically. Note that this option will only work if you have setup your shift times or working day times properly.
Auto Punch out for lunch
If this option is checked, every 5 minutes the system will check to see if anyone forgot to punch out for lunch. If so, the current person's time will be automatically punched out for lunch. Note that this option will only work if you have setup your shift times or working day times properly.
Punch Out on Program Close
If this option is checked, the current project will be automatically punched out when Employee Project Clock is closed down.
Punch Out on Windows Shutdown
If this option is checked, the current project will be automatically punched out on Windows log off, reset or shutdown.
Punch in with last out time
If this option is checked, when a person punches in the last out time will be used instead of the current time. If the elapsed time between the last punched out time and the current time is over eight hours the current time will be used.
Use last project if blank
If this option is checked and a project has not been entered, the current employee's previous project will be used.
Force Client
If this option is checked, you must enter a client name before you can punch in.
Force Project
If this option is checked, you must enter a Project before you can punch in.
Force Task
If this option is checked, you must enter a Task before you can punch in.
Force time card review
If checked employees will have to review and submit their last week's time card before they can punch in to a day in the new week.
Clear fields on new Employee
If this option is checked, all fields on the main screen will be cleared when a new employee is chosen.
Allow multiple punch ins
If this option is unchecked, time cannot be punched in more than once.
Simultaneous billing
If this option is checked, an employee will not have to punch out of a project before starting billing on another project. In other words, an employee can bill to multiple projects at the same time. If both the Punch Out on New Project and Simultaneous billing options have been unset, after an employee punches in the project pull-down list on the main screen will be disabled. In this scenario employees cannot change the project after they have punched in.
One Project by one employee
If checked only one employee can have a project open at one time.
Conform to day start within
If this option is checked, employee's that punch in before the number of minutes entered in the box to the right, will be punched in at whatever is entered as the Day Start time. See also: Working Day Options
Minimum Billing Increment
The value in this box indicates the minimum amount of time that should be charged.
Working Day Options
The Working Day section is for setting up your working day times for the Break for Lunch, Day Punch and Holiday punch features. The week start is also set here. The week start is used for reporting.
Note: any employees assigned to shifts will not use the day times here for auto punch outs. Instead they will use the day setting in the Shifts table. See Also: Table Details
This is what the Working Day Options section looks like.
Working Day
These times relate to your ordinary working day. They are used for the day punch and break for lunch features. Note that if you are using shifts, working day times will be taken from the Shifts table instead.
Hours Per Day
This is the number of hours you bill for a full day of work. This is used for the holiday punch, sick day punch and the day punch features. This number can be a decimal value e.g. 7.5.
Week Start
Indicates which day on which a week starts. Used for the reports to default to first day of the week.
Backup Options
The Backup Tab allows enabling of automatic data backups.
This is what the Backup Options section looks like.
To enable automatic backups make sure the Auto Backup checkbox is checked. Enter the automatic backup interval in the text box. For example, if you enter a 60 in the edit box the data will be automatically backed up every hour (60 minutes).
To limit how long backup archives remain in the backup folder, enter the number of days to keep them in the Keep Backups edit box. For example, if the number is 7, any backup files older than a week (7 days) will be deleted when the program starts.
Auto Backup
If checked enable automatic data backups. Backup data is stored in a Zip file archive having a name consisting of the date and time o the backup.
Backup Every X Minutes
This number indicates how often an automatic backup is to be performed. For example to backup every 2 hours enter 120 (2 x 60).
Keep Backups for X Days
This number indicates how long backup archives remain in the backup folder. E.g. if the number is 7, any backup files older than a week (7 days) will be deleted when the program starts.
Security Options
The Security Tab allows enabling of security and setting other security options.
This is what the Security Options section looks like.
Enable Security
If this option is checked the security system is enabled for the application. Note that when security is enabled for the first time the Administrator uses the default password of "magic". You should change this password if you want to prevent every user from being able to view and edit other user's data. Write down your new password and store it in a secure location such as a safe.
The Administrator can login as well as any users who have been setup in the Security table. To setup the users in the Security table and to change the current passwords use the Detail tab of the Data Manager. See also: Using the Security Features.
Set Data Read Only
If this option is checked, users will have to login as administrator in order to edit table data.
Force login
If set employees must login on program start. When this options is enabled a login dialog will popup on program start.
Punch in on login
If checked, users will be automatically punched in or out right after they login.
Log out after punch in
If checked, users will be automatically logged out right after they punch in.
Fingerprint punch only
If checked, users can only punch in and out using the fingerprint scanner. Only the Administrator user will be able to login by manually typing in their password.
Users can view options
If checked, users will be able to access the Options screen when security has been enabled.
Users can view Data Manager
If checked, users will be able to access the Data Manager and other Manage data forms when security has been enabled.
Users can view Add Hours
If checked, users will be able to access the Add Hours screen.
Users can view Reports
If checked, users will be able to access the Reports screen.
Users can change date
If checked, users change the date on the main billing screen.
Users can day punch
If checked, users can use the Day Punch, Holiday Punch and Sickday Punch features on the main billing screen.
Data Options
The Data Tab allows setting the network and local locations of Employee Project Clock data files.
This is what the Data Options section looks like.
The main purpose of this screen is to move the database location. As an example, you might want to run Employee Project Clock on several workstations but access the data on the server.
Local Data Location
The local data location box indicates the directory path of the data on the machine. Click the folder icon to the right of the box to change the directory. Before changing the data path, you should move or copy the data files to this path. Employee Project Clock will not do this for you.
Note that if using Employee Project Clock on multiple machines the Data Path setting used must be identical on all machines. You cannot mix regular paths and UNC paths. The text must be identical. Also if the software detects a data folder called Data in the same folder that Employee Project Clock is running from, it will default to using this folder as the data folder.
CSV Field Separator
This field contains the character used to separate data fields for the CSV import/export feature.
Report Options
This is what the Report Options section looks like.
Round report totals
Use to round report totals either up or down on reports that use the FracRound function. See also: Modifying reports and building your own
Round Time By
This number indicates how time totals should be rounded on reports that use the FracRound function. For example, a round time of 0.25 rounds all totals to the nearest quarter hour. A round time of 0.001 will not affect the totals at all.
Report Location
This is the path to the reports folder. To change to a new folder, click the ellipsis icon to the right and select a new path. Ordinarily the Report Location field will be blank. When the Report Location field is blank, the report location will default to the Reports folder off the program folder (usually C:\Program Files\Employee Project Clock\Reports\). In a multi-user setting, you may want everyone to use the reports stored in a shared network folder. In this case, you would set the Report Location field to this shared path.
Automation
This section lists all reports that will be automatically emailed out at a scheduled time. Each row represents a single scheduled report. The columns are as follows: Report Path | Frequency | Date Start | Time Start | EMail | Last Sent.
Report Path - the network path to the report file e.g. W:\\Reports\Project Chart.fr3
Frequency - how often the report should be emailed. Enter either D, W, M or Y (Daily, Weekly, Monthly or Yearly).
Date Start - this field is not currently used so enter any date in ISO format (yyyy-mm-dd) e.g. 2015-11-23.
Time Start - the time when the report should be sent in 24 hour format (hh:mm) e.g. 13:30 (1: 30 PM). This time should be at least 15 minutes before 24:00 (12 AM) or the report will probably not print.
Last Sent - the date and time the report was last emailed. This field is entered by the software.
Term Options
Use the Term options to change certain key terms used throughout the program.
This is what the Term Options section looks like.
Employee Project Clock uses the following Project terms: Shift, Employee, Client, Project and Task. These terms are used throughout the program. If you would rather use different terms than these, you can use this form to change the names to anything you desire.
In this case Employee was changed to Staff, Project was changed to Account and Task was changed to Job Code.
To revert back to the original terms click the Restore Defaults button.
NOTE: The Terms must still be entered when the Language feature is set to a language other than English.
Rank
You can set the rank for each term to change where the corresponding pull-down lists are displayed.
To restore the original term defaults just click the Defaults button.
Network Options
The Network options tab is used to change network connection settings.
This is what the Network Options section looks like.
The Network options tab is used to set the IP address used by the Employee Project Clock server application. To set the IP address, merely enter the IP address of the machine on which the server is running, into the IP Address field.
It is very important to set the correct IP address. If the wrong IP address is used, the client applications will not be able to connect to the server.
Connect With Server
If checked the software will function as a client/server application. Before checking this make sure the server software has been installed and started.
IP Address
This is the IP address of the back end server connects at.
Server Port
This is the port number the back end server connects at. Leave it at 0 or 12010 to connect at the database server's default connection port.
Compression Level
This is the compression level to apply to data sent to and from the remote database server. Values can range from 0 or none to 9. For very fast connections (over 100MB) this should be set to 0 or no compression. For slower connections this value can be tweaked to increase performance.
Sound Options
This is what the Sound Options section looks like.
Log in sound
When logging in or selecting an employee from the main form employee pull-down list this sound will be played.
Punch in/out sound
This sound will be played when an employee punches in or out.
EMail Options
This is what the E-mail configuration section looks like.
SMTP Server options
Use MAPI to send emails
If checked all e-mail will be sent using your default MAPI compliant mail program, like Outlook. When the software tries to send the first email it will ask which MAPI source to use. At this point you can select the MAPI source you want to use.
Use password authentication
Check this box if your mail server requires password notification before sending mail.
Use SSL/TLS
If checked e-mails can be sent using SMTP servers like GMail which uses secure SSL/TLS technology.
Authentication Login ID
Enter your SMTP authentication login id here.
Authentication Password
Enter your SMTP authentication password here.
SMTP mail host
This is the SMTP mail host used on your network. Usually it is mail, but enter whatever you enter for configuring other mail programs. If this option is not entered correctly, the e-mail features will not work.
SMTP Port
This is the SMTP port used to send email on your network. In the past it was usually 25 but because of port 25 blocking another port is used. When using SSL/TLS the port is usually 587.
Default from address
The e-mail address here will show by default in the from field of any e-mails sent to clients or others. If your network requires a full domain to send e-mails, enter the domain name in this field. Note that you must include the @ symbol. Some mail servers may require a valid email address for this setting in order to send emails.
GMail
Note that when using GMail you will need to either use an app password or turn the Access for less secure apps GMail option. See the following links for more information:
Sign in using App Passwords
Access for less secure apps
Data Features
Employee Project Clock uses a database to store its data. The database consists of several tables. These tables can be edited and administered by using the Data Manager. See the links below for further information.
Getting to Know the Data Manager
Viewing and Editing Table Data
Employee Project Clock Table Details
Viewing SQL Queries
Executing SQL Queries
Deleting records
Inserting Records
Loading Employee Project Clock Data into Excel
Exporting Project Clock Data into QuickBooks
Re-indexing Tables
Archiving Old Data
Backing Up Data
Restoring Data
Inactivating Accounts
Preventing data corruption
Data Manager
The Data Manager screen allows viewing and editing of all Employee Project Clock data. To bring up this screen select View | Data Manager from the main menu. The following screen should pop up:
The Data Manager consists of three parts. The menu, the data navigation toolbar and the data view. The menu contains several data related functions. The data navigation toolbar is used to navigate through the different tables. The data view shows the data of a single table.
Menu
The menu consists of four sections File, Search, Records and Help. See below for descriptions of the different functions found within these sections.
File
Export to CSV - Exports the current table to text (CSV) format. See also: Importing and Exporting Data in CSV Format.
Import CSV File - Imports a text file in comma separated variable (CSV) format into the current table. See also: Importing and Exporting Data in CSV Format.
Export to QBXML - Exports data to newer versions of QuickBooks. See also: Exporting Project Clock Data into QuickBooks.
Export to IIS - Exports data to IIS format which older versions of QuickBooks can import. See also: Exporting Project Clock Data into QuickBooks.
Export Project to MS Project - Exports the current project data into MS Project. See also: Exporting Current Project to MS Project
New SQL File - Opens the Notepad text editor to allow you to create a new SQL file. See also: Viewing SQL Queries.
Edit SQL File - Opens the Notepad text editor to allow you to edit an existing SQL file.
Open SQL File - Allows you to choose an existing SQL file and shows the results of that query in the detail tab data grid.
Execute SQL File - Allows you to choose an existing SQL file and execute that query. Only Administrators can execute queries.
Re-index Table - Re-index the currently selected table. See also: Re-indexing Tables.
Close - Closes the Data Manager screen.
Search Section
The Search section allows you to find records when in the detail tab view. To search for a record you must first click in or tab over to the field in which you want to search. Then choose Find from the Search menu. In the dialog that pops up, enter the text you want to search for then press the Find Next button. To find the next occurrence of that text press the Find Next button again.
Records Section
The Records section contains the following functions:
Copy - Copies the selected record into the Windows clipboard for pasting later.
Paste - Pastes the record contained in the Windows clipboard into a new record.
Cut - Copies the selected record into the Windows clipboard for pasting later and then deletes the record.
Delete Selected Records - Delete all the selected records. See also: Deleting records.
Delete All Records - Deletes all the records in the current table.
Archive History Data - Brings up a dialog to allow you to select from and to dates. On pressing OK, all time data between those dates will be moved to the Time History Archive table.
Archive Selected Records - Move all selected records to the Time History Archive table.
Backup Data - Makes a time-stamped backup file of all tables. See also: Backing up Data.
Restore Data - Replaces your existing data with the tables from a previous data backup. See also: Restoring data.
The Data navigator Bar
The bar at the top is the data navigator. The data navigator is for navigating the records of the current table. The first button |< will move to the first record of the current table. The second button < will move to the previous record. The third button > will move to the next record. The fourth button >| will move to the last record. The + button will add a new record. The - button will delete the current record. The button with the check mark will save changes made to the current record. The x button will cancel any changes made to an unsaved record. The last button refreshes the current table to show the latest changes made to it.
The Data Tabs
The data tabs show all the tables used in Employee Project Clock and allow you to view and edit the data in them. See the Viewing and Editing Table Data section for more details.
Viewing and Editing Table Data
There are two ways to enter table data: form view and detail view.
Entering data in form view
To enter data by form view choose the tab corresponding to the table for which you wish to enter data. A form will appear showing all the fields in that table. The screen should look like this:
To add a new record press the + button on the data navigator bar. A blank record field will appear. Enter data in the fields and press the check mark on the data navigator bar. This saves the record changes.
Entering data in detail view
To view a table's data in detail view first choose the Detail tab. The screen should look like this:
To view the data for a table choose the table's radio button in the left box. The table's data should then appear in the grid to the right. The data may now be edited directly in the grid. After editing a record, the changes will be saved after you move off the edited record.
Currently, data from SQL queries may not be edited in this way.
You can cancel any changes you made to a record by either clicking the Cancel button (the big X) on the Database Navigator at the top of the screen or by simply hitting the ESC key.
Table Details
Employee Project Clock has 13 tables: Clients, Employee Tasks, Employees, Estimates, Expenses, Items, Tasks, Projects, Shifts, Time History, Time History Archive, Security and Users.
Clients
This table list all the client data. Here are the field sizes and descriptions:
ClientID - Text - 15 - unique
Name - Text - 50
Contact - Text - 50
Address1 - Text - 20
Address2 - Text - 20
City - Text - 15
State - Text - 15
Country - Text - 15
Postal - Text - 15
E-mail - Text - 50
Web - Text - 50
Phone - Text - 20
Fax - Text - 20
Rate - Currency
Active - Boolean
The Client ID field is a unique identifier for the client. Every different client must have it's own ID. The ClientID field links to the Client field in the Projects table. The Name field is a descriptive name for the client. The Rate field indicates the rate at which this client is charged. The Active field indicates whether this client shows up in the client pull-down lists.
Employee Tasks
This table lists the tasks assigned to the different users. Here are the field sizes and descriptions:
UserID - text 30
TaskID - Text - 10
The TaskID field links to the TaskID field in the Tasks table. The UserID field links to the UserID field of the Employees table.
NOTE: As soon as there is even one record in this table, employees can only access tasks that have been assigned to them in this table. If no tasks have been assigned to them they will not see any tasks.
Employees
This table lists all employees, the shift they work on and the rate at which they are billed out. This table also contains all the login ID and password data. The table can only be seen by the Administrator. Here are the field sizes and descriptions:
UserID - Text - 15 - unique
Name - Text - 25
Shift - Text - 10
Rate - Currency
JobType - Text - 15
Gender - Boolean
Race - Unsigned integer
Password - Text - 10
SecurityLevel - Text - 1
Active - Boolean
FingerPrints - BLOB
The UserID field links to the UserID field in the Time History table. The Shift field link to the Shift field in the Shifts table. If you don't use shifts don't assign any employees to a shift. The Rate field indicates the rate at which this employee is charged out. The Password field indicated the login password for this employee. The SecurityLevel field indicates the security level of the employee. This field can be A for Administrator, M for Manager or blank for an ordinary employee. The Active field indicates whether this employee shows up in the employee pull-down lists. The FingerPrints field stores fingerprint information used for time logging with a fingerprint scanner.
See Also: Using the Security Features, Using Digital Persona U.are.U Fingerprint Reader
Estimate
This table keeps track of all the different project estimates. Here are the field sizes and descriptions:
EstID - AutoInc - unique
ClientID - Text - 15
Project - Text - 15
TaskID -Text - 15
UserID - Text - 30
EstHrs - Float
ActHrs - Float
EstCost - Currency
ActCost - Currency
The ClientID field links to the ClientID field in the Clients table. The Project field links to the Project field in the Projects table. The TaskID field links to the TaskID field in the Tasks table. The UserID field links with the UserID field in the Time History table.
Expenses
The Expenses table keeps track of all the expenses for different projects. Here are the field sizes and descriptions:
ExpenseID - AutoInc - unique
Description - Text - 50
ClientID - Text - 15
Project - Text - 15
TaskID -Text - 15
UserID - Text - 30
Amount - Currency
The ClientID field links to the ClientID field in the Clients table. The Project field links to the Project field in the Projects table. The TaskID field links to the TaskID field in the Tasks table. The UserID field links with the UserID field in the Time History table.
Items
The Items table lists all the different types of expense items and their costs. Here are the field sizes and descriptions:
ItemID - String - 10 - unique
Description - String - 25
Cost - Currency
Tasks
This table lists all the different Tasks and their description. Here are the field sizes and descriptions:
TaskID - Text - 15 - unique
Description - Text - 30
Rate - Currency
ProjectID - Text - 15
Active - Boolean
The TaskID field links to the TaskID field in the History table. The ProjectID field links to the Project field in the Projects table. If projects are linked to a task, when a new project is selected only the tasks that are associated with that project ill show up on the Task pull-down list. If no projects are associated with a task then all tasks will be listed.
Projects
This table lists all projects along with a description, charge out rate and the client to which the project belongs. Here are the field sizes and descriptions:
Project - Text - 15 - unique
Description - Text - 30
Rate - Currency
Client - Text - 15
Active - Boolean
The Project field links to the Project field in the Time History table. The Project field must be a unique ID for the project. The Description field is a descriptive name for the project. The Rate field indicates the rate at which this project is charged. The Client field links to the ClientID field in the Clients table. If clients are linked to a project, when a new client is selected only the projects that are associated with that client will show up on the Project pull-down list. If no clients are associated with a project then all projects will be listed. The Active field indicates whether the project can have time billed to it. If the active field is not set, this project will not show up in any of the project pull-down lists.
Shifts
This table lists all the available shifts. Here are the field sizes and descriptions:
Shift - Text - 10 - unique
Description - Text - 20
StartTime - Time
LunchStart - Time
LunchEnd - Time
EndTime - Time
The day times fields are used for the auto punch in/out features instead of the general working day options. See Also: Working Day Options
Time History
This table lists all the time charge records. It is a history of all time billed to your different employees. Here are the field sizes and descriptions:
ID - AutoInc - unique
ClientID - Text - 15
Project - Text - 15
TaskID -Text - 15
StartTime - TimeStamp
EndTime - TimeStamp
Comments - Text - unlimited
UserID - Text - 15
Reviewed - Boolean
Billable - Boolean
Item - Text - 10
NumItems - Unsigned integer
BillingType - Unsigned integer
The ClientID field links to the ClientID field in the Clients table. The Project field links to the Project field in the Projects table. The TaskID field links to the TaskID field in the Tasks table. The UserID field links to the UserID field in the Employees table. The Item field link to the ItemID field of the Items table. The BillingType field indicates which type of hours the employee logged. The value for this field can be:
0 - normal hours
1 - holiday hours
2 - sick day hours
3 - overtime hours
Time History Archive
The Time History archive table lists all the old records no longer seen in the Time History table. When the archive function is executed, the archived records end up here. This table has exactly the same format as the Time History table.
Viewing SQL Queries
It is possible to view the results of simple SQL statements stored in external text files. SQL stands for Structured Query Language. SQL is a way to extract information from databases using English-like commands.
To create a new SQL file either create one using any text editor or choose File | New SQL File from the menu. Save the SQL file to a folder, usually the Employee Project Clock Data folder. Remember to save with the .SQL extension.
To open a previously saved SQL file choose File | Open SQL File from the menu. A file select dialog will pop up allowing you to choose a SQL file. After selecting a file, you should see the results of the query in the data grid.
Here is an example of a simple SQL Select query:
Select UserID, Project, TaskID, (CAST((EndTime-StartTime) SECOND AS INTEGER)/3600) as ElapsedTime
From TimeHist
Where StartTime Between DATE "2007-03-09" And DATE "2007-04-03" And EndTime IS NOT Null And Project = "CYBER"
Order By UserID
This query shows all time charge records, sorted by UserID for the account "CYBER" between March 09 and April 03 where time has been punched out.
Note that when using dates in SQL, you must use the ISO format (i.e. yyyy-mm-dd).
For more information on SQL, consult a good introductory database textbook. There is also some documentation on the supported SQL calls in the database engine manual. To read this manual choose Help | DB Engine Manual from the Data Manager menu.
Executing SQL Queries
It is possible to execute simple SQL statements stored in external text files. SQL stands for Structured Query Language. SQL is a way to manipulate information from databases using English-like commands.
To create a new SQL file, either create one using any text editor or choose File | New SQL File from the menu. Save the SQL file to a folder, usually the Project Clock Data folder. Remember to save with the .SQL extension.
To open a previously saved SQL, file choose File | Open SQL File from the menu. A file select dialog will pop up allowing you to choose a SQL file. After selecting a file, the query will be executed and make changes to the database.
Here is an example of a simple SQL Update query:
UPDATE TimeHist SET Project='Test' WHERE Project='STest'
This query will update all time records where the Project is "STest". For these records, the Project will be renamed to "Test".
For more information on SQL, consult a good introductory database textbook. There is also some documentation on the supported SQL calls in the database engine manual. To read this manual, choose Help | DB Engine Manual from the Data Manager menu.
Deleting records
To delete a record when in form view, navigate to the record and press the - button on the navigator bar.
To delete one or more records in the detail view, select the records to delete. To select multiple records, click on the first record then hold down the [Ctrl] Key and click to select individual records or hold down the [Shift] key to select a range of records. To delete the selected records either press the [Ctrl]+[D] key combination or choose File | Delete Selected Records from the menu. To delete all the records in the current table choose File | Delete All Records from the menu.
Inserting Records
To insert a record when in form view, press the + button on the navigator bar.
To insert a record in the detail view, click on the record above which you wish to insert a record. Then either press the [Ctrl]+[I] key combination or choose File | Insert Record from the menu.
Importing and Exporting Data in CSV Format
Importing Data
Employee Project Clock can import data in the form of comma-separated CSV files. If you have existing data from another application, this data can be imported into Employee Project Clock provided it is saved in the right format. CSV files used for importing must follow the exact same format as the table into which they will be imported. That is, if you look at a table in the detail view of the Data Manager you will notice the order of the fields in the table. This is the same order that your CSV file must be in. Most spreadsheet programs like Microsoft Excel allow you to easily load in CSV file and move columns around.
See the section Table Details for more details on field types and sizes.
To import a CSV file first select the table you want to import into from the Data Manager. Then choose File | Import From CSV from the Data Manager menu. A wizard will guide you through importing the CSV file.
Note that when running the wizard, your import time format string must be exactly the same as what is in the CSV file. Most people leave in the .zzz in the import format string when their CSV data does not have microseconds. The import is not smart enough to determine what date/time formats you are using. You have to tell it. If the first row of your CSV file contains the field names, the field names in the header must exactly match the field names in the table you are importing into. Any boolean fields must contain True or False. They cannot be Null or empty.
Exporting Data
Data can also be exported in CSV file format from Project Clock. This data can be imported into other applications that can handle CSV imports.
To export a CSV file first select the table to export from the Data Manager. Then choose File | Export To CSV from the menu. A file select dialog will allow you to select the CSV file to export.
Loading Data into Excel
To load an Employee Project Clock data file into Excel 97 perform the following steps:
1. From the Employee Project Clock main menu, choose View | Data Manager.
2. When the Data Manager form pops up, select the Detail tab and then select the desired radio button from the radio group that corresponds to the table you wish to export.
3. Select File | Export to CSV from the menu. You will be asked for a file name to export to.
4. Start Excel and choose File Open from the menu.
5. In the Files of Type pull down list choose All Files (*.*).
6. In the Look In pull-down list, find the Employee Project Clock program data directory (usually in C:\Program Files\Employee Project Clock\Data).
7. Select the CSV file you just exported to and then click the Open button.
8. The Text Import Wizard should pop up. Make sure the Delimited button is darkened. Click the Next button.
9. In the next screen, check the comma check box in the Delimiters section. Click the Finish button.
The Employee Project Clock data should now show up in an excel sheet.
Exporting Project Clock Data into QuickBooks
Project Clock data can be exported to Intuit QuickBooks in two ways: using QBXML and IIS files.
Exporting using QBXML
If you have a newer version of QuickBooks (2003 or higher), you should export using QBXML. Before exporting you must setup the QBXML SQL export file and ensure that all account information you will be exporting is already setup in QuickBooks. If you look in the Employee Project Clock data folder, you will see a SQL file called QuickbooksXMLbyProject.sql. The content of that file is shown below.
Select CAST(StartTime AS DATE) AS QBDate, Name AS Customer, Project AS ItemName, Description, (CAST((EndTime-StartTime) SECOND AS
INTEGER)/3600) AS Quantity, P.Rate, 'Accounts Receivable' AS AR_Account
From TimeHist T JOIN Projects P ON(T.Project=P.Project) JOIN Clients C ON (T.ClientID=C.ClientID)
where StartTime Between DATE '2014-10-01' And DATE '2014-10-31' And EndTime IS NOT
Null
You will need to change this file to reflect your data. Do not delete any fields, they are all needed. Also, no field names can be changed but their values can be. For example, suppose you wanted to export data by Task instead of by Project and you wanted to use the client rate. Then your SQL would look like this:
Select CAST(StartTime AS DATE) AS QBDate, Name AS Customer, TaskID AS ItemName, Description, (CAST((EndTime-StartTime) SECOND AS
INTEGER)/3600) AS Quantity, C.Rate, 'Accounts Receivable' AS AR_Account
From TimeHist T JOIN Tasks J ON(T.TaskID=J.TaskID) JOIN Clients C ON (T.ClientID=C.ClientID)
where StartTime Between DATE '2014-10-01' And DATE '2014-10-31' And EndTime IS NOT
Null
The AR_Account field is the QuickBooks accounts receivable field to which the billed time will be exported. In this case, we used the general "Accounts Receivable" account but you can use any other accounts receivable account you have setup in QuickBooks.
The filter (the WHERE clause) can be changed to whatever you like. In this case, we only wanted to export time data from the month of October.
You must ensure that all account information you will be exporting is already setup in QuickBooks. Each customer and item name and description you are exporting must already be setup in QuickBooks.
Exporting to IIS Format
If you have an older version of QuickBooks (2002 or below), you should export to QuickBooks using IIS files. Before exporting you must setup the IIS SQL export file and ensure that all account information you will be exporting is already setup in QuickBooks. If you look in the Project Clock data folder, you will see a SQL file called QuickbooksIIFbyProject.sql. The content of that file is shown below.
Select CAST(StartTime AS DATE) AS QBDate, Description, ((CAST((EndTime-StartTime) SECOND AS INTEGER)/3600) * Rate) as Cost
From TimeHist T JOIN Projects P ON(T.Project=P.Project)
where StartTime Between DATE '2014-10-01' And DATE '2014-10-31' And EndTime IS NOT Null
You will need to change this file to reflect your data. Do not delete any fields, they are all needed. Also, no field names can be changed but their values can be. For example, suppose you wanted to export data by Task instead of by Project and you wanted to use the client rate. Then your SQL would look like this:
Select CAST(StartTime AS DATE) AS QBDate, Description, ((CAST((EndTime-StartTime) SECOND AS INTEGER)/3600) * Rate) as Cost
From TimeHist T JOIN Tasks J ON(T.TaskID=J.TaskID)
where StartTime Between DATE '2014-10-01' And DATE '2014-10-31' And EndTime IS NOT Null
The filter (the WHERE clause) can be changed to whatever you like. In this case, we only wanted to export time data from the month of October.
Exporting Current Project to MS Project
To export a project to Microsoft Project you must first select a project by clicking on it in the Detail tab of the Data Manager or navigate to it on the Data Manager's Projects entry form. Then choose File | Export Project to MS Project.
Re-indexing Tables
Over time, one of your tables may require re-indexing. When a table requires re-indexing it is said to be corrupt. See the section Avoiding Corruption to learn more about table corruption. Usually when a table is corrupted, you will see an error message such as:
ElevateDB Error #601 The table TimeHist is corrupt (Invalid index page number specified for retrieval from cache)
Re-indexing the table is simple. Just select the corrupted table in the Detail view and then choose File | Re-index Table from the Data Manager menu. It does no harm to re-index a non-corrupt table.
Elevate DB Manager
If you are unable to open the application to do a re-index, you can get the DB Manager. The DB Manager is a utility from Elevate Software, the makers of the database engine used in Project Clock. Use this program to repair the affected table.
Last Resort
If after trying all these solutions you still have problems, you can zip up the problem data files and e-mail them to CyberMatrix support.
Archiving Old Data
Employee Project Clock contains an archive function that moves old time records from the time history table into an archive table. No other tables are affected by this process.
To archive old time history data, in the Data Manager screen choose Records | Archive History Data. This will bring up the archive dialog:
Choose the start and end date. On pressing the OK button, all time records having a date within the period chosen will be moved to the Archive table.
Press the Cancel button to cancel the archive process.
Archiving selected records
You may also archive all records selected in the Data Manager detail grid by selecting Records | Archive Selected Records from the Data Manager menu.
Backing up Data
In Employee Project Clock, there are two ways to backup your data: manually and automatically. To manually create a backup of your data choose Records | Backup Data from the menu in the Data Manager screen. Running this function will create a zip file in the Data\Backup folder. The zip file will have a name consisting of the current date and time the archive was completed.
Automatically Backing up Data
To have your data automatically backed up after a certain number of minutes (or hours) set the auto backup options in the Options screen.
Restoring data
To restore previously archived data choose Records | Restore Data from the Data Manager menu. A file select dialog will pop up allowing you to choose the archive you would like to restore.
Inactivating Accounts
Eventually you may wish to remove obsolete employees, projects, tasks or clients from the system. You can simply delete the unwanted accounts but you will have problems when running reports on old data. Instead, you can simply assign accounts as inactive. To do this for a project, for example, just use the Data Manager to view the Projects table and uncheck the active field for the projects you wish to inactivate. Inactivated projects will not show up on any of the Project pull-down lists.
Project management
The Project Management features of Employee Project Clock allow you to keep track of your project's estimated and actual costs and completion times.
To access the project management feature choose View | Data Manager from the main menu. This will bring up the Data Manager screen. Choose the Estimates tab. The screen should look like this:
See below for a description of the fields on this screen.
Client
The client to which work is being charged.
Project
The project to which time is being charged.
Task
This is an additional code for the current charge account.
UserID
Network user name of the person to which time is billed.
Estimated hours
The number of hours estimated for completing the project.
Actual hours
The actual number of hours that were billed for the project.
Estimated cost
The estimated cost of the project.
Actual cost
The actual cost of the project.
Estimated start date
The estimated date the project will start.
Actual start date
The actual date the project started.
Estimated finish date
The estimated date the project will finish.
Actual finish date
The actual date the project finished.
Priority
A positive integer representing the priority of the project. A priority of 1 will be the highest priority.
Status
A positive integer representing the project's status.
Reporting
Employee Project Clock has several reporting features. Visit the links below to find out more about them.
Getting to know the Reporting Screen
Reports explained
Exporting reports to different formats
Customizing reports
Getting to Know the Reporting Screen
The Report Selector screen allows the viewing of several different time data reports.
To access the Report Selector select View | Reports from the main menu. The following screen will pop up:
The reporting screen consists of a menu, the report selector and the filters. See below for a description of each section.
Menu
The menu consists of three parts: File, Custom Reports and Help.
File
Print Setup - Brings up a print setup dialog so you can change printer options such as the printer used.
Print - Sends the current report to the printer.
Print Preview - Sends the current report to the screen so you can check it before printing.
Close - Closes the reporting screen and returns to the main screen.
Custom Reports
New Reports - Brings up the custom report designer allowing you to create a new report.
Edit Report - Show the report selector dialog to allow you to choose a report to edit in the custom report designer.
Print Report - Show the report selector dialog to allow you to print a custom report.
Preview Report - Show the report selector dialog to allow you to print preview a custom report.
The Report Selector
The report selector consists of a list of all the available reports organized into a tree structure. To run a report first click on the report you wish and then choose either the Print Preview or Print button. The Print Preview button will show you how the report will look before you send it to the printer. You can open specific report category by double-clicking the category name or by clicking the + icon to the left of the category name.
The report list shows all the reports that exist in the Employee Project Clock reports folder. If you do not need all the reports that show up here you can delete the ones you do not need from this folder. In the Reports folder is a folder called Examples. This contains additional reports that you might want to use.
Filters
The report filters allow you to limit the amount of data seen on the reports. See below for a description of the different filters.
Date Filter
Used to limit reports to a user-defined date range. The date range defaults to the current week but can be changed to any date range.
Time Filter
Used to limit reports to a user-defined time period. The time period defaults to the whole day but can be changed to any time period. This filter is useful when working with shifts that span two days.
Employee filter
Select an employee to show only time charged to that employee.
Client filter
Select a client to show only time charged to that client.
Project filter
Select a project to show only time charged to that project.
Task filter
Select a Task to show only time charged to that Task.
Reports Explained
The Time Sheet Reports
You may view different reports that show the current hour totals by week for all your listed employees.
Before viewing a report, choose a start date and end date. The start and end date default to the current week. To view a time sheet report for a time period, first choose a report type in the left radio group box. Select the dates from the date picker and then click the Preview button.
Rates
Note that all main reports use the Project rate. If you want reports to show another rate such as the client or task rate you will need to modify the reports to show this rate. There are also several reports in the Examples folder that use other rates.
Modifying reports and building your own
Employee Project Clock comes with a powerful report designer feature. With the report designer you can create your own unique time reports or edit existing ones.
Editing an Existing Report
The easiest way to create a new report is to edit an existing one. Employee Project Clock comes with several pre-built reports. To edit one of these select Custom Reports | Edit from the Report Selector menu. A file select dialog will pop up allowing you to choose a report. After selecting a report, the report designer will appear. In the report designer you can add graphics and text to the report or even move fields around or add new ones. See the report designer help file for more details. To add new fields you will need to modify the SQL variable to include those fields. The SQL variable is explained below.
Adding new fields to reports
To add new fields to a report all you need to do is modify the report SQL to include the two fields and then add the two field boxes to the report.
Modifying the SQL variable:
First start the report designer by editing a report as explained above. Now modify the SQL variable to include the new fields. From the menu choose Report | Variables. Click on the SQL variable. You will see the existing report SQL. Add the new fields to the end of the SELECT clause. Click OK to save the changed variable.
Now add the new fields to the report:
See the Creating Reports section below on how to add the new fields to the report.
Creating Reports
There are several steps to create your own reports.
First create the report:
Start the report designer by selecting Custom Reports | New from the Report Selector menu.
Next assign the datasets
Datasets are assigned in the Data tab to the right. Double click where it says No data available. In the selection dialog check frxDBDataset1. You will see the available data fields appear.
Now create the SQL variable:
From the menu choose Report | Variables.
Click on the New Category button (the button with a glinting yellow folder icon). This will create a new category.
Name the category something like ReportVariables.
Click the New Variable button (the glinting fx button).
Call the new variable SQL.
In the Expression box, enter your SQL query. For example: SELECT * FROM TimeHist.
Click OK to save the new variable.
Note that the existing template.fr3 report has this step completed for you already.
Now add bands to the report:
Click on the Insert Band button (the button with the three squares and plus sign).
A list of band types will appear.
Click on Report Title, Page Header, Master Data (select the frxDataset1 dataset) and Page Footer bands.
Now add fields to the report:
In the Data tab to the right select the fields of the query you want to see on your report and drag them onto the Master Detail band positioning them where you want them. The Master Detail band is the long rectangle in the middle of the report with the blue heading.
Note that the fields available may not match what you have added to the SQL variable. If that is the case you will have to save the report (if you haven't already), close the report designer and reopen it. This will update the query to use the SQL the report is based on.
Now add field labels to the report:
Click on the Text Object button (the button with the ab on it).
No click on the Page Header band where you want the first field caption to appear.
A dialog will pop up allowing you to type the text for the field label. Type the text and press the green check mark to save.
Repeat this for all other field labels.
Your report should now work. Save the report. Press the Close button to return to the Reporting Screen. Choose Custom Reports | Preview Report from the menu. Select your new report and press OK to see what your report will look like when printed.
Note that choosing File | Preview from the report designer menu may not work depending on what fields you've added to the report. To get the report to preview correctly from the report designer you will need to save the report (if you haven't already), close the report designer and the preview the report from the report selector screen. This will update the query to use the SQL the report is based on.
Other Variables
There is a variable that you can use to make time sheet reports. If you want to create a timesheet report, you must create the Timesheet variable and set it to 'true'. Note that for timesheet reports the SQL must follow a special format. The first field is the key field. This is the field that the timesheet will be sorted and grouped on. The next field in the query must be the Date field, the date the time charges were made. The third field must be the hours field, the amount of time charged. After these three fields you can put any other fields you wish.
If you want to create a subreport (a report within a report) you must create and set the SubSQL variable. If you need an additional subreport you can also set the SubSQL2 variable. These variables are created the same way the SQL variable is created. The SubSQL variables are usually used to create data for the bottom section of a report.
There are several other variables that you can use to customize your reports. See a description of each variable below:
varDateFrom - prints out the report start date filter
varDateTo - prints out the report end date filter
varCurrencyStr - prints out the currency character used on your machine
Report Functions
There are several report functions that can be used to format data and output special values.
FracRound() - rounds decimal numbers according to the rounding options.
WeekDayName() - outputs the day of the week for a date field.
HoursToTime() - converts an hours value in decimal form (1.5) to hours and minutes form (1:30).
FormatTime() - formats a time field based on your system time format.
FormatDate() - formats a date field based on your system date format.
FormatCurr() - formats decimal numbers based on your system currency format.
FormatDec() - formats decimal numbers based on your system currency format.
DayTotal(Date, Employee, ClientID, ProjectID, TaskID) - outputs total hours worked by employee on client, project and task.
Here is an example as to how to use these functions in a report memo field:
[FormatDate(<frxDBDataset1."StartTime">)]
Converting Old .frf Custom Reports to the New .fr3 Format
If you have created custom reports in the old .frf format they will need to be converted to the new .fr3 format. If you still have the old version of the software you can save the frf reports to the fr3 format. To do this open the old report in the Report Designer. Choose File | Save As from the menu. In the Save as type pull-down list choose FastReport3 form (*.fr3). Alternatively you can download the report converter program. You can download the converter from:
http://www.cybermatrix.com/download/fr2x-fr3converter.zip
Unzip the file to a folder somewhere. Run the fr3convert.exe program and click on the Select Report Files tab. Click the Open Folder icon and locate the reports folder containing the .frf files. Click the button with the green arrow to convert the reports.
Each report must be tweaked manually to fully convert it. Here are some guidelines:
set designer to free bands placement - in designer choose View | Options and set the Free bands placement option
open report
assign datasets - choose Report | Data - select frxDBDataset1 and frxDBDataset2 if your report uses a sub report.
set master detail band dataset to frxDBDataset1
all fields must be preceded by the dataset and enclosed in quotes. Eg. [frxDBDataset1."WeekStart"]
fields referenced in expressions must be surrounded by <> not [] i.e. [FormatDec(<frxDBDataset1."Total">)]
set group conditions in this format Eg. frxDBDataset1."WeekStart"
for summing numbers in string fields must use StrToFloat or Int function i.e. [FormatDec(Sum(StrToFloat(<frxDBDataset1."Total">)))]
variables referenced in code must be surrounded by <> not []
any report variables will need to be recreated as they will not convert over
Additional Help
See the UserManual-en.pdf help file for more details on report design (choose Help | Report Designer from the Reporting Screen menu).
Exporting reports to different formats
The reports in Project Clock can be exported to several different formats:
Adobe Acrobat PDF - can be viewed by Adobe Acrobat.
HTML File - can be viewed in web browsers.
Excel Table - can be viewed in Microsoft Excel
Rich Text - can be viewed in most word processors like Word.
ASCII Text - can be viewed in and text editor.
CSV File - can be viewed in spreadsheet programs like Excel.
Open Document Spreadsheet (ODS) File - can be viewed in open document supported spreadsheets.
Open Document Text (ODT) File - can be viewed in open document supported word processors.
E-mail - can be sent via email.
To export a report first preview by selecting File | Print Preview from the menu. When the report comes up on the screen click on the export icon on the toolbar. An export menu will appear. Choose the file type you would like the report exported to and set any export options. Then press the OK button. Type in the desired file name and press Save.
Using the Security Features
By default, there is no security in place for Employee Project Clock. This means that in a multi-user environment, any user will be able to view and edit any other user's time data. To prevent this you can implement the security option (see the Options screen). When security is in place, an administrator must login in order to see all users' data as well as access the security options screen.
If you wish all employees to login before using the software, you must set the Force Login option. In this case, all user names and passwords must be entered into the Security table. See the Data Manager section for help in working with tables.
Logging In
To see all users' data, a user must login as Administrator. To login choose File | Login from the main menu. Enter Administrator as the UserID. The default password is "magic". You should change this password if it is important to prevent users from viewing or changing other user's data.
Important: write down and store your changed password in a secure location such as the company safe.
Logging Out
To logout as Administrator choose Admin | Logout from the main menu.
See the Security Options section for more details.
Using with Barcode Scanners
Employee Project Clock can make use of barcode scanners to make time entry easier and more efficient for your employees. All you need to do is set the Make Scanner Friendly option in the General tab of the Options screen. Now the pull-down lists on the main screen will have a blank entry and the buttons beside the pull-downs will no longer be tab stops.
Set any fields you don't need to be hidden by unchecking them in the Visible Pull-down Lists section of the General options tab.
Now employees can scan their employee ID, say from an ID card, and any choose other fields from a list. On punching in or punching out, all fields will be cleared allowing another employee to be scanned. If security is enabled and the Force Login option is set, users will be logged out after punching in or out.
Note that if unsetting the "IDs in Pull-downs" option, you must make sure that every name or description for the scanned fields is unique.
Wireless Scanners
Employee Project Clock can even work with wireless scanners. In this scenario the software is running in a central location but workstations can have their own wireless scanners to punch in and out.
A big problem with this scenario is different emplyees scanning at the same time. To prevent this, you should set the sounds in the Sound tab of the Options screen. Then instruct the employees to wait to scan in until after hearing the punch in/out sound of another employee who had just recently scanned his ID.
Using Digital Persona U.are.U Fingerprint Reader
Employee Project Clock can be used with the DigitalPersona U.are.U biometric fingerprint reader to quickly and securely log in employees.
Installing the software
Before using a fingerprint reader you must install additional software to allow the reader to work with Employee Project Clock. This software can be downloaded from the CyberMatrix web site. Click here to download now.
Setting up employee fingerprints
After the fingerprint reader software is installed you must store fingerprints from all your employees. To do this choose Tools | Data Manager from the main menu to open the Data Manager. Now click the Employees tab:
To add fingerprints for the current employee click the Edit Fingerprint button. The following screen will appear:
You should add at least one fingerprint for an employee. Click a finger and follow the instructions.
Using the fingerprint reader
The fingerprint reader can be used in the login screen to quickly and securely log in employees. Therefore security must be enabled first. On choosing File | Login from the main screen the login dialog will appear:
If you scan a finger all employees will be searched and compared with the fingerprints on file. To speed up this process you can select your ID from the pull down list. If a match is found you will be automatically logged in. If no match was found the login screen will reappear allowing you to repeat the process or cancel.
If the "Fingerprint punch only" option is enabled, employees will not be able to select their ID. Only the Administrator user will be able to manually type in their password. Other employees will be forced to punch in and out only using the fingerprint reader on the main screen.
Obtaining the fingerprint reader
The DigitalPersona U.are.U biometric fingerprint reader can be purchased from the digitalPersona website digitalpersona.com.
See also: Viewing and Editing Table Data, Security.
Avoiding Table Re-indexing
Employee Project Clock uses a local database to store its data. Unfortunately, local databases are susceptible to corruption if the computer is shut down abnormally. Corruption means the table requires re-indexing before it can be used again. Corruption occurs while the program is in the middle of writing to the database and the program is prevented from completing the write. For this reason, you should always perform proper shutdowns. You should never shut off the computer or reset it while Windows is still running. Perform a proper shutdown by choosing Shut Down and either Restart or Shutdown from the start menu. If your system starts to act abnormally, try to exit Employee Project Clock first and then perform a proper shutdown.
If your system appears frozen first try hitting the Ctrl + Alt + Delete key combination. This should bring up a task list. You may be able to end the task that is no longer responding. Sometimes the system will crash so hard that you cannot even bring up the task list. If this happens reset the machine and re-index any corrupted Employee Project Clock tables if necessary.
See Also: Re-indexing Tables.
Frequently Asked Questions
Questions for users new to computers and the Internet
Questions about CyberMatrix Software
Questions about CyberMatrix Software Licensing
Database/Multi-user questions
Client/Server software questions
Questions about Employee Project Clock
Questions about Employee Project Clock
Q. We are having a problem with employees not punching out for lunch. How can we easily fix these time records?
A. If the employee has not yet punched out for the day, the time record can be easily fixed by using the Break for Lunch function. From the main menu choose Clock | Break for Lunch. If the employee has already punched out for the day you, must manually edit the time record in the Data Manager. Find the problem record, copy it and paste. Change the start time of the new record to the lunch end time and change the end time of the original record to the lunch start time.
Q. What are the advantages of using the client/server option of Employee Project Clock over using a shared data folder?
A. With the client/server implementation there will be better performance, less chance of data corruption and the software can be operated from a remote location using an Internet connection.
Q. You have a report that is almost exactly what I need except I want to use the Employee rate not the project rate. How do I build a report that uses the Employee rate instead of the Project rate?
A. If you look in the Examples folder there are several reports that use the Employee rate. e.g. Summary by Task and Project with Employee Rate.fr3 If you can't find the one you need you can create it yourself by using the report editor or ask us to make it for you. Usually we don't charge to build reports.
Q. I upgraded from a previous version of Employee Project Clock. Why is it not showing my old data?
A. Version 7 of Employee Project Clock requires massive changes to the database. Probably you did not upgrade your data as detailed in the installation instructions. These instructions will be seen during installation. You can also read them by opening the file called readme.rtf.
Q. Is Employee Project Clock capable of sharing data with Quickbooks? If so, how is that done?
A. You could import data into QB if you converted an exported CSV file to IIF format.
Q. How can I export a report to Word or Excel?
A. Reports can be saved in RTF format which can be read in Word, or CSV format which can be read by Excel.
Multi-Language Support
This program can be configured to support almost any language. Currently only English is officially supported. However, we make available machine translations of several popular languages. Users of this software may also easily create support for their own language. Before undertaking a translation contact us first as we may be able to give you a machine translation of your language that could save you some time.
This software uses language files to store all its internal text strings. These files end with the .lng extension. All language files are located in a folder called Languages inside the Data folder e.g. C:\ProgramData\CyberMatrix\EmployeeProjectClock\Languages. To create a language file for your language do the following:
Simply open the existing English.lng file with any text editor such as Notepad.
You will see that the language file is split into two sections [Translations] and [Messages]. To convert to your language replace all the strings to the right of the equal sign (=) with your language's equivalent. Do not translate the text to the left of the equal sign. You do not have to convert lines starting with ; as these are comment lines and are ignored by the translator. You should not convert any text between square brackets [] as these are very important to the translator.
Note that menu captions use the ampersand (&) to enable a hot key on the character following it.
Finally, save the modified text file to the name of your language, E.g. Francais.lng.
To try out your language file select File | Language from the main menu and select your language.
Please be sure to send us your translations so we can allow everyone else to use your language with this software as well. Contributors will be noted on this page.
Report Translations
The report list used in the program is generated from all the report files in the Reports folder. To translate the report names you will have to changes the report names to your language's equivalents.
Purchasing Employee Project Clock
You may freely evaluate the trial version Employee Project Clock without any cost for a period of 30 days. If you wish to continue using the program after 30 days, you must purchase it from CyberMatrix. If you do not wish to purchase the program after 30 days, you must uninstall it from your computer.
After 30 non-consecutive days from the time of installation, the software will cease functioning.
Non-profit Discount
Not for profit agencies are entitled to a 10% discount when software is purchased directly from CyberMatrix.
There are several ways to purchase Employee Project Clock:
All CyberMatrix software can be purchased directly from CyberMatrix by secure web form, fax, phone, funds transfer, purchase order or by regular postal (snail) mail. Note that all prices are in U.S. dollars.
Fax
For fax orders click here to fill out the order form and fax toll free to 1-866-425-2670.
Internet Secure Server
The full commercial version of this program can be purchased immediately on the Internet by credit card via an Internet secure link. Please go to:
http://www.cybermatrix.com/
Phone
For phone orders using a credit card, you may call CyberMatrix directly at (250)-503-1009.
Toll Free
For phone orders by credit card, call toll free in Canada and the U.S.: 1-888-664-0383.
Funds Transfer
Funds may be transferred directly from your bank account to ours. Contact us for account information. There is an additional $10 charge for orders under $300 when using this option.
Snail Mail
You can also purchase Employee Project Clock by printing and filling out the registration form and sending it by regular postal mail.
Purchase Order
Companies and government agencies may purchase this software by way of purchase orders. Standard credit references are required before PO's may be processed. This information may be faxed toll free to 1-866-425-2670.
After Purchasing
After you have purchased Employee Project Clock, you will receive from CyberMatrix the full commercial version of Employee Project Clock and instructions on registering the software. The commercial version can be sent out on disk for an extra fee or downloaded from the Internet for free.
If you have chosen not to receive the software on disk, when your order and payment has been received you will promptly be e-mailed a registration key. It is therefore important to include a valid e-mail address when you place your order. Instructions will be provided on how to use the registration key with the program.
Upgrade Information
All registered users of Employee Project Clock are guaranteed all future product revisions, both major and minor will be provided free of charge for a minimum of three months after the date of purchase.
Any major revisions after three months may accompany an upgrade fee that will be not more than 50% of the suggested retail price for said revision.
All upgrades will be made available for electronic download.
See also: Order Form, Bulk Purchases
Multi-user Licenses
The following rates apply to multiple purchases of Employee Project Clock:
[All prices in US dollars.]
Employee Project Clock
Single license $75.
10 users $700 or $70 / user.
25 users $1625 or $65 / user.
50 users $2750 or $55 / user.
100 users $4500 or $45 / user.
Site License $5000. (Up to ten different sites.)
Examples:
3 seat license: 3 X $75 = $225.
37 seat license: $1625 + $700 + (2 X $75) = $2475.
See also: Order Form, Purchasing Employee Project Clock
Order Form
Remit To:
3104-30th Ave
Suite #224
Vernon, B.C. V1T 9M9
Fax: 1-866-425-2670
Name: _________________________________________
Company: _________________________________________
Address: _________________________________________
_________________________________________
_________________________________________
Ship To: _________________________________________
_________________________________________
_________________________________________
(For credit card orders, the name and address must be exactly the same as they appear on your credit card and statement.)
Phone: _________________________________________
E-mail: _________________________________________
[All prices in U.S. Dollars.]
Employee Project Clock
___________ single license $75.
___________ 10 users $700 or $70 / user.
___________ 25 users $1625 or $65 / user.
___________ 50 users $2750 or $55 / user.
___________ 100 users $4500 or $45 / user.
___________ site License $5000.
___________ SubTotal
___________ Internet registration - FREE. (Make sure to include e-mail address.)
___________ Send program on disk by postal mail - $5 ($15 registered) .
___________ Send program by courier - $45 ($65 outside North America).
___________ Total
Payment method
[ ] Check
[ ] Money Order
[ ] Visa - Credit Card Number: ________________________________ Expire Date: ___________
[ ] MC - Credit Card Number: ________________________________ Expire Date: ___________
[ ] Discover - Credit Card Number: ________________________________ Expire Date: ___________
[ ] Amex - Card #: ________________________________ CID #:___________ Expire Date:___________
[ ] Purchase Order: ______________________
(For P.O.'s, please fax your standard credit references form to 1-866-425-2670.)
Where did you hear about Employee Project Clock?
________________________________________________________________
Contact information
Please feel free to contact CyberMatrix at any time regarding what you did or did not like about the product.* Is anything missing, broken or can something be improved? The greatest effort possible will be made to timely incorporate customer suggestions into future versions of this product.
Customizations unique to your company's requirements can be performed for a negotiated fee. If you require certain features to be added to our software and cannot wait for a future version, you can pay to have the new features added immediately. Contact us for details.
Please email any comments or suggested improvements to CyberMatrix at support@cybermatrix.com
Technical Support
Technical support by e-mail is free of charge for all existing and potential CyberMatrix customers* for the most recent version of this software. Technical support by telephone during business hours is free of charge** for all existing and potential CyberMatrix customers for the most recent version of this software. 24-hour emergency phone support is available for a $25 (US) per incident fee. Visit this web page for details:
http://www.cybermatrix.com/contacts.html
Please be sure you have searched the help and the CyberMatrix web site first before requesting support.
Customers with outdated versions of this software must purchase a yearly support contract for $100 or upgrade their software to the current version to continue with free email and non-emergency phone support.
Please send any support requests to CyberMatrix support@cybermatrix.com
* Please assign a single representative of your company to contact CyberMatrix regarding support issues. Feedback is welcomed from anyone but only the designated support representative will be guaranteed a response. No e-mail support is available for CyberMatrix freeware although bug reports are welcomed and may be responded to.
** May be subject to change in the future. No free phone support is available for CyberMatrix freeware.
Product license
BY RUNNING THIS SOFTWARE, YOU ARE CONSENTING TO BE BOUND BY AND ARE BECOMING A PARTY TO THIS AGREEMENT. IF YOU DO NOT AGREE TO ALL OF THE TERMS OF THIS AGREEMENT, DO NOT EXECUTE IT.
LICENSE GRANT.
CyberMatrix Corporation grants you a non-exclusive license to use the Software free of charge for evaluation and trial purposes only for a limited time. THE TRIAL EDITION OF THIS SOFTWARE CONTAINS CODE THAT DISABLES MOST OF ITS FEATURES AFTER IT HAS BEEN EXECUTED A PREDETERMINED NUMBER OF DAYS. This License does not entitle you to hard-copy documentation, support or telephone assistance.
DISCLAIMER OF WARRANTY.
The Software is provided on an AS IS basis, without warranty of any kind, including without limitation the warranties that the Software is merchantable, fit for a particular purpose or non-infringing. The entire risk as to the quality and performance of the Software is borne by you. Should the Software prove defective in any respect, you and not CyberMatrix Corporation or its suppliers assume the entire cost of any service and repair. In addition, the security mechanisms implemented by the Software have inherent limitations, and you must determine that the Software sufficiently meets your requirements. This disclaimer of warranty constitutes an essential part of the agreement. No use of the Software is authorized hereunder except under this Disclaimer.
TERMINATION.
The license granted will terminate after you have executed the program not more than thirty times unless you register the software. The license will terminate automatically if you fail to comply with the limitations described herein. You must destroy all copies of the Software upon termination.
TERMS APPLICABLE WHEN LICENSE FEES PAID:
LICENSE GRANT.
Subject to payment of applicable license fees, Licensor grants to you a non-exclusive license to use the Software and accompanying documentation ("Documentation") in the manner described below under "SCOPE OF LICENSE GRANT".
LIMITED WARRANTY.
Licensor warrants that for a period of ninety (90) days from the date of acquisition, the Software, if operated as directed, will substantially achieve the functionality described in the Documentation. Licensor does not warrant, however, that your use of the Software will be uninterrupted or that the operation of the Software will be error-free or secure. In addition, the security mechanisms implemented by the Software have inherent limitations, and you must determine that the Software sufficiently meets your requirements. Licensor also warrants that the media containing the Software, if provided by Licensor, is free from defects in material and workmanship and will so remain for ninety (90) days from the date you acquired the Software. Licensor's sole liability for any breach of this warranty shall be, in Licensor's sole discretion: (i) to replace your defective media or Software; or (ii) to advise you how to achieve substantially the same functionality with the Software as described in the Documentation through a procedure different from that set forth in the Documentation; or (iii) if the above remedies are impracticable, to refund the license fee you paid for the Software. Repaired, corrected, or replaced Software and Documentation shall be covered by this limited warranty for the period remaining under the warranty that covered the original Software, or if longer, for thirty (30) days after the date (a) of delivery to you of the repaired or replaced Software, or (b) Licensor advised you how to operate the Software so as to achieve substantially the same functionality described in the Documentation.
Only if you inform Licensor of your problem with the Software during the applicable warranty period and provide evidence of the date you purchased a license to the Software will Licensor be obliged to honor this warranty. Licensor will use reasonable commercial efforts to repair, replace, advise or, for individual consumers, refund pursuant to the foregoing warranty within thirty (30) days of being so notified.
If any modifications are made to the Software by you during the warranty period; if the media is subjected to accident, abuse, or improper use; or if you violate the terms of this Agreement, then this warranty shall immediately terminate. Moreover, this warranty shall not apply if the Software is used on or in conjunction with hardware or software other than the unmodified version of hardware and software with which the Software was designed to be used as described in the Documentation.
THIS IS A LIMITED WARRANTY, AND IT IS THE ONLY WARRANTY MADE BY LICENSOR OR ITS SUPPLIERS. LICENSOR MAKES NO OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NONINFRINGEMENT OF THIRD PARTIES' RIGHTS. YOU MAY HAVE OTHER STATUTORY RIGHTS. HOWEVER, TO THE FULL EXTENT PERMITTED BY LAW, THE DURATION OF STATUTORILY REQUIRED WARRANTIES, IF ANY, SHALL BE LIMITED TO THE ABOVE LIMITED WARRANTY PERIOD. MOREOVER, IN NO EVENT WILL WARRANTIES PROVIDED BY LAW, IF ANY, APPLY UNLESS THEY ARE REQUIRED TO APPLY BY STATUTE NOTWITHSTANDING THEIR EXCLUSION BY CONTRACT. NO DEALER, AGENT, OR EMPLOYEE OF LICENSOR IS AUTHORIZED TO MAKE ANY MODIFICATIONS, EXTENSIONS, OR ADDITIONS TO THIS LIMITED WARRANTY.
TERMS APPLICABLE TO ALL LICENSE GRANTS
SCOPE OF LICENSE GRANT.
You may:
Use the Software on any single computer;
Use the Software on a network, provided that a licensed copy of the Software has been acquired for each machine permitted to access the Software through the network;
Copy the Software for archival purposes, provided any copy must contain all of the original Software's proprietary notices; or
If you have purchased a Right to Copy license for multiple copies of the Software, make the number of copies of Software (but not the Documentation) stated on the packing slip or invoice, provided any copy must contain all of the original Software's proprietary notices. The number of copies on the invoice is the total number of copies that may be made. Additional copies of Documentation may be purchased from Licensor.
You may not:
Permit other individuals to use the Software except under the terms listed above;
Permit concurrent use of the Software;
Modify, translate, reverse engineer, decompile, disassemble (except and solely to the extent an applicable statute expressly and specifically prohibits such restrictions), or create derivative works based on the Software;
Copy the Software other than as specified above;
Rent, lease, grant a security interest in, or otherwise transfer rights to the Software; or
Remove any proprietary notices or labels on the Software.
TITLE.
Title, ownership rights, and intellectual property rights in the Software shall remain in CyberMatrix Corporation and/or its suppliers. The Software is protected by copyright and other intellectual property laws and by international treaties. Title and related rights in the content accessed through the Software is the property of the applicable content owner and is protected by applicable law. The license granted under this Agreement gives you no rights to such content.
TERMINATION.
This Agreement and the license granted hereunder will terminate automatically if you fail to comply with the limitations described herein. Upon termination, you must destroy all copies of the Software and Documentation.
LIMITATION OF LIABILITY.
UNDER NO CIRCUMSTANCES AND UNDER NO LEGAL THEORY, TORT, CONTRACT, OR OTHERWISE, SHALL LICENSOR OR ITS SUPPLIERS OR RESELLERS BE LIABLE TO YOU OR ANY OTHER PERSON FOR ANY INDIRECT, SPECIAL, INCIDENTAL, OR CONSEQUENTIAL DAMAGES OF ANY CHARACTER INCLUDING, WITHOUT LIMITATION, DAMAGES FOR LOSS OF GOODWILL, WORK STOPPAGE, COMPUTER FAILURE OR MALFUNCTION, OR ANY AND ALL OTHER COMMERCIAL DAMAGES OR LOSSES. IN NO EVENT WILL LICENSOR BE LIABLE FOR ANY DAMAGES IN EXCESS OF THE AMOUNT LICENSOR RECEIVED FROM YOU FOR A LICENSE TO THE SOFTWARE, EVEN IF LICENSOR SHALL HAVE BEEN INFORMED OF THE POSSIBILITY OF SUCH DAMAGES, OR FOR ANY CLAIM BY ANY THIRD PARTY. THIS LIMITATION OF LIABILITY SHALL NOT APPLY TO LIABILITY FOR DEATH OR PERSONAL INJURY RESULTING FROM LICENSOR'S NEGLIGENCE TO THE EXTENT APPLICABLE LAW PROHIBITS SUCH LIMITATION. SOME JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR LIMITATION OF INCIDENTAL OR CONSEQUENTIAL DAMAGES, SO THIS EXCLUSION AND LIMITATION MAY NOT APPLY TO YOU.
HIGH RISK ACTIVITIES.
The Software is not fault-tolerant and is not designed, manufactured or intended for use or resale as on-line control equipment in hazardous environments requiring fail-safe performance, such as in the operation of nuclear facilities, aircraft navigation or communication systems, air traffic control, direct life support machines, or weapons systems, in which the failure of the Software could lead directly to death, personal injury, or severe physical or environmental damage ("High Risk Activities"). Accordingly, Licensor and its suppliers specifically disclaim any express or implied warranty of fitness for High Risk Activities.
MISCELLANEOUS.
This Agreement represents the complete agreement concerning the license granted hereunder and may be amended only by a writing executed by both parties. THE ACCEPTANCE OF ANY PURCHASE ORDER PLACED BY YOU IS EXPRESSLY MADE CONDITIONAL ON YOUR ASSENT TO THE TERMS SET FORTH HEREIN, AND NOT THOSE IN YOUR PURCHASE ORDER. If any provision of this Agreement is held to be unenforceable, such provision shall be reformed only to the extent necessary to make it enforceable. This Agreement shall be governed by Alberta law, excluding conflict of law provisions (except to the extent applicable law, if any, provides otherwise). The application of the United Nations Convention of Contracts for the International Sale of Goods is expressly excluded.
Other CyberMatrix software
Pro Schedule
Meeting Manager
Project Clock
Timesheets
Employee Project Clock
Class Scheduler
Employee Scheduler
In Out Scheduler
Point Of Sale
Clipboard Magic
Reminder
The latest [trial] edition of all programs can be obtained from http://www.cybermatrix.com
Pro Schedule
CyberMatrix Pro Schedule is an easy to use single or multi-user appointment scheduling calendar. Pro Schedule is ideal for doctors, dentists, nurses, health care workers, lawyers, veterinarians, driving instructors or any other professionals who are often scheduling appointments. Pro Schedule can be used in clinics, hospitals, beauty salons, office buildings, driving schools or anywhere else requiring personnel appointment scheduling.
There are four different editions of Pro Schedule: Pro Schedule Standard, Pro Schedule Client/Server, Pro Schedule Enterprise and Pro Schedule Web. Additional software allows Pro Schedule appointments to be synchronized with the PalmOS and Pocket PC calendar applications.
Pro Schedule runs on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 64 MB RAM, 20 MB HD.
For Pro Schedule Client/Server we recommend a dedicated XP, 2003, Vista, 2008 or Windows 7 server with 500 MB RAM and power backup to host the Pro Schedule server application.
For Pro Schedule Web a dedicated Windows XP, 2003, Vista, 2008 or Windows 7 server is recommended. The clients require only a web browser.
Pro Schedule Enterprise requires a database server such as Microsoft SQL server, MySQL or PostgreSQL.
The Pro Schedule PocketPC synchronization utility requires a PocketPC device running Windows Mobile with .Net support or Windows CE.
Pro Schedule Standard costs $100 for a single license, Client/Server is $200, Enterprise is $200 and Web is $100. Affordable multiple-user license packs are also available.
Meeting Manager
CyberMatrix Meeting Manager is an easy to use group calendar application for scheduling meeting rooms, reserving meeting rooms and scheduling resources.
Use Meeting Manager to schedule conference rooms, schedule board meetings, reserve rooms, schedule resources, schedule A/V equipment, schedule classrooms, schedule church events, schedule rental cars, schedule driving instructors and even schedule tennis courts and squash courts. Meeting Manager can handle all your meeting scheduling needs.
There are four different editions of Meeting Manager: Meeting Manager Standard, Meeting Manager Client/Server, Meeting Manager Enterprise and Meeting Manager Web.
CyberMatrix Meeting Manager runs on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 64 MB RAM, 20 MB HD.
For Meeting Manager Client/Server we recommend a dedicated XP, 2003, Vista, 2008 or Windows 7 server with 500 MB RAM and power backup to host the Meeting Manager server application.
For Meeting Manager Web a dedicated Windows XP, 2003, Vista, 2008 or Windows 7 server is recommended. The clients require only a web browser.
Meeting Manager Enterprise requires a database server such as Microsoft SQL server, MySQL or PostgreSQL.
CyberMatrix Meeting Manager Standard costs $100 for a single license, Client/Server is $200, Enterprise is $200 and Web is $100. Affordable multiple-user license packs are also available.
Class Scheduler
CyberMatrix Class Scheduler is an easy to use single or multi-user application for scheduling students classes. The software is ideal for schools and other educational institutions that need to quickly schedule classes.
Class Scheduler runs on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 512 MB RAM, 20 MB hard disk space.
Class Scheduler costs $100 (US) for a single license. Other license packages are available.
Project Clock
Project Clock is a project time entry system. Project Clock is useful for consultants, lawyers, engineers, contractors, project managers or anyone else who must record time billed to different projects.
Project Clock Pro can be accessed over a network and has custom reporting and timesheet entry features. Project Clock Client/Server can access data over an Internet connection. Project Clock Web can be accessed from any web browser. Project Clock Palm runs on hand held computers using PalmOS and can sync data with Project Clock for Windows. Project Clock CE runs on Pocket PC hand held computers using Windows CE and can sync data with Project Clock for Windows.
Project Clock runs on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 64 MB RAM, 20 MB HD.
For Project Clock Client/Server and Project Clock Web we recommend a dedicated XP, 2003, Vista, 2008 or Windows 7 server with 500 MB RAM and power backup to host the Project Clock server application.
For Project Clock Web the clients require only a web browser.
Project Clock Palm requires an Palm device running PalmOS v3.5 or higher.
Project Clock CE requires an PocketPC device running Windows CE or Windows Mobile.
Project Clock Standard and Web costs $35 for a single-user license, Project Clock Pro costs $55 for a single-user license, Project Clock Client/Server costs $75 for a single-user license. Project Clock Palm costs $20 for a single-user license or $10 for existing Project Clock customers. Network and site licenses are available.
Reminder
CyberMatrix Reminder is a free software program that allows you to enter upcoming events that you need to be reminded of. When the event approached a reminder notice will pop up to remind you of the event.
CyberMatrix Reminder is free and runs on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 32 MB RAM and 10 MB hard disk space.
Timesheets
CyberMatrix Timesheets is an easy to use Windows-based multi-user timesheet entry software application. Timesheets features simple, intuitive employee time entry by client, project and task. The custom reporting features allow existing reports to be changed and new reports to be added. CyberMatrix Timesheets is an ideal solution for those companies wishing to replace their old-fashioned paper-based timesheet entry.
CyberMatrix Timesheets was designed to provide an effortless transition for those accustomed to the traditional paper-based timesheet entry. The timesheet entry screen looks like a standard timesheet entry form. Unlike traditional timesheets though, managers can validate and edit their employees time immediately from their own computers without having to pore over scores of timesheet reports.
Timesheets has four different editions to accommodate the needs of various customer types. Timesheets comes in Standard, Client/Server, Enterprise and Web editions. The Standard, Client/Server and Enterprise editions have a simple intuitive graphical interface. While the Standard edition can be used with multiple users over a network, the Client/Server and Enterprise editions are better suited for large numbers of users. Only the Enterprise edition can be scaled up to handle massive user loads. The Client/Server, Enterprise and Web editions can be used with multiple users accessing employee time data over the company intranet or even the Internet.
CyberMatrix Timesheets runs on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 256 MB RAM 20 MB HD
For Timesheets Client/Server and Timesheets Web we recommend a dedicated XP, 2003, Vista, 2008 or Windows 7 server with 500 MB RAM and power backup to host the Timesheets server application.
For Timesheets Web the clients require only a web browser.
Timesheets Enterprise requires a database server such as Oracle, Microsoft SQL server, MySQL or PostgreSQL.
CyberMatrix Timesheets Standard and Web costs $55 for a single license. CyberMatrix Timesheets Client/Server and Enterprise costs $75 for a single license. Network and site licenses are available.
Employee Project Clock
Employee Project Clock is an employee time tracking system. This software package is useful for companies that must keep track of their employee's time.
Employee Project Clock can be used by multiple people over a network. Employee Project Clock Pro also contains a powerful custom reporting feature. With the custom reporting tool, those who need additional reports can easily build their own.
Employee Project Clock is easy to use. Employees simply choose their name and optionally choose a project or job code. To start billing time punch in by pressing the In button. To stop billing, enter an optional comment and press the Out button to punch out. The time data is safely stored in the database for later reporting purposes.
Employee Project Clock runs on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 512 MB RAM and 30 MB hard disk space.
Employee Project Clock costs $75 for a single-user license. Network and site licenses are available.
Employee Scheduler
Employee Scheduler is an easy to use single or multi-user software application for creating and managing employee schedules. Employee schedule administrators can save time by using Employee Scheduler to automatically generate optimal schedules for their employees. Employees can be assigned into categories, have their day/time availability and scheduling priority entered in order to affect the generated schedules. After automatic scheduling takes place, the manual scheduling features can be used to easily adjust the schedules graphically. The schedule exception features allow for managing holidays, leave and sick days. The time clock options allows the software to act as a time clock that records when employees arrive and leave for the day.
Employee Scheduler sports an attractive intuitive display of your employee schedules. Use the schedule view to view by single employee, by all employees, by week and by employees in week. Filter by day, or employee. Employee Scheduler is multi-user ready, you can share schedule data over your network for all your employees. Exchange schedule data with other programs via the CSV import/export feature. Access data from other database applications using the separate ODBC driver.
CyberMatrix Employee Scheduler will run on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 512 MB RAM, 30 MB HD.
Employee Scheduler costs $100 for a single-user license. Network and site licenses are available.
In Out Scheduler
CyberMatrix In Out Scheduler is a multi-user attendance tracking application that visually indicates which employees are out of the office and at what time and date they will return. It is an ideal solution for those companies wishing to replace their old-fashioned In/Out scheduling board.
In Out Scheduler was designed to provide an effortless transition for those accustomed to the traditional scheduling boards. To this effect, the software looks a lot like an actual scheduling board. Virtual pins are used to designate which employees are in, which are out and when they will return. Unlike the traditional scheduling boards, In Out Scheduler can be accessed by all employees from the comfort of their own computers.
CyberMatrix In Out Scheduler runs on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 64 MB RAM 20 MB HD
In Out Scheduler costs $64 for a single-user license. Network and site licenses are available.
Point Of Sale
CyberMatrix Point of Sale is a software application for retail sales management. It is designed to run on an ordinary Windows PC with a receipt printer. A keyboard intercept bar code scanner and cash tray are optional.
CyberMatrix Point of Sale can be used by businesses that sell goods, services or a combination of the two. For retail store chains, a server application can be setup to allow data sharing and synchronization between the different stores.
CyberMatrix Point of Sale runs on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 512 MB RAM and 20 MB hard disk space. The server application requires at least 1 GB RAM.
The CyberMatrix Point of Sale client costs $300 for a single-user license. Affordable multi-license packages are also available.
Clipboard Magic
Clipboard Magic is a free Windows Clipboard extender. If you spend a lot of time cutting and pasting repetitive text Clipboard Magic can greatly improve your productivity.
By default, any text copied to the Windows Clipboard is automatically stored in Clipboard Magic. The text can range from a single line to several pages. At the click of the mouse, any item is automatically copied back to the Windows Clipboard allowing you to paste the text in any Windows compatible document.
The automatic clipboard archiving can be turned off. This feature is useful when manually editing the clipboard list. Another very handy feature of Clipboard Magic is that clipboard lists can be saved to external files for reloading later.
Clipboard Magic is small, fast and unobtrusive. By default, the program runs from the Windows System tray allowing quick and easy access. Clipboard Magic can be configured to automatically start when Windows starts and to start minimized.
Clipboard Magic is free and runs on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 256 MB RAM and 10 MB hard disk space.
Questions for users new to computers and the Internet
Q. What is Try Before You Buy or Trialware software?
A. Trialware is software that you can try out or demo first. If you decide you like the software, you can then purchase it. When you purchase the program you will either be sent a separate fully functional program and/or you will be sent a registration key file or code with instructions on how to apply the key to your program.
Q. I already have program X installed but I downloaded a new version. Should I install to the same location as the older version?
A. The proper way to upgrade to a new version is to backup any important Program X data files first, uninstall Program X and then install the new version of Program X in the same folder. However, many people simply reinstall right over the old version to save time. Make sure Program X is not running when you do this though.
Q. How do I uninstall program X?
A. Click the Start button to bring up the Start Menu. Then choose Settings and then Control Panel. Double click on the Add/Remove Programs icon. Select the program you wish to remove and then click the Add/Remove button. According to Windows development guidelines, no data files created by the user are to be automatically deleted during the uninstall. Therefore, there may be a few "crumbs" (files) left in the program directory. Therefore, if you uninstalled Program X, the folder C:\Program Files\Program X may contain a few data files. You will have to delete these manually.
Q. I downloaded one of your programs called program.zip how can I run it?
A. Files ending in .Zip are compressed files. To open these files in Windows usually you just have to double-click it and it will open as a folder. If you use an older version of Windows you will need an unzip program such as WinZip. You can find WinZip here: http://www.winzip.com. Once you have installed an unzip program like WinZip, when you double-click on a .zip file, you will see the contents of the zipped file. Then you can unzip the contents of the zipped file to a temporary file location such as C:\Temp.
Q. OK I figured out how to unzip the file, but how do I install the program?
A. To install the program double-click on the installer file usually called SETUP.EXE or INSTALL.EXE. This will start the installation process.
Q. What is the "system tray"?
A. The Windows system tray is the area to the right or the Windows task bar. Certain programs, including Project Clock and Clipboard Magic, will have small icons here.
Questions about CyberMatrix Software
Q. I have downloaded and installed your trial edition. Now I want to purchase. Will the purchased edition overwrite my data?
A. No. Our business software was designed to leave existing data intact when upgrading the software. However, as a precaution you should always backup your data prior to upgrading. Any report files you have modified will be overwritten though. When you change a report you should save it with a new file name to prevent it being overwritten
Q. I have downloaded and installed your trial edition. Now I want to purchase. After purchase do I just enter a key to unlock the trial edition?
A. No. After purchase you will have to install the full software. But you can install right over the trial edition and it will still use your old data. As a precaution always backup your data before upgrading.
Q. I purchased Program X version 2.00. I notice now that version 2.10 is out. If I upgrade, will I lose the data I have been working with?
A. No, the setup software leaves your existing data alone. Just install the new version in the same manner as you installed the old version and your old data will remain intact.
Q. We really like your software but desperately need a feature added. Can you add it right now?
A. All customer feature requests are put on a ToDo list but we can't guarantee with certainty when or if the feature will ever be added. If you need a new feature immediately, you can pay to have it added. We charge out at $75 US per hour. Contact us for a quote including as much detail as possible about how you want the software changed.
Q. We really like your software but would like to talk to some of your customers. Can you refer us to some of your customers in our area?
A. Due to privacy concerns we never give out customer information. You can look on the software's testimonial page for actual customer testimonials. We also have fully functional time-limited trial editions of our software you can try out to see how you like it before ordering.
Q. I tried to create a new report but hen I select the frxDBDataset1, no fields appear. How can I access the fields?
A. You need to add the report's SQL, save, close and then re-open to see the fields. You can choose Help | Getting Started With Custom Reports from the report screen to learn more about creating your own reports.
Q. I tried to customize one of your reports. Now the report no longer works. How can I restore the original report?
A. You can just delete the bad report and reinstall the software to restore the original.
Q. Why do I see the error "There is no default printer selected" when I try to print?
A. You probably have not set a default printer in the 'Control panel - Printers' window.
Q. I purchased Program X version 1.00 several years ago. I got a new machine and tried to reinstall using the download directions I got when I purchased the software. However the link no longer works. What am I doing wrong?
A. We don't maintain downloads for outdated versions on the web site. Existing customers can upgrade to the latest version at a 50% discount though.
Q. What are your support fees?
A. Support by email is free. Phone support during business hours is free. 24 hour paid emergency support is available for a $25 fee per incident. For outdated software, a yearly $100 contract option is available.
Q. What is the time frame for a return email to help get an issue resolved if one arises?
A. It depends on the severity. Urgent issues get a response almost immediately during business hours. Non-urgent issues should get a response within two business days.
Q. I downloaded the trial edition of program X using Internet Explorer but when I tried to run the software I received a message that the setup files were corrupt and to obtain another copy of the software. What am I doing wrong?
A. This is most likely a bug in Internet Explorer. Try downloading the file instead of trying to run it. Save the file to a folder like My Documents not your desktop. We can always email you the file if need be.
Q. I tried to download program X but it said it was not a valid archive. What am I doing wrong?
A. Nothing. Large Zip archives sometimes become corrupted during the download process. Try emptying your browser cache and try downloading again. If you still can't download, send an e-mail and a trial edition setup file can be e-mailed to you as an attachment.
Q. I tried your X program and like it. Do you have a version that does Z or runs on Y?
A. All CyberMatrix software is listed at the main web site. If you don't see it, we don't carry it. If you have a feature request for a particular program feel free to send in an e-mail.
Q. My program shows the wrong date format. How can I make the software use the system date format we use?
A. This is probably due to a bug in Windows. Try these steps:
1) choose Start/Configuration/Regional settings
2) on the first tab select a different country, e.g. Germany, and press [APPLY]
3) set the country back to what it should be and press [OK]
4) Now the software will behave again as expected.
Q. Is it possible to do a silent install of your software?
A. Yes like this:
Setup.exe /SP- /silent /noicons "/dir=c:\Program Files\My Program"
Just change Setup.exe to the name of the setup file you want to install and My Program to the folder you want the software installed to. Note that in software with multiple install options, the first option will always be chosen with this technique. In this case you can use the /Type parameter like so:
Setup.exe /SP- /silent /noicons "/dir=c:\Program Files\My Program" "/Type=Client Only"
Q. I downloaded Program X and now my anti-virus software says the file is infected with a virus. When are you going to address this?
A. No CyberMatrix software has ever been verified to contain a virus. Most likely, you are seeing a false detection. If this happens send us an e-mail detailing the anti-virus software you use, the program claimed to contain a virus, it's version and where you obtained (downloaded) it.
Questions about CyberMatrix Software Licensing
Q. I notice you offer a 10 seat license for your software. What do you mean by a seat?
A1. A seat means one machine that is used to access the software. If you have 10 machines that will access the software (even if the software is installed on the server) you will need a 10 seat license.
A2. For our Web software we basically use what is called concurrent licensing. For concurrent licensing you just have to determine the maximum number of people that will be using the software at one time. That is the number of licenses you need.
Q. Are your license fees annual fees?
A. Our license fees are one-time fess for the current version. When we release a major new version you have the option of upgrading at a 50% discount.
Q. We want to buy your software. We will have one person making changes to the data and eight people that will only be viewing the data. Do I need a single seat license or a 9 seat license?
A. Since 9 people will have access to the software you will need a 9 seat license.
Q. What is the difference between your trial edition and the full edition?
A. The only difference between our time-limited software and the full editions is that the time-limited software stops working after a certain number of days.
Q. What is a site license?
A. A site license allows the unlimited use of the software on any number of machines in up to 10 different sites (or buildings/locations) of a company.
Q. I have already purchased version 1.1 of your program Z. If I download version 1.2 do I have to purchase the program again?
A. No. CyberMatrix has a policy of providing all minor version changes free of charge to existing customers.
Q. I purchased version 1.0 of program X four months ago. I notice you now have version 2.0 available. Do I have to pay the full price again.
A. No. CyberMatrix has a policy of providing major version changes free of charge to existing customers if the program has been purchased within the last six months of the year that the new version was released. If you have purchased the program more than six months ago, the new version will be available for upgrade, usually at a 50% discount.
Q. We had a hard drive crash. I re-installed the software. Now we are getting a message saying we have exceeded our licensing. How do I correct this?
A. You need to import the license key as explained in the download instructions. The download instructions were emailed to you after your purchased or upgraded the software.
Q. I just updated our software to a new minor version. Why does the software now say it is an evaluation copy?
A. You must install the full software not the trial software. The full software download link was emailed to you after you purchased or upgraded the software.
Q. We had a hard drive crash. I re-installed the software. Now we are getting a message saying we have exceeded our licensing. The registration key has been imported as explained in the registration instructions. How do I get rid of this message?
A. Check the Users table for ghost users. Ghost users are those users who are listed as still using the program even they no longer are. If there are any ghost users, delete those records.
Database/Multi-user questions
Q. I upgraded an old version of your software to a newer version. Why can I no longer see any of my old data?
A1. If you upgraded from Employee Project Clock v6 or lower, Project Clock v8 or lower, Timesheets v3 or lower, Meeting Manager v7 or lower or Pro Schedule v6 or lower you must upgrade your data to the new format. Step by step instructions to upgrade your data are seen during installation right after the license agreement. After installation you can read these instructions by clicking the "Installation Instructions" shortcut on the program's start menu.
A2. Possibly you installed the data into a different folder using the Data only install. You'll need to find out where the old data folder was an set the data folder option setting to this path.
Q. Why am I getting strange errors like this one below?
ElevateDB Error #600 File manager error (Cannot delete the file C:\DOCUME~1\fullerm\LOCALS~1\Temp\CM1S29083572PC45.EDBTbl (OS Error: The process cannot access the file because it is being used by another process. )).
A. This is probably due to your anti-virus software interfering with our software's database files. Try configuring it to not scan the data folder of our software.
Q. How can we share data amongst several people with the Standard edition?
A. To share data with multiple users over a network you should install the data on a network shared folder then install the software on each computer. To do this run the setup program and select the Data only installation option. The Select Destination Location screen will appear. This will be where the program data will be placed. Complete the setup for the data. Then run the setup file from each of the client machines, choosing the Client only installation for each one. When asked for the data folder enter the folder where you installed the data earlier.
Q. I installed the Standard edition on only one machine. How can I setup another machine to use the same data?
A. You need to either share the current data folder so the other machines can access it or move the data folder to a shared location and then setup each machine to use that data.
Q. I want to share data amongst several people. Can I use the Standard edition or do I need to purchase the Client/Server edition?
A. The Standard editions of our software (as well as Class Scheduler, Employee Project Clock, Employee Scheduler, In Out Scheduler and Project Clock Pro) all use a local database. A local database can share data with multiple users over a network. However, shared local databases are more likely to require database re-indexing especially in networks with unstable machines or inexperienced users. A general rule of thumb is not to use the local database edition with more than 10 simultaneous users. With 10 or more simultaneous users the Client/Server edition will perform better.
Q1. When I Start Program X why does the following error message appear: <br><br>
ElevateDB Error #601 The table Users is corrupt
Q2. When I Start Program X why does the following error message comes up:
DBISAM Engine Error #9217 Error reading From Data File C:\Program Files\Cyber App\data\ATable.dat
A. This is a corruption error. Several CyberMatrix programs use a local database to store their data. Corruption can happen in any local database when a system is shut down abnormally. You should never shut down or restart a Windows machine without doing a proper Windows shutdown first (i.e., choosing Shut Down from the Start menu.) Newer versions of our software will re-index (repair) tables automatically if all users close the software and a single person restarts it. To re-index the table manually, first close down all instances of the software except one. Then select the problem table in the Detail tab of the Data Manager screen and then choose File | Re-index table (or File | Repair table).
Last Resort
If after trying all these solutions you still have problems, you can zip up the data files and e-mail them to CyberMatrix.
Q. When I try to start your software a Data Missing box appears and says that I need to attempt re-installation or enter new data folder location. What does this mean and what do I need to do?
A. The software cannot find the data. Possibly the drive it was on is no longer available. You should verify that the machine where the data is stored is functioning properly and that no changes have been made relating to the data folder, e.g. drive mapping changes.
Q. When I try to re-index a table I get the error "Re-Index failed". How do I fix this?
A. Get everyone off the system (shutdown their machines if necessary) and try re-indexing again.
Q. What is the purpose of the Users table?
A. The Users table merely keeps a running log of which users are believed to be logged into the system.
Q. What is the maximum size of a single table?
A. The maximum size of a table (.EDBTbl, .DAT), index file (.EDBIdx, .IDX), or BLOB file (.EDBBlb, .BLB) is 4 gigabytes.
Q. Performance seems very slow. How can we make it faster?
A. Turn off anti-virus software, or configure it to NOT scan *.EDB* files on newer software and .DAT, .IDX, .BLB files on older software (or simply your entire database folder).
Q. How can I import data from another program into your software?
A. Export the data from the other program into CSV format. Then in the Data Manager screen of our software select View | Data Manager from the main menu. Select the table then choose File | Import CSV File.
Q. How can I export table data into Excel?
A. Export the table into CSV format in the Data Manager screen: select View | Data Manager from the main menu. Select the table then choose File | Export to CSV. Load the saved file into Excel.
Q. How can I use your file-server (local, standard) software with two different data folders on the same machine?
A. You could install the software in two different folders on the same machine each having separate data. The trick is that the data files must reside in a folder called Data inside the program's folder.
Q. Which database engine is used in your software?
A. We use Elevate DB and the DBISAM database engine for all our non-Enterprise Windows business applications. Meeting Manager, Pro Schedule, Project Clock, Employee Project Clock, Timesheets and Point of Sale now use the Elevate DB engine.
Q. Can your database tables be accessed from Crystal Reports or other common database software?
A1. For newer non-enterprise editions of our software (Class Scheduler v3+, CyberMatrix Office, Employee Project Clock v2.20+, Employee Scheduler, In Out Scheduler, Meeting Manager v4+, Phone Lister, Point Of Sale, Project Clock v5.10+, Pro Schedule v3+, Timesheets) we have an ODBC driver available. See:
http://www.cybermatrix.com/odbc.html
A2. For older versions of our software there is an ODBC driver available that others have used to access database tables from Crystal Reports. You can get it here:
http://www.cybermatrix.com/download/odbc.zip
We do not offer any support for this older driver.
Q. Where can I learn how to use SQL?
A. Try these links: SQLCourse2.com, w3schools SQL Tutorial
Q. I have a single license for Program X. I logged in as someone else, and then I had a crash. Now when I try to start Program X again it says "The number of users have exceeded your license. Contact CyberMatrix to purchase additional licenses." What do I do to use the software again?
A. Login as the other person, shut down Program X and then login as yourself.
Q. I want to move Program X to a new machine but keep all my data. What is the best way to do this?
A. You could over your program and data folder over to the new machine but then there would be no shortcuts in your start menu. The best way is to install the software on the new machine. Then on the old machine do a backup from Program X's Data Manager, copy that backup file to the new machine, and then restore the backup file on the new machine using Program X's Data Manager.
Q. I exported a table to CSV. Why is it when I try to import that same CSV file it says there is an "Invalid data value in import data."?
A. When running the CSV import wizard, your time format must be exactly the same as what is in the CSV file. Most people leave in the .zzz part in the import format string when their CSV data does not have microseconds. The import is not always sophisticated enough to determine what date/time formats you are using. You have to tell it.
Q. We are using version 1 of your software. Is it possible to install the V2 trial of the software on the same machine so that both versions can be run side by side.
A. Yes. For the Client/Server edition the V2 server would have to run on a different server machine but V1 and V2 of the client can be installed into different folders. However you would have to log in as another user for V2. For the Web edition you would just install V2 in another folder. For the Standard edition you would have to do a Data Only and Client only install of V2. The data would have to be installed in a folder called Data just off the program folder i.e.: C:\ProgramX\Data. The software would have to be installed in the C:\ProgramX folder. Then you should run V1 and make sure it is still using the old data folder. Alternatively you could just run V2 under a different user account i.e. log in as another user for V2.
Client/Server software questions
Q. What does Client/Server mean?
A. Client/server applications have a client and a server component. The client only talks to the server and only the server has direct access to the data. File server applications have no server component and they can directly access the data.
Q. What is the advantage of Client/Server over File/Server?
A. Client/server applications will be faster on slow networks like wireless networks because only the data packets required are sent down the network. With File/Server every table in a query will be sent down the network. Client/Server application will be less susceptible to database corruption because there is no direct access to the data. Only the server machine directly writes to the data files.
Q. We are using the Client/Server edition of program X. Why will the clients not connect to the server?
A. There are only three possibilities for this problem. Either the server is not running, the IP address is entered incorrectly or something like a firewall is blocking access to the server.
Sometimes the server software will not be listening to the correct IP address. Click the following link to watch a Flash demo of how to change the server IP. Change server IP.
Q. We are using the Client/Server edition of program X. Why are we getting a windows socket error (10065) on API connect on one of the client stations?
A. This is probably a firewall issue. You need to open a port. All our newer server software runs by default on port 12010. All our older server software runs on port 9000.
Q. We are very interested in the Client/Server edition of your software. However, we want the server application to run as a service. Is this possible?
A. Yes it is possible to run the database server as an NT service. There are several advantages of running the server as a service: you can ensure it restarts if the machine reboots unexpectedly for any reason; you can take actions if the service crashes; and you can run the service as a specified user fairly easily. To install the edbsrvr.exe database server as a service enter the following command at a command line prompt or from the Run Menu:
edbsrvr.exe /install
To install the database server so that it does not interact with the desktop at all, which is required in instances where the current user will be logged out of the system, then you should use the /nointeract flag along with the /install command-line switch:
edbsrvr.exe /install /nointeract
This will install the service as a non-interactive service and the database server will not display a user interface when it is started.
To start the edbsrvr.exe database server as a service enter the following command at a command line prompt or from the Run Menu:
net start edbsrvr.exe
Q. I installed the server as a service and the service is running. When I try to run the server as a regular Windows application why do I see the error: "Only one usage of each socket address (protocol/network address/port) is normally permitted"?
A. Only one application can listen exclusively on a port at one time. You can't therefore run two instances of the server application at one time.
Q. We use the Client/Server edition of your software. We want to install the latest version on a new server. What is the best way to upgrade and still use our old data?
A. You can either copy over your entire old server folder over to the new server machine and then install the new server software into this folder or install the new server software on the new machine and then copy over the database files. The database files are those with the *.EDB* extensions for newer software and .Blb, .Dat and .Idx extensions for older software.
Q. We are using version 1 of your software. Is it possible to install the V2 trial of the software on the same machine so that both versions can be run side by side.
A. Yes. For the Client/Server edition the V2 server would have to run on a different server machine but V1 and V2 of the client can be installed into different folders. However you would have to log in as another user for V2. For the Web edition you would just install V2 in another folder. For the Standard edition (or Project Clock Pro) you would have to do a Data Only and Client only install of V2. The data would have to be installed in a folder called Data just off the program folder i.e.: C:\Program\Data. The software would have to be installed in the C:\Program\ folder. Then you should run V1 and make sure it is still using the old data folder. Alternatively you could just run V2 under a different user account i.e. log in as another user for V2.
Enterprise software questions
Q. We're using your Enterprise software with Microsoft SQL Server. On some of the client machines when we try to connect why do we get a Ntwdblib.dll not found error?
A. Each client needs special connectivity libraries installed. If these libraries are not installed the clients will not be able to connect to the database server. These libraries are available from the vendor of the database server you are planning to use.
For MS SQL Server 2005 and higher you should connect using ADO instead of MSSQL. The following video shows how to setup ADO to work our software: MS SQL ADO Setup.
For older versions of Microsoft SQL Server you can just install the MS SQL client software or just copy the Ntwdblib.dll file to the Windows System folder (\winnt\system32 on XP).
Q. I'm using Microsoft SQL server with your Enterprise edition software. I'm having a problem and want to send you our data so you can try to reproduce it and fix it. How can I send you our data?
A. Unlike other large database servers, MS SQL Server does not have a function to backup data to a SQL INSERT script. You will need to use a third party utility to backup the data to a SQL script. Alternatively you could export each table to CSV format. Sending in a MS SQL Server backup file will not work.
Q. I'm trying to use your Enterprise edition with MySQL version 5. When trying to connect I get the error: "SQL Error: Client does not accept authentication protocol requested by server. Consider upgrading MySQL client". Does your software not work with MySQL v5?
A. This software will run on MySQL v5. However, it connects as a v4 client. This means you will have to convert the connection password to the older style. You can do this with a query like the following:
SET PASSWORD FOR 'root'@'localhost' = OLD_PASSWORD('magic');
See also: http://dev.mysql.com/doc/refman/5.0/en/old-client.html
Q. What permissions should be given to the Database Server Account for the clients?
A. The user needs SELECT, INSERT, UPDATE and possibly CREATE_TMP_TABLE privileges.