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One of the primary benefits of using TimeClick as your employee time tracking software is the flexible, accurate reporting system. This post takes you through the general information for TimeClick reports and shows the options and settings available in the program depending on the version of TimeClick you are currently running. To find the version you are using, go to Help >> About TimeClick. Knowing your version will help you find the instructions and information most helpful to you.
General Report Information
Decimal vs. Regular Hours
When you look at a TimeClick report there are two totals on your employee timesheet (unless otherwise selected in version 2018); Regular Hours & Mins. and Decimal time. Both the regular hours and decimal time totals have a specific purpose and both are accurate. The Reg. Hrs & Mins. total shows the total hours and minutes the employees worked. For example, 7 hours and 58 minutes. The Decimal total shows the total hours and minutes worked divided by 60, or the decimal form of the regular hours displayed. For example, 7.96 hours which is the same as 7 hours and 58 minutes. The decimal hours is a significant number because multiplying the total decimal hours worked by the employees’ wage you get how much you owe your employee. If you use the regular hours and minutes to multiply by a wage rate, your pay will be very inaccurate.
For more detail on how the conversion from hours to decimal works and is used for your payroll, feel free to reference this article.
Printing and Saving Options
Both the newest and the oldest versions of TimeClick have options to save and/or print. However, the way to access these options is different in the newest version than in the Legacy versions of TimeClick. This post won’t delve too deep into these options but you can see the details in our Printing Options post which also discusses all the TimeClick versions in order from newest to oldest.
TimeClick 2018 Reporting
All versions of TimeClick 2018 between version 18.0.0.2 and 18.2.0.3 will have fewer available settings and the formatting for some reports will be different. In versions 18.3.0.0 and newer, you will have Advanced settings available with many, many more options. The formatting is a bit different too. For more details on the advanced settings in 18.3.0.0 download the PDF guide.
Report Options
There are nine separate reports available in TimeClick 18.
Hours Report: Shows hours worked, overtime, comments, accrued time used, and pretty much anything else you decide to have displayed on the report.
Condensed Hours Report: Shows all the clock action and time details in the hours report but in a different format.
Summary Report: Shows a quick snapshot of all the hour type totals for all employees in one list.
Legacy Hours Report: Shows all the hours details for the pay period but in the same format as older, or legacy, versions of TimeClick.
Accrued Time History: Shows each employee’s entire accrued time history including deductions, earnings, manual adjustments, and totals.
Department & Job Reports: Shows the total hours worked by each employee in each department.
Punctuality Report: Shows how punctual an employee is based on a preset schedule set up in the Employee record >> Clock Schedule tab.
Employee Information Report: Shows all the employee’s info that has been entered into their record.
Setting up Presets
Note: Presets that were created in earlier versions of TimeClick 18 will be discarded upon upgrading to version 18.3.0.0. However, you can easily recreate presets and can now share them with other users in your database.
As a busy payroll manager, you likely have a set list of items you need to see on a time clock report. It’s also likely that you don’t want to select or unselect settings every single time you run a report. If this is you then the report presets are your new friend.
To set up presets
- Enter the Report Center in Admin mode
- Select the type of report you need to run
- Use the drop-down just below the dates to select “Create New Custom Preset”
- Type the name of your preset and decide if it will be the default for this report
- Check and uncheck all the desired settings
- Click “Create” next to the drop-down menu
If you need to change any settings in this preset in the future you will simply come to the same drop-down menu and select your preset. Make the changes needed and click Update.
Legacy TimeClick Reporting (Versions LE 16, 12, SP1, and LE)
Legacy versions of TimeClick include all versions released before the year 2018 namely LE 16, 12, SP1, LE, and version 10.
Please Note: Versions 10 and LE are no longer fully supported but their report system still works as long as no database corruptions have occurred. It is highly recommended to upgrade to the newest version of TimeClick if you are still running version 10 and LE.
Report Preferences
Report preferences are necessary for allowing TimeClick to properly run your reports and accurately calculate your employees’ overtime. To set up your report preferences enter Administration mode >> Report Preferences.
In this window, you can set reports to run alphabetically (otherwise they will run by employee number), print signature lines, or have a separate page for each employee. You may also choose which employees to include on your reports.
In the legacy versions, TimeClick can only track overtime by either the Day or by the Week but not both at the same time.
Note: If you are using the legacy versions of TimeClick and are operating in a state like California which requires tracking of both daily and weekly overtime, it is recommended that you contact our support team at 435-753-4102 or support@timeclick.com to upgrade to TimeClick 2018. But, if you are continuing to use legacy TimeClick to track both, you’ll need to select first Calculate OT by Day and set the hours and minutes to 8:00 (hint, you’ll need to type in the 00 in the minutes field even if they seem to disappear). Run the reports using that overtime and then go back to Report Preferences to use the OT by Date Range/Week with 40:00 hours and minutes.
If you need to include vacation, sick time, etc. in the overtime calculation mark the appropriate boxes under “For Overtime Calculations” and click OK.
Report Options
The following report options are included in nearly all Legacy versions. To access the reports, enter Administration mode >> Reports. Let’s go through a brief description of each type of report available to you.
All Employees Hours: This is one of the most commonly used reports. Running this report will give you the clock actions and general totals for any type of paid time or other time action.
Individual Hours: This report is the same as the All Employees Hours report but is only run for one employee at a time.
Department Hours: Get the department totals for the pay period if you track departments.
Payroll Integration: This option is only available in version LE 16 and allows you to integrate with QuickBooks Pro Desktop.
Overtime Hours: This report will show the breakdown of the hours worked along with the overtime (OT) totals for the weeks in the given date range.
Open Extraction File: Not available before LE 12, this option allows one to save the last opened report as a CSV file.
Other Reports: This option gives the user access to another list of reports.
Combined Hrs & OT: This report runs three consecutive reports for a given date range. The first is the same as the All Employees Hours Report, the second is an overtime breakdown with weekly totals shown, the third is a summary report that serves as a snapshot of the period’s totals for all employees.
Sick Hours, Unplanned PTO, All MISC. Hours: These all simply give totals for the selected hour types that were entered into the program for the given period
Vacation, Sick, PTO Hours: These reports show the totals for these types of accrued time hours. For more information on viewing and updating these reports when processing accrued time, see our Accrued Time article.
Attendance Snapshot: This is like taking roll call in grade school where you get a little X by your name if you were present that day.
Telephone List & Employee Profile: These reports pull information entered into the Detailed Information portion of an employee’s personal information.
Accruals: This report shows where each employee stands in their current accrued time balance.
Tips
If you want to see all the details (clock in/outs) on any of the hours reports, leave the two boxes Employee Totals (Include Day Totals) and Employee Totals Only unmarked. If you mark either or both of these boxes, you will just get the totals and no specific details.
To get the default date range on the reports to always be either the current pay period dates or the last completed period’s dates, go to Administration mode >> Preferences >> mark or unmark the box “Default to Last Completed Pay Period”